How to Set Up Labor Rates, Automatic Break Rules, and Custom Time Card Fields in Ontraccr

🛠️ Time Tracking Settings: Rates, Automatic Breaks & Custom Fields

✅ What This Covers

This article explains how to:

1. Set up billing rates for labor
2. Automate break deductions based on shift length
3. Add custom fields to time cards for data collection

🧭 Where to Find These Settings

In the Web App, go to:

• Settings > Time Tracking > Rates
• Settings > Time Tracking > Automatic Breaks
• Settings > Time Tracking > Custom Fields

💰 Feature 1: Rates (Billing Use Only)

What it does:

Lets you define custom labor rates for billing and reporting purposes.

How it works:

• Go to Rates
• Click into the “Name” field to create a rate (e.g., “Journeyman”)
• Enter a dollar value (e.g., $65/hour)
• Click Save (appears on the right)

Where it applies:

• Rates appear in Forms using the Labor Table field
• Used for estimating and tracking labor costs — not for payroll

☕ Feature 2: Automatic Breaks

What it does:

Automatically adds or subtracts breaks from time entries based on pre-set rules.

How to enable:

1. Go to Automatic Breaks
2. Toggle the setting to on (red check)

🔧 Configuration Options:

Why it's useful:

• Standardizes break enforcement
• Reduces the need for manual tracking
• Can be used alongside manual breaks (per role)

🧾 Feature 3: Custom Fields on Time Cards

What it does:

Lets you add extra fields to manual time entries, tailored to your business needs.

🔧 Setup Steps:

1. Go to Custom Fields
2. Choose a division
3. Click Add Section – give it a name (e.g., “Daily Notes”)
4. Click Add Field – select a question type (like dropdown, text, etc.)
5. Set whether it’s optional or required
6. Click Save

📋 Use Cases:

• Attach photos
• Track weather conditions
• Capture packing slips
• Add job notes or crew info

Where it appears:

• Manual Entry screen (Web + Mobile)
• Form-based entries
• Time card editing interface

💡 Pro Tips & Edge Cases

• 🧪 Each division can have its own custom time card fields
• 📲 Live clock-in/out does NOT trigger custom fields — only manual entries and form-based entries do
• 🔄 You can use manual and automatic breaks together, applied per role in Roles & Permissions