Locking Timesheets
4me offers the flexibility for all users to modify their own time entries, allowing them to easily correct any errors that may occur without the need for complex procedures or approvals. Additionally, managers and their substitutes have the authority to review and make necessary adjustments to the timesheets.
However, in cases where your organization relies on these timesheets for overtime payment purposes, there comes a point when it becomes necessary to freeze the recorded time. This can be achieved by locking the timesheets, setting a specific cut-off period. It’s crucial to communicate this period to all relevant stakeholders. Once the cut-off period is reached, both employees and managers will no longer have the ability to modify the time entries. This measure ensures clarity and prevents any confusion or discrepancies that may arise when generating payroll reports, especially when overtime hours are still being altered after the fact.
In 4me you can lock the timesheets of a past week or a past month for all the members of an organization or for an individual employee of an organization. To be able to lock timesheets of an organization you need to be defined as the manager or substitute of that organization.
Exercise: Lock Timesheets
- Log in as ander.alkin@widget.com to the support domain account Widget Europe – IT
- Go to the ‘Timesheets’ section of the Analytics console.
- Select Jan King in the left pane and select the past week by clicking in the Total column. You will now find a padlock icon below the calendar with the text ‘Click the lock to prevent further changes by this person for this week’. This is useful for managers who review the timesheets on a weekly basis.
- Click on the padlock to lock Jan King’s timesheets for the selected week.
- Next, select the previous month.
- Add a few time entries for Jan King in the previous month.
- Still on the previous month check the padlock icon below the month selection.
- Click on the padlock to lock the previous month’s timesheets of all people of the Widget Europe, Information Technology.
Locking of timesheets can also be done by automation. Locking timesheets by an automation script has 2 advantages. First of all, you can define a strict cut-off date. Secondly, you cannot only lock an entire month or week, but even individual days. Check the 4me developer site for more detailed instructions.