Contents of this article are applicable to the following users
Tier: SCALE
Platform: Web
Access Level: Owner
Timesheet Lock protects employees’ timesheet and schedule records from edits on or before the selected lock date, including the lock date itself. Each employee can have a different lock date. Once attendance has been reviewed and finalised, you can use this feature to prevent changes to clock-in/out records, notes, shift tags, and other records, keeping worked hours accurate and making payroll processing cleaner and faster.
This guide will cover the following:
Individual Timesheet Lock
Review the Current Lock Date
Locking and Unlocking Timesheets for Multiple Staff
Locking and Unlocking Timesheets for Individuals
Resolve a Locked Record
FAQ
Individual Timesheet Lock
Review the Current Lock Date
Review the current lock date before making changes.
Go to Timesheets and select Lock to open the Timesheet Lock page.
Find the employee and check the Lock Date column.
You can also open an employee’s individual timesheet and select Lock to check their lock date before making changes.
Locking and Unlocking Timesheets for Multiple Staff
You can lock and unlock timesheets for multiple staff at once through our timesheet summary page.
Go to Timesheets > select Lock button
On the Timesheet lock page, select the relevant staff to change the lock date > click on Update Lock date button
In the pop up, choose the lock date for the selected staff and ensure that the checkbox is ticked > Click on Update button to proceed
To lock timesheets, set the lock date to the desired cutoff.
Once locked, managers and owners will no longer be able to edit timesheets or schedules up to the lock date.
To reopen a date for editing, move the employee’s lock date to an earlier date. Records on or before the new lock date remain locked. Records after that date become editable, subject to your normal permissions.
For example, to correct a record dated 15 September, set the lock date to 14 September or earlier.
Updating the lock date triggers recalculation for the affected employee or employees. Allow processing to finish and review the resulting hours before using them for payroll.
The selected staff’s lock date will be updated
Locking and Unlocking Timesheets for Individuals
You can lock and unlock timesheets for individual staff through the staff’s timesheet details page.
Go to Timesheets > select a staff > select Lock button
In the modal, choose the lock date for the staff and ensure that the checkbox is ticked > Click on Update button to proceed
To lock timesheets, set the lock date to the desired cutoff.
Once locked, managers and owners will no longer be able to edit timesheets or schedules up to the lock date.
To reopen a date for editing, move the employee’s lock date to an earlier date. Records on or before the new lock date remain locked. Records after that date become editable, subject to your normal permissions.
For example, to correct a record dated 15 September, set the lock date to 14 September or earlier.
Updating the lock date triggers recalculation for the affected employee or employees. Allow processing to finish and review the resulting hours before using them for payroll.
The selected staff’s lock date will be updated
Resolve a Locked Record
Use these steps when a record needs correcting after it has been locked.
Check the affected employee’s lock date.
Ask an Owner or Manager to move it to before the date that needs correcting.
After processing finishes, make the correction using your normal permissions.
Review the corrected hours, then restore the appropriate lock date.
FAQ
Q: What happens when timesheets are locked?
In Timesheets, managers and owners will not be able to:
Edit Timesheet
Approve Unscheduled CICO
Approve Work More Request
Approve Edit Attendance Request
Approve Leave
In Schedule, managers and owners will not be able to edit schedule for that staff
When adding a new career-history transition, its effective date must be after the employee’s Timesheet Lock date. Choose a later effective date or ask an Owner or Manager to move the lock date earlier.
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