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Create Custom Paid Breaks

Does your company have staff groups with their own paid breaks?

Written by Morten Borum

Introduction to Own Paid Breaks

With the Own Paid Breaks feature, you can automatically deduct fixed breaks from employees' time registrations.

Breaks are set up per policy and can be targeted to specific staff groups. This feature ensures consistent registration and correct calculation of work hours.

When a break is set up:

  • The break time is automatically deducted from registered work hours

  • The break can be made mandatory or editable
    ​If an employee works during their lunch break, you can choose whether they should have the option to remove the break or if it should be mandatory.

  • You can set up multiple breaks per day

  • The setup applies to all employees under the selected policy

How to Set Up Own Paid Breaks

To set up own paid breaks, go to:

Setup Admin → Modules → Edit Policy

  1. Open the "Work Week" section

  2. Open the "Break" subsection

  3. Click Add Break

  4. Enter start and end time

  5. Choose whether the employee can remove the break

  6. Save

Activate the break on the policy by marking it as active.

Types of Registrations Affected by Breaks

Own paid breaks apply to the following types of registrations:

  • Time registration

  • Flex time

  • Time off

  • Other vacation

  • Sick

  • Child sick

If a time registration only partially overlaps with a break, only the overlapping part will be deducted.

Employee View of Breaks

Create Registration

When the employee creates a registration, the break appears at the bottom of the screen.

If the checkbox is shown, it means the employee has the option to remove the break.

View Registration

On a previous registration, you can see at the bottom of the screen if a break has been deducted.

FAQ

Do changes to breaks apply retroactively?

If you change breaks on the policy, the change applies going forward and does not affect already created registrations.

Can we have different breaks for different staff groups?

Breaks are set up per policy and can therefore vary between staff groups.

Does the employee have to take a break if it’s set on the policy – and what if an employee doesn’t take a break?

If the break is activated on the employee’s policy, it will automatically be deducted from registered work hours if the registration overlaps with the break.

Whether the employee “must” take the break depends on the setup:

  • If the break is mandatory → the employee cannot remove it

  • If the break is editable → the employee can remove it on the day

So it’s a policy setting – not a manual registration.

If the employee does not take a break, you can:

  • Make the break editable so the employee can remove it

  • Create a separate policy without a break and assign the employee to it

Break setup is managed per policy – not individually, unless the employee has their own policy.

Our employees have paid lunch – how is this handled?

If your employees have paid lunch, you should not set up a break on the policy because it should not be deducted from the registered work hours.

Note:
A break that is active and mandatory on the policy will automatically be deducted from work hours if there is an overlap.

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