Locking a staff member's pay saves a snapshot of their calculation. After that, changes to sessions or pay rates do not affect it. Lock staff once you are satisfied with their numbers.
💡 Classcard does not process payments or payment status. Locked simply means the calculation is final, and many academies may choose to lock a staff member's pay once it has been paid.
Lock one staff member
Go to People > Team > Pay runs and open the respective pay run.
Click the respective staff member to open their breakdown.
Click on Lock (top right), and confirm the same in the pop-up.
If the staff member has sessions with unmarked attendance, the pop-up warns you. Those sessions are not part of the calculation and are removed from the pay run when you lock, so the total does not change. Click Lock anyway to continue.
Lock several staff at once
On the pay run page, click Bulk select and tick the checkboxes to select the particular staff members.
On the floating action bar at the bottom of the page, click on the 🔒 Lock icon.
In the pop-up, type LOCK to confirm. This extra step makes sure locking is a conscious decision.
Then, click the Lock button for your selected staff.
When every staff member is locked, the pay run is Completed.
What locking restricts
Once a staff member is locked:
Their sessions in that pay run can’t be changed. That covers attendance, enrolments, date and time.
Their pay rate can’t be edited for the dates the pay run covers.
Invoices used in a revenue share calculation can’t be edited or cancelled. Add a credit note instead.
To change any of these, unlock the pay run first.
Unlock
Only people with access can unlock (This can be managed under Settings > Access controls). Open the locked staff member's breakdown under the respective pay run, and click on the Unlock button in the top right. If sessions or other things changed between locking and unlocking, the amount may change.
Making a change after locking
If you wish to make changes after locking a staff member, you have two options:
Unlock the staff member, make the change (for example, add an adjustment), and lock again.
Create a new pay run for the same period, include that staff member, and add the adjustment there.
Remove staff or delete a pay run
To take staff out of a pay run, use the Bulk select option, select the staff you wish to remove, and click on the Remove from run icon in the floating action bar at the bottom.
Locked staff can't be removed from a pay run. You will need to unlock them first.
To delete a pay run, click on the Actions button on the top right of the respective Pay runs page. Select Delete run. You cannot delete a pay run if any staff member in it is locked.
Download pay run reports
On the pay run page, click on the Actions button, and click on Download. Choose between:
Summary: what you see on screen, one row for each staff member.
Detailed: a detailed breakdown of every staff member in the pay run.
You can also download the breakdown for a particular staff member. Click on the respective staff member's row on the Pay run page, and click on Download on the top right. Choose between:
CSV: a detailed breakdown of that staff member for the period.
Payslip: an invoice-style PDF.