Role Playbooks / Timekeeper

Timekeeper

You are your company’s check on what gets billed. When a consultant on your project asks to change their hours, yours is the decision.

Hiring company About 5 minutes a week One decision to make

Your rhythm

Every day

Nothing daily — this role runs on a weekly rhythm.

Every week

  • Clear any adjustment requests waiting on you
  • Skim the weekly hours summaries for your projects

Every month

Nothing monthly.

A typical week

Consultants get their hours on Monday, so anything they dispute reaches you in the couple of days after.

Your deadline is counted from each request, not from a fixed day of the week — so the marker below is where it usually falls, not a rule.

Mon
Tue
Wed
Thu
Fri
Sat
Sun
You
Prilet
Deadline
Nothing due
Mon

Weekly hours summaries reach you

One per assignment you oversee, showing what was calculated for the week just finished. Nothing is being asked of you yet.

Tue

Adjustment requests start arriving

“Adjustment Requested” means a consultant disagrees with their calculated hours and has proposed a different figure with a reason. Open it, decide, done.

Thu

48 hours after each request, it decides itself

An unanswered request is auto-approved in the consultant’s favour and your company is billed accordingly. You get a reminder email before that happens.

What each task involves

1

Answer adjustment requests before the clock runs out

A consultant on one of your projects says the calculated hours were wrong and proposes a different number, with a reason. You approve if it looks right, or reject it — which keeps the original calculated hours and asks you to explain why. Either way the consultant is emailed the outcome.
In the app: Hours Review → the week → Approve or Reject About adjustments →
2

Use your 48 hours

That is the window you get from each request, and it is a real one: after it passes the request is approved automatically, the consultant’s number stands and your company is billed for it. Nothing escalates to a colleague first, so a reminder email is genuinely the last call. The upside of the deadline is that nothing ever sits in your queue indefinitely.
In the app: Watch for “Reminder: Adjustment Pending Approval” About billing weeks →
3

Skim the weekly summaries

You’re copied on the weekly hours summary for the assignments you oversee, before anyone asks you for anything. Most weeks it’s just confirmation that the expected hours were logged — but it’s also the cheapest moment to notice someone billing a full week when you know they were away.
In the app: Hours Review About hours →
4

Reopen a week if something surfaces late

If a week has already locked and you and the consultant agree the hours were wrong, you can reopen it for adjustment. That puts it back into the normal request flow rather than leaving anyone to fix it in an invoice later.
In the app: Hours Review → the week → Reopen About corrections →

Your dashboard

Projects

Your projects and the consultants on each.

My Consultants

Consultants you have worked with—open resumes and start new assignments.

Hours Review

Review and approve consultant hours each week.

My Profile

Update your name, email, and password.

Where you spend your time
Visible, but rarely needed

What lands in your email inbox

The second one is the only email in Prilet with a real cost attached to ignoring it.

“Weekly Hours Summary: …” Weekly

Hours calculated for an assignment you oversee. Informational — no action needed.

“Adjustment Requested: …” Act within 48 hours

A consultant is asking to change their hours. Approve or reject before the window closes.

“Reminder: Adjustment Pending Approval …” Last call

You haven’t answered yet and the deadline is close. After it passes the request approves itself.

FAQ

Common questions

How much of my week is this, honestly?

A few minutes. Most weeks nothing is requested at all, because the calculated hours are simply right — and when nothing is requested, there is nothing for you to do. The role exists for the exceptions.

What exactly can I see?

The projects you’ve been made responsible for, the consultants working on them, and every week of hours on each — going back as far as the assignment does, not just the current one. If a project should be on your list and isn’t, an admin can add you to it.

Should I approve or reject when I’m not sure?

Ask the consultant before the window closes rather than guessing. A rejection keeps the original calculated hours and needs a written reason, so it’s a real answer, not a way to buy time. If you run out of time the request is approved for you, which is the worst of the three outcomes because nobody chose it.

What if the hours are wrong and nobody has asked me for anything?

Raise it with the consultant or their manager. Adjustments start on the consulting side — you approve or reject, but you don’t enter hours yourself. If the week has already locked you can reopen it, which lets them submit the correction properly.

Where are the invoices and rates?

With your admins and managers. A timekeeper account is scoped to time rather than money, which is what lets your company hand the hours decision to the person who actually knows whether the work happened, without also handing over the commercials.

Do I need to do anything at month end?

No. Some weeks are cut short so a month can close cleanly, which just means a summary arrives a day earlier than usual. Your job is the same.

Different role? Hiring Manager & Admin · All playbooks

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