Locking a timesheet prevents end users from editing the time entries within it. This method is recommended for organizations that want to restrict edits but are not utilizing the Timesheet Approvals Module. For organizations using the Approvals Module or seeking more information on its functions, we encourage reviewing the Timesheet Approvals Guide or reaching out to our support team for assistance at support@clicktime.com.
Several options are available on the Company -> Timesheets page, also known 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
Timesheet History
Timesheet Options
Print Timesheets
Viewing Notes
Bulk Action Locking
Unlock A Timesheet
To access the Timesheet View page, click the Details pencil icon on the Company -> Timesheets page.
From the Timesheet View page, you can lock an individual timesheet to prevent further edits.
Please note: There are no notifications for timesheets ready to be locked since timesheet submission capabilities are exclusive to users with the ClickTime Timesheet Approvals Module.
Locking a timesheet prevents any future edits to its time entries unless a local ClickTime Administrator uses one of the Bulk options from the Company -> Advanced page. An Administrator must unlock the timesheet before any edits can be made.
When a timesheet is locked, it effectively freezes the record of the information included in it. This includes time entries, related projects and tasks, billing rates, and any associated notes.
On the Timesheet View page, you can utilize the History option to access a comprehensive record of all actions performed on the timesheet you are currently viewing. This feature offers valuable insights into the timesheet's journey, providing a detailed Lock/Unlock history that includes information about who locked the timesheet and the timestamp of the action.
The Options menu allows you to change the level of detail displayed for the Timesheet. These options include:
- Show person details
- Show clients 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.
The Timesheet View page allows you to conveniently access all notes made on the timesheet. If the notes section is not visible, simply drag the section at the bottom of the page upwards.
Additionally, you can access individual notes by hovering over the note indicator in the timesheet.
You can lock multiple timesheets simultaneously from the Company -> Timesheets page.
To lock multiple timesheets, simply select them on the page, then click the Lock button located in the upper right corner. If you need to access timesheet history or other functions, click the Details pencil icon.
Please note that organizations using the Time Off Requests and Approvals Module must first process any pending Time Off requests before locking timesheets. Failure to do so will result in 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 for additional edits or to apply new Cost Rates, you can do so either in bulk from the Company -> Timesheets page:
You can also do so individually by selecting the Details pencil icon and then clicking the Unlock button.
If your Managers should have the ability to "Unlock" timesheets but are unable to see the options, someone with Administrative access will need to update the "Security Settings" section of the Company -> Preferences page. Please ensure the setting to "allow managers to unlock-un-approve timesheets and expense sheets when they also have permission to lock/approve them" is enabled.
For additional questions about using Timesheet Lock or any of ClickTime's features, please contact support@clicktime.com.
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