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Time Clock - Frequently Asked Questions

Common questions about breaks, pauses, shift approvals, exports, and billable rate settings answered in one place.


This article answers the most common questions about using the Time Clock feature. It covers breaks and pauses, shift approvals, reporting and exports, billable rates, and general troubleshooting. 

🎓 For a full walkthrough of the feature, read Time Clock Shift Breaks and Pause Functionality article or the Time Clock for Admins guide. 

Table of Contents:

  1. Break and pauses
  2. Approvals
  3. Reporting and exports
  4. Billable rates and cost codes
  5. General troubleshooting


Breaks and Pauses

Can field users edit break times?

No. Only admins can edit or adjust break times after they have been recorded. Field users and team members can edit their regular shift time if that setting is turned on by an admin, but break time always requires admin access.

This is intentional. It ensures break edits are reviewed by someone with oversight and keeps your payroll data accurate.

What happens if I forget to end my break?

If your shift ends while a break is still active, Ressio automatically closes the break at the same time as the shift. No break time will extend beyond the end of a shift.

What happens after a 30-minute break? Do I need to clock back in? 

No. After 30 minutes, Ressio automatically clocks you back in. While your break is active, a reminder banner appears at the top of every page. If you want to end the break early, tap or click "End break early" on that banner.

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Can I add a break after the fact when recording a shift manually?

Yes. When recording a shift, scroll down to the Breaks section and select "+ Add break" to include one or more breaks in that shift entry.

Can I have more than one break during a shift?

Yes. You can add multiple breaks during a single shift. However, only one break can be active at a time. You cannot start a new break while one is still in progress.

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Approvals

Who can approve time clock shifts?

Admins can approve shifts. Team members can also approve shifts if that permission has been turned on by an admin. To review or update approval permissions, go to Team Members, then Settings, then the Time Clock section.

Does the "Approve All" button everything or just what is on screen?

The Approve All button approves only the shifts currently visible based on your active filters. If you have filtered by date, project, or team member, only those results will be approved.

🎗️ Always double-check your filters before using Approve All to make sure you are approving the right shifts.

Can I unapprove a shift after it has been approved?

Yes. Ressio supports voiding or reopening approved time entries. This is useful if a shift was approved before being linked to the correct project or cost code. Once unapproved, you can make corrections and approve the shift again.

Why is a shift blocked from being approved?

Shifts may be blocked if a required field is missing, such as a cost code or shift type. Open the shift and check for any unfilled required fields. Complete them and the approval should go through.

If the issue continues after filling in all required fields, contact support at support@ressiosoftware.com.

Does editing an in-progress shift close it? 

Currently, making certain edits to an active shift, such as changing the start time, may close the shift. If you need to adjust an in-progress shift, it is best to wait until the shift is complete or have an admin make the correction afterward.

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Reporting and Exports

Does break time affect my payroll export or Quickbooks sync?

Yes. Break time is automatically subtracted from total worked time. Your time grid, CSV exports, and any downstream calculations including QuickBooks Online will reflect the adjusted worked hours, not the raw clock-in and clock-out time.

Where can I see break details in my reports?

Two columns appear in the time grid and CSV exports: Break Time and Break Duration. These show the exact break times and total break length for each shift. You can find them when viewing or exporting the shift report from the Time Clock page.

What columns are included in the time clock CSV export? 

The CSV includes:

  • Project

  • Team Member 

  • Cost Code

  • Shift Type 

  • Duration 

  • Start Time

  • End Time 

  • Description

  • Creation Date.

If billable columns are turned on in your admin view, the export also includes Billable Rate and Shift Total. A total row at the bottom summarizes hours worked across all displayed shifts.

Do time clock entries show up in the project budget?

By default, yes. Time clock entries are included in budget actuals. If you do not want a specific project to include time clock costs in the budget, you can toggle that off from the project settings.

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Billable Rates and Cost Codes

 
What is the Billable Rate column and where does it come from?

The Billable Rate and Shift Total columns are available in the admin view of the Time Clock but are turned off by default. Shift Total is calculated as Duration multiplied by the Billable Rate. You can enable these columns from your Time Clock settings.

Can I round shift times for billing purposes?

Yes. There is a Time Entry Rounding toggle in Team Members under Settings, then Time Clock. By default, rounding is off. You can set it to round up to the nearest 30 minutes or 1 hour.

When rounding is on, budget actuals use the rounded hours times the billable rate, not the exact duration. This is most common for high-end or cost-plus builders who bill in set increments.

🎓 To learn more about managing time clock settings, read the article Time Clock for Admins. 

Can I prevent time clock costs from showing in the customer-facing budget?

Yes. If you are on a cost-plus project and do not want the customer to see time clock shifts in the budget, you can turn off time clock visibility from the project settings. This keeps the labor cost internal without removing it from your own records.

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General Troubleshooting

Why can I only see shifts from a certain date?

Check the date filter at the top of the Time Clock page. If the range is set to a short window, adjust it to view older shifts. If the issue continues after adjusting the filter, reach out to support at support@ressiosoftware.com.

Can a field user accidentally clock into multiple shifts at once? 

This can happen if the clock-in button is tapped multiple times quickly before the screen updates. If a team member ends up in multiple shifts, an admin can review and correct the entries from the Time Clock page.

A team member is getting an error when approving a shift that syncs to Quickbooks. What should I check? 

First, confirm that the team member, cost code, and job are all properly linked in Ressio and in QuickBooks Online. Approval errors during a QBO sync most commonly happen when one of these connections is missing or was set up after the shift was created.

If everything appears linked and the error continues, contact support at support@ressiosoftware.com with the project and shift details.

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