How you can lock and unlock shifts and adjustments automatically and manually
When running payroll within RotaMaster, all shifts and adjustments will lock for the period the payroll is run for.
Once the run is complete, the shifts and adjustments will not be able to be edited and will show as they do below:
To unlock the shifts and adjustments, if something is incorrect and needs editing after payroll has been run, you will need to run back payroll ( to see how to do this click here) and this will unlock the shifts and adjustments that were locked due to the payroll run.
Manually Locking and Unlocking Adjustments
To manually lock an adjustment, go into Personnel>Adjustments and Leave, select the Rota Group of the person whose adjustment you want to lock, and then click on that person;
Select the adjustment(s) you want to lock and click on the lock button;
The adjustment will then be locked and shown as below;
To unlock an adjustment that has been locked you will need to make sure you have the 'Superuser Permission' (see Setting Administration Rights guide for more information on this)you will then be able to select the locked adjustment and click the unlock button;
Manually Locking and Unlocking Shifts
To manually lock an adjustment, go into Rota>View Rota. Use the filters on the left-hand side of the screen to bring up the relevant date range, Rota Group, person etc.
Then select the shift(s) you want to lock, navigate to the 'cog' icon, and click 'Set to Locked'.
The shift will then be locked and shown as below:
To unlock any shifts that have been locked you need to ensure you have the 'Superuser Permission'. To unlock a shift in the 'View Rota' screen, you will select the shift(s) that you wish to unlock, navigate to the 'cog' icon, and click 'Set to Unlocked'.
💡Manually locked shifts/adjustments will show as a blue padlock, whereas those locked due to a payroll run (System Locked) will be a yellow padlock.
You can filter in the 'View Rota' and 'Adjustments and Leave' screens on 'Manually Locked' and 'System Locked' by clicking the filter on the 'Locked/Locked Shift' column.
Within the 'View Rota' and 'Adjustments and Leave' screens, you can also filter on any shifts that have been edited after locking. Those that have been edited after being locked will show with a yellow padlock with a red exclamation circle over the top.
An example of when a shift may be edited after being locked is when the payroll deadline has passed, all shifts have been locked down and processed. You may need to edit a shift time if someone stays later than expected. As such, you would be making this edit on a locked shift as payroll has already been processed.
❗When a shift/adjustment has been edited after being locked, this will not be included in payroll. Any changes will need to be manually calculated by your finance/payroll team.
The following warning message will appear when editing a locked shift.
