CONTENTS OF THE ARTICLE:
"Term locks" is a tool that managers can use to approve and lock time entries of their employees. The table shows internal hours per employee per month. The "Term locks" view can be found in Koho in two different places: in the reporting tab of the "Work sessions" section and in the settings of the "Management" section (only for admin users). Please note that "Term locks" feature is not enabled by default. If you would like to try it, start by contacting our customer service.
1. Term locks (Manager)
"Term locks" tab can be found on the "Reporting (own sessions)" section. The view can also be opened into its own tab by clicking the "Open to tab" button.
Filters
You can filter the term locks view in the following ways:
- You can choose the number of months to be displayed in the view.
- You can filter the view by teams.
- If necessary, you can filter the table to show only hours that are cumulative instead of showing all hours (including non-cumulative hours).
- If the "Billable" selection is made, the table shows billable hours.
- If the "Contractual" selection is made, the table shows contractual hours.
- If the "Internal" selection is made, the table shows internal hours.
- By selecting the "Show hour targets" field, monthly hour targets also appear on the table.
The table
Cell with a green background: The employee has confirmed that the term can be locked.
Grey, open lock: The supervisor has not locked the time sheet.
Black, closed lock: The supervisor has locked the time sheet and approved the hours. The employee can no longer edit the term.
Grey background colour Admin has closed the time sheet.
You can lock terms either by employee by clicking the lock icon, or alternatively you can lock the term for all employees at once by clicking the month name shown on the top line. Seasons can also be opened again by clicking on the lock or month name, respectively. You can view all of the term's sessions by clicking on the blue number shown in the cell (more on this below).
By clicking the blue number in a cell, a new window opens that lists all sessions for that term. You can also view sessions grouped daily, by customer, or by task.
If necessary, you can export the sessions to an Excel file by clicking the "Excel" button on the "List" tab.
By clicking a session in the "List" tab, you can open the edit view of the session. In the edit view, sessions, that have not been processed or locked, can still be edited. Read more about editing sessions from this article: 3.8.4 Editing sessions
2. Term locks (Admin user)
On the "Management" section of Koho, "Term locks" view can be found on the "Settings" page. Select "Users" from the side panel and then go to the "Term locks" tab. The view works mostly in the same way as described in the previous part of this article. The biggest difference is that admin users have more possibilities for editing the sessions.
