--- title: "Timecard Shift Record" slug: "timecard-shift-record" description: "Timecard Shift Record — all details for a single employee shift including job, pay rate, clock in/out, breaks, earnings, and activity log." updated: 2026-05-13T15:42:36Z published: 2026-05-13T15:42:36Z canonical: "docs.restaurant365.com/timecard-shift-record" --- > ## 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. # Timecard Shift Record A timecard contains all of the details of a single employee shift. Details include job, pay rate, in and out punches, breaks, and other earnings. From this page: - [Edit Shift Details](/doc/docs/edit-punch-details-timecards) - [Add or Edit Earnings](/doc/docs/add-and-edit-earnings-in-timecards) - [Approve the Timecard](/doc/docs/approve-or-unapprove-shifts-timecards) - [Manage Timecard Reasons](/doc/docs/manage-reasons-in-timecards) - [Delete the Timecard](/doc/docs/delete-a-shift-timecards) - [Manage Breaks on the Timecard](/doc/docs/manage-breaks-on-timecards) - [View the Timecard Activity](/doc/docs/view-timecards-activity) A blank timecard record is used when [creating timecards in Time & Attendance](/doc/docs/create-a-shift-in-timecards). --- ## Security Users must have the following permission(s) to view, edit, approve, or delete timecards: - Labor → Time & Attendance → Timecards → - View Timecards - Edit Timecards - Approve Timecards - Delete Timecards 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). --- ## Navigation ****Navigation Steps**** 1. Navigate to the **Workforce** application. 2. Expand **Time & attendance**. 3. Select [**Timecards**](/doc/docs/timecard-page)**.** 4. Click on the **row** for the desired timecard. > To locate a specific timecard, adjust the location, date range, and/or time type (day, week, or pay period). Additionally, use the Search bar to search the list of available timecards. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-YMZ2JPQE.png?sv=2026-02-06&spr=https&st=2026-10-28T19%3A06%3A45Z&se=2026-10-28T20%3A06%3A45Z&sr=c&sp=r&sig=UcEl2A3c9Eww411OTWsvGcw6hAkSp7a8XL2hj5VAjNM%3D) --- ## Shift Details - Edit Mode ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-A0T5WPZL.png?sv=2026-02-06&spr=https&st=2026-10-28T19%3A06%3A45Z&se=2026-10-28T20%3A06%3A45Z&sr=c&sp=r&sig=UcEl2A3c9Eww411OTWsvGcw6hAkSp7a8XL2hj5VAjNM%3D) | | Field/Button | Description | | --- | --- | --- | | **1** | Save Actions | **Save** - Saves changes to the timecard without approving it. **Save + Approve** - Saves changes and approves the timecard. > The Save buttons are disabled when no changes have been made to the timecard. > > Save and approve will only be enabled when the timecard is complete without errors (i.e. a missing clock out time). | | **2** | Action Menu | Contains the following actions: - **Delete** - Deletes the timecard. **This action cannot be reversed.** | | **3** | Expand / Collapse | Expands the timecard to fullscreen, or collapses it when fully expanded. | | **4** | Close | Closes the timecard without saving changes. If changes have been made, the system will prompt the user to save before closing. | | **5** | Shift Details | Lists each punch for the shift in chronological order. | | **Employee** | | **6** | Employee | Employee associated with the timecard. > The employee for the timecard cannot be changed unless creating a new timecard. | | **7** | Location | Location where the shift was worked. > The location for the timecard cannot be change unless creating a new timecard. | | **8** | Job | Job associated with the timecard. | | **9** | Job Rate | Pay rate associated with the job. If the punch comes from polled data, the hourly wage is based on the pay rate from the polled source for the job worked. If the punch data is from R365 Time Clock, the employee’s pay rate for the job is taken from their employee record. When the job is manually selected, the employee’s pay rate for the job is taken from their employee record. Changing the job rate for the timecard will only update the timecard being edited. No other timecards will be updated. The employee’s employee record will not be updated. > [!NOTE] > Wage information is only visible to users with the **View Hourly Payrates** permission. | | **Shift (Including breaks)** | | **10** | Worked Hours | Total worked hours, including regular hours, overtime hours, and paid breaks. Excludes unpaid breaks. | | **11** | Shift Alert | Indicates that the timecard is one of the following: - **Cross-Day Shift** - The shift crosses the start of day time. - **PTO** - The timecard contains PTO earnings. | | **12** | Business Date | Business date of the timecard. > Business dates are determined by the [start of day](/doc/docs/start-of-day-overview) time and may not align with the calendar date. | | **13** | Clock In / Clock Out | Clock in time for the shift (first punch for the shift) and the clock out time for the shift (last punch for the shift). | | **14** | Delete | Deletes the clock in and clock out times. | | **15** | Break Duration | Total duration of the break, calculated from the break start and end times. | | **16** | Break Start / Break End | The time when a break started (clock out time) and the time when the break ended (time returned from break or clock in time). | | **17** | Paid Checkbox | Indicates whether the break time was a paid break or unpaid. - When **checked**, the indicated break time will be **paid**. Paid breaks are included in the employee's worked hours. - When **unchecked**, the indicated break time will be **unpaid**. Unpaid breaks are excluded from worked hours calculations.I | | **18** | Add Break | Adds a new break to the timecard. See [Manage Breaks on a Timecard]([URL: assign after article is created — slug: manage-breaks-on-a-timecard]). | | **Earnings** | | **19** | System Created Earning | Earning type and dollar amount for an earning created by the system. > System created earnings cannot be edited or deleted. | | **20** | Add Earning | Adds earning to the timecard. When adding an earning, select the Earning Type and Amount are required. Learn more about [adding and editing other earnings](/doc/docs/add-and-edit-earnings-in-timecards). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1QTPK5O9.png?sv=2026-02-06&spr=https&st=2026-10-28T19%3A06%3A45Z&se=2026-10-28T20%3A06%3A45Z&sr=c&sp=r&sig=UcEl2A3c9Eww411OTWsvGcw6hAkSp7a8XL2hj5VAjNM%3D) | | **Reason for Editing** | | **21** | Reason for Editing | Reason why the timecard was edited. > The timecard record will not save if a reason is not selected. The following default reasons are created by the system and cannot be deleted: - Late Clock In - Late Clock Out - No Clock In - No Clock Out - Not Scheduled - Termination - Wrong Job Users with the following permission can [manage timecard reasons](/doc/docs/manage-reasons-in-timecards) from this dropdown menu. - Labor → Punch Edits → Create/Edit/Delete Punch Edit Reasons | | **Activity Log** | | **22** | Activity Log | Activity log for the timecard, including: - User - Recorded action (i.e. added a shift) - Action details - Date and time - Break updates | --- ## Read Only Mode When the pay period for the timecard is [closed](/doc/docs/close-a-pay-period-and-export-to-payroll-time-attendance), the timecard record is locked. It cannot be edited and is visually condensed, as shown in the screenshot below. To edit the timecard, [reopen the pay period](/doc/docs/reopen-a-time-attendance-pay-period) first. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-D1A5LCMX.png?sv=2026-02-06&spr=https&st=2026-10-28T19%3A06%3A45Z&se=2026-10-28T20%3A06%3A45Z&sr=c&sp=r&sig=UcEl2A3c9Eww411OTWsvGcw6hAkSp7a8XL2hj5VAjNM%3D) Restaurant365 A database entry that contains detailed info about an employee, including personal details and employment history.