Locking a payroll period prevents days from being confirmed and confirmed working-time records from being changed during payroll processing. It does not create or send payroll data. You can also export data without locking the period.
Review the period
Open Team working time and select Period. Check the dates, deadline, missing days, days awaiting approval and days already exported.
If your organisation uses group-specific payroll periods, select the pay group first. This determines the period and employees shown. No group shows employees who do not belong to a pay group. An admin sets up the payroll periods under Settings → Pay & export → Payroll period and pay day.
A status such as Ready, Partly exported or Locked describes how working-time records have been processed in Kelomo. Exported alone does not mean that the payroll system has received the data or that wages have been paid. Check delivery separately in the export target’s delivery history.
Ask employees to complete missing days and supervisors to handle pending approvals. Use Remind to remind employees who have not confirmed their days. Check the result: notification settings and earlier reminders can affect delivery. Locking the period does not send this reminder for you.
See Approve working time.
Lock the period
You need permission to process payroll data.
- Open Payroll data and choose the period. In the Lock step, select Lock the period.
- Check the dates and employees covered in the confirmation dialog.
- Review unfinished days and anything that prevents locking.
- Confirm once you have checked the scope and effects.
In a group-specific view, the lock applies to the selected pay group or to employees without a pay group. An administrator can extend it to the whole organisation. Without a group-specific scope, the lock applies to the whole organisation, so always check the confirmation dialog.
Missing days or days awaiting approval do not normally prevent locking. Locking does not complete them, however. A day that was previously confirmed and later returned for correction can prevent the lock: resolve the days listed in the confirmation dialog first.
What does the lock prevent?
The lock freezes the workdays it covers. They cannot be confirmed, approved, returned or corrected, drafts cannot be edited, and no entries can be added to a locked day. The lock also prevents revoking approval and cancelling an export batch containing those days.
Unconfirmed and unrecorded days stay in the locked period as they are. The confirmation dialog shows how many there are before you lock. Clocking in and payroll exports keep working, and the lock does not by itself prevent decisions on absence requests.
If days are completed late
A day left in a locked period stays unfinished until the lock is lifted. If it needs recording, confirmation or approval, agree with the payroll team when to lift the lock.
Late-approved days that have not yet been exported can be included in a later batch. Opening the export page through To payroll data in the period view selects the option to include earlier days. If you open the export page directly, that option may not be selected. Check the option and the batch contents before exporting.
Lift a lock for a correction
- Determine whether the correction concerns a workday entry or a payroll calculation, and whether the data has already been delivered.
- If a workday needs changing, open Payroll data and select Lift the lock from the Lock step’s menu and enter the reason. Coordinate this with others processing payroll.
- Correct the day according to its status and your permissions. Confirm and approve it again if required.
- Check how the correction affects the next export and lock the period again according to your agreed procedure.
The original export batch’s calculation does not change retrospectively. How to correct data already delivered depends on the export target; lifting the lock does not undo a transfer to the payroll system.
See Correct an already confirmed day and Export payroll data.