How to lock and sign the timesheet for closing

Locking . the timesheet is an essential step to ensure the security, integrity, and reliability of employee time records. By performing this process, you prevent subsequent changes to already validated data, ensuring that the consolidated information accurately reflects the expected work hours and is ready for closing

In addition to preventing improper adjustments in previous periods, locking directly contributes to the consistency of information used in internal routines and integrations, promoting greater control and transparency in time and attendance management.

Currently, the Pontotel system allows for two locking formats: unilateral, performed by the manager or HR, and bilateral, in which the employee initiates the process and electronically signs their own timesheet, confirming acceptance of the recorded information before finalization. This model strengthens employee participation and increases data reliability.

See below how to lock the timesheet in the system.

How to access the mass lockout tool

1. In the top menu, click on Sheet and select the Sheet Locking.

2. Fill in the filters search

• Select the workplace(, employee(s), or employer(s).
• Define the period you wish to freeze by selecting the corresponding month and year.
• Click Search to load the corresponding sheets.

Sheet Locking Types

Before proceeding, it is important to understand the types of sheet binding available, as each has a specific process to be followed.

Unilateral Locking

In this model, the payroll is locked exclusively by one side, either the manager or HR. As soon as the action is completed by a user with permission, the payroll is automatically considered locked.

This is a more agile alternative, but with less traceability in the verification process on the part of the employees.

Procedure for performing unilateral locking

1. To lock the payroll for all employees at once, in the "unlocked" category, click the yellow "lock unilaterally" button to lock the payrolls without requiring prior action from the employees.

2. The system will display an order processing notification in the alerts (bell icon in the main menu).

3. After the process is completed, a report will be generated showing:

• Sheets successfully locked.
• Unlocked sheets and the reason for not locking them (e.g., inconsistent days that still need to be corrected).

4. To lock a single employee's sheet, locate their name in the list and select it. Then, click the blue "lock unilaterally" button.

Bilateral Locking

In bilateral timesheet closing, the process involves two steps, ensuring more complete and transparent validation. In this model, one party initiates the timesheet closing process, verifying the records and providing an electronic signature, which formalizes the acceptance of the information.

After this step, another party performs the final validation, completing the locking process. In this way, the sheet is only effectively locked after verification and confirmation by both parties, increasing the security, traceability, and reliability of the data.

Suggested flows for bilateral locking

The system allows for different conference flows in bilateral locking. See practical examples:

• Flow 1: The employee initiates the lockout and the manager confirms.
• Flow 2: The employee initiates the lockout and HR confirms.
• Flow 3: The manager initiates the lockout and the employee confirms.
• Flow 4: The manager initiates the lockout and HR confirms.

These workflows can be chosen according to your company's routine, ensuring flexibility in the process and promoting greater safety for the team.

In addition to the lockout status, the employee's timesheet and timecard also display the names of the users who initiated and confirmed the actions, as well as the respective dates.

Procedure for performing bilateral locking

1. The first party (usually the employee) accesses the timesheet. In the corresponding section, they request the timesheet to be locked and signed. See this article for instructions on how to perform this procedure.

2. After the first phase is complete, the timesheet will display a half-closed padlock icon in the "status" column, indicating that the locking process has begun.

3. The second part accesses the timesheet or the Timesheet Lock screen (timesheet > timesheet lock), selects the corresponding timesheet, and clicks confirm lock to finalize the process. Once the timesheet is confirmed, it will move to the "locked" category.

Locking as a digital signature

The act of locking the timesheet can be understood as a form of digital signature, formalizing that the information has been checked and validated for the closing of the timesheet.

In the case of bilateral time tracking, validation occurs by both parties, usually the manager or HR and the employee. This means that, by performing the time tracking with their own access, the employee confirms their awareness and agreement with the recorded data, essentially providing an electronic signature on their work hours. It is even possible to attach an electronic signature certificate to the time sheet.

For a better understanding, please refer to this article detailing the main changes related to bilateral locking.

If necessary, the system also allows exporting the locked sheet as a PDF for external review or archiving. See this article to learn how to export the R01 report.

Sheet locking is an essential step to ensure that records are ready for timesheet closing. For more information, please consult our tutorials on the Support website.

If you still have questions or need assistance, contact our Support team via the chat integrated into the Pontotel Gestão website or via WhatsApp!

Updated on: April 6, 2026