GoGreen Period locking allows you to control when actual consumption data (e.g., electricity, gas, chemicals) can be edited in PMI, and when imported data should be prevented from updating a period. This ensures finalized data is protected while still visible for review.

Objective

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

• Update GoGreen lock status at the chain level.
• Create or edit property exceptions.
• Save changes to reflect in the Period locking overview.

Prerequisites

• GoGreen admin role with chain-level access.
• Users with GoGreen only role and GoGreen user additional role can view lock status but cannot edit.

Extended locking (imports)

Extended locking allows you to prevent imported data from updating locked periods for selected GoGreen resources.

This is useful when actual data is managed externally and should not be changed by incoming interfaces once a period is locked.

Step 1. Configure extended locking (chain level)

1. Go to Advanced settings > Period locking.
2. Click the Settings (cog icon) in the top right.
3. On Chain settings, click on Show more to open the Extended lock setting.
4. Select the resources where imports should be blocked when locked.
5. Click Save.

Extended locking applies to the entire chain.

Property-level override is not currently available.

Image: Image: Chain settings & extended lock icon

Step 2. Identify extended locked resources

• Resources with extended locking enabled are marked with an icon in the period locking overview.
• Hover over the icon to see: “Locked periods are extended to block updates from imported data”

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, and Year dropdowns

2. Select the Type: GoGreen.
   • Users with GoGreen admin role will see GoGreen by default.
3. Actual is the only version available.
4. 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.
   • GoGreen sources with lock dates per source and month are clearly displayed.
   • Resources with extended locking enabled display an icon in the resource row to indicate that imports will also be blocked when the period is locked.

Image: Chain-level padlocks for GoGreen resources

2. To perform an instant lock/unlock per month for all data typessources, 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[EH.

Step 3. Edit periods using the pencil icon

1. Click the pencil icon next to the chain row to:
   • Change a lock for one single month or all months in a year.
   • Change a lock for only one source (e.g. water, electricity, etc).
   • 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 source 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 all the other sources, click the Copy icon. (e)

Note: When Select all months is selected, the same settings are applied to all months for all sources. Any source not edited will default to the settings of the chosen month.

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.

How extended locking behaves

Locking a period for a resource with extended locking enabled will:

• Prevent manual updates (standard behavior)
• Prevent imports from updating actual data for that period

Note:  Once a chain-level period is locked and reaches its lock date, it cannot be unlocked at chain level.   To make changes after this point, create a property exception and unlock the period at property level.

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:
   • a – Select the month to edit, or use Select all months for the whole year.
   • b – Click the Lock icon on a resource to lock or unlock the period.
   • c – When unlocked, adjust the Relock Date if needed (default is the next day).
   • d – Click the Note icon to add a note if unlocking a locked period (mandatory for audit purposes).
   • e – To copy the same change to the other sources, 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 all sources. Any source not edited will default to the settings from the chosen month.

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 source, single-click a lock for a period in the exception header row.
   • When unlocking a period, the next day’s date will be set as the default relock date.

Note: Months in italic and a paler colour are not edited in the exception and will still follow the chain defaults.

Extended locking in property exceptions

Locking a period for a resource with extended locking enabled will:

• Prevent manual updates (standard behavior)
• Prevent imports from updating actual data for that period

Unlocking a period will:

• Allow imports again
• Automatically process any previously blocked import data

Note:  Once a chain-level period is locked and reaches its lock date, it cannot be unlocked at chain level.   To make changes after this point, create a property exception and unlock the period at property level.

Expected outcome

• The months you changed use the exception’s lock settings.
• Any months you did not set continue to follow the chain default and will be shown in italic.
• Today’s changes are highlighted with a blue background.

Impact on Import Status

When extended locking is enabled, period locking directly affects how imported files are processed.

Import results when periods are locked

If a file contains both locked and unlocked periods:

• Status: Partial update
• Only data for unlocked periods is imported

If all data in the file is for locked periods:

• Status: Not updated in PMI
• Information: Period locking restriction

Additional indicators

A new column for Period locking is added when GoGreen is activated for a chain/property.

A lock icon is displayed for files impacted by period locking

You can click the icon to open the relevant period locking view

Image: Import Status page showing Partial update and Period locking column

View imported data for locked periods

To see how period locking affects imported data, click the View data icon on an import file.

In the data view:

• The left side shows the source data from the file. (a)
• The right side shows the imported (transformed) data in PMI. (b)

For rows where the period is locked:

• No data is shown on the imported (right) side (c)
• These rows are not processed due to period locking
• A lock icon is displayed for all rows where data was not imported (d)

Click the lock icon to:

• Open the Period locking page in a new tab and navigate directly to the relevant period and resource

This helps you quickly identify which data was blocked and take action if needed.

Image: Import data view

After unlocking a period

• Previously blocked data is automatically processed
• Import status updates accordingly

Impact on mapping

Extended locking also affects changes to GoGreen mappings.

When mapping changes are blocked

If extended locking is enabled and relevant periods are locked:

• Mapping changes cannot be saved
• A warning message will indicate which resource and periods must be opened

How to proceed

1. Unlock the required periods in period locking
2. Apply the mapping change
3. Lock the periods again after changes are complete

Key points to remember

• 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.
• Locked periods prevent manual entries for GoGreen.
• Imported data can be blocked when extended locking is enabled for a resource.
  • When a locked period is unlocked, any previously blocked imports will be processed automatically.
  • Extended locking is configured at chain level and applies to selected resources
• All changes are tracked in the Activity log with user, date, time, and note.

Note:  Align chain-level lock dates with your data entry and review processes to ensure data is complete before periods are locked.

Cross-References

• Period locking overview
• How to use period locking for R&P in practice