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ℹ️ Important read: How to set up automatic or manual breaks.
Automatic Break rules
The automatic break rule is not applied to a shift. Why?
The automatic break rule is not applied to a shift. Why?
You can check the following:
Break Rules Eligibility: Go to Settings > Schedule > Break Rules and check if the break is eligible for the employee group, department, or employee type for which you're creating or editing the shift. Also, ensure the shift length meets the eligibility criteria for applying breaks.
Punch Clock Conflicts: If you are using punch clock breaks, automatic breaks applied via Break rules will be overridden if Punch Clock breaks are also enabled for the same department. When Punch Clock breaks are activated, automatic break rules will function as a forecast. This means that on the schedule, you will see automatic breaks in advance. However, once the shift is completed, the automatic break will disappear. Additionally, if you create shifts for past dates, the automatic break forecast will not apply. Read more a about it in What happens to automatically set breaks on the shifts if I enable breaks in the Punch Clock?
Shift Type Settings: Ensure the shift type includes breaks. Navigate to Settings > Schedule > Shift Types and verify if the "Break" option is enabled for the shift type in question.
Template Creation: Automatic breaks do not apply when creating a schedule template. You must apply the template first to see automatic break rules in effect.
Schedule Manager Override: It's possible that a schedule manager removed the automatic break from the shift. To verify, go to Schedule > Tools > Schedule History, find the relevant shift, and click on it to view its status.
Alternatively, you can edit the shift in the schedule and click on the history tab to see if the break rule has been removed or not.
Why do I have a longer break than the break rule?
Why do I have a longer break than the break rule?
The reason for this usually is when there are manual breaks applied to shifts in the template and you’re also using automatic breaks. When you apply the template, the system will register both breaks, manual and automatic.
To fix this,
Delete the breaks in the template by going to Schedule > Templates > Edit templates > edit the relevant template
Delete the breaks in the shifts that were applied with the template.
How do I combine multiple automatic break rules?
How do I combine multiple automatic break rules?
You can combine several automatic break rules but you need to be aware of a few things for the setup. Read more about this in Setting up multiple automatic break rules.
How do I change an automatic break within a shift?
How do I change an automatic break within a shift?
To change an automatic break within a shift:
Select the shift you want to change the automatic break for
Select the edit button under breaks
Change the duration of the break
If you want to delete the automatic break, untick Use default breaks
Can we create a break rule for only one employee?
Can we create a break rule for only one employee?
No, it is not possible but you can create a specific employee type or employee group, add the employee to it and set the break rule to apply to this one only.
Can I create automatic break rules that apply to whole days?
Can I create automatic break rules that apply to whole days?
When calculating automatic breaks, the system does not look at the entire day but rather at the individual shifts. For example, if the employee works a total of 8 hours in a day, but this day is divided into several shifts, the system will only calculate a break if one of the shifts corresponds to the parameters of the break rules.
Manual breaks
How do I add a break to a shift in the schedule?
How do I add a break to a shift in the schedule?
Manual breaks can be added on a shift-by-shift basis directly in the Schedule.
If you can’t add a break to a shift with a Shift type, you need to ensure that the Shift type includes breaks under Settings > Schedule > Shift types > check if the Break option is ticked in the Shift type’s settings.
To add a manual break to a shift:
Open the shift you want to add a break to by pressing on it from the schedule.
Press the edit button (✎) under Breaks.
Press Add break and set how long the break should be; choose whether it should Paid or not. Press Close and Save the shift.
How do I combine manual breaks and automatic break rules?
How do I combine manual breaks and automatic break rules?
You can combine manual breaks and automatic break rules, as well as paid and unpaid breaks.
Note: Make sure that the breaks don’t overlap.
In the example below, you can see an automatic unpaid break of 30 minutes (2.). Additionally, there is a manual break of 15 minutes (3.). Therefore, the combined breaks amount to a total of 45 minutes.
Paid and unpaid breaks
Can I use both paid and unpaid breaks on the same shift?
Can I use both paid and unpaid breaks on the same shift?
Yes. You can combine paid and unpaid breaks on shifts either by setting up break rules or adding the breaks manually to the shifts.
How do I change a paid break to unpaid and vice versa?
How do I change a paid break to unpaid and vice versa?
For example, if you want to convert to a paid break, go to the Schedule and edit the relevant shift. Click on the Breaks tab. Untick the Paid break option if you want the break to be unpaid and tick it if you want it to be paid.
How do the paid and unpaid breaks look like in the payroll report?
How do the paid and unpaid breaks look like in the payroll report?
An unpaid break is called Break in the payroll report and its monetary value is deducted from the pay.
A paid break is called Break (Paid) in the report and its monetary value shows as 0, as it’s included in the pay.
⬆️ In the example above, the total break time is 45 minutes (0.75 in decimals) and it’s broken down as follows:
1️⃣ An unpaid automatic break of 30 minutes
2️⃣ A paid manual break from 4 pm to 4.15 pm, added directly in the schedule
Punch Clock breaks
Can my business use Punch Clock breaks?
Can my business use Punch Clock breaks?
Yes, if your business is using Punch Clock, you can allow your employees to clock in and out of their shifts for breaks using the Punch Clock Break feature. To read a guide on how to set this up, click here.
Note that by default, breaks in the Punch Clock are unpaid but can manually be changed to paid. See the FAQ above How do I change a paid break to unpaid and vice versa.
What happens if I have added a manual break to a shift but also use Punch Clock breaks?
What happens if I have added a manual break to a shift but also use Punch Clock breaks?
A manually entered break will always remain on the shift as long as the Punch Clock break does not overlap with the manual break.
What happens if I have set up automatic break rules but also use Punch Clock breaks?
What happens if I have set up automatic break rules but also use Punch Clock breaks?
Automatic breaks applied via Break rules will be overwritten when Punch Clock Breaks are also enabled for the same department.
In the Schedule, as soon as the shift finishes, the automatic break will disappear, and only the actual punched-in break will be shown. The automatic break will disappear whether or not the employee has punched in and out. Go to Setting up Punch Clock breaks to read more details about it.
Note: It is recommended not to use both types of breaks simultaneously.
Breaks and payroll supplements
How do breaks affect payroll supplements?
How do breaks affect payroll supplements?
If the option Affected by breaks is enabled in the settings of the Payroll supplements applied to the shifts
And if you have both paid and unpaid breaks.
When you run a payroll report:
If the break is unpaid, the supplement is not applied to it
If the break is paid, the Payroll supplement is applied to it
You can navigate to Settings > Payroll > Payroll supplement to configure whether supplements should be affected by breaks or not.
Breaks in the app
What will the employee see from the app in terms of breaks?
What will the employee see from the app in terms of breaks?
The shift details timeline displays the start and end times of the shift and the breaks during the shift.
If a break is at a specific time of the day, the employee will see the start and end times of the break.
If the break occurs after a certain amount of time within the shift, the employee will see:
the break's start time, which is calculated automatically against the scheduled start time of the shift
the length of the break, counted in minutes
In the example below, the employee starts at 9:00 am and finishes at 5:00 pm. The break begins after 3 hours of work (12:00 pm) and lasts 30 minutes.
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