Time Locking - Preventing Hour Entries

Time locking is a tool that allows supervisors and administrators to manage and approve employee time entries. It can be used to lock timecards for a certain period of time, preventing them from being edited.

Time lock can be found in two places in Koho:

• Reporting on the time recording side

• Administration → Settings → Users → Term Locks (administrators only)

N.B! Time lock is not enabled by default. If you want to activate it, please contact customer service.

Content of the instructions:

1. Time lock (Foreman)

2. Time lock (Administrator)

1. Time Lock (Foreman)

Location: Reporting Own sessions → Term Lock
To open the view in a new tab, select "Open in tab".

Cropping

• Choose the number of periods you want to show (month/week – depends on your account settings)

• Limit employees by team

• Show only flex hours

• Show:

  • Billable

  • Contractual

  • Internal

  • Show hour targets

Table annotations

• 🟩 Green cell: The employee has confirmed the period to be locked

• 🔓 Grey lock: The foreman has not yet locked the season

• 🔒 Black lock: The foreman has locked and approved the period – the employee cannot make changes

Functions:

• Lock the term:

  • Individually: Click the employee lock

  • Entire team: Click the name of the month at the top of the row

• Unlock in the same way

• Click on the blue number to view the entries for the period

View entries

Clicking on the cell number opens a window that shows:

• All entries for the period

• Grouping: Daily, by customer, by task

The entries are only visible to users who have administrator rights or the "Permission to change role" permission. Others can only see their own information.

List tab:

• Excel: Export shifts to excel

• Click on an individual shift to open the edit view

  • You can edit unprocessed and unlocked shifts

Close window: Click the X in the upper right corner or press ESC

2. Time Lock (Administrator)

Location: Settings → Users → Term Lock

The administrator time lock view offers more extensive rights, e.g. to edit other users' entries. The functions are otherwise similar to those in the supervisor view, but role-based access allows for more in-depth control.