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Help Project Managers

Allowing a client to approve timesheets

You can allow representatives of your clients to approve the time submitted against that client's projects. This feature is useful if you want clients to approve project hours before billing, when they can be easily corrected.

A client representative can log in to Polaris just like any other user, but their access is limited to approving their own project data only.

Setting up a client representative

To set up a client representative, an administrator must set up the user and approval paths, then a project manager can assign the client rep to clients and projects.

If you're the administrator:

  1. Create the user who will act as a client representative, ensuring they are assigned a Client Representative permission set.

You'll likely want to assign the user notifications so they know when a timesheet is awaiting their approval. If you assign notifications, be sure to edit them so totals for all projects don't display.

In most cases, you won't assign the user any other permission sets, templates, or reports.

  1. Add the Client Representative role to approval paths assigned to that client's project teams.

If you're the project manager:

Assign a client representative to a client:

  1. Go to Clients > List, and click the name of the client in question.
  2. Click the Edit button located in the top, right-hand corner of the page.
  3. On the Summary tab, find the Client Representative section, and click the edit icon.
  4. In the dialog that displays, select the name of the user who will act as client representative for this client. You can select multiple users, if the client needs more than one representative.
  5. Click Save.

Assign a client representative to a project:

  1. Go to Projects > Timeline, and click the name of the project you want to add the client rep to.
  2. Click the Edit button located in the top, right-hand corner of the page.
  3. On the Summary tab, find the Clients section, and click the edit icon.
  4. Ensure the appropriate client is selected, and then choose the rep from the Client Representative field.

Only users with Client Representative permission, who have been assigned as reps for the client will be available to add.

    1. Click Save.

    The selected client representative will now be sent hours entered against that project to approve provided Client Representative is included in the approval path assigned to the project’s resources.

    Be sure to give the rep their Replicon access information, and ensure they understand how to approve time.

    FAQs

    Will the client representative see the entire timesheet when approving?

    No, they will only see data entered against projects to which they are assigned.

    Can we add client representatives to the project team? Can they act as project managers?

    This type of user cannot be added to project teams and cannot be assigned as project managers, unless you give them other project permissions.

    Does it cost extra to give a client representative access to Replicon?

    Consult your Replicon sales rep for pricing details.