How can I change who receives timesheet approval emails?

Last updated: July 23, 2026

Summary: Three lists control who gets timesheet emails: approvers (client users who receive the one-click approval request), CC emails (anyone you want copied on approval requests), and escalation emails (your own contacts who get notified when approvals are still outstanding at the end of the approval window). Approvers and CC lists can be set per client, per work location, or per assignment; escalation emails are set at the partner level.

Timesheet approvers (who approves)

Approvers are client users — they receive the approval email with a one-click link to review and approve pending timesheets and expenses for the period, without needing to log in with a password.

Where to set them:

  • For a whole client: View Client → Edit Client → timesheet approvers.

  • For a specific work location: edit the work location.

  • For a specific assignment: View Assignment → Edit Assignment → timesheet approvers.

The most specific level wins: an assignment's approvers override the work location's, which override the client's. If none are set, the approval request goes to the client's primary user. Deactivated users are skipped automatically.

A few rules:

  • You can name multiple approvers.

  • Your own (partner) emails can't be approvers. Timesheets must be approved on the client side — emails on your agency's domain are rejected as approvers. If you need visibility, use the CC list instead.

Timesheet CC emails (who gets copied)

CC emails receive a copy of the approval request emails without being approvers. Use this for anyone who should have visibility — including your own team. CC emails can be any address (they don't need to be platform users) and can be set at the same three levels: client, work location, or assignment. Copies from every applicable level are combined and de-duplicated.

Escalation emails (when approvals are outstanding)

You can also configure timesheet approval escalation emails in your partner settings. When timesheet approvals are still outstanding at the end of the approval window (end of day Tuesday), the people on this list receive an escalation notice covering your clients' unapproved timesheets — so your team can chase the client before payroll is impacted.

Escalations are skipped for clients that handle their own timesheets or have approval reminders turned off.

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