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Automatically Deduct Scheduled Breaks (Beta)

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You can have unpaid breaks automatically deducted from timesheets if your employees don’t punch in or punch out for breaks on their own.

Beta Feature

The Auto-deduct Scheduled Breaks feature is currently in beta and is slowly being rolled out to all eligible accounts. If you don’t see it and wish to enable it, please contact us.


  • When I Work recommends this feature be used when employees have regular unpaid breaks entered as a part of their schedule and there is no requirement for them to punch in or punch out for breaks.
  • Update any short shifts you used previously to simulate the auto-deduct function.  You must enter the amount for the break in the Unpaid Break field of a shift.
    For example, if you created two four hour shifts with a half hour break in between the two shifts, the break will not be auto-deducted.

Things to know before you begin

  • You must have account holder access privileges to enable the auto-deduct function.
  • Use the unpaid break field to schedule unpaid breaks for the shifts when scheduling.
  • Shifts must be at least 4 hours in length for the auto-deduct function to work.
  • If used in conjunction with the Take Lunch button, an employee punched break will override an auto-deducted scheduled break.
  • The auto-deduct function only applies to shifts worked after the setting is enabled.

Enable the feature

  1. From your computer, use a supported web browser to sign in to When I Work on the web.
  2. Go to App Settings.
  3. On the left side of the page, click Attendance.
  4. Scroll down to Timesheets, then click Automatically Deduct Scheduled Breaks From Timesheets.Timesheets app settings
  5. Click Save in the top-right corner of the screen.

Viewing auto-deducted breaks

You can view and verify automatically deducted scheduled breaks in timesheets for your employees. Click on the break if you need to correct it or delete it.


You can also view and verify unpaid breaks on the timesheet export under the Unpaid Breaks column. Breaks are shown in a decimal format. For example: 0.5 = 30 minutes.


Updated on November 12, 2018

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