This guide is for Admin and HR users.
Your settings control how Rota, Time & Attendance works for your team. You can change them at any time.
Included in this guide:
1. Finding your settings
Go to Rota, Time & Attendance > Settings in the left-hand menu.
Use the Settings list to move between pages.
The options in the Settings list depend on your account mode. The example below shows the full list for a Rota + Time & Attendance account. If you use Rota only, you won't see the Time-capture & policy section (Clock-in & capture, Timesheet & breaks and Timeclock).
💡 Please note: each page has its own save button, so remember to save before moving to the next page.
2. Account mode
Go to Rota, Time & Attendance > Settings > Account mode.
Choose how your account works:
Time & Attendance: clock-in, timesheets and breaks, with no rota to build
Rota: plan and publish shifts, with no clock-in
Rota + Time & Attendance: plan shifts and record the hours worked
Click Switch to this under the one you want. Your current mode is labelled Current.
💡 Please note: switching modes changes what your whole team sees, so let them know first.
3. Locations
Go to Rota, Time & Attendance > Settings > Locations.
Click the location you want to change.
Turn on Enable for rota to use it in your rota.
Enter the Postcode and click Find address.
Turn on Enable geofence if clock-ins should only count at the site.
Set the Operating hours: Daily if they're the same every day, or Custom if they change.
Click Save locations.
To add a new location, click + Add location, enter the name and click Create location.
4. Rota jobs
Go to Rota, Time & Attendance > Settings > Rota jobs.
Click the jobs button next to a location, for example 0 of 4 jobs +.
Tick the jobs you want to use there, or click Select all.
Click Save.
Jobs come from your people's job titles in Breathe.
💡 Please note: a location won't show on your rota until it has at least one job. Any job that isn't assigned to a location won't show either.
5. People list
Go to Rota, Time & Attendance > Settings > People list.
Check everyone has a location, department and job.
Fill in any gaps using the lists in each row.
To give someone an extra location or job, click Add assignment.
Click Save.
⚠️ Important: extra assignments only apply to your rota. They don't change the person's profile in Breathe.
6. Coverage
Go to Rota, Time & Attendance > Settings > Coverage.
Choose a location from the dropdown menu at the top.
For each job, choose Daily or Custom, then select the days.
Enter how many people you need, and when.
Click Save coverage.
When you publish a rota, you'll see a warning for any days where a location doesn't have enough people.
7. Health & Safety duties
*Requires Subscription to Health and Safety Module*
Go to Rota, Time & Attendance > Settings > Health & Safety duties.
Select the Location and then each duty that you require by toggling Required/Not required as needed.
Select Daily or Custom and then the days, People needed and Time you need covered.
💡Good to know: You can click on the + icon next to times to add another time bracket.
For example, in this screenshot you can see that Suki is a 'First Aider', 'Fire Warden' and 'Key Holder' from the symbols that appear under her name on the rota.
The health and safety duties will only be visible if you have the health and safety module enabled.
8. Clock-in & capture
Go to Rota, Time & Attendance > Settings > Clock-in & capture.
Clock-in window: how early someone can clock in, from 5 to 60 minutes
Snap-to-rota tolerance: if someone clocks in or out within this many minutes of their shift, they're paid for the shift times
Clock-in violation threshold: flags a clock-in that's this far outside the shift start
Clock-out violation threshold: flags a clock-out that's this far outside the shift end
Enable geotagging: saves where someone clocked in
Allow unscheduled clock-in: lets people clock in without a shift
On this page, you'll also see a What this means in practice box.
The box gives examples of what happens when someone clocks in or out at different times, based on these settings:
Clocks in 5 min late: this is within your snap-to-rota tolerance, so they're paid for the shift times and nothing is flagged.
Clocks in 18 min late: this is over your clock-in violation threshold, so it's flagged for review.
Clocks out 20 min early: this is over your clock-out violation threshold, so it's flagged as a clock-out violation.
Click Save settings.
9. Timesheet & breaks
Go to Rota, Time & Attendance > Settings > Timesheet & breaks.
Manual timesheets: let employees add their own timesheets, for example, if they forget to clock in
How are timesheets approved?:
Manager sign-off - A manager reviews and approves each timesheet
or Auto-approve - Timesheets approve automatically, without manager sign-off
Lock timesheets after approval: stop timesheets being changed once they're approved
Enable break tracking: take breaks off timesheet hours automatically
How are breaks applied? By shift length, using your break rules, or Per shift
To add a break rule, click + Add rule, then enter the shift length, break length and whether it's paid using the dropdown.
Click Save settings.
⚠️ Important: changes to these settings only apply from when you save them. Time that's already been recorded won't be updated, and shifts you've already added keep their current break.
10. Timeclock
Go to Rota, Time & Attendance > Settings > Timeclock. A Timeclock is a shared device your team uses to clock in and out.
Click Set up a Timeclock to scan your unique QR code and pair one.
💡See Setting up the Timeclock for the full steps.
11. Pay rates and pay settings
Pay rates
Go to Rota, Time & Attendance > Settings > Pay rates.
This page links each person's hourly pay in Breathe to the jobs they work. To change a rate, update it on their profile in Breathe. You can only use this page on a computer.
Pay settings
Go to Rota, Time & Attendance > Settings > Pay settings to set how each type of hour is paid. Use the tabs at the top to switch between Pay elements and Payment conditions.
Pay elements are the types of pay, for example ordinary hours, overtime and weekend pay.
To add one, click + Add pay element.
To change one, click the three dots next to it, then click Edit.
Payment conditions decide when each pay element is used, for example, overtime after 8 hours a day.
Under Daily hour bands, click Add band and choose the pay element for that band.
Set the Effective from date.
Click Save changes.
💡 Please note: payment conditions start from the Effective from date. If that date is in the future, you'll see your current settings until then.
💡See Pay in Rota, Time & Attendence for more information.
12. Email notifications
Go to Rota, Time & Attendance > Settings > Email notifications.
Turn each email on or off. These settings only change the emails you get.
FAQs
Q) Why can't I see Clock-in & capture or Timesheet & breaks?
A) Your account is in Rota mode. To use clock-in, switch to Time & Attendance or Rota + Time & Attendance in Account mode.
Q) Why isn't my location showing on the rota?
A) Check Enable for rota is on in Locations, and that the location has at least one job in Rota jobs.
Q) Can I set these up on my phone?
A) We recommend using a computer for your settings.
We're here to help
Any questions? Contact support by using the messaging feature at the bottom right of your screen 💬