Locking a Timesheet will prevent the end user from making edits to the time entries within the timesheet. This is the recommended method for organizations who wish to prevent edits but are not using the Timesheet Approvals Module. Organizations who are using the Approvals Module, or would like to know more about the functions offered with that module, are encouraged to review the Timesheet Approvals Guide or contact email@example.com.
Several options are available from the Company --> Timesheets page (also referred to as the Timesheet Review function). Please read on or use the links below to skip to the section of this article that is most helpful to you.
Locking a Timesheet
Bulk Action Locking
Unlock A Timesheet
The Timesheet View page is accessible by clicking the Details pencil icon from the Company --> Timesheets page.
You may Lock an individual Timesheet from the Timesheet View page to prevent additional edits to the Timesheet.
There is no notification for Timesheets that are ready to be locked, as Timesheet Submit capabilities are only available to users who have the ClickTime Timesheet Approvals Module.
Locking a Timesheet prevents any future edits to the time entries in the Timesheet, unless the local ClickTime Administrator is using one of the Bulk options from the Company --> Advanced page. Before edits can be made, it must be unlocked by an Administrator.
Locking a Timesheet freezes the record of the information included in the Timesheet, including time entries, related projects and tasks, billing rates, and notes.
On the Timesheet View page you can use the History option to view the history of all actions taken for the Timesheet you are viewing:
This includes the Lock/Unlock history of the Timesheet, including who locked the Timesheet and when they did so.
The Options menu allows you to change the level of detail displayed for the Timesheet. These Options include:
- Show person details
- Show Client in timesheet
- Show Tasks in timesheet
- Show notes, custom fields, and start/end/break times in the printed version of the timesheet
You may open a printer ready version of this Timesheet by selecting Print. The printer version of the Timesheet includes the data as displayed, so selecting different Options will also change what information is provided in the Print file. To print multiple Timesheets at a time, please use the Horizontal Timesheet Report from the Company --> Reports page.
You can also view all notes that have been made on the timesheet from this page. You may need to drag the section at the bottom of the page up to see the notes.
Individual notes can be accessed by hovering over the note indicator in the Timesheet as well.
More than one Timesheet can be locked at a time from the Company --> Timesheets page.
On this page you can select multiple Timesheets, and then press the Lock button in the upper right. To access Timesheet History or other functions, please click the Details pencil icon.
Organizations that are using the Time Off Request and Approvals options (available with the Time Off Accruals Module - more details here) will need to process any pending Time Off requests before they can lock a timesheet. Otherwise, they will receive a message instructing them to "review timesheet(s) for completion/pending approvals, or refresh the page and try again".
If you need to unlock a timesheet to allow additional edits (or apply new Cost Rates), you can do so either in bulk from the Company --> Timesheets page:
or click the "Details" pencil icon and unlock on a case-by-case basis:
If your Managers should be able to "Unlock" timesheets, but are not seeing the options, someone with Administrative access will need to update the "Security Settings" section of the Company --> Preferences page to "allow managers to unlock-un-approve timesheets and expense sheets when they also have permission to lock/approve them":
For additional questions about using Timesheet Lock or any of ClickTime's features, please contact firstname.lastname@example.org.
Article is closed for comments.