Breaks and Automatic Break Deduction

Breaks directly affect pay: they are deducted from worked time before the hours become salary. In Vendion a break can come from three places, and it is always one of them that applies.

Three sources, one clear order

At clock-out the system decides how much break to deduct, in this order:

1. Registered break – someone pressed the Break button on the time clock. Then the actual time is deducted, even if it was only a few minutes. Recorded break minutes take precedence over the schedule and automatic estimates.
2. Scheduled break – when the entry has no break minutes, matches a published shift with a break, and the clocked duration before deduction is more than five hours, the scheduled break is used.
3. Automatic break deduction – if neither exists, the system deducts according to your own rules.

So if you see short breaks on long shifts in Time, it is point 1 that applied, and that is where you correct them.

Registering a break on the time clock

1. Press Rast in the toggle above the keypad.
2. Enter your code.
3. Press Börja rast when you leave and Avsluta rast when you are back.

After the break the screen shows how long it was and how much break you have taken in total today.

Putting a break in the schedule

When you create a shift under Personal ▸ Schema there is a Rast (minuter) field, pre-filled with 30. That break is used at clock-out when the entry has no break minutes and the clocked duration before deduction exceeds five hours. Shorter shifts are checked against your own automatic rules instead.

Use a scheduled break when you have a fixed routine – for example that the kitchen always takes 30 minutes mid-shift. Then staff do not have to remember to punch the break, and you do not have to rely on the general rule.

Setting up automatic break deduction

Go to Personal ▸ Inställningar ▸ Tider and find Automatiskt rastavdrag.

Each rule is a pair: after X hours of work → Y minutes of break. You can add up to three rules. Lägg till regel gives a new row, the bin removes one.

The rule applies when the entry has no break minutes and the scheduled break is not used, for example on a shorter shift.

The highest threshold the person passed wins. If you have both a 4-hour rule and a 6-hour rule, a seven-hour shift gets the six-hour rule deduction, not both.

Seeing what was deducted

In Personal ▸ Tider ▸ Rapporterad tid, entries where the rule applied are marked Auto-rast. The "Worked" column already shows net time.

Staff see the same thing at clock-out: "Worked time: 7h 30min (after 30 min automatic break deduction)". If that differs from what they expected they come to you that same evening instead of on the payslip.

To fix a wrong deduction, correct the break minutes. The time view Justera dialogue changes clock-in or clock-out and has no separate break field. Ask AI Boss, for example: "Set the break on Anna’s time entry for 12 September to 20 minutes. Reason: the recorded break was 20 minutes." Specify the person and date, then verify under Personal ▸ Tider. This requires Korrigera personalliggaren. Existing break minutes are not recalculated merely because a clock time changes.

The warning when there was no break at all

If someone worked more than five hours without any break registered or deducted, the clock-out receipt says: "Note: no break registered (>5h)".

It is a reminder, not a block – nobody is prevented from clocking out. Swedish working hours law requires that employees get a break after at most five hours of work; how you arrange that in practice is for you and your collective agreement partner or accounting adviser.

A break rule should reflect breaks actually taken. An automatic deduction is not a substitute for a break. Check working practices before changing the rules. See the Working Hours Act rules on breaks.

Common questions

Does the break count as working time? No. The break is deducted from worked time, and it is the net time that reaches payroll, tip distribution, Time ▸ Summary and the employee own monthly total in the staff portal. Rounding can differ between views, but the break minutes are deducted in the underlying records.

What if the shift is not published? A draft is your sketch – its break is not used. The automatic rule then applies, unless someone pressed Break.

What if someone forgets to press End break? The break continues until it is ended or the employee clocks out; clock-out closes an open break. Check whether the deduction became too long and correct the break minutes as described above.

Can staff take several breaks in one shift? Yes. The receipt shows the latest break and the total break minutes for the day.

Can I edit a break afterwards? Yes — ask AI Boss to change the break minutes on the correct entry and verify the result. Changing only clock-in or clock-out does not recalculate a break already deducted.