Timesheet Governance and Locking Behavior

This article provides an overview of how governance and locking work within OnePlan Timesheets. It explains why timesheet rows or periods become locked, who has authority over those locks, and how locking supports accuracy, compliance, and reporting integrity.

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.

Audience

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 is not intended to replace task-based instructions for unlocking or administering timesheets.

Conceptual Overview

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. This prevents 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.

Key Components

Editable Rows

Before submission, timesheet rows are fully editable. Team members can:

Modify time entries
Delete rows
Add or remove tasks
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).

Submitted Rows

When a timesheet row is submitted:

The row is sent to a manager for review
The row 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.

Approved Rows

Once a manager approves a timesheet row:

The row is finalized
The row cannot be recalled or edited by the team member
The row is considered authoritative for reporting and downstream processes

Rejected Rows

If a manager rejects a submitted row:

The row is returned to the team member
The row becomes editable again
The team member can make corrections and resubmit

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
Requires administrative action to change

Locking is typically used to:

Close reporting periods
Prevent changes after financial or compliance deadlines
Enforce organizational policies around time tracking finality

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
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.

NOTE
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.

Common Scenarios

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

Related Resources

Related to

Timesheets