WFM UK: Time & Attendance: Functionality - Configuring Break Times with T&A in the Rotas Module

Overview

It is possible to configure a location so that specified lengths of break time are automatically deducted from employees' scheduled hours. This article explains how the break time functionality works, alongside Time & Attendance (T&A) configuration.

Configuration

In this example, an employee works an 8 hour shift and has a 30 min unpaid break. 

• Go to Rotas > Administration > Configure Locations and select Location
• Against the 'Location Rota Settings' section, use the yellow down arrow and select Edit Rota Settings

Fig.1 - 'Edit Rota Settings'

• Tick the box for the setting Use Breaks in Rotas? 

Fig.2 - Fields for configuring within Edit Rota Settings 

• Update the following fields (if wished)
  • Hours Worked - the number of hours that need to be worked for a break to be deducted
  • Minutes Unpaid Break - the length of the unpaid break
  • Maximum Number of Break Minutes - the maximum break allowance should be entered to determine the maximum break time
  • Allow Modification of Break Times - will allow a user to override the calculated break

Time and Attendance

Time and Attendance enables records to be kept for what an employee actually clocks in and out for. This can be compared to the time the employee was required to work and a decision can be made as to what the employee will be paid for. 

• To see a T&A record for an employee, go to Rotas > Rotas > View Rotas
• Select a Location and then Search
• Choose a Rota from the results shown and then use the blue down arrow and select Weekly Attendance (see Fig.3)

Fig.3 - Selecting 'Weekly Attendance'

• Select a T&A icon (that isn't a red circle with an exclamation mark) against an employee/day

• The times entered into the Actual Time 1 and Actual Time 2 fields will be the hours that the employee will be paid for
• If the Rota has been completed before the current week's rota start date, the forecast times will populate the Actual Time fields

T&A Configuration

• Go to Rotas > Administration > Global settings
• Use the yellow down arrow and select Edit Rota Settings

Fig.5 - 'Edit Rota Settings'

• Time & Attendance Auto Update - will automatically populate the actual times with the T&A data. This is not recommended for Hourly paid staff
• Time & Attendance Auto Update Selection - enables the actual times to be populated with T&A data for salaried employees and not hourly paid employees if required
• The Copy T&A options allow a user to populate the actual times with T&A data if they wish to. When copying T&A data, breaks that have been calculated using the automatic break functionality will be removed. If it is a requirement to keep the automatic breaks in place, the global setting Time & Attendance Keep existing Breaks upon “Copy T & A” can be enabled

Fig.6 - T&A Rota Settings