--- title: "Manage Timecard Reasons" slug: "manage-reasons-in-timecards" description: "Add, edit, delete, and disable timecard edit and deletion reasons per location group in Timecard Settings." updated: 2026-05-14T17:41:21Z published: 2026-05-14T17:41:21Z canonical: "docs.restaurant365.com/manage-reasons-in-timecards" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Manage Timecard Reasons Timecard add, edit, deletion, and disable reasons are managed in [**Timecard Settings**](/doc/docs/timecard-settings-screen). Each timecard rule controls the list of reasons shown in the Reason dropdown when editing or deleting timecard records. These reasons apply to all locations assigned to that rule. When a reason is added or updated in the [Timecard settings](/doc/docs/timecard-settings-screen#time-attendance-settings-buttons-and-fields), it appears immediately for all applicable locations. The selected reasons are available when [editing](/doc/docs/add-and-edit-earnings-in-timecards#edit-earnings) or [creating](/doc/docs/create-a-shift-in-timecards#create-a-timecard) a timecard. From Manage Timecard Reasons, users can: - [Add a New Reason](/doc/docs/manage-reasons-in-timecards#add-a-new-reason) - [Edit an Existing Reason](/doc/docs/manage-reasons-in-timecards#edit-an-existing-reason) - [Delete an Existing Reason](/doc/docs/manage-reasons-in-timecards#delete-an-existing-reason) - [Disable an Existing Reason](/doc/docs/manage-reasons-in-timecards#disable-an-existing-reason) --- ## Security Users must have the following permission(s) to manage timecard reasons: - Labor → Punch Edits → Create/Edit/Delete Punch Edit Reasons These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access). --- ## Add a New Reason Follow these steps to add additional editing reasons: *Click steps to expand for additional information and images.* ****1)** Navigate to the **Timecards** page**.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3Y0S92D4.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****2)** Select the **gear icon.**** Select the location whose timecard reasons need configuration. Timecard reasons are managed separately for each location. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PJVK3QBZ.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****3)** Select an existing **group**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1753375282609.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****4)** Scroll to the Editing Reasons or Deleting Reasons section and select **Add Reason**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-VSDXZ20C.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****5)** Enter a **name** for the reason.** Ensure the reason is toggled **on** to make it available in the dropdown. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-2O8WS015.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****6)** Select **Save**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-TK85SC62.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) --- ## Edit an Existing Reason Follow these steps to delete or disable existing reasons: *Click steps to expand for additional information and images.* ****1)** Navigate to the **Timecards** page**.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3Y0S92D4.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****2)** Select the **gear icon.**** Select the location whose timecard reasons need configuration. Timecard reasons are managed separately for each location. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PJVK3QBZ.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****3)** Select an existing **group**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1753373554122.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****4)** Scroll to the Editing Reasons or Deleting Reasons section and **edit the name** of a reason.** Only the name of a reason can be updated. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1753715999568.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****5)** Select **Save**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FBF01724.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) --- ## Delete an Existing Reason Follow these steps to delete or disable existing reasons: *Click steps to expand for additional information and images.* ****1)** Navigate to the **Timecards** page**.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3Y0S92D4.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****2)** Select the **gear icon.**** Select the location whose timecard reasons need configuration. Timecard reasons are managed separately for each location. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PJVK3QBZ.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****3)** Select an existing **group**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1753368935485.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****4)** To delete an existing reason, select the **trashcan**.** Deleted reasons remain visible in historical records. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZB8SNQ5T.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****5)** Select **Delete** from the confirmation modal.** The reason will be permanently deleted and the action cannot be undone. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZK0RVJFH.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) --- ## Disable an Existing Reason Follow these steps to delete or disable existing reasons: *Click steps to expand for additional information and images.* ****1)** Navigate to the **Timecards** page**.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3Y0S92D4.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****2)** Select the **gear icon.**** Select the location whose timecard reasons need configuration. Timecard reasons are managed separately for each location. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PJVK3QBZ.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****3)** Select an existing **group**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1753368935485.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D) ****5)** To disable an existing reason, **turn off the active toggle**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6RE3YILW.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A10%3A26Z&se=2026-10-29T05%3A10%3A26Z&sr=c&sp=r&sig=8FKgSHdwbKu6XgMYPghq68q3GgyrjqVfxfrrMLY0UvA%3D)