Locked Periods Overview

Note: Screenshots in this article use data from our internal demo organisation. Any organisation IDs or user IDs visible in the screenshots reference our demo dataset, not your or any other customer's data.

🎯 Overview

Track which rosters are locked, which remain open, and who locked them — all in one place.

This report:

• Surfaces the lock status of every location and date period in your organisation
• Highlights unlocked periods that may still need attention before payroll
• Shows who locked or unlocked each period, and when the change happened

Use this dashboard to:

• Confirm rosters are locked ahead of payroll cut-off
• Identify locations with outstanding unlocked periods
• Audit who has locked or unlocked periods recently

➕ Benefits

• A single view of lock status across every location, so nothing slips through before payroll runs
• Quick visibility on locations falling behind, with a chart ranking unlocked periods by site
• A full audit trail showing the user and timestamp behind each lock or unlock action

🗂️ Dashboard Tabs

This is a single-page dashboard. There are no tabs — everything sits on one view, with a summary up top, a ranked chart of unlocked periods by location, and a detailed audit table below.

The dashboard opens with a Latest Data Sync indicator showing when the data last refreshed. The main content is:

• Locked Periods Summary — a compact table showing each date period and location, with a ✅ Locked or 🚫 Unlocked status. A Show Parent Location? dropdown sits inside this card; switch it to Yes to prefix each location with its parent (helpful when you have multiple sites with similar names). By default, this is set to No.
• # Of Unlocked Periods By Location — a bar chart ranking locations by the count of unlocked periods within the selected date range, so you can see at a glance where attention is needed.
• Locked Periods Details — the full audit view. Columns include Parent Location, Location, Start Date, End Date, Is Locked, Updated By (the user who made the change), and Updated At (when the change was logged).

🎛️ Filters

Standard Filters

• Location / Parent Location / Grandparent Location — filter by organisational hierarchy

Report-Specific Filters

Filter	Default	What it does
Date	Past 6 weeks	Limits the summary, chart, and details to periods whose start date falls within the selected window
All Locations Downstream From	--	Returns every location nested beneath the chosen ancestor in your organisational hierarchy
Is Locked	--	Narrows results to Locked or Unlocked periods only
Period Locked/Unlocked By	--	Filters to changes made by a specific user
Show Parent Location?	No	Inside the Locked Periods Summary card — when set to Yes, prefixes each location row with its parent location name

📅 Date Filtering

The Date filter controls which periods appear across the summary, chart, and details. By default, this is set to the past 6 weeks, which covers a typical payroll lookback window. Periods with a start date in the future are excluded automatically, so the dashboard always reflects rosters up to today.

❓ Common Questions

Why does a location appear multiple times in the summary?

Each row represents a single locked or unlocked period for that location. A location with several weeks in the selected window will appear once per period — that's expected, and the # Of Unlocked Periods By Location chart rolls these up into a single count per site.

Why don't I see future periods?

The dashboard only includes periods whose start date is on or before today. Future rosters are excluded so the view stays focused on what's actionable now — anything still to come isn't yet eligible to be locked for payroll.

🗓️ Data Coverage

• Data freshness: Refreshes every 30 minutes via the automated data pipeline. Check the Latest Data Sync indicator on the dashboard for the exact timestamp.

⬇️ Downloading Data

• To download the current view as a PDF, click the download button in the top-right corner of the dashboard.
• To download an individual chart or table as CSV or Excel, click the download button in the top-right corner of that chart.