This guide provides comprehensive instructions on setting up, managing, and editing employee break schedules within the system. It covers both paid and unpaid break plans, ensuring compliance with company policies and labor regulations. Administrators and managers can configure break settings, review and process timesheets, and make necessary adjustments.
Key features include:
- Setting Up Break Plans: Navigate through the admin dashboard or settings to create and customize break plans, both paid and unpaid, and assign them to employees.
- Administering Breaks: Learn how to review timesheets, handle missed breaks, and utilize the audit trail for transparency.
- Employee Experience: Detailed instructions for employees using the web or app to clock in/out, view and edit breaks, and manage timesheets.
- Bulk Break Management: Administrators can add or edit breaks for multiple employees simultaneously to streamline the process.
- Notifications and Tutorials: Employees are notified of their break plans and can view a tutorial upon their first login.
This guide ensures that all users, whether administrators or employees, can efficiently manage break times, maintain accurate records, and comply with organizational and regulatory requirements.
_______________Sections_______________
Jump to Admin Set Up
Discover how to establish break plans for employees with the Admin Set Up section. Choose from both paid and unpaid break plans, and enjoy the flexibility to create up to two of each type.
Jump to Administration of Employee Breaks
Explore the Administration of Employee Breaks section to learn how managers and administrators can efficiently review and adjust employee breaks by running and analyzing timesheets.
Jump to Employee Experience via the Web
The Employee Web Experience section is your guide to clocking in and out via the web. Find comprehensive instructions on recording and editing breaks, reviewing timesheets, managing missed breaks, and getting familiar with the break feature.
Jump to Employee Experience via the App
Tailored for app users, the Employee App Experience section offers detailed guidance on recording and editing breaks, reviewing timesheets, managing missed breaks, and making the most of the break feature.
ADMIN SETUP
You can begin setting up break rules by using the quick start guide at the top of the admin dashboard (Ready for break! Add breaks). Alternatively, you can navigate to 'Settings' in the left menu and select 'Break Plans & Paid Time Off'.
Meal Break
By default, there is an option for an unpaid meal break (1 - editable label) of 30 minutes after 5 hours from the start of the shift (8). This can be adjusted if your organization follows a different rule. You will need to manually add your existing employees to this or any other break plan you set up, as they are not added by default (3). Employees will not have the option to select a break in their app or web login if they are not assigned to a plan.
You can choose to make your break paid (4), notify employees about the break plan (5), automatically assign any new hires to this plan (6), and repeat this break plan every X hours (9).
Additionally, you can add a second meal break with a different time interval as well (10).
Select 'View' (2) to see additional information about your Meal Break plan(s). Here, you will find all the details about the break plan you navigated from. 'Edit settings' (11) will take you back to the break plan configuration screen, allowing you to make changes or restore the break plan settings to default.
Employees can be added (12) or removed (13) individually or in bulk from the plan at this stage. Clicking 'View / Edit' (14) will take you to the employee profile configuration page, where you can also add or remove them from this or other break plans.
Rest Breaks
Rest breaks are configured and administered in the same manner as meal breaks, with the primary difference being that rest breaks are paid (15) and cannot be configured as unpaid.
ADMINISTRATION of EMPLOYEE BREAKS
When you are ready to process timesheets, navigate to the 'Timesheets' menu on the left side of your admin account. Select the filter criteria and click 'Run Report.' The 'Breaks' column will display the total break time taken during the selected period. To view more detailed information, expand each employee's timesheet by clicking the dropdown caret.
The 'Breaks' column in the expanded timesheet indicates whether a break has been taken or if one can be added. If a break has been taken, a small informational icon will appear, which, when clicked, provides more details about the breaks. Administrators can add breaks by clicking 'Add Break' or 'View.
If a break is added by a manager or administrator, the status will indicate it has been edited. Additionally, an audit trail is available and can be accessed by clicking the small dropdown caret next to 'View'.
The audit trail will provide details on who made the edit, what changes were made, and include a timestamp indicating the date and time of the edit.
Bulk Add Breaks
Administrators and managers can add breaks for multiple employees simultaneously to avoid individual entries. In the timesheet report, place a check mark next to the names of the employees for whom you want to add breaks in bulk. Then, click the dropdown caret next to the 'Approve Selected' button and select 'Add Break'.
When you press 'Add Break,' the 'Bulk Add Break' box will open. Select the job, location, and break type. Enter the break start time and duration, then click 'Add Break.' The break will be added to the timesheets of all selected employees.
Deleting a Break
If a break was added in error, administrators can delete it by clicking 'View' in the daily timesheet and then clicking the trash can icon.
EMPLOYEE EXPERIENCE via the WEBSITE
Back to Top
Employees will be notified at login that they can add breaks to their shift if their manager has included them in a break plan. They will also have the option to view a break tutorial. This notification will appear only once.
When an employee clocks in via the web, the on-screen timeclock will display their clock-in time and the scheduled break times according to their assigned break plans. However, there is no restriction preventing the employee from taking their break earlier or later than the suggested times. When the employee is ready to start their break, they just need to select the "Start Break" button.
After selecting 'Start Break,' the 'Add Break' box will appear. Choose the type of break you want to take (if there is an option), and the recommended break time will be displayed. There are no restrictions on this suggestion as long as the break time is not set in the future. Enter the start time and the break duration in minutes. Select 'Save Changes' to confirm.
The on-screen time clock now clearly indicates which break was taken, and the timesheet reflects this as well.
If the break time was entered incorrectly, the entry can be edited.
Missed Breaks via the Web
If an employee misses their break, the time clock and timesheet will clearly indicate a 'Missed Break' alert. The employee can then add the missed break directly from the clock interface or their timesheet by clicking on the three-dot menu next to the time entry.
Selecting the menu will open a break entry box where the break can be entered. Choose the correct break type, enter the break start time, and specify the break duration in minutes. Notes are optional. Select 'Request Changes' to submit.
The break, as entered, will be clearly reflected on the timesheet.
Editing Breaks via the Web
If the employee makes a mistake and needs to delete or change the break, they can simply click on the 3-dot menu, then click 'Remove Break'.
EMPLOYEE EXPERIENCE via the APP
Printable Break Management Guide for Employees
Employees will be notified at launch that they can add breaks to their shift if their manager has included them in a break plan. They will also have the option to view the break tutorial. This notification will appear only once.
Adding a Break via the App
Once the employee clocks in, the app will display the recommended break times and durations based on their assigned break plans. These recommendations serve as a visual aid only and are not enforced. When the employee is ready to begin their break, they can simply click the green 'Start Break' button.
Once the employee selects 'Start Break,' the 'Add Break' screen will appear. Choose the break type, start time, and duration as prompted. The recommended break time is displayed for reference but does not impose any restrictions. The employee can enter any start time as long as it is not in the future. When everything looks correct, press the blue 'Add Break' button.
Once 'Add Break' has been pressed, the app will load the on-screen time clock, clearly displaying a visual indicator that the break has been taken, including the time and duration. If everything is correct and the employee returns to work on time, no further action is required. There is no need to clock back in. However, if the break is too short or too long, or if it was made in error, the entry can be edited by clicking the pencil icon next to the break.
The app also displays, on the home screen, the hours worked during the last shift, including any breaks taken and their durations. From this screen, breaks can still be edited if needed.
Editing a Break via the App
Editing a break is straightforward. The employee can modify the type, start time, or duration, and will also have the option to delete the break. If a break is deleted, it is as though it never happened, allowing it to be taken later. Select 'Add Break' to save the changes.
Missed Breaks in App
If a recommended break is missed, the app will display a clear visual reminder on the time clock screen. Employees can still take the break by following the usual process: simply click 'Start Break' and enter the break information.
Viewing and Editing Breaks in the Timesheet in App
When employees view their timesheet in the app, any breaks taken will be listed for each shift. If breaks were missed or additional breaks need to be added, click on the menu option to see the edit options, provided the admin has enabled timesheet edits. Note that from this screen, it is not possible to edit the time or delete an existing break (this can be done via the web interface).