Locking the schedule is essential to guarantee stability and clarity in work organization. It prevents last-minute changes that can disrupt team management and payroll preparation.
The blue padlock
Blue padlocks are accessible to an establishment's managers and system administrators. Their main function is to inform other managers of the progress of the schedule.
Use case
Adding a blue padlock to a day's or week's schedule is reversible: the padlock can be removed at any time by clicking on it.
It distinguishes validated schedules from those still under construction.
Example: A manager has completed the Monday and Tuesday schedules, but not yet the rest of the week. He can mark these two days with a blue padlock to indicate that they have been completed, so that other managers know that they should not be modified.
Location
Whole week level.
Day level: from the day or week view of the schedule.
Automatic validation via time clock
Validation of paid shifts automatically activates a blue lock on the validated day or week. If the period (day or week) is validated via the time clock for one employee, the lock is activated on the same period for all employees on the schedule.
The green padlock
The green padlock is used to lock times worked and absences on the schedule before payroll.
Use case
Access: Click on the three dots at the top right of the schedule, then choose Lock for payroll from the drop-down menu.
A window opens to select the dates of the period to be locked. You can lock short periods (one or a few days) or long periods (several weeks).
Operation
Once locked, the manager can no longer make changes.
The manager's supervisor (system administrator) receives an e-mail informing him/her that the period has been locked.
The supervisor can check whether the schedule is valid, or request modifications.
If modifications are required, the manager can send an unlock request to the system administrator by clicking on the green padlock.
Please note: Only system administrators can unlock a schedule locked with a green padlock. They can click on the green padlock (at week or day level) to unlock it. The padlock then turns blue to indicate that the schedule can be modified again.
The red padlock
The red padlock is the highest level of schedule validation. It is visible on the schedule when activated, but can only be accessed from the Report tab to activate/deactivate it.
Use case
Access: By default, it is used by system administrators. A specific authorization allows masters and read-only users to access it when this option is checked in the permissions settings.
Used when the period is over and the schedule is consistent with the hours actually worked by employees.
Mainly used when validating payrolls for accounting purposes: once the period has been locked, it is considered as paid.
Operation
Administrators can remove a red padlock at any time from the Report tab, by selecting the locked period.
Multi-establishment : When the organization comprises several establishments, it is possible to activate the red padlock in one click for the same period in all establishments.