Time locking allows your team members to submit their timesheets with completed activities on a weekly basis. The supervisor can then confirm and lock the submitted weeks. This prevents users from adding or modifying the locked period, therefore helping to avoid errors in invoicing and reporting.
Note! A prerequisite for Time locking is the Timesheet feature. Time locking might not be included in your Scoro plan, you can most likely add it to your existing plan as a paid add-on. It might be worth checking out our plans and pricing to make the best choice for your business.
To activate the feature, go to Settings > Work and projects > Calendar and tasks and tick the option Use time locking, then click Save. Please note that you have to be an administrator of the site to do that.
After you've activated the feature, you can see the Time locking section listed on the Admin panel under Settings > Administration > Time locking.
There you can lock weeks in bulk by selecting the relevant users and time period. This is convenient when you first activate the time locking feature and wish to lock all previous weeks.
Permission sets define what users can see and do in Scoro. To give certain users the right to lock time, go to Settings > Administration > Permission sets. Click on Calendar and tasks access rights on the selected permission set line and determine whose timesheets they have the right to lock by selecting the option Full access + time locking.
For example, users with Management permissions have the right to lock the time of the users with Project management permissions.
As always, don’t forget to save the changes.
Specialist
Let’s say it is Friday, your workweek is coming to an end and it is time to submit the week. Open your Timesheet under Tasks > Timesheet and click on your name.
Note! If you haven’t submitted the previous week or the supervisor hasn’t locked the week, a warning sign is displayed next to your name. Hover over the sign to see the week(s) unlocked or not submitted. Find the corresponding week and click on your name.
After clicking on your name, you can see an overview of your calendar events and time entries. Click on the time entry or on its description to modify it. Read more on Timesheet.
If everything is correct, click Submit week. You can submit the week once all calendar events have passed and time entries are marked as done.
A confirmation pop-up appears that asks whether you want to submit your week or not.
If you need to add a time entry or modify the timesheet after submitting it, click Unsubmit week and make the necessary modifications.
You can make changes to your timesheet until the period is locked by the supervisor.
If a certain time period is locked, no more activities can be added to it. For example, when adding a new event to the calendar, you will see a warning that the selected week is locked.
The same goes for tasks and time entries.
The supervisor can lock both submitted and not yet submitted weeks. This is convenient in case the owner of the timesheet is on vacation or on sick leave, for example.
Supervisor
To lock your team members’ timesheets, open the Timesheet list view from Tasks > Timesheet. If you have the permission to lock other users’ time, there’s a colored dot visible in front of the name of each user.
- Red indicates that the week is not submitted.
- Yellow stands for a submitted week and that the period is waiting to be locked.
- Green shows that the week is locked.
The red warning sign with an exclamation mark indicates not submitted or unlocked weeks.
To lock the week of a specific user, click on the lock sign at the end of the line. You can lock the week of multiple users by selecting the relevant users in the list and clicking the button Lock selected.
If you want to get a more detailed overview of a specific user’s weekly time-use, click on their name.
If everything is as it should be and you wish to lock the week of this user, click the button Lock week.
If the user needs to make changes to their timesheet, only the supervisor can unlock the period.
To unlock the timesheet, you would need open the user's timesheet:
And click on the 'Unlock' button, and confirm the action: