Free break record template
A sheet for the breaks people actually took, not the ones the roster planned: when the meal break started and finished, how many rest breaks were taken, and the paid hours that leaves.
| Date | Name | Shift start | Shift finish | Meal break start | Meal break finish | Rest breaks taken | Paid hours | Initials |
|---|---|---|---|---|---|---|---|---|
| Mon 1 Mar | Priya | 07:00 | 15:30 | 11:00 | 11:30 | 1 | 8.00 | PK |
| Mon 1 Mar | Sam | 10:00 | 14:00 | 1 | 4.00 | SL | ||
| Tue 2 Mar | Priya | 15:00 | 23:30 | 19:00 | 19:30 | 2 | 8.00 | PK |
| Tue 2 Mar | Alex | 17:00 | 22:15 | 19:30 | 20:00 | 1 | 4.75 | AB |
| Wed 3 Mar | Sam | 22:00 | 06:30 | 02:00 | 02:30 | 2 | 8.00 | SL |
What is in the file
- Template, blank, with 24 rows under date, name, shift start and the rest.
- Example, the same sheet filled in for Kingfisher Bakery.
- How to use, with the steps and the mistakes below.
The hours column is a formula, not a number typed in. It takes the finish from the start, counts a shift that runs past midnight correctly, and takes off the unpaid break.
How to fill it in
- Write the meal break as it was taken, start and finish, not as it was rostered.
- Leave the meal break empty if there was none, and the paid hours still work out.
- Count rest breaks in their own column. A paid rest break is not taken off the hours.
- Have the person initial the row at the end of the shift, while it is fresh.
Common mistakes
- Copying the rostered break time instead of the one actually taken
- Taking a paid rest break off the hours
- A break that ran over and nobody wrote down
When a spreadsheet stops being enough
Roster Flow turns clock ins into timesheets and sends the approved hours to Xero, MYOB or a CSV file.
Questions
What is on the break record template?
9 columns: date, name, shift start, shift finish, and 5 more. The blank sheet gives you 24 rows, and the example is the same grid filled in for Kingfisher Bakery: meal and rest breaks as they were actually taken, shift by shift.
Does the break record template work out the hours?
Yes. Paid hours is a formula, not a number typed in: it takes the finish from the start, counts a shift that runs past midnight correctly, and takes the unpaid break off. Type a start and a finish and the paid hours follow.
Can I use the break record template in Google Sheets?
Yes. Open break-record.xlsx from Google Drive, or use File, then Import, then Upload with break-record.csv. The grid and its example come across either way.
Do I need an account to download the break record template?
No. break-record.xlsx, break-record.csv and break-record.pdf are plain links. There is no sign up, no email address asked for, and nothing to install.