Signing example
Timesheet approval e-signature
Timesheet approval by e-signature is a declare then approve sequence: the employee signs their week first and the supervisor approves second, in enforced order. This page shows the Meridian Electrical timesheet for the week ending 23 August 2026 from the documents examples, declared by Daniel Osei and approved by Sione Faletau, and an earlier run where the sheet was wrong, declined, and cleanly replaced.
The document itself is written out in full on its own page: read the wording there. This page is only about signing it.
Who signs what
- Daniel Osei, electrician, declares
- Signature in the Employee block on page 3 · Name, filled from his recipient row · Date declared, stamped · Email link
- Sione Faletau, site supervisor, approves
- Signature in the Supervisor approval block on page 3 · Name, filled from his recipient row · Date approved, stamped · Email link
The signing journey
Step 1
Six fields under the declaration
The three page sheet ends with a declaration and two blocks, Employee and Supervisor approval, each printing Name and Date lines. Each recipient gets a signature, a name field and a date field there, and nothing else. Sign in order is on: declaration before approval, always.
Step 2
The employee declares the week
Daniel opens his link, checks the daily record showing 38.00 ordinary and 8.50 overtime hours, 46.50 in total across RC-118, MW-204 and the SB-091 Saturday callout, and the $80.30 of allowances, then signs. His date stamps itself and only then is the supervisor invited.
Step 3
The supervisor approves the same numbers
Sione reviews the rows and the notes, including the Wednesday extra hour he agreed on site, and signs the approval block. The hours are printed on the sheet, so his signature approves those figures rather than a number he types.
Step 4
Both dates are stamped, not remembered
Date declared and Date approved print from the actual submission moments. The sheet's header already prints a Submitted time and Awaiting supervisor approval, but that text was on the PDF before upload; the stamped dates and the certificate's event log are the evidence of when each person really signed.
Step 5
The wrong sheet, run separately
An earlier envelope of the same week went out with no job number against Saturday, which the sheet's own footer says gets a sheet returned. Sione declined with that reason, the sender voided the declined envelope with a note that a corrected sheet was sent, and issued the fixed PDF as a new envelope.
What the signed sheet and certificate show
The completed sheet shows the daily record with its 46.50 total, both drawn signatures, both printed names and both stamped dates in the Employee and Supervisor approval blocks on page 3. The certificate lists two signers with Email link verification and logs every step, from Envelope created through each signer's invitation, opening, viewing and signature. The header's Awaiting supervisor approval line is fixed text on the uploaded PDF, so the stamped date and certificate are the approval record. The declined envelope keeps its own record: a declined status, the typed reason in the sender's email, and a voided event closing it out.
Fixing a wrong sheet, step by step
The manager declines with the discrepancy in the reason box, which stops all stamping and emails the sender the exact objection. The sender voids the declined envelope with a short note so the list does not carry a loose end; voiding is refused only on completed or already voided envelopes. The corrected PDF then goes out as a new envelope and signs cleanly. Three artifacts remain, each telling its part honestly.
How to adapt this envelope
One envelope covers one timesheet, so a crew of ten is ten envelopes against ten PDFs, each employee declaring their own week. A fortnightly cycle only changes the document. If a project manager must countersign after the supervisor, add a third recipient in order with their own block.
What makes this signing flow work
Two stamped dates end the timing argument
The declaration date and the approval date are stamped from each submission, and the same instants appear in the hash chained trail. Whether the sheet was approved before the pay run closed is a lookup, not a memory contest.
The approval covers printed figures
Every number Sione approves is already on the sheet: the daily times, the 46.50 hour total, the hours by job and the four allowances. His signature therefore approves exactly what payroll will pay. If he disagreed with a row, the answer is to decline with the reason, not to sign a sheet he does not accept.
A correction is a new envelope, never an edit
The declined sheet stayed declined, was voided with a note, and the corrected week went out fresh. Nothing signed was ever modified, so each attempt has its own intact record with its own trail.
Questions people ask
Can the employee sign from a phone at the end of a shift?
Yes. The emailed link opens the portal in any browser, and under 560 pixels the sheet goes read only with the typed fields collected into a panel above it. The signature is drawn with a finger and the declaration date still stamps itself, so a sheet declared from the van on Sunday night carries that date.
Can the supervisor change the hours on the sheet?
No. The sheet is fixed once sent, and the supervisor's only choices are to sign or decline. A sheet with a wrong row, such as a missing job number or a break that was not taken, gets declined with the reason, corrected at the source in the payroll system, and reissued as a new envelope for both people to sign again.
What happens when the supervisor declines?
The envelope moves to declined, the employee's completed signature stays recorded in that envelope's trail, nothing further is stamped, and the sender receives the typed reason by email. On the earlier run the reason was the missing Saturday job number, which is exactly what the sheet's footer says gets a timesheet returned rather than estimated.
Can a declined timesheet envelope be voided?
Yes, and this example did it: the declined envelope was voided with a note saying the corrected sheet was sent as a new request. Void is refused only on completed or already voided envelopes, so a declined one can be closed out tidily and the envelope list no longer shows it as a loose end.
Where is the approval date recorded?
Stamped on the page in the Supervisor approval block's Date line, printed in the certificate beside the supervisor's signing time, and hash chained in the event log. All three come from the same submission instant and cannot drift apart. The header's printed approval line is not one of them, because it was typed into the sheet before upload.
Could one envelope hold the whole crew's sheets?
It could, but it should not. An envelope is one PDF with one set of signers, and a timesheet belongs to one employee, so ten electricians on one envelope would each see the others' hours. The practical unit is one envelope per sheet, which also keeps each certificate a clean record of one person's week.
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Written and checked by the OneCraft team. Last checked .