Clockify weekly timesheet review and approval app

PromptCreate

Build me an app that my team leads open every Friday to close out the week's timesheets in Clockify. It is a review and repair surface, not something that runs on a schedule: a lead opens it, works down the list of people who have problems, fixes what they can themselves, and nudges the rest.

The main screen is a week grid. One row per team member, one column per day of the selected week, plus a total column showing tracked hours against that person's weekly target. Build the roster from the Clockify operation "Find all users on a workspace" (or "Filter workspace users" when the lead narrows to a group or an active status). Get per person per day totals from "Generate a summary report" grouped by user and date for the week range, and pull the entry level rows from "Generate a detailed report" for the same range so the app can inspect individual entries for problems. Load the project list once with "Get all projects on a workspace" so project pickers are ready, and call "Get all in progress time entries on a workspace" to find timers that are still running.

Targets should account for time off. Each person has a weekly target: a workspace default the lead sets in settings, with per person overrides for part timers. Call "Get all time off requests on a workspace" for the week, filtered to approved requests, and subtract the covered days from that person's target so PTO days are never flagged as gaps. Show the adjusted target with a small note on the row, something like "32h target, 1 day off", so the lead can see why the number moved.

Rows highlight problems, and the lead can sort or filter the grid so the worst rows come first. Flag four things: days inside the working week with no tracked time at all; entries that have no project assigned; timers still running right now; and anyone whose billable share of tracked hours falls under a threshold the lead sets. Each flag is a distinct chip on the row so it is obvious at a glance which kind of problem it is. Above the grid, put a summary strip for the whole team: total tracked against total target, how many people are short, how many entries have no project, how many timers are running, and the team's billable percentage.

Clicking a cell or a row opens a side panel listing that person's entries for the day or the week, and the lead fixes them in place. Reassigning a project, flipping an entry between billable and non billable, and correcting a description all go through "Update time entry on a workspace". Adding a block of time somebody forgot to log uses "Add a new time entry for another user on workspace", with fields for date, start and end, project, billability, and description. Stopping a runaway timer is the same update call with an end time. After any write, refresh that person's row so the flags and totals settle immediately rather than waiting for a full reload.

Give the app an approvals section. List the week's pending timesheet approval requests with "Get approval requests", showing each person's submitted total next to their target and their billable share, and let the lead approve or reject each one with "Update an approval request". The lead should also be able to submit a timesheet on someone's behalf with "Submit an approval request for a user", and push previously rejected or withdrawn entries back through with "Resubmit entries for approval for a user".

The last step is nudging people who are still short. For each flagged person, the lead can send a Slack direct message: match the Clockify user's email to a Slack account with the Slack Bot operation "Look Up User by Email", get the DM channel with "Open a Conversation", and send with "Send a Message". Pre-fill the message with that person's specific gaps (which days are missing, how many hours short, which entries have no project) and let the lead edit the text before it sends. Nothing sends automatically and nothing sends in bulk without confirmation. Record who was messaged for the current week and show it on the row ("nudged 2h ago") so nobody gets pinged twice.

Settings the app stores for itself: the Clockify workspace to use, the default weekly hour target, per person target overrides, the billable percentage threshold, which day the week starts on, and the working days that count for the missing day check. Keep the nudge history per week too. The week picker should default to the current week and let the lead page backward to earlier weeks.

Degrade gracefully on plan limits. Approvals and time off are paid Clockify features and return a 403 on plans that do not include them. When either call comes back 403, hide or disable that part of the app and show a short note explaining that the feature needs a higher Clockify plan, then carry on with the rest. The review and fix grid plus the Slack nudges must keep working on their own. Without time off data, use the plain weekly target and say so on the row rather than silently over flagging people.

What does this prompt do?

Shows a week grid with one row per team member and their tracked hours each day against their weekly target, with approved time off already subtracted so vacation days do not look like gaps.
Highlights the rows that need attention: missing days, entries with no project on them, timers somebody left running, and anyone whose billable share falls under the threshold you set.
Lets you fix problems without leaving the screen. Reassign a project, flip an entry to billable, correct a description, or add a missing block of time on a teammate's behalf.
Closes out the week: approve or reject pending timesheet approvals, then send a private Slack message to anyone still short so they fill their own gaps.

What do I need to use this?

A Clockify account with permission to see and edit your team's time, plus the API key from your Clockify profile settings
A Slack workspace where our bot can send direct messages to your team
A weekly hour target for the team, and the billable percentage you want people to hold
Approvals and time off are paid Clockify plan features. On plans without them the board still works for reviewing and fixing time.

How can I customize it?

Set one weekly hour target for the team and override it for part timers or contractors.
Choose the billable percentage that counts as healthy and which day your week starts on.
Edit the wording of the Slack nudge before it goes out, or skip it entirely and just fix the entries yourself.

FAQs

Does this work on the free Clockify plan?

Mostly. The week grid, the problem flags, and the in place fixes all work on any plan. Timesheet approvals and time off are paid Clockify features, so on a free plan the board quietly hides those sections and tells you why instead of showing an error.

Will someone on vacation show up as missing hours?

No. Approved time off is subtracted from that person's weekly target, so a three day holiday lowers the target instead of creating a gap you have to chase. This relies on Clockify time off, which is a paid plan feature.

Can I fix a teammate's time entry from here?

Yes, as long as your Clockify role lets you edit other people's time. You can reassign the project, switch an entry between billable and non billable, correct the description, or add a block of time somebody forgot to log.

Does it message people automatically?

Never on its own. You choose who to nudge, you can edit the message before it sends, and the board shows who has already been messaged this week so nobody gets pinged twice.

Can I look at a past week?

Yes. You can page back to earlier weeks to catch up on a close out you missed or to check what was fixed after the fact.

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