How Do I Review and Approve Group ProPays in Protiv?

 

When Should I Use Group ProPays?

Group ProPays are used when work is reviewed and approved by period, not by individual job.

A Group ProPay represents a route period — a defined time window (such as a week or pay cycle) used to bundle multiple individual ProPays together for review and approval.

Group ProPays appear after the route period has passed, even if some jobs inside the group are not fully complete.

Your goal when approving a Group ProPay is not to finish jobs, but to confirm what belongs in that period.

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How to Find Group ProPays Ready for Approval

1. Log into Protiv.

2. You’ll land on the Dashboard by default.

3. Locate the ProPays Ready to Be Approved tile.
   This tile is permission-based. If you don’t have approval access, you won’t see it.

4. Inside the tile, find the section labeled Groups Ready for Approval.

5. Click View.

This opens a list of Group ProPays that have passed their route period and are ready to review.

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Approve Group ProPays in Bulk
(Option A — Fast Path)

If everything looks clean and you’ve already done your quality checks:

1. In the group list, locate the Reference Number column.

2. Use the checkboxes to select the Group ProPays you want to approve.

3. Scroll up to the bulk action ribbon.

4. Click Approve.

In the confirmation pop-up:

• Review the overview.

• Adjust the approval date if needed.

• Click Approve ProPay.

You’ll see a success message.
Optionally, you can click View Items to see the generated line items.

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Review a Group ProPay Before Approving
(Option B — Detailed Path)

For a deeper review, approve groups one at a time.

Open the Group ProPay

1. From the group list, click a Group Reference Number.

2. The Group ProPay opens in a new tab.

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Review the Summary Section

At the top of the Group ProPay, review:

• Total Scheduled – Everything scheduled for the period.

• Total Included – What’s currently included in this group.

• Total Excluded – What’s intentionally left out (including blocked jobs).

• Total Moved – Items moved in or out manually or automatically.

This confirms the group reflects what should be included for this review period.

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Review Financials

Scroll to the Financial section and review:

• Bonuses

• Hours

• Labor budget

Look for anything that seems off before approving.

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Review Individual ProPays Inside the Group

Scroll to the list of individual ProPays inside the Group ProPay.

Important notes:

• Group ProPays can include individual ProPays tied to incomplete jobs.

• This is expected behavior.

If an individual ProPay doesn’t belong in this period:

1. Remove the individual ProPay from the Group ProPay.

2. That ProPay is not deleted.

3. It can be approved later as an individual ProPay once it’s ready.

Only remove individual ProPays if you’re confident they don’t belong in this review period.

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Review Workers and Bonus Splits

• In Team Bonuses and Deductions, confirm the correct workers are included.

• Remove workers if needed.

• In Bonus Pool, review the bonus split.

  • Click Edit if adjustments are needed.

  • Changes apply only to this Group ProPay, not your global settings.

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Sync or Cancel If Needed

From More Actions, you can:

• Sync the Group ProPay after correcting time in your time-tracking system.

• Cancel or delete the Group ProPay (only if it fits your workflow).

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Approve the Group ProPay

1. Click Approve.

2. In the approval pop-up:

   • Review the overview.

   • Pay close attention to the approval date.

Why the Approval Date Matters

Changing the approval date:

• Resets when line items are generated.

• Controls when bonus statements are created.

Make sure the approval date aligns with the pay period you’re approving for.

1. Click Approve ProPay.

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How to Unapprove a Group ProPay
(Fix a Mistake)

If a Group ProPay was approved by mistake:

1. Return to the Dashboard.

2. Under ProPays Recently Approved, find Recently Approved Groups.

3. Click View.

4. Locate the Group ProPay by Reference Number.

5. Click Unapprove and confirm.

The Group ProPay returns to a ready-to-review state.

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What Happens After Approval?

• Approved Group ProPays become bonus-eligible.

• They can appear on Bonus Statements.

• No money is paid at this step.

• Additional bonuses and deductions are handled later at the statement level.

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Final Summary

• Group ProPays represent a review period, not just completed jobs.

• Review what’s included.

• Remove individual ProPays that don’t belong.

• Approve carefully.

• Fix mistakes by unapproving.

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