I can't edit a Pay Policy: what should I do?

The main rules of a Pay Policy must be configured before employees are added. After the first employee is added, the rules become locked.

Therefore, if you need to change Hours Bank rules, Overtime, phases, percentages, limits, or other main settings, you will need to create another Pay Policy and transfer the employees to it.

1. Confirm whether the policy has employees

Go to Pay Policies, open the desired policy, and select the Employees tab.

If there are employees linked to it, the main rules of the policy can no longer be changed.

This lock can also be identified when the configuration fields appear disabled and the following message is displayed:

2. Identify which rule needs to be changed

Before creating another policy, confirm all the changes that are required.

For example:

• Enable or disable the Hours Bank;
• Change from Overtime to Hours Bank, or vice versa;
• Change phases, percentages, or limits;
• Modify Tolerance rules;
• Change Hours Distribution settings;
• Review On Call, Special Rules, or Cross Shifts rules.

Gather all the required settings before adding employees to the new policy.

Important: do not create the new policy and add employees before completing the rules. After employees are added, the new policy will also become locked for changes to its main rules.

3. Create a new Pay Policy

To use a different configuration:

1. Go to Pay Policies;
2. Click + New Policy;
3. Enter a title that helps identify the new configuration;
4. Click Create;
5. Configure all required rules;
6. Review the settings before opening the Employees tab.

Example name:

Hours Bank — Effective August 2026

Using a name that indicates the rule, agreement/union, or start date makes it easier to identify the correct policy.

4. Configure the new rule before adding employees

In the new policy, configure all required tabs before linking employees.

If the company wants to change a policy from Overtime to Hours Bank, for example:

1. Create a new Pay Policy;
2. Go to the Paid Overtime tab;
3. Enable Activate Banked Hours;
4. Configure its phases, periods, percentages, and limits;
5. Review the other rules in the policy;
6. Only then go to the Employees tab.

You cannot enable the Hours Bank directly in a policy that already has employees and is configured only for Overtime.

5. Add employees to the new policy

After completing and reviewing the settings:

1. Go to the Employees tab of the new policy;
2. Click Add employees;
3. Search for and select the employees;
4. Enter the Start date for the new rule;
5. Check whether there is an Hours Bank balance that needs to be transferred;
6. Confirm the addition.

The date entered determines when the employee starts following the settings of the new Pay Policy.

Example:

• The employee follows the previous policy through 07/31;
• The new policy should apply starting on 08/01;
• When adding the employee to the new policy, enter 08/01 as the Start date.

6. Check whether the Hours Bank balance can be transferred

When adding the employee to the new policy, the Transfer remaining bank balance option may be displayed when the Hours Bank settings of both policies are compatible.

Compatibility may consider settings such as:

• Hours Bank activation;
• Cyclic settings;
• Phases;
• Percentages;
• Limits.

If the policies have different rules, automatic transfer may not be available.

This may happen, for example, when:

• The previous policy used only Overtime and the new one will use Hours Bank;
• The bank phases are different;
• The policies have different periods or limits;
• One policy uses a cyclic bank and the other has a different configuration.

Before completing the change, check the employee's balance and confirm how it should be handled.

7. Review the change before applying it

Before adding employees, check:

• Whether the Hours Bank is correctly enabled or disabled;
• Whether the phases and percentages are correct;
• Whether the limits have been configured;
• Whether the Tolerance rules are correct;
• Whether Hours Distribution has been reviewed;
• Whether the Start date of the new policy is correct;
• Whether there is a balance that needs to be transferred or adjusted.

After employees are added, the main rules of the new policy will also become locked.

Tips or troubleshooting

• The policy fields are disabled: check the Employees tab. If employees have already been added, create a new policy.
• I need to change from Overtime to Hours Bank: create another Pay Policy, enable and configure the bank before transferring employees.
• I added an employee before finishing the configuration: you will not be able to complete changes to the main rules in that policy. Create another policy with the correct configuration.
• The balance transfer option did not appear: check whether the Hours Bank settings of both policies are compatible.
• I don't know which date to enter: use the date when the employee should start following the new rules.
• The previous policy will no longer be used: first confirm that all employees are correctly linked to the new policy before deactivating it.
• I only need to change one rule: even for a single change, you will need to create another policy when the configuration is locked.

Best practices

• Complete all settings before adding the first employee.
• Review every tab in the policy, even if the initial change only involves Hours Bank or Overtime.
• Carefully test the configuration before applying it to many employees.
• Use names that indicate the rule and effective period of the policy.
• Plan the Start date of the change to avoid periods without a rule.
• Generate balance reports before transferring employees who use Hours Bank.
• Confirm whether automatic balance transfer is available before completing the transfer.
• Deactivate old policies only after confirming they will no longer be used.

Frequently asked questions

1. Why can't I edit my Pay Policy?

The main rules become locked after employees are added to the policy. In this case, the platform instructs you to create a new policy.

2. What message appears when the policy is locked?

The platform displays:

You cannot edit the rules of policies with employees added. Please create a new policy.

3. Can I remove the employees, edit the policy, and add them again?

Removing employees should not be used as a way to change the rules. To apply a different configuration, create a new Pay Policy.

4. How do I change a policy from Overtime to Hours Bank?

Create a new Pay Policy, enable and configure the Hours Bank, and only then add the employees with the correct Start date.

5. Can I change only one phase or percentage in the current policy?

Not when the rule is locked because employees have already been added. Even for a specific change, you will need to create another policy.

6. Why are the rules locked after employees are added?

When the first employee is added, the platform applies the settings of that policy. For this reason, the screen itself warns that the rules can no longer be edited after employees are added.

7. What should I review before adding employees?

Review Hours Bank, Overtime, phases, percentages, limits, Tolerance, Hours Distribution, On Call, Special Rules, Cross Shifts, and all other rules that will be applied.

8. Can I transfer the Hours Bank balance to the new policy?

Yes, when the Hours Bank settings of both policies are compatible and the transfer option is available while adding the employee.

9. What happens when the policies have different rules?

Automatic balance transfer may not be available. Check the previous balance and confirm how it should be handled before completing the change.

10. Which Start date should I use in the new policy?

Enter the date from which the employee should begin following the new rules.

11. Do I need to deactivate the previous policy?

It can be deactivated when it will no longer be used. Before doing so, confirm that all employees have been correctly linked to the new policy.