How to configure and use pre-assigned pauses
Pre-assigned breaks allow Pontotel to automatically insert break and return-from-break times into employees' timesheets, eliminating the need for manual entries during the workday.
This feature is especially useful for companies where employees only clock in and out, ensuring that mandatory breaks are correctly factored into work hour calculations.
Currently, the platform offers three ways to automatically fill in breaks:
- Based on the scheduled journey.
- For the work performed.
- Through the adaptive journey.
Each one has a different behavior for determining the duration and placement of the break throughout the workday.
How do pre-selected pauses work?
When the feature is enabled, the system analyzes the records made by the employee and, if there are no start and end times for breaks, automatically includes these entries in the timesheet.
Prerequisites for using pre-assigned pauses
Before configuring the calculation rule, it is necessary to enable the functionality in the employee's profile.
- Go to Registrations > Employees.
- Select the desired collaborator.
- Click on edit.
- Access the Time and Attendance and Benefits Settings.
- Enable the " record pre-assigned breaks " option
Without this setting, the system will not automatically insert breaks, even if the calculation rule is configured.
How to configure pre-assigned pauses
The configuration is performed using the calculation rule employed by the company.
- Go to Rules > Calculation.
- Edit the desired rule.
- Locate the section "Breaks during the workday (meal time)".
- Configure your desired working hour limits and breaks.
- Choose the auto-fill behavior for pauses.
Types of pre-assigned pauses
Pontotel offers three different behaviors for automatically filling in breaks.
Break for the scheduled work period
In this mode, the system uses exactly the times configured in the employee's expected work schedule.
Both the duration and timing of the break follow the work schedule.
Example:
Schedule registered:
- Entry: 8:00 AM
- Break: 12:00 to 13:00
- Departure: 5:00 PM
Registration completed:
- Entry: 8:00 AM
- Departure: 5:00 PM
Result:
- Break begins: 12:00 PM
- Return from break: 1:00 PM
This is the most traditional and recommended behavior for companies with fixed and predictable work schedules.
Break for the completed workday
In this mode, the system calculates the break duration based on the number of hours actually worked by the employee.
The break time is determined using the midpoint between the recorded entry and exit times.
Example:
Registration completed:
- Entry: 8:00 AM
- Departure: 2:00 PM
Since the employee worked 6 hours, the system identifies the corresponding time slot and applies the duration configured for that scenario.
Next, it calculates the midpoint of the journey to position the break.
This approach is recommended for companies with variable work schedules that want break times to align with the employee's work schedule.
Pause for the adaptive journey
The adaptive work schedule combines the benefits of the two previous models.
First, the system identifies how much break time should be applied based on the hours actually worked.
Next, assess whether there is a scheduled journey for that day.
If a planned work schedule exists and the break time is consistent with the recorded events, the system uses the time configured in the schedule.
Otherwise, it automatically positions the pause using the midpoint of the workday.
Example 1 - Scheduled work hours compatible:
Scheduled work hours:
- Entry: 8:00 AM
- Break: 12:00 to 13:00
- Departure: 5:00 PM
Registration completed:
- Entry: 8:00 AM
- Departure: 5:00 PM
Result:
- Break inserted from 12:00 to 13:00.
Justification: the scheduled time fits perfectly within the actual work schedule.
Example 2 - Work schedule different from the one planned:
Scheduled work hours:
- Entry: 8:00 AM
- Break: 12:00 to 13:00
- Departure: 5:00 PM
Registration completed:
- Entry: 7:00 AM
- Departure: 11:30 AM
Result:
The system recalculates the break using the midpoint of the completed work shift.
Example 3 - Working during time off
Registration completed:
- Entry: 8:00 AM
- Departure: 4:00 PM
Since there is no scheduled work day, the system uses the calculation rule settings and positions the break at the midpoint of the workday.
How does the adaptive journey define the duration of the break?
The duration of the pause is determined by the ranges configured in the calculation rule.
Example:
Hours worked | Result |
|---|---|
Up to 4 hours | Without pause |
Between 4 and 6 hours | 15 minutes |
Above 6 hours | 60 minutes |
Thus, an employee who has worked for 5 hours will automatically receive a 15-minute break.
An employee who has worked more than 6 hours will receive a 60-minute break, respecting the company's settings.
How does the system determine the break time?
When the adaptive journey needs to position the pause based on the completed workday, the system uses the midpoint between the start and end times.
After finding this intermediate time, the value is rounded up to the nearest full hour.
Examples:
- Midpoint at 11:20 → pause positioned at 11:00.
- Midpoint at 11:45 AM → pause positioned at 12:00 PM.
This behavior ensures a more balanced distribution of breaks throughout the workday.
Comparison between pre-assigned pause modes
Mode | Break duration | Break time |
|---|---|---|
Scheduled work schedule | Defined by the journey | Defined by the journey |
Work performed | Defined by hours worked | Midpoint of the journey |
Adaptive journey | Defined by hours worked | Scheduled work hours when possible; otherwise, midpoint of the workday |
Frequently Asked Questions
Does the system insert the pause even if there is no pause record?
Yes. That's precisely the purpose of pre-selected pauses.
As long as the employee has registered their clock-in and clock-out times and has the automatic registration option enabled, the system will automatically add the entries.
What happens if the employee manually logs the break?
In this case, no automatic pause will be inserted.
The system always prioritizes records made by the employee themselves.
Does this feature affect the calculation of overtime?
Yes. Breaks that are automatically entered become part of the timesheet and are normally considered during calculations of working hours, time bank, overtime, and other time tracking.
Who can configure this feature?
Users with permission to edit calculation rules and employee records are typically administrators, HR professionals, and managers responsible for configuring the platform.
Pre-assigned breaks help automate break management, reducing manual adjustments to timesheets and ensuring greater adherence to your company's work schedule rules. By choosing the most appropriate model—scheduled work hours, actual work hours, or adaptive work hours—it's possible to make break management more precise and compatible with the reality of employees.
If you still have questions or need assistance, please contact our Support team via the chat integrated into the Management website or via WhatsApp.
Updated on: June 15, 2026
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