Lock Timesheets

Use Lock when you want to freeze a timesheet period from further edits without using the Timesheet Approvals module. Locking is common for payroll cutoffs and historical close. You can lock or unlock individual periods or many at once.

Who is this for? Organizations not using the Timesheet Approvals module. Locking simply prevents edits; it is not a formal approval, does not send submission/approval notifications, and does not record an approver of record. If your org does use Approvals, see Timesheet Approvals - Overview. 

Who can lock/unlock

• Administrators can lock or unlock timesheets for anyone.
• Managers can lock/unlock only if your org grants that capability in Security & Permissions.
  

Where to lock/unlock

• Company → Timesheets (the review list): Filter to the period and people you want to act on, then choose Lock or Unlock.
  
• Timesheet View (single person/period): Use Lock or Unlock for that period.
  

Submit button: The Submit button appears in some views, but it is only available when your organization uses the Timesheet Approvals module. If you’re not using Approvals, use Lock to freeze periods instead. 

Manager permissions: To let Managers Unlock periods, an Administrator must enable the security option in Company → Preferences → Security Settings that allows Managers to unlock/unapprove when they also have lock/approve permissions.  Please note this is different from the ability to Reject, which is specific to organizations that use Timesheet Approvals.

Lock a single timesheet

1. Go to Company → Timesheets and open the period via the edit pencil (Timesheet View).
   
2. Review the entries.
3. Click Lock. The period is immediately locked.

To reopen: return to the period and click Unlock.

Lock or unlock in bulk

1. Go to Company → Timesheets and set filters (e.g., Time, People, Division, Status).
2. Use the checkboxes to select specific rows, or use the header checkbox to Select All visible.
3. Click Lock (or Unlock). Confirm the action.
   

Tip: Filter by period end date and Show → Active only to quickly lock the current payroll.

What locking does (and doesn’t) do

Locking does

• Prevent employees from adding, editing, or deleting entries in that period.
  
• Prevent Managers (without special permissions) from changing entries.
• Preserve the period for reporting and payroll exports.

Locking does not

• Send an automatic email to employees (submission emails are part of the Approvals module).
• Record an approver of record or perform a formal approval (that’s part of the Approvals module).
• Allow edits by approvers; to edit, you must Unlock first.

When to lock vs. other actions

• Use Lock if your org does not use Approvals and you’re closing a payroll period or backfilling historical data you don’t want changed.
• Use Unlock temporarily to fix issues, then Lock again.
• Use Override Timesheets (Admins; Managers if permitted) to make quick corrections after you Unlock the period.

Best practices

• Filter, then act: Narrow the list (Time, People, Division) before bulk Lock/Unlock to avoid unintended changes.
• Post-payroll sweep: After exports, search for Status = Open in the period and lock any stragglers to prevent late edits.
• Communicate the cutoff: Tell managers/employees your lock schedule (e.g., “Mondays at 10am”) so submissions happen on time.
• Minimal unlock window: If you must unlock for a fix, re-lock as soon as the edit is complete.

Timesheet History

In Timesheet View, use History to see the audit trail for the period, including Lock/Unlock events with who and when.

Notes

In Timesheet View, expand the bottom notes panel to see all notes for the period. You can also hover the note indicator on a row to preview its note.

Printing timesheets

Select Print in Timesheet View for a printer-friendly version. The content matches your current Options (e.g., notes, custom fields, start/end/break).

Print many at once: Use the Horizontal Timesheet report from Company → Reports to export/print multiple people in a single run.

Troubleshooting

• Don’t see Lock/Unlock — You may lack permission, or you’re looking at a period that’s not eligible per org policy. Check with your admin to review Security & Permissions.
• Employee can’t edit — Confirm the period is Locked. If changes are required, Unlock, make the edit (or have them fix it), then Lock again.
• Need to edit a Locked period — Unlock first; make the change (Override if you’re doing it for them), then Lock again.

Advanced bulk tools & locked periods