Locking timesheets prevents users from editing past timesheets unexpectedly.
If a timesheet has been locked, the entries will be greyed out, and all users will not be able to make any changes to the entries:
There are two ways to lock timesheets: auto-lock and manual lock.
Account admins (with Edit Account Settings and Data set as On) can go to the Account Settings to choose which method to use for their company's account.
Auto-Lock
An account-wide setting that automatically locks timesheets for all projects after a set number of weeks.
This is suitable for you if:
You are importing timesheet entries via the CSV or from another tool, and you wouldn't want other users to change the timesheet entries manually in Runn
You set up an internal process that ensures that all timesheets will be complete and accurate within the set number of weeks before they get auto-locked
When the auto-lock method is selected, even timesheets with missing entries will be locked automatically.
All users, including Admins, will not be able to edit timesheets once locked.
Examples
Autolock Timesheet after | Description |
1 week |
|
2 weeks |
|
4 weeks |
|
Edit timesheets after they are auto-locked
To edit an auto-locked timesheet, an Admin with Edit Account Settings set as On can either:
Change the value in "Autolock Timehseet after ___ week (s)" to temporarily unlock the timesheet until the week that you need to edit.
Alternatively, temporarily switching the locking method to Manual Lock will immediately unlock all timesheets. Switch back to Auto Lock after you have edited the timesheets.
Can I auto-lock the past month's timesheet?
As the locking cadence is on a rolling basis, there isn't a direct way to lock the timesheets for the past month while keeping this month's timesheets open. If you need to review and lock timesheets month by month, the Manual Lock method is more suitable.
Manual Lock
Each project's completed timesheets have to be locked manually by an Admin or Manager user with the right to edit the project:
This is suitable for you if:
You need Project Managers to manually review the timesheets and ensure the entries are complete and accurate
Manager users are allowed to have the flexibility to edit locked timesheets for their projects if needed
Lock a project's timesheet up to a specific week
Users can lock timesheets up to a specific week when all the past entries are complete. For example, a Project Manager can review their project's timesheet on a weekly basis, ensure all the entries are complete and accurate, and click "Lock to this week"
A week's timesheet can only be locked manually when there are no missing timesheet entries. The Manager locking the timesheets must ensure that all timesheets are complete.
Unlock a project's timesheet up to a specific week
If an Admin or Manager user needs to update the timesheet entries in a past locked week, they can also unlock the timesheet from that week and edit the week (and future weeks') timesheet entries.
For example, a Project Manager might realize that the timesheet hours need to be adjusted after locking. They can unlock the timesheet to make the adjustment, and lock it back:
How to manually lock timesheets
Go to the project timesheets
Ensure all missing entries are filled in with zero or any other value. Timesheets cannot be manually locked if there are missing entries.
Navigate to the week you want to lock to
Click "Lock to this week". All timesheets from the past up to the selected week will be locked.
How to manually unlock timesheets
Navigate to the week you want to unlock from.
Click "Unlock from this week". All timesheets from that week and future will be unlocked. Users will be able to make changes to the timesheets.
Switch from Autolock to Manual Lock
Note: If you switch from auto lock to manual lock, all timesheets will become unlocked. You will need to review each project's timesheets manually to lock them again.
Disable Timesheet Locking
If you want to disable timesheet locking, set the timesheet locking method to Auto and enter 52 weeks in the field so the timesheet will only be locked after 52 weeks.