How does Lock Time work? 0 0
How Does Lock Time Work?
- Lock Time is a process that finalizes attendance records for a specific period. Once locked, these records are marked as "finalized" and cannot be edited without proper authorization.
- The process typically involves selecting employees and dates, confirming the lock action, and storing the locked data securely.
Key Points:
- Locking ensures that attendance records are preserved as-is.
- The locked data becomes the basis for payroll processing and compliance reports.
Navigate to the Attendance - Company Page:
Open the system dashboard and find the "Attendance - Company" option in the navigation menu. Click on it to access the page.
Search for Attendance Period:
Use the search bar or filters provided on the "Attendance - Company" page to locate the attendance records for the desired period. Specify the date range or period for better accuracy.
Select Employees:
Review the attendance list and check the boxes next to the employees marked as Present. Ensure the checkbox is selected to enable the "Lock Time" button.
Click the "Lock Time" Button:
After selecting Present employees, locate the "Lock Time" button on the page.
Click the button to initiate the lock process.
Confirm the Action:
When prompted with a confirmation message, carefully review the message: "Are you sure you want to lock time?" Confirm your action by clicking "Okay."
Store the Lock Time:
The system processes your confirmation and locks the attendance for the selected employees. The lock information is securely saved in the database.
Navigate to the Schedule Page:
After the lock process is completed, access the "Schedule" page by
selecting it from the navigation menu or dashboard.
Check Lock Status:
On the Schedule page, find the specific dates for which the lock time was applied. Confirm that these dates are marked as locked in the system.
View Restrictions:
Verify that the locked dates show restrictions: there should be no options to add or delete schedules for the employees whose attendance is locked. This ensures data consistency and prevents unauthorized changes.
Restrictions on Manual Attendance:
On the manual attendance page, verify that the options to add, edit, or
delete attendance records are disabled for the locked dates. This prevents any
changes to the finalized attendance data.
What Employees Cannot Do:
Edit Attendance Records:
Employees cannot modify their attendance entries for locked dates.
Any discrepancies must be reported to their manager or HR.
Add New Attendance Entries:
The option to manually add attendance for locked dates is disabled.
Delete Attendance Records:
Employees cannot remove or delete existing records for locked periods.
Change Scheduled Shifts:
Employees are restricted from requesting changes to their shifts or schedules for locked dates directly through the system.
What Employees Can Still Do:
View Attendance Records:
Employees can view their locked attendance data to check their finalized work hours.
Request Changes:
Employees may submit a formal request for attendance or schedule corrections, which must be approved by a manager, HR, or an administrator.
Employees' Limited Permissions After Locking Times
- Once attendance records are locked, employees are subject to strict restrictions to ensure the integrity of the data. Here's an overview of their limitations:
How Scheduling and Manual Attendance Relate to Lock Times ?
1. Scheduling:
Integration with Attendance: Locking attendance also locks the associated schedules for that period. Once the attendance records are locked, the system ensures that no changes can be made to the schedules linked to those records, maintaining consistency between attendance and scheduled shifts.
Prevents Schedule Changes: After locking the attendance, users are restricted from adding, deleting, or modifying schedules for the locked dates. This restriction ensures that shifts, roles, or assignments related to those dates cannot be altered, safeguarding the data's integrity.
Ensures Accuracy: Locking ensures that scheduled hours match the finalized attendance, preventing any discrepancies between the two systems.
2. Manual Attendance:
Restrictions on Editing: Once the lock time process is completed, any manual attendance pages associated with the locked dates will have options to add, edit, or delete attendance records disabled. This prevents unauthorized changes to the attendance data and ensures that finalized records remain unchanged.
Prevents Errors: Locking attendance prevents accidental or intentional changes to records that are finalized, ensuring data consistency and accuracy for reporting and compliance.
Data Protection: By restricting modifications after locking, the system protects against errors and ensures that only authorized personnel (such as administrators) can make adjustments to the locked data, ensuring accountability.
Who Is Unable to Edit Once Times Are Locked?
Employees:
Employees cannot edit their attendance or schedules after the times are locked.
Any corrections or updates must go through their manager or HR.
Supervisors/Managers:
Supervisors and managers typically have some permissions, but they are restricted from editing locked records.
They may need approval from an administrator to make changes to locked data.
System Users with Limited Permissions:
Basic users or those with restricted roles cannot access or edit locked records.
They are only allowed to view the finalized data.
HR or Payroll Staff (Conditional):
HR or payroll staff might have limited rights to unlock attendance for corrections, but only within their predefined access levels.
Who Can Unlock and Edit Locked Times?
Administrators:
Administrators have full control and can unlock attendance records if necessary.
Unlocking actions are often recorded in an audit log for accountability.
HR with Special Permissions:
Certain HR personnel may have advanced permissions to unlock attendance, but these actions typically require justification and approval.
System Owners/Developers:
In exceptional cases, system owners or developers might intervene to resolve technical issues related to locked data.
Why Lock Times Are Important:
Data Integrity: Ensures that attendance and scheduling data remain consistent and unaltered once finalized.
Payroll Accuracy: Prevents discrepancies in payroll calculations by using locked and verified data.
Compliance: Provides an auditable trail of attendance records for regulatory purposes.
Accountability: Prevents unauthorized changes and ensures the system’s reliability for all users.