Understanding Time Cards and Adjustments in BakeSmart

Overview

Time Cards in BakeSmart are the system records created from employee clock-in and clock-out activity. Each time card represents a single work shift and captures the details needed to review hours worked, breaks, tips, and any corrections made by management. This article explains how time cards are structured, how managers can review and adjust them when needed, and how time card data is used for reporting and payroll review.

What This Feature Is

Time cards are the records created when staff clock in and out. Each time card represents one shift. Managers can review time cards, make adjustments when times need to be corrected, and generate reports for payroll.

How It Works

What a Time Card Contains

Each time card records:

Employee name
Location
Department (if selected at clock-in)
Clock in date, time, and type (in for the day, from lunch, from break)
Clock out date, time, and type (out for the day, for lunch, for break)
Total minutes worked
Paid break minutes (if applicable)
Tip amount (if entered)
Adjustment history (if any corrections were made)

Viewing Time Cards

Staff with the appropriate permission can view time cards and filter by:

Date range — Defaults to today, can be changed to any range
Employee name — Search by first or last name
Location — Filter to a specific bakery location
Currently clocked in — Show only employees who are currently working

Time cards can be sorted by employee name, location, department, clock-in time, or clock-out time.

When viewing an individual time card, you can see all shifts for that employee on the same date and the complete adjustment history.

Making Adjustments

When a time card needs to be corrected (e.g., an employee forgot to clock out, or clocked in at the wrong time), managers can make adjustments.

When adjusting a time card, you provide:

Corrected clock-in date and time
Corrected clock-in type
Corrected clock-out date and time (optional)
Corrected clock-out type (optional)
Reason for the adjustment (selected from a preconfigured list)

The system:

Creates a permanent record of the adjustment showing original and corrected values
Records who made the adjustment and when
Updates the time card with the corrected times
Recalculates the hours worked

A single time card can have multiple adjustments. Each one is recorded separately and displayed in order.

Staff cannot adjust their own time cards unless they have admin-level access. This prevents employees from modifying their own hours.

Adjustment Reasons

Adjustment reasons are preconfigured in Settings under Team/Time Clock. Each reason is a short label (up to 29 characters) that describes why the correction was needed. Your bakery creates its own list of reasons. Common examples might include:

Forgot to clock in
Forgot to clock out
Incorrect time
Manager correction
System error

Reports

Time card reports can be generated in three formats:

PDF — For printing
CSV — For spreadsheets and payroll
JSON — For data export

Report views:

Summary — Grouped totals only
Detail — Individual time card rows with all information
Detail with adjustments — Full details plus adjustment history

Reports can be sorted and grouped by:

Location
Employee
Department
Date
Work week

Reports can be filtered by:

Date range (required)
Location
Employee
Department
Adjusted only (show only time cards that have been corrected)

Reports include grand totals for minutes worked, paid break minutes, and total hours. Pre-configured date windows are available (today, yesterday, this week, last week, this month, etc.) or you can specify a custom range.

Reports can also be scheduled for recurring generation.

No Overtime Calculation

The system tracks total hours worked but does not automatically calculate overtime. Overtime would need to be determined manually when reviewing hours or exporting reports for payroll.

No Approval Workflow

There is no formal approval process for time cards. Managers review time cards and make adjustments as needed, but there is no "approve" or "reject" action.

What's Supported Today

Time card viewing with search, filter, and sort
Manual adjustments with reason tracking and audit history
Configurable adjustment reasons
Reports in PDF, CSV, and JSON formats
Summary, detail, and detail-with-adjustments report views
Grouping by location, employee, department, date, or work week
Scheduled report generation
Permanent audit trail for all adjustments

Limits, Rules, or Constraints

Staff cannot adjust their own time cards unless they have admin-level access.
A reason is required for every adjustment. Reasons must be configured in settings before adjustments can be made.
Adjustments are permanent and cannot be deleted.
The system does not calculate overtime automatically.
There is no formal approval workflow for time cards.
Time cards are retained indefinitely.

Common Questions

Can employees adjust their own time cards? No. Only managers with the adjust time cards permission can make changes, and they cannot adjust their own time cards unless they have admin access.

What if I need to correct a time card that was already adjusted? Make another adjustment. Each adjustment is recorded separately, so you can see the full history of changes.

Does the system calculate overtime? No. Hours are tracked but overtime is not automatically calculated. Use the CSV report export to calculate overtime in a spreadsheet or payroll system.

Who can view time cards? Staff with the view time cards permission (typically Shift Leads, FOH Managers, BOH Managers, and Admins). Only FOH Managers, BOH Managers, and Admins can make adjustments.

Can I set up automatic time card reports? Yes. Reports can be scheduled for recurring generation with your preferred filters and format.

Understanding the Time Clock
Understanding Roles and Permissions
Understanding Scheduled Reports

Keywords

time card, time adjustment, hours worked, payroll, time report, manager adjustment, break time, shift history