Period locking allows you to set cut-off dates for editing data in PMI. This prevents finalized Revenue & Hours (R&P) and GoGreen consumption data from being changed accidentally.

Why use it?

Use Period locking to define clear cut-off points for editing data in PMI. This helps you:

• Protect finalized forecasts, actuals, and budgets
• Maintain consistent data across reporting cycles
• Enhance auditability for financial and sustainability reporting

The module is designed to be centrally managed while remaining visible to users who need to understand which periods are open or locked.

What can be locked?

Period locking supports two types of data within the same module:

Revenue & Hours (R&P)

Controls when revenue-related data (including Room nights, Guest nights, and other revenue data) and labor hours (including Productivity, Labor cost, and rates) can be edited in PMI for:

• Forecast
• Actual
• Budget

GoGreen (GG) resources

Controls when actual consumption data for tracked resources (such as electricity, gas, chemicals, etc.) can be manually edited.

• Applies to Actuals only

How does it work?

• Locks are set monthly for Forecast and Actual, and yearly for Budget.
• Chain-level locks apply by default, with the option to create property-level exceptions.
• When a period is locked, manual editing is blocked, but data remains visible for review and reporting.

Who can use it?

• R&P locks: HQ Administrator and HQ Controller roles
• GoGreen locks: GG Admin role with chain-level access
• View-only access: Most other roles can view periods, filters, and exceptions but cannot edit or save changes

Navigation

In the main menu, go to Advanced Settings > Period Locking

Image: Period locking main view

Use the navigation bar to select which data to view (1).

• Use the Type dropdown to select R&P or GoGreen. Users without GG Admin access will default to R&P.
• Use the View dropdown to choose All properties or a specific group.
• Use the Version dropdown to select Actual, Forecast, or Budget.
• Use the date picker to select the year (2).

The padlocks indicate whether a period is open or locked. Click a padlock to lock or unlock the period.

When opening a period, the lock date automatically defaults to the next day, unless you select a later date.

How Period locking is structured

Period locking is managed at two levels:

Chain default

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

Property exceptions

Exceptions allow changes to locks for specific properties without affecting the chain defaults.

For more information see How to use Period locking in practice.

Impact in PMI

When a period is locked in Period Locking, the restriction applies across relevant PMI modules. This ensures all teams work with consistent data, reducing errors and supporting accurate reporting.

For example, if a period is locked at chain level, the lock affects modules such as:

• Budget & Forecast
• Cockpit (hours & rates)
• Schedule (Copy to forecast/budget)
• Flash report (Actuals only)
• Data upload center
• Express planner
• Live forecast (Revise forecast/budget, Copy from Live Forecast)
• P&L Account (Copy to R&P)
• P&L Staff (Copy to cockpit)
• GoGreen cockpits

The only exception is importing data from your interfaces, which remains allowed.

All data remains visible for review but cannot be edited once the period is locked.

Activity Log (from Main menu)

Every lock/unlock action is tracked automatically with:

• Date
• Time
• User
• Period
• Resource
• Version

Any relock or override changes are logged with a note.

Cross-references

• How to use Period locking in practice
• How to manage GoGreen period locking