Locking your schedules helps your business ensure that published schedules stay accurate after the working week is over. Once a schedule is locked, only authorised users can make further changes, protecting the integrity of your payroll data.
Purpose of locking schedules
When a week ends and all timecards have been approved, a schedule can be locked. This prevents anyone from editing shifts after the fact, which could otherwise affect pay calculations without your payroll team knowing.
How to use it
1. In the all locations view of the schedule section, you will be able to check at a glance the status of your locations' schedule. This is a useful view for payroll managers to know which locations are not ready to run payroll yet.
2. From your schedule view, you will have the indication when your schedule is published and needs locking. You will have the option to lock schedule.
3. After clicking on lock schedule, you will be able to select the days you want to lock. In the below example the week is ready to be locked, all timecards have been approved.
If there are unapproved timecards on a given day, you won't be able to lock the schedule for that day. You will be redirected to that day to approve the remaining timecards in order to be able to lock the schedule.
4. Once locked, it will not be possible add/edit/remove shifts as well as edit or unapprove timecards.
5. Only the users who have been given the specific permission will be able to unlock the schedule, in case some last minute changes need to be made. By clicking on schedule locked, the user will be able to select the days or the week they want to unlock to allow for changes.
6. After the schedule is unlocked, all other users will be able to make changes until the schedule is locked again.
Frequently Asked Questions
What happens if I try to edit a locked schedule?
You will see a message letting you know the schedule is locked and that no changes can be made. If a change is genuinely needed, contact your payroll manager.
Can I lock a schedule if timecards haven't all been approved?
No, it won't be possible until all timecards for that period have been approved. This ensures the schedule accurately reflects actual hours worked before being locked for payroll.
Can I lock a schedule if it hasn't been published yet?
No, the schedule needs to be published, the hours must be worked and timecards approved to then be able to lock the period.
Can a locked schedule be unlocked? If a correction is needed, a user with the right permission can unlock the schedule directly, which should then let other users make the needed changes.
Will locking a schedule affect timecards or pay? Locking a schedule doesn't change approved timecards or pay calculations. It simply prevents further edits to schedules and timecards.