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Locking/unlocking the schedule
Locking/unlocking the schedule

This article presents 3 ways to lock the schedule and the use of it.

Eléonore Prudhomme avatar
Written by Eléonore Prudhomme
Updated over a week ago

The topics covered in this article are :

  • The blue padlock

  • The green padlock

  • The red padlock

The use of different colors facilitates communication between managers: requesting approval when the schedule is created, and/or informing other managers that defined period should no longer be modified.

💡 Access to locks by different managers (master, planners) can be authorized or denied via the permissions settings 👉 Set permissions & actions

⚠️ An absence request (paid leave, sick leave, time off work, etc.) submitted within a locked

period on the schedule cannot be validated. The period must be unlocked to accept the request.

The blue padlock

The blue padlocks are accessible to the managers and system administrators of a location and are primarily intended to inform other managers of the progress of the schedule.

Adding a blue padlock to a day's or week's schedule can be altered at any time : the padlock can be unlocked by clicking on it. The blue padlock distinguishes approved schedules from those that are still being created.

Example: A manager plans a week's work for his team. He has completed the Monday and Tuesday schedules, but not yet the rest of the week. He can lock these first 2 days with a blue padlock as reminder that it was done. This also lets other managers know that the schedules have been done and don't need to be changed.

The blue padlocks are located on the schedule at two levels:

  • on schedule tab > week view > right under the name of your establishment

  • on schedule tab > day by day > on the right corner of the tab with name of the day

When using the time clock, approving paid shifts automatically locks the day with the blue padlock.

⚠️ If the period (day or week) is approved via the time clock for one employee, the same period for all employees on the schedule will be locked with the blue padlock.

The green padlock

For those in charge of scheduling, the green padlock will enable them to submit their schedule to the system administrators for approval.

Click on the 3 dots at the top right of the schedule > Choose > Lock a period in the drop-down menu.

A window opens to select the dates of the period to be locked : you can use this function for short periods (one or a few days) or longer periods (several weeks).

Once a manager has locked his schedule with a green padlock, he can no longer make any changes to it.

The supervisor of the manager (master and system administrator) receives an e-mail informing him that the chosen period has been locked.

They can either approve the schedule or request that it be modified.

If a manager wants to modify a schedule locked with a green padlock, he can send a modification request to the system administrator by clicking on the activated green padlock on the day or week he wants to modify.

The administrator then receives an e-mail informing him that a manager has requested that a certain period be unblocked and the reason for the request.

⚠️Only system administrators have the right to unlock a schedule that has been 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 has been approved, but that it can be modified again.

The red padlock

The red padlock can only be used by system administrators and masters (if box checks in level of permission and action). It is visible on the schedule when activated, but can only be accessed from the Report tab to activate/deactivate it.

It can be used by system administrators & masters and read-only permissions. To access it, the box is checked in the 👉 permissions settings.

The red padlock is used when a period has been completed and the schedule corresponds to the hours actually worked by employees.

This is mainly used when approving payroll for accounting purposes : once the period has been locked, it is considered to have been paid.

The red padlock can be unlocked at any time, from the Report tab, by selecting the period.

When the organisation has several locations : the red padlock can be activated in one click, for the same period, for all the locations.

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