How to approve submitted hours
On many teams, weekly “approval” happened on WhatsApp or a separate spreadsheet. The team member thought they had closed; the manager only found the gap on billing day. In Rabbiit the queue lives in the same place as the hours: the team member submits, you approve or reject with a comment, and both see the same status.
This article is for whoever approves — administrator, or super user with permission to approve hours who is that person's manager. Whoever logs and submits their own week is in how to submit hours for approval.
Use it when closing the period feeds an invoice, commission, or payroll, or when the client requires a report with validated hours.
💡 Plan: hour approval is part of Ultimate. Approving is not a role: it is the Approve or reject submitted hours permission, plus being that team member's manager/approver. See user permissions.
Who it is for
Manager — receives the queue of people who log hours for you. Sees the week total, opens the detail if a number looks off, approves or rejects.
Administrator — can already approve. Also defines who must submit, who is each person's manager, changes the approver if someone goes on vacation, and undoes a submit or an approval made by mistake.
Finance / operations — only looks at hours with a clear status before marking them as billed.
If the week has not reached the queue, the team member has not submitted yet — their step is the other article.
Where to find it
List of weeks to approve
Time tracking > Approvals.
The week detail is still that person's Timesheet. The queue is the inbox; the board is the evidence.
How to approve or reject
- Open Time tracking > Approvals.
- See the person, the period, the hour total, and the status (submitted, approved, rejected).
- Open the week if you need to understand a number — they are the same entries as the Timesheet.
- Approve when the week is consistent with what was agreed for the project.
- Reject when hours are missing, they are on the wrong project, or the description will not work for the client. Write a visible comment: the team member needs to know what to fix.
You can approve the entire week at once. That exists for whoever has many people in the same week: the queue moves in minutes, not one approval per project.
Force submit
Someone did not submit and the deadline passed? If you are that person's manager (or an administrator), Force submit puts the week in the queue even without the team member's click. Use it when closing cannot wait — not as a routine instead of the person's own submit.
Undo approval (or the submit)
Approved the wrong person? Undo approval removes the OK and the week returns to the flow.
The team member can undo their own submit. An administrator can also undo a submit made by mistake. The team corrects it themselves — support does not need to “release” the week.
Who needs to be configured
- Approval flow on in set up hour approval — deadline, automatic submission, and who must submit.
- The team member (or their team) on the list of who must submit.
- Manager on the profile of each person who submits — that is the manager the week goes to.
- If the approver is a super user, the extra permission to approve hours must be on and they must be that person's manager.
Without a manager on the team member's profile, the week does not even enter your queue.
When to use — and when you still do not need it
Worth it if the weekly close feeds an invoice, commission, or payroll.
Can wait if the account is one person, or if the team is still learning to log hours every day. In that case, start with reminders; the approval queue makes sense later.
What gets easier
You stop having two truths (the spreadsheet and the system). Finance bills what has already been validated. Rejecting with a comment avoids the “but I had submitted” conversation.