Automated Hubstaff Timesheet Approval Queue
Every Monday, WebRun opens Hubstaff, finds the timesheets from the closing pay period that are still unapproved, records who logged them, which project the hours sit against and how many hours are involved, logs each into Airtable, and posts the queue to Notion with the manager who owes each decision.
How do I clear pending timesheet approvals before payroll runs?
Every Monday, WebRun opens Hubstaff and finds the timesheets from the closing pay period that are still unapproved, with the member, hours and project on each. It logs them in Airtable and posts the queue to Notion grouped by approving manager, so payroll is neither delayed nor paid on unchecked hours.
- Every pending timesheet has a named approver and a deadline
- Manual time entries are flagged for a closer look
- Payroll closes without chasing managers one by one
Built for operations managers · payroll teams · agencies · remote team leads
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
app.hubstaff.comin a real browser with your saved login - no setup, no API keys. -
1
Hubstaff - find unapproved timesheets
hubstaff.com
WebRun opens Hubstaff to find unapproved timesheets. - Open Hubstaff and go to timesheet approvals for the pay period about to close
- List every timesheet still marked pending, with the member and the days covered
- Record the hours on each and the projects they were logged against
- Note manual time entries separately, since those usually need a closer look
- Do not approve or reject anything. WebRun builds the queue and a manager decides in Hubstaff
Done when Every pending timesheet is listed with its member, days, hours, and project.
-
2
Airtable - log the hours at stake
airtable.com
WebRun opens Airtable to log the hours at stake. - Write each pending timesheet into your payroll base in Airtable as a row
- Fill the member, the pay period, the hours, the project, and the approving manager
- Mark rows carrying manual entries so they are reviewed rather than waved through
- Total the unapproved hours per manager so the biggest blocker is obvious
- Close out rows that were approved since last week
Done when Airtable holds a row per pending timesheet with the hours totalled by manager.
-
3
Notion - post the queue with approvers
notion.so
WebRun opens Notion to post the queue with approvers. - Post this week's approval queue to your operations page in Notion
- Group it by approving manager, with the hours each of them is holding up
- Say how many days are left before the pay period closes
- Call out anyone whose timesheet has been pending across two periods
Done when The operations page shows who owes which approval and by when.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it approve timesheets for me?
No. Approving hours feeds payroll, so WebRun never touches the approval itself. It builds the queue, names the manager who owes each decision, and they approve inside Hubstaff.
Will it message the people who are late?
No. The queue is posted internally to Airtable and Notion for your own team. Chasing a manager or a team member is left to you.
Why does it separate manual time entries?
Because manual entries are the ones most worth a second look before payroll. They are flagged in their own column so they get reviewed rather than approved in bulk.
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