After the timesheet closing date, company admins will check the approval status of the employee's timesheet and lock the timesheet.
Once a timesheet is locked, the employee cannot make any changes to the timesheet for that month.
Screen
① Click on ADMINS [Reports].
② Click on "Monthly timesheets approval status."
③ Specifies the month in which the timesheet is to be locked.
Check timesheet progress
Send reminders
Lock timesheets
To unlock the timesheet
Check timesheet progress
Before locking a timesheet you can check the progress of the timesheet.
If there are incomplete timesheet entries or unsubmitted timesheet requests, you can send a reminder to the subject employee.
If the employee's supervisor has not yet approved the timesheet approval request from the employee, you can also send a reminder to the target supervisor.
The timesheet entry, approval status, etc. for the subject month will be displayed.
When you click on a badge such as "Incomplete" or "Unsubmitted", the corresponding employee's name will be displayed at the bottom of the page.
*"On leave" is when the entire month is registered as a long-term leave, etc. In that case, no timesheet request approval or lock is required.
Send reminders
If your company uses the reminder function, Workcloud automatically sends reminders to the employees themselves and to their unapproved supervisors the morning after the closing date for incomplete timesheet entries or unapproved by the supervisor during the timesheet closing process.
Additionally, you can manually send the reminder again.
To send manually, follow the steps below.
① Click on the badge to which you want to send a reminder.
② Click on "Send reminder." The appropriate employee will receive an email reminder.
(e.g.) The "Incomplete" reminder is sent to employees who have not yet completed their timesheets for the month.
In the "Pending," the employee has already submitted the timesheet for approval, but his/her supervisor has not yet approved it. Therefore, the employee's supervisor will receive a reminder email.
■"Incomplete" reminder email sample: Sent to target employees
■"Unsubmitted" reminder email sample: Sent to target employees
■"Pending" reminder email sample: Sent to the subject employee's supervisor
You can also see how to send timesheet reminders here.
Send (resend) timesheet reminders
<Notes>
Reminders must be set up by us in advance.
If this feature is not used, the message shown below is displayed on the screen. If you wish to use this feature, please contact us. (If you use this function, employees will receive other reminders in addition to timesheets.)
Lock timesheets
After checking the timesheet approval status, you lock the timesheet.
After locking, the employees cannot make any changes to the timesheet for the month.
① Click on "Lock approved timesheets."
*It is the timesheets of employees with "Approved" badges that are locked.
② Modify the "Notes" field as needed.
Click on "Lock timesheets."
Notes: Check the "Generate Excel files" checkbox and then click "Lock timesheets" to download timesheets for all employees at once. You can download the created zip file from "ADMINS > File sharing".
③ Read the message and click on "Yes."
④ The number of locked cases is also displayed at the top of the screen.
To unlock the timesheet
If for some reason you need to unlock locked timesheets, please follow the procedure below.
① Specify the target month of the timesheet to be unlocked.
② Click on "Unlock timesheets."
③ Check the name of the employee to be unlocked.
④ Enter the reason for unlocking.
⑤ Select "Unlock selected records" or "Unlock all".
*In the case of "Unlock all," it is not necessary to specify the employee's name in ③.
⑥ Click on "Apply action."
This completes the unlocking of the timesheet.
To lock the timesheet again, please refer to "Lock timesheets".
Click here for the Japanese version of this manual.
タイムシートをロックする