Unlocking a Locked Timesheet

Article Contents

1. Identifying a Locked Timesheet
2. Global Timesheet Lock
3. Timesheet Allocated to an Invoice
4. Project Archived or Enquiry Rejected
5. Insufficient User Permissions
6. Deleted User Account
7. Alternative Solution: Create a Negative Timesheet

Identifying a Locked Timesheet

A timesheet in Hiro is locked when:

• The timesheet inputs are read-only.

• A padlock icon appears on the left side.

• The "Cut/copy timesheet" tool is unavailable for that entry.

If your timesheet is locked, here are the possible reasons and solutions:

Global Timesheet Lock

Hiro Global Administrators can set a lock date, making all timesheets read-only for all user accounts up to and including that date. This means all staff will be unable to add or modify timesheets before and including the locked date.

To check and modify this:

• Navigate to Settings > Timesheet Data Entry Options.

• Look for the Lock Date setting at the top.

• If a date is entered, all timesheets before and including that date are locked.

• Change or remove the lock date to make affected timesheets editable.

• Click Save to confirm.

Timesheet Allocated to an Invoice

Once a timesheet is allocated to an invoice, it is no longer considered Work in Progress (WIP), does not appear in the WIP column on the Projects Dashboard, and becomes locked.

To check if this is the reason:

• Click the "?" icon to the left of the timesheet.

• The Timesheet Info popup will show the invoice number if allocated.

• To unlock, deallocate the timesheet from the invoice:

  1. Navigate to Financial > Invoices.

  2. Search for the relevant invoice number that the timesheet was identified as allocated to.

  3. On the relevant invoice line item, click the Time & Costs link, which will be represented as a dollar amount for all timesheets allocated to that line item.

  4. In the "Allocate Time & Costs" popup, untick the relevant timesheet and click the OK button.

  5. Save the invoice.

Note: This process only works for unpaid invoices. If the invoice is paid, allocated timesheets cannot be deallocated.

Project Archived or Enquiry Rejected

If the corresponding job is archived or the enquiry is rejected, the timesheet becomes read-only.

To check:

• Click the project number link on the timesheet.

• A popup will show project details with a status indicator:

  • Green line = Active (editable timesheets)

  • Amber line = Archived/Rejected (locked timesheets)

• To unlock, reactivate the project via the Projects page.

Insufficient User Permissions

User permissions may prevent you from editing timesheets for other users.

To check:

• Go to Settings > User Accounts.

• Click the edit (pencil) icon next to your account.

• Under the Timesheets tab, review Timesheet Access settings:

  • No Access = Cannot view or edit timesheets.

  • View = Read-only access (timesheets will be locked).

  • Edit = Full access (can modify timesheets).

• Change permissions as needed.

Deleted User Account

If the user account of the person who entered the timesheet has been deleted, all their timesheets become read-only.

To make these timesheets editable again:

• Reactivate their user account.

• Reactivating will create a new user account and trigger a pro-rata subscription adjustment.

Alternative Solution: Creating a Negative Timesheet

If a timesheet cannot be unlocked, consider creating a negative timesheet to offset the locked entry:

• Enter the same details as the locked timesheet.

• Use a negative amount equal to the original timesheet entry.

Note: This method will not work if the job is archived or the enquiry is rejected, as timesheets cannot be entered in those cases.