ShiftCare’s Break Time Tracking feature gives you more control over how breaks are scheduled and recorded for staff members during their shifts.
You can define whether breaks are paid or unpaid, scheduled at set times, or flexible with a set duration, helping ensure compliance, accurate payroll, and visibility in timesheets.
Note: This feature is only available on Premium plans.
This guide includes:
Enabling Advanced Break Tracking Settings
Break Time Tracking must first be enabled in your account settings. Navigate to Account > Feature Settings > Advanced Break Tracking Settings and toggle the 'Use advanced break tracking settings' option on.
Read the reminders in the pop-up window and click 'Turn on' to confirm your choice.
Please take note that this action is irreversible. You will not be able to revert to the old break tracking feature after turning this on.
Adding Breaks to Shifts
Create a shift and click on 'Advanced Edit'.
Navigate to the 'Choose Carer' section and click 'Add Break Time'.
Choose whether the break time is Paid or Unpaid, and whether it is Scheduled or Flexible. Only one break type (scheduled or flexible) can be applied per shift.
Scheduled: Scheduled breaks have a fixed start and end time (e.g., 12:30 PM to 1:00 PM).
Flexible: Flexible breaks have a duration set in minutes (e.g., 30 minutes).
Add as many break times as needed by clicking the blue 'Add Break Time' button. Click the trash can icon to remove a break time record.
Click 'Save'.
Bulk Updates
When updating break times for recurring shifts:
You can choose to update break times for only one shift or across the whole series.
Compliance Validations (SCHADS)
The system will check if the correct number and duration of break times have been applied and will apply warnings for breaking SCHADS rules, such as:
Rule 27.1(a): Staff members working more than 5 hours must have a 30-to-60-minute unpaid meal break, with no more than 5-hour gaps between breaks.
Rule 27.2: A paid 10-minute tea break is required every 4 hours worked.
The system will check the duration, number, and spacing of breaks to ensure compliance.
Approvals and Timesheets
When shifts are approved, start and end times of breaks will be used in payroll calculations, regardless of whether the breaks were scheduled or flexible.
For shifts approved by scheduled time:
Scheduled breaks use the scheduled times.
Flexible breaks use the defined duration.
In the timesheet view, an additional section for break time information is displayed with various icons.
Normal break time taken on time and within duration
Multiple breaks on a single shift: For multiple breaks, hovering over the Information icon will show a summarised version of the break timestamps with duration, while the Note icon will show more information about the break.
Missed breaks: Missed breaks are marked with a warning icon as well as a detailed Note icon.
Breaks exceeding the scheduled time or duration: If a carer takes longer than the scheduled break duration, the break will be highlighted in orange. An Information icon will also show a detailed breakdown of the discrepancy when hovered over.
Scheduled category
Flexible category
Breaks with both completed and missed breaks
Exports
Most exports focus on unpaid breaks, ensuring that the correct totals are reflected.
CSV exports include paid breaks.
For further assistance with Setting Up and Managing Break Time Tracking, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.