Time Tracking Settings: Time Card Settings & Approval Hierarchy

📝 Time Tracking Settings: Time Card Settings & Approval Workflow

✅ What This Covers

This article walks you through how Ontraccr handles time card configuration and approval — including:

• Digital signatures & disclaimers
• Approval tiers (project, team, company)
• Auto-approval via forms
• Time card editing & locking

🧭 Where to Find These Settings

1. Go to Web App > Settings > Time Tracking > Time Cards

🖋️ Enable Digital Signature

What it does:

Requires users to sign their time cards at submission.

How it works:

• When enabled, a signature box appears during submission
• Users must sign to complete submission
• This works with both manual submissions and automatic submissions

Custom Disclaimer:

Edit the default disclaimer shown during signature (e.g.,

“I agree this time card is accurate and that I was not injured…”)

✅ Approval Tiers in Ontraccr

Ontraccr uses a 3-tier approval hierarchy:

🔹 Tier 1: Project-Specific Approvers

• Set in Projects > General Info
• If set, this overrides all other tiers

🔹 Tier 2: Team-Based Supervisors

• Enable via: Enable Assigned Supervisor Approval
• Approves time for users within their team (under Staff > Manage Teams)

🔹 Tier 3: Company-Wide Approvers

• Fallback if no project or team approver exists
• Set one or more roles or individuals as global time card approvers

How to configure:

• Set a First Approver (required)
• Set a Second Approver (optional, sequential approval)

⚙️ Auto-Approval via Forms (Advanced)

If using form-based time entry:

• If the time entry is created via a form (like a Daily Log) that has a Create Time Entry workflow block with Auto-Approval enabled, the system auto-approves the time at the form submission.
• No manual approval needed afterward for that time entry.
• Time cards created using this method that have Auto-Approval enabled, will ignore any approvals that are set up because they will be created as approved.

✅ Perfect for workflows where time is already reviewed during form approval (e.g., supervisor-signed timesheets).

🔄 Optional: Precede this with an Approval block in the form workflow to review submissions before the auto-approval happens.

⚙️ How to Configure Approvers

• For Project Approvers: Set directly inside each project's settings.
• For Team Supervisors: Assign users to teams and supervisors under Staff > Manage Teams. Enable supervisor approvals in settings.
• For Company-Wide Approvers: Assign default approvers in Time Tracking Settings > Time Cards > Company Approvers.
• For Form Auto-Approvals: Configure the workflow inside the Form Builder when setting up Create Time Entry blocks.

🧩 Other Settings

📅 Show Original Clock-In/Out Times

• If rounding is enabled, this will still display actual times in reports and time cards.

🔒 Lock Pay Period Submissions

• Prevents non-admins from logging time to past pay periods
• Ensures processed payroll isn’t affected by late edits

💡 Pro Tips & Edge Cases

• 👥 You can mix and match approval tiers — the system always picks the highest applicable one
• 🔄 Time submitted via forms can still flow into the standard approval pipeline unless auto-approved
• 🔐 Locking past pay periods prevents data integrity issues during payroll processing