Introduction

Period locking helps you control when data in PMI can be changed. This article explains how to manage Period locking in practice, from chain-level settings to individual edits and property exceptions.

Objective

By the end of this guide, you will be able to:

• Update lock status at the chain level.
• Create an exception for a property.
• Update lock status and relock dates in the exception popup.
• Save chain and exception status so it appears correctly in the Period locking table.

Prerequisites

• You have permission to edit Period locking for the type you are working with:
  • R&P: HQ admin / HQ controller
  • GoGreen: GoGreen admin
• If you don’t have edit permission, you can still view chain locking status and your property exceptions if they exist.

Chain level locking

Step 1. Navigation

The chain default defines the standard lock timing for the whole chain. If no exceptions exist, all properties follow these dates.

1. Go to Advanced settings > Period locking

Image: Period Locking main page showing Type, View, Version dropdowns and Year selection

2. Select the Type (R&P or GoGreen).
   • Users without GoGreen admin access will see R&P by default.
   • For GoGreen resources, see [How to manage GoGreen Period Locking].
3. Use the View dropdown to select All properties or a specific group. (This applies only to property exceptions, if any exist.)
4. Use the Version dropdown to select Actual, Forecast, or Budget.
5. Use the date picker to select the year.

Step 2. Edit periods on the main table

1. Review the chain default lock dates for each period.
   • These are the baseline for all properties unless exceptions are created.
   • Two data types with lock dates per type and month are clearly displayed.

Image: Chain-level padlocks for revenue and hours

2. To perform an instant lock/unlock per month for both data types, single-click a lock for a period in the chain header row.

• • When unlocking a period, the next day’s date will be set as the default relock date.

Step 3. Edit periods using the pencil icon

1. Click the pencil icon next to the chain row to:

• • Change a lock for a single month or all the months in a year.
  • Change a lock for only one data type.
  • Edit the lock date to a future date other than the default.

Image: Edit popup overview

2. In the popup:
   • Select the month to edit, or use Select all months for the whole year. (a)
   • Click the Lock icon on a data type to lock or unlock the period. (b)
   • Adjust the Relock Date if needed (default is the next day). (c)
   • Click the Note icon to add a note if unlocking a locked period (mandatory for audit purposes). (d)
   • To copy the same change to the other sources, click the Copy icon. (e)

When Select all months is selected, the same settings are applied to all months for both data types. Any data type not edited will default to the settings applied in January.

3. Apply your changes:

• • Apply and Continue – keeps the popup open to continue editing other months.
  • Apply and Close – closes the popup.

4. Save your changes on the page:

• • Click Save to save all changes made on the page.
  • Click Cancel to cancel all changes.
  • Exiting the page or changing the year without saving will display a confirmation popup.

5. Chain-level changes immediately update all properties that do not have exceptions.

Note: When you lock or unlock a period, the date is highlighted with a blue background. This highlights all changes made today, and will be cleared the following day.
Hovering over a lock/relock date will display a tooltip with last saved information.

Property exceptions

Use a property exception when one hotel needs different lock timing than the chain default. Exceptions help you avoid opening a period for the whole chain when only one property needs access.

Step 1. Adding Exceptions for Specific Properties

1. Click Create a new exception above the table.

Image: Create new exception button and popup

2. In Select property, find the hotel by typing in the search box, or expand a group and select the hotel.

• • If a property already has an exception, selecting it opens the existing settings for editing. No duplicate will be created.

3. In the exception popup:

• • Select the month to edit, or use Select all months for the whole year.
  • Click the Lock icon on a data type to lock or unlock the period.
  • When unlocked, adjust the Relock Date if needed (default is the next day).
  • Click the Note icon to add a note if unlocking a locked period (mandatory for audit purposes).
  • To copy the same change to the other data type, click the Copy icon.

Image: Exception popup with lock, relock, note, copy

Note: When Select all months is selected, the same settings are applied to all months for both data types. Any data type not edited will default to the settings applied in January.

4. Apply your changes:

• • Apply and Continue – keeps the popup open.
  • Apply and Close – closes the popup.

5. Save your changes:

• • Verify that the exception appears below the chain settings.
  • Click Save to save the exception and adjustments.
  • Click Cancel to cancel the exception and adjustments.
  • Exiting the page or changing the year without saving will display a confirmation popup.

6. Click on the pencil icon to edit an existing exception.
7. To remove an exception, click the Delete icon next to the property. It will revert to the chain default lock dates.
8. To perform an instant lock/unlock per month for both data types, single-click a lock for a period in the exception header row.
9. When unlocking a period, the next day’s date will be set as the default relock date.

Expected outcome

• The property is listed under Exceptions.
• The months you changed use the exception’s lock settings.
• Any months you did not set continue to follow the chain default.
• Today’s changes are highlighted with a blue background.

Key points to remember

• Locked periods prevent manual entries for both R&P and GoGreen.
• Other changes like uploads, copying to/from Live forecast, and budget edits in R&P will be blocked in locked periods.
• Imported data from your interfaces is never blocked in R&P.
• All changes are tracked in the Activity log with user, date, time, and note

Cross-References

• Period locking overview
• How to manage GoGreen period pocking