Set up an automatic lunch deduction that works with your company's workflow. This will save your workers' time when checking out. It will create a separate time entry as if a user were to split their time. This works by associating a dedicated cost code that can be rejected from reports and time calculations.
Settings
To set up the lunch time settings feature in SiteMax, follow these steps:
Under the "Time" tab of Modules within your Company Settings, scroll to "Time Configuration"
Requirements
To calculate the lunch deduction accurately, it is essential to meet the criteria of the "Deduction Start Time", "Required Time Worked before Deduction" and "Deduction Duration"
Example
Lunch deduction requirements
Deduction Start Time | 12:00 pm |
Required Time Worked before Deduction | 4 hours |
Deduction Duration | 30 minutes |
Let's take the example of Employee A's schedule for today, which is from 9:00 a.m. to 5:00 p.m., and the lunch time setting is enabled. In this case, the system will automatically create three entries to account for the lunch break. Here's how it will be displayed in the system:
9:00 AM to 12:00 PM: This entry represents the working hours from check-in to 12:00 PM.
12:00 PM to 12:30 PM: This entry indicates the lunch break, where the automatic lunch deduction starts. During this period, 30 minutes will be deducted from the total working hours.
12:30 PM to 5:00 PM: This entry reflects the remaining shift after the lunch break until the end of the scheduled workday.
Since Employee A's schedule exceeds 4 hours, they are eligible for a lunch deduction that starts at 12:00 p.m. and lasts for 30 minutes. As a result, the total working hours for Employee A will be recorded as 7 hours and 30 minutes, with 30 minutes deducted for the lunch break.
Two or More Lunch Deductions?
You may personalize your Lunch Time Settings and have two or more different lunch deductions. You can apply them based on User Tags, Project Tags and/or Classifications.
Here's how it works:
Let's say you have two lunch deduction rules set up.
The first one is by User Tag = "Foreman" , the duration is 30 minutes.
The second one is by User Tag = "Foreman" and Classification "Plumbing", the duration is 15 minutes .
Now, there's a user named "Max" who fits both rules; he's tagged as "Foreman" and classified as "Plumbing."
The system follows the rules in order, so Max gets a 30-minute break because the first rule is applied first. It's that simple!
Understanding Lunch Time Fields
1. Name: You can personalize lunch settings by giving them a name for easy identification.
2. Description: Provide details that your organization's members can easily understand.
3. Classification: Organize employees based on roles or divisions. Assign classifications in the "Teams" section, and users with the same classification will follow the lunch deduction rule.
4. User Tags: Similar to classifications, use user tags to organize users. Users with matching tags will be subject to the lunch deduction rule.
5. Project Tags: Organize projects with project tags. Users assigned to projects with matching tags will be subject to the lunch deduction rule.
Note for Classifications, User Tags and Project Tags:
When creating a lunch deduction rule, it is important to include classifications, user tags, project tags, or a combination to clearly define the rule.
Classifications can be assigned to a users by going to Dashboard > Team > Select a user > Find the classification section. To edit or add classifications, go to Dashboard > Company Settings > Lists tab > Classifications.
User Tags can be assigned to a users by going to Dashboard > Team > Select a user > Find the tags section. To edit or add user tags, go to Dashboard > Company Settings > Lists tab > Tags.
Project Tags can be assigned to projects by going in Dashboard > Select a project > Project settings > Info tab > Find the "Tags" field. To edit or add project tags, go to Dashboard > Company Settings > Lists tab > Tags.
6. Deduction Start Time (Required): This is the time at which the lunch deduction will start breaking down the time entry. You will need to have time logged over this time (start time plus deduction duration). It's the start time of the lunch entry that was created.
7. Required Time Worked before Deduction (Required): Set the amount of time that you need to have worked that day in order for the deduction to apply.
8. Deduction Duration (Required): Choose how much time you want to deduct for lunch. This is the duration of the lunch entry created. It defines the "End Time" when added to the start time.
9. Include a note for each lunch deduction: When you select this option, there will be an added note for each deduction and that note can be customized in "12. Note". These notes will be shown in the Time Centre table alongside each lunch deduction entry.
10. Default Cost Code: Pick a dedicated cost code associated with this entry. This cost-code can then be used when calculating overtime or to reject it from reports.
11. Default Work Type: Choose a dedicated work type for this entry. This work type can be used for overtime calculations or exclusion from reports.
12. Note: Add a custom comment to easily identify and report on entries. Custom comments will be displayed in the Time Center table.
Remember:
If you've set up several lunch deduction rules and a user falls into different rules due to their Classification, User Tags, and Project Tags, the system will apply the rule based on the highest order.
Feel free to rearrange the order of your lunch deduction rules.
Many companies have different lunch deduction rules based on different factors, like projects and roles. If your company follows a standard lunch deduction rule for everyone, you might just need one rule for the whole organization.