About
Locking a schedule is meant for staff to finalize and confirm their worked schedules for Payroll purposes and prevents staff from going back and changing their hours before Payroll is calculated.
There are 3 different Schedule Lock types. While they all perform the same action, the system provides multiple types of Locks for flexibility. Some practices may have clinical staff lock their own schedules, while others may have a supervisor review and then lock schedules for their staff, or there may be office admin staff doing this on behalf of all clinical staff.
From lowest to highest, the access levels are as follows:
- Staff - Can lock at the Staff level only
- Supervisor - Can Lock/Unlock at the Staff and Supervisor level
- Clerical - Can Lock/Unlock at all 3 levels
Generally, Therapist users will have access to lock their schedules at the standard Staff level.
With the above in mind, if someone such as a Supervisor or Admin locks a Therapist's schedule using a Supervisor or Clerical Lock, this will also prohibit them from changing their appointments
Admin-level users may have permission to edit locked appointments - please review your User Roles in System Security to verify.
Methods for Locking Staff Schedules
Directly from Staff Schedule window - Open either your own or another staff Schedule and under the Mini Calendar on the right, you can toggle and set the Schedule Locks you have access to.
In-Bulk via Flexible Reporting - In the Flexible Reporting screen, you can either find them in the admin category or search with the keyword "Global" to display the Global Lock Flex reports.
They all work the same way but update a different type of Schedule Lock.
To move a Lock Date forward in time, set the Action to LOCK SCHEDULES
To move a Lock Date back to an earlier date, set the Action to ROLLBACK LOCK DATE
There is a separate Bulk report for each lock type:
- Global Staff Schedule Lock
- Global Supervisor Schedule Lock
- Global Clerical Schedule Lock