Time entries can now be locked manually or automatically based on pay periods. To enable this feature, ensure users have the 'Lock Time Entries' permission. This guide covers permission settings, manual locking, automated locking setup, and filtering for locked entries.
Add Permissions for Locked Time Entries
To enable Lock Time Entries:
Access your Canopy account settings by clicking the Profile Icon (bottom left).
Select Settings from the menu.
Navigate to the Access and Permissions tab.
Choose the Permission Set you wish to modify.
Locate the Time section by scrolling down.
Enable the Lock Time Entries permission using the toggle switch.
Save your changes.
Team members with this permission set can now lock, unlock, edit, archive, and delete locked time entries, and create automation rules for them.
Manually Lock Time Entries
To lock a single Time Entry:
Create a Time Entry from the Global + menu, or save a Time Entry from your Timers Menu.
Click the Lock Time Entry toggle.
Fill out the rest of the Time Entry as needed.
Click Save.
A pop-up will appear at the bottom of the screen confirming the Time Entry has been saved and locked.
To unlock a single Time Entry:
Navigate to the Time Entry in the Client Record.
Filter the Time Entries list to see only locked entries (optional).
Click the duration hyperlink to open the Time Entry.
Toggle off the Lock time entry button.
Click Update.
Only users with the Lock Time Entries permission settings will be able to unlock time entries.
Heads Up! Saved Time Entries now include information about the last user to edit, the last user to lock, and the date of these actions.
Lock and Unlock Time Entries in Bulk
To lock Time Entries from the Time Entries List:
Access the Time Entries list by navigating to Time > Time Entries.
Select the checkboxes next to the time entries you want to lock.
Click the Lock Time Entries icon in the upper right corner.
Locked entries are indicated in the Status column. A temporary pop-up confirms the action, with an Undo option available while it's displayed.
To unlock Time Entries from the Time Entries List:
Click the checkbox on the left side of the Time Entries you want to unlock.
Click the Unlock Time Entries icon in the upper right corner.
To Filter Locked Time Entries in the Time Entry List:
Click the Status column header.
Select Locked from the menu.
Click Apply.
Locked Time Entries on a Task
When saving a Time Entry on a Task, you can toggle on or off the Lock Time Entry button.
The Lock Time Entry button is disabled for team members without lock/unlock permissions. Once a time entry is locked, it becomes read-only for these users.
Only administrators or users with 'edit locked time entry' permissions can unlock and modify locked time entries.
Automate Locked Time Entries
Navigate to the Time Settings tab:
Click the Profile icon > Settings.
Select Billing Settings > Time.
Click Create.
Configure a Time Entry Rule by Pay Period:
Choose Pay Periods as the rule type.
Specify the number of pay periods per month (one or two).
Define the day of the month for automatic locking.
Set the locking time.
Select the time zone.
Click Add.
Select Save Changes to complete.
When configuring a two pay period Time Entries rule, specify the date and time for the second pay period's lock, and select the appropriate time zone.
Create a Recurring Lock Time Entry Rule:
Choose Recurrence: Select Monthly, Weekly, or Daily from the lock time entry rule options.
Configure Details:
Monthly:
Specify the day of the month, the time, and the time zone for the lock.
Weekly:
Select the start day of the week for the pay period.
Choose the frequency (every 1 to 4 weeks).
Enter the number of days after the pay period to lock entries.
Specify the time and time zone for the lock.
Daily:
Set the time and time zone for locking the previous day's entries.
Click Add once your settings are configures.
Click Save Changes to complete.
By configuring these settings, you can automate the locking of time entries based on your organization's requirements, ensuring timely and accurate time tracking.
To Edit or Delete a Lock Time Entries rule:
Click the three-dot icon (⋮) located on the right side of rule.
Select either Edit or Delete from the dropdown menu.
If editing, make your changes and click Save Changes. If deleting, select Save Changes after clicking Delete from the dropdown.
Activity Log
Review the Activity Log to see a record of locked and unlocked Time Entries. You'll find details such as the user who made the change, the timestamp, and the relevant client.
To view Time Entry activity:
Click the Profile icon in the bottom left corner.
Select Activity Log.
Under Activity Type, select Time Entry then click Apply filter.
Under Action Taken, select Locked, Unlocked, or Both, then click Apply filter.
Optionally, filter by other criteria by clicking the respective column headers.
