Locked entries

A locked entry is one you can no longer edit, resume, or delete. Locking keeps time stable once it has been signed off, billed, or closed out, so that reports and invoices do not shift underneath you. There are four reasons an entry locks, and each one unlocks — or does not — in its own way.

Spotting a lock

Open your timesheet in Day view. A locked entry has no Edit, Start, or Stop buttons. In their place it shows a small status label reading either Invoiced or Approved. Hover over that label and the tooltip spells out the exact reason, for example "Locked — approved," "Locked — invoiced," or "Locked — period locked."

If you try to edit or start a timer on a locked entry anyway, the app refuses; only your own unlocked entries can be changed.

The four reasons, and how each unlocks

Approved. The entry belongs to a week a manager or admin has approved. This is the most common lock and the easiest to reverse: an approver rejects the week, which unlocks every entry in it for edits and resubmission. See approving time for who can do this. You cannot unlock your own approved week — ask your approver.

Invoiced. The entry has been pulled onto an invoice, so it cannot be billed a second time. It unlocks when the invoice that holds it is deleted while still a draft: deleting a draft releases every time entry and expense attached to it. See invoicing tracked time for how that works. Once an invoice has been marked sent, its draft can no longer be deleted, so time on a sent invoice stays locked. Note that an entry can be both approved and invoiced; deleting the draft removes the invoiced lock but an approval lock would remain until the week is rejected.

Period locked. Your workspace can automatically lock past periods once they close. When an admin sets Auto-lock to Weekly or Monthly under Settings, entries dated before the current week or month are locked as each period rolls over. This is applied automatically in the background, and there is no per-entry unlock button for a period lock, so treat a closed period as final.

Imported. Time brought in from another system, such as a Harvest import, can arrive already locked because it was locked at the source. Imported locks preserve the historical record and are not something you unlock entry by entry. See migrating from Harvest for context on imported data.

Who can do what

Members can never unlock their own time; unlocking always runs through an approver rejecting a week or an admin deleting a draft invoice. Approving, rejecting, and invoicing are manager or admin actions, so if you are a member and an entry is stuck locked, the fix is to ask the right person rather than to look for a hidden setting. For the roles behind these actions, see roles and permissions.