Managing payroll requires visibility and control. With cycle statuses and custom cycles, you can clearly track where each payroll cycle stands and choose when to complete it — not only at the end of the month. This article explains how cycle statuses work and how to manage them effectively.
Overview
Payroll cycles now follow a 5-step linear lifecycle, allowing you to clearly understand the status of each cycle at any moment:
-
Open
- Fully editable
- Managers can input variables
- Modules sync automatically
- Default status when a cycle is created
-
In Preparation
- The period is locked
- Edits and automatic syncs are blocked
- Triggered using the Lock button
-
Calculation
- Payroll data is sent to your bookkeeper or payroll software
- Triggered via Export
-
In Review
- Payroll results have been imported
- Data is ready for review
- Triggered via Import Results
-
Completed
- Payroll cycle is finalised
- Triggered via Complete button
In addition, you can now complete a payroll cycle on a specific date, not only on the last day of the month.
Important: Locking and completing a cycle are irreversible actions.
When and why it should be used
Use cycle statuses to:
- Clearly track the progress of each payroll cycle
- Prevent last-minute changes once data is validated
- Ensure data integrity by blocking edits when necessary
- Coordinate better with external bookkeepers or payroll providers
- Align payroll completion dates with your company’s internal processes (e.g., completing on the 25th instead of month-end)
This functionality is especially useful for companies with:
- Multiple payroll stakeholders
- External payroll providers
- Internal review or approval workflows
- Non-standard payroll calendars
How to use
- Go to Compensation
- Open the relevant cycle
- Review the current status displayed at the top of the cycle.
- Move the cycle forward using the corresponding action:
- Click Lock to move from Open to In Preparation
- Use Export to move to Calculation
- Click Lock to move from Open to In Preparation
- Click Import Results to move to In Review
- Click Complete to finalise the cycle
If you can’t edit the payroll cycle, the cycle may be in In Preparation, Calculation, In Review, or Completed status. Once locked, editing and automatic syncs are blocked.
If managers can’t input variables anymore, it is because the cycle is locked (In Preparation). Confirm whether the cycle was locked earlier than expected.
Tips and best practices
- Only lock the cycle once all variable inputs have been validated
- Inform managers before locking the cycle to avoid unexpected blocked edits
- Double-check exported data before sending it to your bookkeeper
- Use In Review status to perform internal checks before completing the cycle
- Define clear internal deadlines if you plan to complete the cycle before month-end
FAQ
-
Can I move a cycle back to a previous status?
No. Payroll cycles follow a linear process. Once locked or completed, the action cannot be reversed.
-
When should I lock a payroll cycle?
You should lock the cycle once all payroll variables have been submitted and validated, and before sending data externally.
-
Can I complete payroll before the last day of the month?
Yes. You can complete a cycle on a defined date that aligns with your company’s payroll schedule.
-
What happens after completing a cycle?
The payroll cycle is finalised and cannot be edited further.