Client Approval Process and Workflows

Platform: Both (Web Application and Mobile App)
User Type: Standard and above
Difficulty: Intermediate
Estimated Time: 15 minutes
Last Updated: September 2025

Quick Summary

Master Dayworkbook's client approval features and workflow configurations to optimise daywork sheet approval processes. Learn how to use platform-specific approval settings, manage approval methods, and track approval status through Dayworkbook's built-in workflow tools.

What You'll Learn

Configure client approval settings within Dayworkbook for optimal workflow efficiency
Use platform approval features including email and in-person approval methods
Track and manage approval status using Dayworkbook's workflow tools
Set up client representatives and approval hierarchies in the Directory
Understand platform approval notifications and status tracking
Troubleshoot common approval workflow issues within the platform

Before You Start

Prerequisites:

Clients and Client Representatives configured in Directory > Clients
Understanding of daywork sheet creation and submission process
Knowledge of your client approval requirements and preferences

You'll Need:

Access to Directory settings for client representative management
Understanding of client approval authority and hierarchy
Mobile device for in-person approvals (if using this method)

Understanding Dayworkbook's Approval System

Platform Approval Features

Dayworkbook provides integrated approval workflow features designed specifically for daywork documentation:

Approval Methods Available:

Email Approval: Clients receive secure email links to review and approve daywork sheets remotely
In-Person Approval: Direct digital signature capture using mobile device interface
Approval Status Tracking: Real-time status updates and notification system
Client Representative Management: Directory-based contact management for approval workflows

Platform Benefits:

Automated Workflows: System automatically handles approval distribution and tracking
Audit Trail: Complete approval history with timestamps and Client Representative details
Integrated Documentation: Approved sheets can quickly be compiled within Billing Reports
Multi-Representative Support: Flexible client representative assignment for coverage

Step-by-Step Instructions

Step 1: Configure Client Representatives in Directory

Set up client approval contacts through Dayworkbook's Directory system:

1. Navigate to Directory > Clients

2. Select the relevant client. Look for three dots and click "Edit" (Web only)

3. In the Client Reps section, click "+ Add"

4. Enter representative details:

Name: As it should appear on approval records
Email: Required for email approval workflows
Phone: Optional, for additional contact methods

5. Click "Update" to save

💡 Pro Tip: Add multiple Client Reps per client to ensure approval coverage when primary contacts are unavailable

Step 2: Select Approval Method in Daywork Sheets

When creating or submitting daywork sheets, choose the appropriate approval method:

For Email Approval:

1. In the daywork sheet, navigate to approval section

2. Choose the appropriate Client Representative from dropdown

3. Select "Email" as approval method

4. Click "Send" to initiate email approval workflow

For In-Person Approval:

1. Choose the Client Representative who will sign

2. Select "In-Person" as approval method

3. Present mobile device to client representative

4. Guide them through the digital signature interface

5. Complete approval process with signature capture

⚠️ Watch Out: Once sent, one sheet credit is consumed regardless of approval outcome

Step 3: Track Approval Status Using Platform Tools

Monitor approval progress through Dayworkbook's status tracking features:

Approval Status Indicators:

Draft: Sheet created but not submitted for approval
Sent: Sheet submitted and awaiting client review
Approved: Client representative has signed and approved
Rejected: Client representative has declined approval with comments
Cancelled: Sheet withdrawn before approval

Status Tracking Locations:

Dashboard: Summary of sheets pending approval
Jobs View: Approval status for all sheets within specific jobs
Sheets List: Overall approval status across all projects

📱 Mobile Note: Push notifications alert you to approval status changes when enabled

Step 4: Manage Client Representative Access

Use Dayworkbook's client management features for optimal approval workflows:

Directory Management:

Regularly update Client Representative contact information
Verify email addresses are current and accessible
Test approval workflows with new Client Representatives
Remove inactive representatives to maintain clean contact lists

Job-Level Representative Assignment:

When creating jobs, select appropriate Client Reps for the specific project
Assign multiple representatives for project coverage
Ensure selected representatives have approval authority for the work scope

🎯 Key Point: Dayworkbook allows flexible Client Rep assignment at both client and job levels

Step 5: Use Platform Notification Features

Leverage Dayworkbook's notification system for approval management:

Email Notifications:

Automatic notifications when sheets are approved or rejected
Summary emails showing approval activity across projects
Reminders to Client Reps for pending approvals (when enabled in Settings)

Platform Alerts:

Dashboard alerts for sheets requiring attention
Status change notifications within the application
Mobile app push notifications for immediate updates

Step 6: Handle Approval Issues Using Platform Tools

Address approval workflow problems using Dayworkbook's built-in features:

For Rejected Sheets:

Review rejection reasons in the platform interface
Edit and resubmit (note this does not consume another sheet credit)

For Delayed Approvals:

Check approval status in platform dashboard
Verify Client Representative contact information in Directory
Use platform's reminder email features if needed
Contact the Client Representative directly using the entered email address or phone number

💡 Pro Tip: Platform tracks all approval attempts and provides complete audit trail

Understanding Platform Results

After optimising your approval workflow configuration, you should have:

Streamlined approval processes configured through Dayworkbook's Directory and workflow settings
Efficient status tracking using platform dashboard and notification features
Reduced approval delays through proper Client Representative configuration
Complete approval audit trails automatically maintained by the platform
Integrated billing documentation with approved sheets automatically included in reports

Your approval workflow now leverages Dayworkbook's full platform capabilities for maximum efficiency.

Troubleshooting Platform Issues

Problem: Email approvals not reaching Client Representatives
Cause: Incorrect email addresses or spam filtering
Solution: Verify email addresses in Directory > Clients. Ask clients to whitelist dayworkbook.com domain. Test with alternative Client Rep if available.

Problem: In-person approval interface not working properly
Cause: Device compatibility or browser issues
Solution: Ensure device meets platform requirements. Try different browser or clear cache. Update mobile app to latest version.

Problem: Approval status not updating in platform
Cause: Sync issues or network connectivity problems
Solution: Refresh platform interface. Check internet connection. Contact support if status remains incorrect after 30 minutes.

Problem: Unable to select Client Representatives in daywork sheets
Cause: Client Representatives not properly configured in Directory
Solution: Navigate to Directory > Clients and verify Client Rep setup. Ensure email addresses are entered and contacts are active.

Problem: Multiple approval attempts consuming excessive sheet credits
Cause: Misunderstanding of platform credit system
Solution: Each submission consumes one credit regardless of outcome. Use edit/resubmit features for corrections rather than creating new submissions.

What's Next?

With platform approval workflows optimised, your next steps are:

Monitor platform metrics - Use dashboard features to track approval efficiency
Maintain Directory accuracy - Regularly update Client Representative information
Optimize approval methods - Use platform data to determine most effective approval approaches for each client
Integrate with billing - Leverage approved sheets in platform billing report generation

Email Approval vs In-Person Signing - Detailed comparison of platform approval methods
Managing Client Relationships and Representatives - Directory configuration and maintenance
Getting Daywork Sheets Signed - Technical process for platform approval workflows
Billing Reports - Using approved sheets in platform billing features

Still Need Help?

If this article didn't solve your issue:

Check Getting Daywork Sheets Signed for detailed signing workflow guidance
Review Email Approval vs In-Person Signing for method-specific best practices
Contact support via website or in-app chat
Contact us via https://dayworkbook.com/contact/