Time entries can now be locked manually or automatically based on pay periods. Additionally, time entries may be locked due to financial records or payroll settings. To enable this feature, ensure users have the 'Lock Time Entries' permission. This guide covers permission settings, manual locking, automated locking setup, editing time entries, and filtering for locked entries.
Time entries can be locked manually or automatically by pay period to prevent edits — and optionally, to block new entries from being added to closed periods.
Required: Users need the Lock Time Entries permission to lock, unlock, or configure automation rules.
Why it matters: During payroll processing, you need confidence that time logged for a pay period won't change. Locking time entries — and blocking new ones from being added retroactively — gives your firm a clean, auditable record when it counts most.
Table of Contents
Editing Time Entries
To edit a time entry, follow these steps:
Navigate to the Timesheets view.
Locate the time entry you wish to edit.
Use one of the following methods:
Click the blue value in the Duration column to open the Edit Time Entry screen.
Alternatively, click the dropdown arrow next to the client name on the timesheet row to access editing options.
The Lock Time Entries permission is off by default for non-admin permission sets. Enable it for any custom permission set to give select team members the ability to lock, unlock, and automate time entries.
Click the Profile icon (bottom left) > Settings.
Go to the Access and Permissions tab.
Select the Permission Set you want to modify.
Scroll to the Time section.
Enable the Lock Time Entries toggle.
Click Save.
Users with this permission can lock, unlock, add, edit, archive, and delete locked time entries, and configure automation rules for locking.
Manually Lock a Time Entry
Only users with the Lock Time Entries permission settings will be able to unlock time entries. If a time entry is locked due to payroll cycle settings, you may need to adjust the lock rule in Settings → Billing Settings → Time, log out and back in, or remove the entry from an invoice before unlocking.
Create a time entry from the Global + menu, or save one from your Timers Menu.
Toggle on Lock Time Entry.
Complete the remaining fields as needed.
Click Save.
A confirmation banner appears at the bottom of the screen when the entry is saved and locked.
To unlock a single time entry:
Navigate to the time entry in the Client Record.
Click the duration hyperlink to open the entry.
Toggle off Lock Time Entry.
Click Update.
Only users with the Lock Time Entries permission can unlock entries.
Saved time entries now display the last user to edit, the last user to lock, and the date of each action.
Lock and Unlock Time Entries in Bulk
To lock multiple time entries:
Go to Time > Time Entries.
Select the checkboxes next to the entries you want to lock.
Click the Lock Time Entries icon in the upper right.
Locked entries are marked in the Status column. A confirmation banner with an Undo option appears briefly.
To unlock multiple time entries:
Select the checkboxes next to the entries you want to unlock.
Click the Unlock Time Entries icon in the upper right.
Automate Locked Time Entries
To create a lock time entries rule:
Click the Profile icon > Settings.
Go to Billing Settings > Time.
Click Create.
Choose a Rule type: Pay Periods or Recurrence.
Pay Periods: Specify the number of pay periods per month (one or two), the lock date, time, and time zone.
Recurrence: Choose Monthly, Weekly, or Daily, then configure the matching schedule details.
Optional: Check Block new time entries from being saved in locked periods to prevent team members from backdating entries into a closed period.
When enabled, the rule displays: "New time entries are blocked from being saved in locked periods."
Users with the Lock Time Entries permission can still add or edit entries in locked periods when exceptions are needed.
Click Add, then Save Changes.
To edit or delete a rule:
Click the three-dot icon (⋮) on the right side of the rule.
Select Edit or Delete.
Make your changes and click Save Changes.
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. Time entries linked to paid invoices are permanently locked to maintain financial integrity and cannot be edited.
Filter Locked Time Entries
Go to Time > Time Entries, or navigate to the Client Record Time tab.
Click the Status column header.
Select Locked from the menu.
Click Apply.
Advanced Settings: Enabling the Duration Calculator
To retroactively set start and end times for a time entry, you need to enable the duration calculator:
Go to Settings → Profile → Default Time Entry.
Turn on the Duration Calculator.
Navigate to Time → Time Entries.
Click the blue duration value under the Duration column to open and edit the entry’s start and end times.
Click the Profile icon > Activity Log.
Under Activity Type, select Time Entry and click Apply filter.
Under Action Taken, select Locked, Unlocked, or Both, then click Apply filter.
Optionally apply additional filters using the column headers.
Troubleshooting
"Unable to create a time entry in a locked period. Choose a different date."
This error appears when the Block new time entries option is enabled on a lock rule and a team member enters a date that falls within a closed period.
Change the date on the time entry to a date outside the locked period.
If the entry must be logged for the locked period, contact an admin or a user with the Lock Time Entries permission — they can add or edit entries in locked periods regardless of the rule.
Timers always start at the current time, so the "Start a Timer" button is never blocked. This error only appears if a user saves a timer and then changes the date to a past locked period.
Summary
This article covers how to lock time entries manually, in bulk, and automatically by pay period — including the option to block new entries from being added to closed periods. With locking and entry blocking configured, your firm can finalize payroll with confidence that the time record won't change.
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