How does Lock Timesheets work?

Who Can Lock a Timesheet?

Only a Timesheet Approver can lock a timesheet of another Time User. The permission to lock timesheets is granted on the Time Users screen and is available only for those Time Users who are in the Timesheet Approver's approval Team. A Timesheet Approver can lock or unlock their own timesheet only if they also have the permission to approve their own timesheets in their Time Users screen. (See the exception to this rule below for Administrators and Custom Roles).

GovBooks Administrator Role and Custom Roles

If a GovBooks User has the Administrator Role, they will be able to see and manage the locking of timesheets for all Time Users regardless of whether they are themselves a Time User. For a GovBooks User with a custom role, if they are assigned in their 'User Details' screen the permission of 'Lock Timesheets' with Full Access, they will then also be able to see and manage the locking of timesheets for all Time Users regardless of whether they are themselves a Time User.

Below is a summary of how the Lock Timesheet screen behaving for each role and permission combination.

Timesheet Only role

A Time User who has only the Timesheet Only role does not have access to the Lock Timesheet screen — this role does not carry the Lock Timesheet permission, so the screen is not available to them.
Timesheet Approver role

A Time User with the Timesheet Approver role has access to the Lock Timesheet screen. What they can do there depends on their Time User settings Lock/Unlock Timesheets and Approve Own Timesheet:

Lock/Unlock Timesheets = No → View only. They can see all of their team members, but cannot change any lock dates.
Lock/Unlock Timesheets = Yes → Full access, limited to their team members. They can Lock or Unlock the timesheet dates (set the Lock Start/End date range, or clear it to unlock) for every member of their team. Any Time User outside their team is neither shown nor editable.
Lock/Unlock Timesheets = No, Approve Own Timesheet = No → View only. They can see all their team members, but not themselves.
Lock/Unlock Timesheets = No, Approve Own Timesheet = Yes → View only. They can see all their team members including themselves (their own record is displayed but not editable, because Lock/Unlock is No).
Lock/Unlock Timesheets = Yes, Approve Own Timesheet = No → Full access, limited to their team members. They can Lock/Unlock their team members' timesheet dates. Their own record is not shown and cannot be edited.
Lock/Unlock Timesheets = Yes, Approve Own Timesheet = Yes → Full access, limited to their team members, including themselves. They can Lock/Unlock their team members' timesheet dates and their own record.

GovBooks role = Administrator
If the user's GovBooks role is Administrator, the "Approve Own Timesheet" and "same team" restrictions are overridden. The user can display and manage all Time Users on the Lock Timesheet screen — even if they also hold a Timesheet Only or Timesheet Approver role. Administrator always has full edit access.
Custom GovBooks role with Full Access to edit Lock Timesheet
If the user's GovBooks role is a custom role that includes the Lock Timesheet permission with Full Access (set in the User Details screen), the "Approve Own Timesheet" and "same team" restrictions are overridden. The user can display and manage (edit) all Time Users on the Lock Timesheet screen — regardless of any Timesheet Only / Timesheet Approver role.
Custom GovBooks role with View Only access to Lock Timesheet
If the user's GovBooks role is a custom role that includes the Lock Timesheet permission with View Only access (set in the User Details screen), they can display all Time Users on the Lock Timesheet screen but are in view mode only — they cannot edit or Lock/Unlock any record — regardless of any Timesheet Only / Timesheet Approver role.

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