--- title: "Understanding Time Cards and Adjustments in BakeSmart" url: "https://help.bakesmart.com/en/article/understanding-time-cards-and-adjustments-in-bakesmart-revision" language: "en" last_updated: "2026-10-21T16:36:43.746Z" --- # Understanding Time Cards and Adjustments in BakeSmart Time Cards give managers a clear record of when employees worked and any corrections made along the way. They provide an easy way to review hours, breaks, tips, and adjustments, while maintaining a permanent history that can be used for payroll review and reporting. ![](https://cdn-assets.productfruits.com/cc12f2c1-6d63-40ce-b7fa-4170c137697a) Time cards are the records created when staff clock in and out. 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 find, review and adjust them, and how time card data is used for reporting and payroll review. ## 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) ### Finding time cards Staff with the appropriate permission can view time cards. - Click **Time Cards** in the top navigation. - Set the date range. It starts at today, so change it first if you're looking at another day or a pay period. - Type a first name or a last name in the search field (it shows *Search...*). Part of a name works too. Note: Type either the first name or the last name, not both. A full name, like "Maria Lopez", finds nothing. You can also narrow the list: - The location list (it shows *Select location...*) — Show one bakery location. It appears if your bakery has more than one location. - **Currently Clocked In** — Show only staff who are working right now. 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. ![](https://cdn-assets.productfruits.com/bbec2dcd-bec3-45e1-98f5-6e99a0e982cf) ## Related articles - [Understanding the Time Clock in](https://help.bakesmart.com/en/article/understanding-the-time-clock-in) - [Understanding and Setting Up Time Cards in BakeSmart (Admin Guide)](https://help.bakesmart.com/en/article/understanding-and-setting-up-time-cards-in-bakesmart-admin-guide) - [Understanding search](https://help.bakesmart.com/en/article/understanding-search)