Lock
Locking a timesheet prevents further edits to the entries in it. Once a timesheet is locked, team members cannot add, change, or delete activities for that period without first requesting an unlock from a manager or administrator.
Locking is how organizations protect finalized data before payroll processing, client invoicing, or audit.
Manual vs. Automatic Locking
Sandtime.io supports two locking modes:
- Manual locking - A manager or administrator locks individual timesheets when they are satisfied the data is complete and correct.
- Automatic locking - The organization can configure a lock to trigger automatically at a set time after the pay period closes - for example, every Monday at 9 AM for the previous week.
Both modes produce the same locked state. The difference is who initiates it.
How to Lock and Unlock
To lock a timesheet, go to the member's timesheet view and use the lock action. To unlock it, an administrator or manager approves an unlock request. The request flow keeps a record of why a timesheet was re-opened.
For full step-by-step instructions, see Locking and unlocking timesheets.
Why Locking Matters
- Payroll accuracy - Prevents after-the-fact changes that would create discrepancies between approved records and actual pay.
- Audit trail - Locked timesheets are stable snapshots. Any change after approval is recorded as an unlock event.
- Client trust - Invoices generated from locked timesheets cannot be undermined by edits.
Relationship to Approval
Locking and approval are related but separate steps. Approval is a formal review (a manager signs off on the timesheet). Locking is a technical control (the system blocks edits). An organization can run both, either, or neither, depending on its workflow.
Related Terms
Locks apply to timesheets, are managed by administrators and project administrators, and work alongside the approval workflow.