Zenoti offers you the flexibility to open and edit past employee payroll data. For example, authorized users can edit employee attendance, reassign tips, and recalculate commissions for past payrolls. However, this can lead to inaccuracies while recalculating payroll. 

If you want to secure your payroll data and ensure that no one makes any changes to it, you can use the payroll lock. With this, you can lock a pay period soon after the pay period ends. Once a pay period is locked, users cannot edit attendance (clock-in hours), tips, or commissions. 

For example, assume your pay period is from 1st March to 31st March. You want to allow users (admins and front desk) to be able to edit payroll details only for the next 3 days. Thereafter, you want to lock this pay period. In this case, if you set the payroll lock to 3 days, it means that users can edit payroll details until the end of 3rd April. Thereafter, (4th April onwards), no user can edit attendance details (clock-in hours), reassign tips, or recalculate commissions for this past pay period.  

Once you set up the lock, the lock will come into force for succeeding payrolls automatically. That is, for the next pay period ending say, 30th April, the lock will come into force after 3 days. That is, on 4th May the pay period (1st April to 30th April) will be locked and Zenoti will allow no further changes to  this pay period.. 

Tip: You can set up this lock at the organization level - but you can override the setting at the center level. The center level setting is visible only after you turn on the organization level setting. 

To lock employee payroll data after a pay period at the organization level:

  1. Ensure you are at the organization level. 
  2. Navigate to Admin > Organizations > Organization > Settings tab > Employee > Lock Employee Details ___ Days after previous pay period.
    Example: If you enter 5 days here, it means that payroll data will be locked for all your centers 5 days after a pay period ends. 

   3. Click Save.
      Zenoti locks all successive pay periods for all your centers after the number of             days you specify. The payroll lock setting becomes visible at the center level.               Note: If you want the pay periods of a particular center to be locked earlier (say,           after 2 days) or later (say, after 7 days), use the center level setting to override               the organization level setting. See the following section for details.

To lock employee payroll data after a pay period at the center level:

  1. Ensure you are at the center level. 
  2. Navigate to Admin > Organizations > Center > Settings tab > Employee > Employee Lock > Override at center level > Lock Employee Details ___ Days after previous pay period.
    Example: If you enter 2 days here, it means that payroll data will be locked only for this center 2 days after a pay period ends. 

     3. Click Save.
         Zenoti locks all successive pay periods for this center after the number of days             you specify. 

Points to Consider

  • You can view the payroll lock option at the center level only if the payroll lock option is enabled at the organization level. 
  • If you want to lock a pay period immediately after the pay period ends, enter 0 days in in the setting Lock Employee Details ___ Days after previous pay period. That is, suppose 31st March is the end of a pay period and you do not want anyone to make any edits soon after the pay period ends, enter 0 days for this setting. All successive pay periods will also be locked immediately after the pay period ends. 
  • If you want to lock payroll data for all your centers after a specific number of days after the end of a pay period, say after 3 days, then use only the organization level setting to lock payroll data. You need not configure the center level settings separately in this case. 
  • Configure the center level setting to lock pay periods to override the organization level payroll lock or if you want to only lock the pay periods of a few centers. 
  • After you turn on the payroll lock, you can always turn off the lock. To do so, leave the payroll lock setting blank. In such a case, authorized users can continue to make changes to all the past pay periods. For example, they can edit attendance, reassign tips, and recalculate commissions. 

See Also

Scenarios: Lock Payroll Data after a Pay Period

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