Managing Breaks

How to see break information, break settings, managing break times either paid or unpaid and how to create a break report

This article contains a comprehensive overview of how to manage your breaks with Bizimply, answering the following questions:

  1. Where can I see break information?
  2. Employee break settings.
  3. How to automatically manage break times based on scheduled times or punch times.
  4. Recording either paid or unpaid breaks in your business.
  5. How to create a break report.

Where can I see break information?

There are a number of places you can see break information for staff. 

The best place to view the break information is in the Review Punch Times section of the Attendance module. 

Here you will see all the shifts broken down by day and to the right of the clock in and out times you will see the break time. 

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When you click on this break time a pop up with more information will appear. 

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If multiple breaks have been taken for the shift you will see them all listed in this pop up. 

Other places to see break information:

  • On the employee's timecard (only when the shift has been completed)
  • In the manager app
  • On the Dashboard's attendance widget (when they are on break at the time)
  • At the timestation itself in the manager portal (person icon bottom left corner) or in the information (menu icon top right corner)

What employee break settings are there?

These are rules created in Attendance Settings to calculate break times based on the

number of hours an employee has worked. They appear in the break field on the

timecard, based on total paid times.

If your employee's breaks are paid:

Choosing this option will allow you to still monitor breaks via Bizimply and store the records for compliance but does not deduct any time automatically from your employee's pay.

If your employee's breaks are unpaid:

  1. Login to your Bizimply account (as an admin)
  2. Click on your name/email in the top right hand corner.
  3. Select Settings from the dropdown menu.
  4. Choose Timecard Settings in categories on the left.
  5. Select “Unpaid” to the question “Are your employees breaks paid or unpaid?"

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Unpaid Break Options

1. Use break times assigned on the schedule:

Choosing this setting populates the break times on an employee timecard with the

break assigned to them on their schedule

2. Use break times recorded on the timestation:

Choosing this setting populates the break times on an employee timecard with the

punch times they have recorded on the timestation.

3. Create break time rules for automatic deductions based on hours worked:

Choosing this setting allows you to automatically apply an unpaid break time to an

employee timecard based on the number of hours they have worked, i.e. their paid

time on the timecard.

 

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Create Break Time Rules

The rules must be created in the correct order, starting from 0. Only the most recent

rule created, can be deleted.

  1. Select “Create break time rules for automatic deductions based on hours worked”
  2. Fill in a value, in hours, for “If an employee works from 0 to “X” hours.
  3. Fill in a value, in minutes, for the unpaid break time they should receive on theirtimecard
  4. To add another rule, hit “Add Rule”.
  5. Scroll to the bottom of the page and hit “Save”.

Automatically manage breaks based on Scheduled Times or Punch Times

These settings impact the automatic selection of unpaid breaks in employee timecards.

What happens when my Timecards are based off the schedule?

If your timecards select your scheduled times for paid time this means that the timecard will select the scheduled break time also.

How do I enter a scheduled break time?

You can enter in a scheduled break time using the Popular Shifts on your schedule.

Simply go to the Schedule tab.

Popular Shifts > Edit Shifts.

New Shift.

Add in your Unpaid Break.

Drag and drop the shift into schedule.

What does this mean? You will see in the employee's timecard that the scheduled break has been automatically selected as your timecards are based off the schedule and this break was included in the shift.

What happens when my Timecards are based off Punch Times?

If your timecards select your punch times for the paid time this means that the timecard will select the punch times for the break time also. For this information to be correct you must make sure your employees are clocking in and out for their breaks.

You will be able to view in your employee's timecards under ACTUAL BREAK - the length of time the employee clocked out for during their break.

Tips to remember:

You can always manually enter a break under Unpaid Break.

Make sure you have selected the correct break when approving timecards.

The system will always default back to your Attendance Settings if a break is not manually selected. Example, if you work off scheduled times the system will select the scheduled break as your break, if you work off punch times the system will select the punch time break as your break.

Paid breaks or unpaid breaks in your business?

With Bizimply you can easily track and view employee's break times but there are settings that may affect how breaks are calculated in employee timecards.

When your company pays for breaksYou can apply this in the Settings section of your account. Please note that once this is selected it will be applied to all locations.

What does this mean?This means that any breaks that are clocked in/out for, scheduled or manually entered will not be deducted from the employee's total hours as they are being paid for their break.

When your company doesn't pay for breaksSimply select 'No'  for 'Do you pay your employees for breaks taken during their shift?' in the attendance settings as shown in the video above.

 

What does this mean?

This means that any breaks that are clocked in/out for, scheduled or manually entered will be deducted from the employee's total hours as they are not being paid for their break. If you do not pay for breaks you may want Bizimply to automatically select the correct unpaid break time in the employee timecards.

 

Depending on whether your timecards are built up from Scheduled Times or Punch Times will impact what the system will select automatically. 

Tips to remember:

You can always manually enter a break under Unpaid Break.

Make sure you have selected the correct break when approving timecards.

The system will always default back to your Attendance Settings if a break is not manually selected. Example, if you work off scheduled times the system will select the scheduled break as your break, if you work off punch times the system will select the punch time break as your break.

Break Reports

With Bizimply it is quick and easy to get a report to show the breaks taken by employees over a given period of time.

Instructions

  • When logged into your Bizimply account click on your name/email in the top right-hand corner
  • Select Reports from the drop down menu (This will not be visible if you do not have the correct permissions.)
  • Choose "Break Report" in the "Attendance Reports" category to the left
  • Select the appropriate details for the report:
  • Location(s)
  • Employee(s)
  • Date Range
  • File Type 
  • Click the "Submit" button to download the report. 

As a PDF:

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As a CSV:

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