Workflow Admins have the ability to configure and manage the Hours+ approval workflows, departments, and invoice templates, providing greater control and flexibility for your team.
| Note: You will need to have the appropriate permissions in Hours+ to configure and manage workflow settings. If you do not have access, contact your CRM for assistance. If you want to edit your project's timecard settings, click here. |
This article shows you how to perform this task in both Classic and New experiences.
Steps for Classic Experience
Watch the video here:
To access these settings, log into Hours+ and select your project:
Click the Gear Settings icon on the top left corner, next to the name of your project:
From here, you’ll land on the Approval Workflow tab.
Approval Workflow
Approval workflows help streamline the review process by allowing you to create new workflows or edit existing ones to ensure the right approvers are involved at each step of the approval process.
Create a New Approval Workflow
You can create a new approval workflow by selecting + New workflow.
Next, you’ll be required to name your new workflow, then select Create.
From this screen, you can start building your new approval workflow. To customize the workflow title, select the pencil icon.
Next, add the departments that apply to your workflow by selecting the Add button.
You’ll be able to choose from a list of departments to associate with your workflow. Once selected, click Apply.
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Note: If a department is already assigned to another workflow, it will appear grayed out with the name of the existing workflow displayed. |
The next step will be to update your workflow approval path. By default, the approval levels will appear in the order shown below:
Level 1 Approval: Crew Member
Since crew members are set as default approvers, there’s no need to add additional approvers at this level.
Level 2 Approval: Head of Department
Department Heads are automatically included in the approval flow when departments are added. If no Department Head is assigned, this level will be skipped for approval.
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Note: You can assign Department Heads by going to Manage Departments from the project settings screen. |
Level 3 Approval: Payroll Accountant
Use the search bar to enter the name and select the first approver to be assigned to the workflow.
Next, choose whether this approver can submit emergency timecards. Once all permissions have been set, click Save to apply the changes.
| Note: Selecting Can submit emergency timecards allows the approver to bypass the employee's signature and send timecards directly to payroll. |
If applicable, select the Add/Edit Approver option to assign additional crew members as approvers to the workflow.
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Tip: If you need to add an approver to a workflow but they are not in Hours+ as a user, you can add a new user from the Add/Edit Approvers panel by clicking Create new non-employee: |
Once level 3 approvers have been assigned, you have the option to add an additional approval path by selecting the Plus (+) icon located under the workflow.
A Level 4 Approval path will then be generated automatically, allowing you to add the appropriate approvers as needed.
Once all fields are completed, click the Save button on the bottom right corner to save your workflow.
Edit Approval Workflows
To edit an existing approval workflow: Navigate back to the Project Admin tab.
Locate the workflow you'd like to update and click the three vertical dots on the right.
Select Edit from the dropdown menu.
This will return you to the Workflow Builder page, where you can begin making your edits.
As a Project Admin, approval workflows give you greater control over the timecard process, helping ensure crew timecard approvals are timely and accurate.
Manage Departments
To add or manage departments, return to the Project Settings page and select Manage Departments.
Optionally, you can enable Allow Department Heads to View Gross to give department heads visibility into gross pay amounts for their crew.
To add a new department, click + New Department.
Next, fill in the required fields. The Head of Department entered here will also appear in the Workflow Builder as the approver for this department.
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Tip: When adding a department head, you can choose to give them the permission teo submit emergency timecards: |
When finished, click ✔️ to save the department or the ❌ to remove the entry.
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Tip: If you need to add a non-employee user as a department head while managing departments, Create new non-employee: |
After a department has been saved, you can edit or delete it by selecting the vertical three dots in the Actions column.
| Important: Departments with timecards in process cannot be deleted. |
Invoice Templates
To add or manage invoice templates, return to the Project Settings page and select Invoice Templates.
To add a new invoice template, click + Create Template.
Next, complete the required fields:
Invoice Templates let you set default timecard values such as Work Zones, State or Province, City, and Producer’s Week. These values help organize your edits, invoices, and batches. You can also assign a Studio+ folder to store completed invoices.
When finished, click ✔️ to save the template or the ❌ to remove the entry.
| Note: By selecting Separate Batch, each department will receive its own batch; however, all timecards and batches will remain part of the same invoice and will appear together on a single edit report. |
To edit an existing invoice template, click the pencil icon.
That’s it! Your Invoice templates are now set up and ready to use. You can return to this setup at any time to make updates as your project evolves.
Steps for New Experience
Watch video:
Click the Gear Settings icon on the top left corner, next to the name of your project:
From here, you’ll land on the Approval Workflow tab.
Approval Workflow
Approval workflows help streamline the review process by allowing you to create new workflows or edit existing ones to ensure the right approvers are involved at each step of the approval process.
Create a New Approval Workflow
You can create a new approval workflow by selecting + New workflow.
Next, you’ll be required to name your new workflow, then select Create.
From this screen, you can start building your new approval workflow. To customize the workflow title, select the pencil icon.
Next, add the departments that apply to your workflow by selecting the Add button.
You’ll be able to choose from a list of departments to associate with your workflow. Once selected, click Apply.
|
Note: If a department is already assigned to another workflow, it will appear grayed out with the name of the existing workflow displayed. |
The next step will be to update your workflow approval path. By default, the approval levels will appear in the order shown below:
Level 1 Approval: Crew Member
Since crew members are set as default approvers, there’s no need to add additional approvers at this level.
Level 2 Approval: Head of Department
Department Heads are automatically included in the approval flow when departments are added. If no Department Head is assigned, this level will be skipped for approval.
|
Note: You can assign Department Heads by going to Manage Departments from the project settings screen. |
Level 3 Approval: Payroll Accountant
Use the search bar to enter the name and select the first approver to be assigned to the workflow.
Next, choose whether this approver can submit emergency timecards. Once all permissions have been set, click Save to apply the changes.
| Note: Selecting Can submit emergency timecards allows the approver to bypass the employee's signature and send timecards directly to payroll. |
If applicable, select the Add/Edit Approver option to assign additional crew members as approvers to the workflow.
|
Tip: If you need to add an approver to a workflow but they are not in Hours+ as a user, you can add a new user from the Add/Edit Approvers panel by clicking Create new non-employee: |
Once level 3 approvers have been assigned, you have the option to add an additional approval path by selecting the Plus (+) icon located under the workflow.
A Level 4 Approval path will then be generated automatically, allowing you to add the appropriate approvers as needed.
Once all fields are completed, click the Save button on the bottom right corner to save your workflow.
Edit Approval Workflows
To edit an existing approval workflow: Navigate back to the Project Admin tab.
Locate the workflow you'd like to update and click the three vertical dots on the right.
Select Edit from the dropdown menu.
This will return you to the Workflow Builder page, where you can begin making your edits.
As a Project Admin, approval workflows give you greater control over the timecard process, helping ensure crew timecard approvals are timely and accurate.
Manage Departments
To add or manage departments, return to the Project Settings page and select Manage Departments.
Optionally, you can enable Allow Department Heads to View Gross to give department heads visibility into gross pay amounts for their crew.
To add a new department, click + New Department.
Next, fill in the required fields. The Head of Department entered here will also appear in the Workflow Builder as the approver for this department.
|
Tip: When adding a department head, you can choose to give them the permission teo submit emergency timecards: |
When finished, click ✔️ to save the department or the ❌ to remove the entry.
|
Tip: If you need to add a non-employee user as a department head while managing departments, Create new non-employee: |
After a department has been saved, you can edit or delete it by selecting the vertical three dots in the Actions column.
| Important: Departments with timecards in process cannot be deleted. |
Invoice Templates
To add or manage invoice templates, return to the Project Settings page and select Invoice Templates.
To add a new invoice template, click + Create Template.
Next, complete the required fields:
Invoice Templates let you set default timecard values such as Work Zones, State or Province, City, and Producer’s Week. These values help organize your edits, invoices, and batches. You can also assign a Studio+ folder to store completed invoices.
When finished, click ✔️ to save the template or the ❌ to remove the entry.
| Note: By selecting Separate Batch, each department will receive its own batch; however, all timecards and batches will remain part of the same invoice and will appear together on a single edit report. |
To edit an existing invoice template, click the pencil icon.
That’s it! Your Invoice templates are now set up and ready to use. You can return to this setup at any time to make updates as your project evolves.