Running Payroll

Payroll calculates compensation for a period based on approved timesheets. The process follows a locked workflow to ensure accuracy and prevent unintended changes during calculation.

Period Types

Vuoro supports two period lengths, matching the Finnish Amusement Park TES working time models:

Period Type	Length	Typical Use
2-week	14 days	Standard working time model
3-week	21 days	Extended equalization model

Workflow

Follow these steps to run payroll for a period:

1. Create a payroll period — Set the start date, end date, and period type. The dates must align with your organization's payroll calendar.
2. Verify all timesheets are approved — Check the period summary to confirm every employee's timesheet has been reviewed and approved by their supervisor.
3. Lock the period — Locking prevents further timesheet changes. This ensures the data used for calculation is final.
4. Run payroll calculation — The system processes all approved worklogs and calculates pay components including base pay, overtime, allowances, and premiums.
5. Review results — Check per-employee breakdowns and address any warnings before proceeding.
6. Approve the period — Approval requires the Accounting role. This confirms the payroll results are correct and ready for export.
7. Export to accounting system — Send the approved payroll data to your accounting software (e.g., Netvisor).

Period Status Flow

Payroll periods move through these statuses:

Open --> Locked --> Calculated --> Approved --> Exported
            ^           ^             |           |
            |           |<------------+           |
            |<----------+ (reject can also come   |
            |             from Approved)          |
            +<------------------------------------+ (revoke export)

• Open — Timesheets can still be edited and approved.
• Locked — No further timesheet changes allowed. Ready for calculation.
• Calculated — Payroll has been run. Results are available for review.
• Approved — Results confirmed by accounting. Ready for export.
• Exported — Data has been sent to the accounting system.

Periods can move backward when corrections are needed:

• Locked to Open — Unlock the period to allow timesheet corrections.
• Calculated to Open — Reject the calculation to start over.
• Approved to Locked — Reject after approval, for when an approver spots an issue after signing off. The period returns to Locked; calculated results are discarded and must be re-run. Requires Manager or Company Admin.
• Exported to Approved — Revoke a completed export (Company Admin only, see Revoking an Exported Period).

Locking ignores discarded worklogs

When a period is locked, any worklogs marked as discarded ("this didn't happen" rows — used for clock-in mistakes and the like) are excluded from the readiness check. You no longer need to chase down every discarded worklog's status before the lock will succeed; the period summary also hides them.

Locked periods block downstream shift reassignments

A locked or exported period also blocks every flow that would change a shift's employeeId retroactively — that's the whole point of the lock, but it's worth making explicit:

• Swap auto-approve at acceptance — blocked.
• Supervisor approve on a swap — blocked. There is no role-level bypass.
• Offer claim — blocked.

In every case the API returns HTTP 409 with code: 'period_locked' and the locked period's date range. The swap or offer stays in its current status; the underlying shift is unchanged. The web UI surfaces a localized toast ("Payroll period 2026-04-01–2026-04-21 is locked — this action is not possible. Ask an administrator to unlock the period.").

If you genuinely need to reassign a shift inside a locked period (rare — usually a payroll-correction case), the process is: unlock the period via the normal flow, perform the reassignment, then re-lock. The unlock flow already requires a CompanyAdmin and emits an audit-log entry.

Warnings

During calculation, the system may flag the following warnings:

Warning	Meaning
Missing hourly rate	An employee has no resolved pay rate for the period.
Approaching annual overtime limit	The employee has used 90% or more of the 250-hour annual cap.
Annual overtime exceeded	The employee has exceeded the 250-hour legal overtime limit.

Address all warnings before approving the period.

Making Corrections

If issues are found after calculation:

1. Reject the payroll period to move it back to Open status.
2. Unlock the period to allow timesheet edits.
3. Make the necessary corrections to timesheets.
4. Re-approve the timesheets.
5. Lock the period again.
6. Re-run payroll calculation.

Revoking an Exported Period

Once a period has been exported to Netvisor, it can be returned to the Approved state if a correction is needed after export — for example, a reporting error discovered downstream.

:::caution Company Admin only Revoking an export is a Company Admin-only action. Managers and Accounting cannot perform it. The operation is logged to the audit trail. :::

When to use

• The exported file was rejected by the accounting system and needs to be regenerated.
• A downstream reconciliation turned up an error that requires reopening the period.
• The wrong period was exported.

What it does

• Moves the period back from Exported to Approved.
• Clears the export reference so the period can be re-exported after any corrections.
• Leaves worklogs and calculation results in place — the revoke itself does not reopen timesheets. To correct the underlying data, reject the approval first (see Making Corrections) and re-run the workflow.

How to revoke

1. Open the exported payroll period.
2. Click the Revoke Export action.
3. Enter a reason (required for the audit trail).
4. Confirm.

Employee Self-Service

Employees can view their own payroll results for locked and exported periods through the My Pay section in their dashboard. This includes a breakdown of hours worked, overtime, allowances, and total compensation for each period.

See also

• Reports — payroll summary, hours/overtime, attendance, and other reports you can generate from the same data.