Timesheet Governance and Locking in OnePlan: Overview

What Is Timesheet Governance and Locking in OnePlan?

Timesheet governance in OnePlan ensures that time tracking data remains accurate, auditable, and reliable once it has been reviewed and approved. Locking is a key part of this governance model: as timesheet rows move through submission and approval, editing capabilities are progressively restricted, preventing accidental or unauthorized changes after time has been finalized for reporting, billing, or compliance purposes. Locking does not remove access to timesheet data — it controls when and by whom changes can be made.

What you will understand After reading this article, you will understand when and why timesheet rows are locked, how locking affects editing and approvals, and what role administrators play in unlocking timesheet data when changes are required.

Who This Article Is For: Timesheet Governance and Locking in OnePlan

This article is intended for:

Team members who want to understand why they can no longer edit certain timesheet rows
Managers who review and approve timesheets and need to understand when data becomes final
Timesheet Administrators responsible for maintaining accuracy and governance
Anyone responsible for auditability, reporting, or compliance related to time tracking

This article explains concepts and context. It is not intended to replace task-based instructions for unlocking or administering timesheets — see the related How-To articles in the What to Do Next section below.

How Timesheet Governance and Locking Works in OnePlan

As a timesheet row moves through submission and approval, editing capabilities in OnePlan are progressively restricted. This staged restriction is what makes governance possible: it prevents accidental or unauthorized changes once time has been finalized for reporting, billing, or compliance purposes, while still allowing controlled exceptions through administrator action.

Context: Editable Rows

Before submission, timesheet rows are fully editable. Team members can modify time entries, delete rows, add or remove tasks, and update work item status while logging time. At this stage, governance relies on user ownership and assignment rules — for example, only assigned users can add time to a plan.

Context: Submitted Rows

When a timesheet row is submitted, it is sent to a manager for review and becomes read-only for the team member. Editing is no longer allowed unless the row is recalled. Submission marks the transition from individual ownership to managerial review.

Context: Approved Rows

Once a manager approves a timesheet row, the row is finalized: it cannot be recalled or edited by the team member, and it is considered authoritative for reporting and downstream processes.

Context: Rejected Rows

If a manager rejects a submitted row, the row is returned to the team member and becomes editable again. The team member can make corrections and resubmit it.

Context: Locked Rows and Periods

Locking adds an additional layer of governance beyond approval. A locked timesheet row or period cannot be edited or navigated to by standard users, remains visible for reporting and historical reference, and requires administrative action to change. Locking is typically used to close reporting periods, prevent changes after financial or compliance deadlines, and enforce organizational policies around time tracking finality. Inactive schedule work items are treated as ineligible for time entry, consistent with locked work items.

Context: Timesheet Administrator Authority

Timesheet Administrators have elevated permissions that allow them to manage locked data. A Timesheet Administrator can access another user’s timesheet, unlock approved or locked rows when corrections are required, and restore editability to specific rows without reopening entire periods. This role acts as a governance safeguard, enabling controlled exceptions without weakening the overall locking model. If you are set as a Timesheet Administrator in your OnePlan environment, you will have access to additional Administer Timesheet and Unlock options in your timesheet.

Key Components of Timesheet Governance and Locking

Editable State The state of a timesheet row before submission, when it is fully editable by the assigned team member.
Submission The action that sends a row to a manager for review and makes it read-only for the team member until it is recalled or a decision is made.
Approval The manager decision that finalizes a row, making it authoritative for reporting and downstream processes and preventing further edits by the team member.
Rejection The manager decision that returns a row to the team member for correction and resubmission.
Locking An additional governance layer, applied to rows or periods, that blocks editing and navigation for standard users regardless of approval status, until a Timesheet Administrator unlocks it.
Timesheet Administrator Role A role with elevated permissions to access other users’ timesheets and unlock approved or locked rows or periods when corrections are required.

How Timesheet Governance and Locking Fits Into OnePlan

Timesheet governance and locking works closely with:

Timesheet Statuses — Locking is layered on top of the standard status lifecycle (Not Submitted, Submitted, Approved, Rejected) as an additional restriction that can apply regardless of status.
Reporting and Compliance — Locked periods support accurate, unchanging data for financial reporting and compliance deadlines.
Timesheet Roles and Permissions — Whether a user can unlock data depends on whether they hold the Timesheet Administrator role.

Common Scenarios: When to Use Timesheet Governance and Locking

You might refer to this article when:

You can no longer edit a timesheet row and want to understand why.
Your approved timesheet contains an error and needs correction.
A reporting period has closed and rows are locked.
You need to know who has authority to unlock timesheet data.

Frequently Asked Questions: Timesheet Governance and Locking in OnePlan

Q: Why can’t I edit my timesheet row anymore in OnePlan? A: A timesheet row becomes read-only once it is Submitted, Approved, or Locked in OnePlan. You can regain editing access by recalling a submitted row, having a manager reject it, or having a Timesheet Administrator unlock it if it is locked.

Q: Who can unlock a locked timesheet row in OnePlan? A: Only a Timesheet Administrator can unlock a locked or approved timesheet row in OnePlan. This role can access another user’s timesheet and restore editability to specific rows without reopening an entire period.

Q: What is the difference between an approved row and a locked row in OnePlan? A: An approved row in OnePlan has been finalized by a manager and cannot be recalled or edited by the team member. A locked row or period adds an additional governance layer on top of that — or independent of approval status — that blocks editing and navigation for standard users until a Timesheet Administrator unlocks it.

Q: Why does OnePlan lock timesheet periods? A: OnePlan locks timesheet periods to close reporting periods, prevent changes after financial or compliance deadlines, and enforce organizational policies around time tracking finality.

What to Do Next: Timesheet Governance and Locking in OnePlan

Get started with related tasks: - Unlock Timesheet Rows - Administer Timesheets - Change Timesheet Periods

Related to

Timesheets