Locking Crew Members
Payroll administrators can lock crew members once their payroll figures have been reviewed and confirmed.
To lock crew members, select one or more rows using the checkboxes, then choose Lock from the floating action bar.
You can also lock everyone in the current payroll period at once by selecting 'Lock All' from the Actions menu.
Before locking, the system automatically validates each selection:
Crew members with unapproved leave in the payroll period cannot be locked. An error message will clearly identify which records require attention.
If any selected crew member’s data has changed since the payroll summary was last loaded, those records will not lock, and you’ll be prompted to refresh the page.
Successfully locked crew members are indicated by a 'padlock icon' in the first column. Hovering over the icon shows who locked the record and when.
Once locked, a crew member’s payroll data is frozen:
Changes to their profile, contract, or leave will no longer update the Payroll Summary.
All adjustment modals become view-only.
Comments in the Activity modal can still be added, edited, or deleted.
Unlocking Crew Members
To unlock crew members, select them using the checkboxes and choose 'Unlock' from the floating action bar.
When unlocked, the crew member’s row becomes editable again, and any updates to leave balances or other data will immediately appear in the summary table.
If the payroll month has already been reviewed, unlocking requires extra verification. You’ll be asked to:
Enter your login password
Provide a comment explaining why the unlock is required.
This additional security reflects the importance of changing approved payroll data.
Month-Level Locking Status
When all crew members in a payroll month are locked, the entire payroll file is considered locked. A red banner appears at the top of the page displaying “Locked.”
If any crew member is later unlocked, the banner is removed. Even if most records remain locked.
Reviewing Locked Payroll Files
Once all crew members are locked, the 'Mark Month Reviewed' option becomes available in the Actions menu.
Selecting this opens the reviewing pop-up, where you can:
Add your review
Include an optional comment
Attach supporting files if required
The pop-up also displays any existing reviews, including the reviewer’s name, date, comments, and whether attachments were included.
Multiple users can review the same payroll for a given month. All active reviews are visible in the pop-up.
When at least one review exists, the red “Locked” banner is replaced with a yellow “Reviewed” banner.
If multiple reviews are present, the banner shows the total number (for example, “2 Marked as Reviewed”).
Managing Your Reviews
If you’ve already reviewed a payroll month, the 'Mark Month Reviewed' option changes to 'Remove My Review' in the Actions menu.
Selecting this opens a confirmation pop-up. Removing your review does not affect reviews added by other users.
If your review was the only one on the file, the yellow “Reviewed” banner is removed and replaced with the red “Locked” banner.
Adding Attachments to Reviews
When reviewing a payroll month, you can attach supporting documentation such as review forms or email screenshots.
Attachments use the same interface as adjustment attachments and can be viewed:
In the review pop-up
From the Audit Log tab.
Impact of Unlocking on Reviewed Payroll
Unlocking any crew member in a reviewed payroll file automatically removes all reviews.
When this happens:
All affected users receive an email notification.
The employer email address on record is also notified.
The system records which reviews were removed and who initiated the unlock.
Notifications explain that the payroll file has been edited and recommend that you look over the updated data before a second review.
Marking Payroll Files as Paid
Once Payroll has been reviewed and submitted by the cut-off date, the team in Guernsey can then mark payroll files as Paid.
Please note: You will see the cutoff date for your payroll in a yellow banner a week before the cutoff when viewing your 'Personal Details'
After a file is marked as paid:
The yellow “Reviewed” banner changes to a green “Paid” banner
The payroll month becomes permanently locked
All checkboxes are disabled
Only export options remain available
This action cannot be undone. - Any changes that need to be made after the review has been completed will need to be requested directly to the team in Guernsey.
Audit Log
The Audit Log tab provides a complete, chronological history of key payroll actions, including:
Crew members being locked or unlocked
Reviews added or removed
Termination finalisations and reversals
Export generation
Files marked as paid
All events are recorded against the relevant payroll month, regardless of when the action occurred.
Termination Handling
Termination Indicator
The system automatically flags crew members who require termination processing.
An orange exclamation mark appears in the first column of the Payroll Summary table when a crew member’s contract ends in the current month, and there is no subsequent contract on record.
Finalising a Termination
To process a termination, select the person icon in the Actions column for the relevant crew member.
This opens the Termination pop-up, which displays a read-only summary of the crew member’s details, including name, position, department, and termination date.
After reviewing the information:
Add any optional comments.
Select Finalise Termination.
The system will prevent finalisation if the crew member has any unapproved leave.
Once finalised, the crew member’s row is automatically locked to preserve the finalised payroll figures.
Termination Summary Report
After finalisation, the system generates a Termination Summary Report.
The report opens in a pop-up window and can be printed or downloaded as a PDF.
Ongoing access to the report is available via the Actions column, which provides shortcuts to view or download the summary.
The Activity pop-up also records the termination finalisation and includes a View link in the attachments column.
Reversing a Termination
If a crew member’s row is later unlocked, the termination finalisation is automatically reversed. The person icon reappears in the Actions column, indicating that the termination must be reprocessed.