Configure time tracking rules and period locks

These settings decide what a valid entry is, what happens after a week is submitted, and when the past becomes frozen. This article sets them and explains the effect of each.

Entry rules

1. Go to Settings, then Time tracking.
2. Under Time entry rules set: Require notes; Allow future-dated entries; Minimum and Maximum entry in minutes; Auto-stop timers after in hours (0 never stops); Rounding increment in minutes (1 is no rounding); Work week starts on.
3. Save.

Approval workflow

1. Under Approval workflow switch on Enable approval workflow to require review of submitted timesheets.
2. Set Allow edit after submission if people may keep editing a submitted week until it is reviewed.
3. Set Auto-approve after in days, or leave it blank to disable.
4. Save.

Auto-lock

Under Time period locking set the Auto-lock threshold in days. Every night, entries older than that lock. This is the safety net that turns pending retainer drawdown into settled drawdown even when a week was never formally approved.

Lock a month by hand

1. Go to Settings, then Time tracking, then Period locks.
2. Pick the start and end date, typically a whole month, and add a note such as "April closed, invoices sent".
3. Save. Nobody can add, edit, or delete entries inside the window, admins included, until an admin removes the lock.
4. Lock as soon as a month closes. Late locks let stale edits in and force re-reconciliation.

What to check

• Bookkeeping status flags on entries (Incomplete, Partially complete, Complete) are separate from locks and control what a draft invoice may pull. See Record, reconcile, and sync payments.
• Rate changes apply from an effective date forward; entries keep the rate snapshotted at log time. Rate cards are under Settings, then Rate cards.