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The Manager on RevasOS — Team Lead Guide ​

Monday morning. You open the app and see 2 time-off requests and 1 expense report pending. You approve everything in 30 seconds. You check the team dashboard: 18 out of 20 people have clocked in today. Marco and Lucia haven't — you send them a message. You pull up the weekly project hours report: Project Alfa absorbed 40 % of the team's hours, twice what was planned.

That is your role in the system. You are the bottleneck between the operational team and the Admin: without your approvals, the workflow stalls for everyone. This guide defines your typical day on RevasOS and makes you operational from day 1.

🏖️

Approve time off

Review and approve your team's absence requests with a single tap.

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🧾

Approve expense reports

Check amount, category, and project, then approve or reject.

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📊

Monitor your team

Attendance dashboard, hours reports, anomalies to resolve.

Go to section
📋

Weekly report

The big picture: hours, projects, and next week's availability.

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Plan availability

Some features described in this guide depend on the plan active in your organization. Each section indicates the minimum plan required. If a feature is not visible, your organization's plan may not include it — check with your Admin.

Before you begin:

To follow this guide you need at least the Timesheets and attendance manager role. To approve expense reports you also need the Expense report admin role. If you do not see the sections described below, contact your Admin and ask for the correct roles.

Notifications — Your daily entry point ​

Notifications are the fastest way to know what needs your attention. Start here every morning.

Where to find pending requests ​

What you are looking forWhere to find it
Absences to approveTimesheets app → filter entries by team member contact
Expense reports to approveReimbursements app → All expense reports
Attendance anomaliesTimesheets app → Reports for the current period

Why you should approve within 48 hours ​

If a time-off request stays pending, the collaborator cannot plan ahead. If an expense report is not approved, the reimbursement does not start. In practice:

  • Unconfirmed time off generates WhatsApp messages instead of system notifications.
  • Unapproved expense reports block invoice creation and reimbursement.
  • Unreviewed hours make the end-of-month report unreliable.

TIP

Build the habit: every morning, before anything else, check for pending requests in the app. It takes 2 minutes.

Approve time-off requests ​

Available from: HR Standard plan

Your team members submit absences (vacation, sick leave, personal days) as absence entries in their timesheet. Your role is to review them and lock them as official confirmation.

How to approve an absence request ​

  1. Open the Timesheets app.
  2. Search for the collaborator's contact using the filter field at the top.
  3. Find the absence entry for the relevant period.
  4. Verify the dates and type are correct.
  5. Click the entry to open the detail view.
  6. Click Lock to confirm the absence.

A locked entry can no longer be edited by the collaborator — it serves as official confirmation.

How to reject a request ​

If the absence is incompatible with team needs:

  1. Open the entry detail.
  2. Click Delete to remove it.
  3. Let the collaborator know the reason and ask them to resubmit an alternative.

Note:

RevasOS does not currently have a dedicated "rejection note" field. Communicate the reason directly to the collaborator (in person, via internal chat, or email).

Check the team calendar before deciding ​

Before approving, verify there are no conflicts:

  1. In the Timesheets app, go to the Calendar view.
  2. Enable the multi-contact view using the toggle at the top.
  3. Add your team members.
  4. Visually check the week of the requested time off: are enough people available?

Approve expense reports ​

Available from: HR Advanced plan

When a collaborator creates an expense report, you find it in the All expense reports section of the Reimbursements app. Approving it triggers automatic invoice creation and reimbursement authorization.

How to review an expense report ​

  1. Open the Reimbursements app in RevasOS.
  2. Go to All expense reports in the sidebar.
  3. Select the expense report to review.
  4. Check the details: list of included expenses, amount of each, category, date, linked project (if any), and the collaborator's notes.

How to approve or reject ​

  1. Open the expense report.
  2. Click Approve to confirm the reimbursement. RevasOS will automatically create an invoice in the Invoices app.
  3. Or click Reject if the report contains errors or non-compliant expenses.

Before you approve:

After approval the reimbursement is authorized and the invoice is generated. Review carefully — the operation is not reversible without annulling the report.

Monitor team expenses by period ​

For a big-picture view of your team's spending:

  1. Go to All expenses in the Reimbursements sidebar.
  2. Filter by period and by your team members' contacts.
  3. Check the totals to see if spending is in line with the budget.

Monitor your team — Dashboard and reports ​

Available from: HR Standard plan

Daily monitoring is your primary tool for keeping the team aligned and the system data reliable.

Attendance dashboard: who's in, who's not ​

  1. Open the Timesheets app.
  2. Go to My time entries and use the Contact filter to check your team members one by one, or switch to the Calendar multi-contact view to see everyone at once.
  3. Check who has recorded attendance today and who has not.

Team members with no entries for the current day are the ones to verify — they may have forgotten to clock in or log their hours.

Team hours report ​

For a structured analysis of your team's hours:

  1. Open Timesheets → Reports.
  2. Use the Contact filter to select one collaborator at a time.
  3. Check the metrics:
MetricWhat it means
Work hoursTotal hours recorded as work
Absence hoursTotal hours recorded as absence
Available hoursExpected contract hours for the period
Remaining hoursHours still to be justified
BalanceGap between expected and recorded
  1. Repeat for each team member or export the data for aggregate analysis.

Hours by project ​

If your team works on multiple projects:

  1. Open the Projects app.
  2. Select the project from the Dashboard.
  3. Go to Report in the sidebar.
  4. Generate the report for the desired period.

The report shows the distribution of hours by resource, comparing estimated and reported time.

Identify anomalies ​

Check for these situations regularly:

AnomalyHow to spot itWhat to do
Collaborator not clocking inMissing from the day's attendance listReach out and ask them to clock in or log hours
Hours not filled inReport shows Remaining hours > 0Remind the collaborator to complete their timesheet
Requests pending too longAbsence entries not locked for 2+ daysReview and lock or delete
Hours on wrong projectTask reported incorrectlyAsk the collaborator to correct the entry

Weekly report — The big picture ​

Available from: HR Standard (hours), HR Advanced (+ expenses and budget)

At the end of the week (or the start of the next one), generate your big-picture view to see how things went and prepare for the week ahead.

How to generate the weekly team report ​

  1. Open Timesheets → Reports.
  2. Use the quick filter Last week or set the dates manually.
  3. Review the report for each team member.
  4. For a project view, open Projects → select the project → Report → generate for the same period.

How to interpret the data ​

  • Hours distribution by project: if a project is absorbing more than planned, consider reallocating resources or flagging the issue to the Admin or PM.

  • Next week's availability: check the multi-contact calendar to see who will be on vacation, sick, or off-site.

  • Workload: in the Projects app, the Workload section shows whether someone is overloaded or underutilized.

  • View and manage workloads

  • View a project workload

How to export for your manager ​

If your manager or Admin asks for a summary:

  1. From Timesheets → Reports, use the Export button.
  2. Choose the format: CSV, Excel, or JSON.
  3. Filter by contact and date range.
  4. The file is sent via email.

The critical step: retire the old process ​

This section is not technical, but it is the most important one. The system works only if it becomes the sole channel for time off, attendance, and expenses. If WhatsApp or email remain an alternative, the team will always fall back to them.

Why dual channels don't work ​

  • If a collaborator can request time off "by messaging the boss", they will never use the app.
  • If the Manager approves verbally but does not lock the entry in the system, the end-of-month report will be incomplete.
  • If expenses are communicated via email, the Admin has to enter them manually — losing the self-service advantage.

How to communicate to your team ​

The message should be simple and clear:

"Starting today, time off is requested only through the app. Expenses are submitted only through the app. WhatsApp messages or emails will no longer be accepted as valid requests."

Deliver it at a specific moment (a team meeting, a written notice) and stay consistent in the days that follow.

Your role in adoption ​

You are the enforcement point. If you accept a time-off request via WhatsApp "just this once", the system will never be adopted. If instead you reply "Submit it through the app, I'll approve it in 2 minutes", the team learns quickly.

Manager checklist:

Quick reference ​

Key concepts ​

Roles and permissions ​