---
title: "How to Set Up Labor Rates, Automatic Break Rules, and Custom Time Card Fields in Ontraccr"
url: "https://help.ontraccr.com/en/article/how-to-set-up-labor-rates-automatic-break-rules-and-custom-time-card-fields-in-ontraccr"
language: "en"
last_updated: "2025-05-26T23:14:45.838Z"
---

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

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

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### ✅ **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

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### 🧭 **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**

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## 💰 **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

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## ☕ **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:**

| Setting | Description |
| --- | --- |
| **Mode** | Add or subtract the break from total time |
| **Placement** | Middle or end of shift |
| **Threshold** | Minimum shift length before a break is applied (1–8 hrs) |
| **Break Duration** | Choose: 15, 30, 45, or 60 minutes |
| **Disable Edit Prompt** | Skip the popup when editing entries with auto-breaks |

**Why it's useful:**

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

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## 🧾 **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

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### 💡 **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