Rate changes in Inn-Flow apply only to unapproved days. Any day that has already been approved keeps the rate it was approved with. If you want a new rate to apply to previously approved days, you must unapprove them first. This applies to all hourly rates, including Paid-Per-Room (PPR) rates.

Rate changes do not take effect immediately. The Inn-Flow Calculation Engine processes them through a real-time queue so that all timecard calculations are correct before payroll is finalized. Recalculation covers unapproved days within the last 3 months.

If there are pending rate changes, Inn-Flow automatically prevents payroll export to avoid underpayment, overpayment, or compliance issues. While recalculations are pending, the Payroll Export page displays a clear alert that rate changes are still processing, a list of all employees whose rate changes are not yet complete, and a message explaining that export is temporarily blocked.

Once all rate changes finish processing, export becomes available and a notification is sent to your Notification Inbox. The notification includes a link back to the Payroll Export page with the correct hotel selected.

When a user submits a rate change, it enters a queue for recalculation. The system updates all unapproved days that fall within the last 3 months, while approved days remain untouched to preserve data integrity. The 3-month lookback window prevents unnecessary recalculation of older timecards.

Once a day is approved, it freezes the rate that was in effect at the time of approval. To apply a new rate to an approved day:

PPR service-level rates follow the same logic: they update only for unapproved days, approved days retain the locked rate until unapproved, and rate updates do not complete until all service-level rates are processed.

Example 1 -- Rate change during the pay period. An employee's rate changes from $15.00 to $16.00 on January 10, the pay period runs January 1-15, and you submit the change on January 12. All unapproved days on or after January 10 recalculate at $16.00, days before January 10 remain at $15.00, and payroll export is blocked until the recalculation queue finishes.

Example 2 -- Rate change on an approved day. An employee worked on February 3, the day was already approved, and you change the rate on February 20. The February 3 day does not update. To apply the new rate, unapprove February 3 and allow recalculation.

Example 3 -- PPR housekeeper changing rates. A PPR rate increases from $5.25 to $5.75 per room on March 1, and the housekeeper cleaned rooms on February 28 and March 2. February 28 stays at $5.25 (historical), and March 2 updates to $5.75 after processing.

Example 4 -- Payroll ready to export, but a change happens. You are ready to run payroll, then you unapprove a day and update an employee's rate. When you return to the Payroll Export page, export is blocked, you are notified that rate changes are pending, and a list of affected employees appears. Once processing completes, you receive a notification. This ensures the updated rate is used instead of the old rate.

Rate changes affect wage calculations, overtime, blended overtime, PPR totals, and overall payroll accuracy. Blocking export until recalculation completes prevents incorrect pay, incorrect overtime, incorrect cost allocation, and compliance issues.