Reviewing Timecards
How to find pending timecards, review the hours, and approve or reject them as an administrator.
Timecards flow through Hire2Hero in a fixed sequence: a candidate submits the card, then it lands in the admin review queue, gets either approved (and continues to invoicing/payroll) or rejected (and bounces back to the candidate). This guide walks the admin review step.
Why admin review exists — admins catch obvious problems (wrong placement, missed shift, miscoded block type) before the timecard reaches the client approver. The client approver should never see a card with a typo.
Open the timecard list
From the dashboard, click the Admin Review Time Cards KPI tile, or in the sidebar choose Time & Expenses → Time Cards.
You'll see the full list of timecards for the current period.
The default view shows every card for the period. Use the date range picker at the top to look at past or future periods.
Read the columns
| Column | What it tells you |
|---|---|
| ID | Internal timecard identifier — useful when filing support tickets. |
| Actions | Quick actions available for this card's current state (e.g. Submit, Approve, Reject). |
| Client Corporation | Which client the placement is for. |
| Billing Contact | The billing contact who'll receive the invoice for this work. |
| Candidate | The person who worked the hours. |
| Placement | Which placement these hours roll up to. |
| Period Start | The first day of the timecard period. |
Approve or reject
Click any row to open the timecard detail view. You'll see the candidate's submitted hours broken down by day and block type.
Verify the totals against the placement's expected hours. Watch for shifts coded to the wrong block type (e.g. regular vs. overtime vs. holiday) and obvious typos (a 25-hour day).
If everything looks right, click Approve. The timecard moves to the next stage — typically the approving client contact's queue.
If something is wrong, click Reject and add a short note explaining what to fix. The candidate gets a notification and the card returns to Created state for them to edit and resubmit.
Once you approve a timecard, it leaves your queue and lands with the client approver. Catching a mistake after approval means asking the approver to reject it, which creates extra back-and-forth.
Bulk operations
If you have many cards to triage at once, use the checkbox column on the left of the list to select multiple rows, then use the bulk-action menu above the table.
Bulk-approve only when you've already verified the candidates are reliable and the placements are consistent. For new candidates, review individually for the first few periods.