Time Tracking
Brother POS includes a built-in time clock that allows staff to clock in and out directly from the POS register. The system tracks shift duration, paid and unpaid breaks, and optional notes for each entry. Managers can view time reports from the admin panel.
Before You Begin
- The time tracking setting must be enabled in your store settings.
- You must be logged in to the POS to access the time clock.
- Time entries are tied to your user account, not to the register or cash drawer session.
Time tracking is an optional feature. If you do not see the time clock option in the header bar, ask your admin to enable it in Admin > Settings > Edit Settings > Operations tab.
Opening the Time Clock
When you are clocked in, a Break button appears in the header bar. This button provides quick access to break and clock-out actions. Note: the Break button only appears when you are already clocked in -- there is no visible Time Clock button in the header when you need to clock in initially.
To clock in for the first time, the Time Clock modal is triggered as part of the login flow or register selection process. Once clocked in, the Break button in the header provides access to break and clock-out actions.
Clocking In
Step-by-Step
- Open the Time Clock modal.
- The modal shows "Not currently clocked in" if you have no active shift.
- (Optional) Enter a note in the Notes field (e.g., "Starting early for inventory count").
- Tap Clock In.
- The status updates to show you are clocked in, with the current time recorded.
Once clocked in, the modal displays:
| Information | Description |
|---|---|
| Status | "Currently Clocked In" with a green indicator |
| Clock-in time | The time you clocked in (e.g., "9:00 AM") |
| Duration | Running total of how long you have been clocked in (e.g., "2h 15m") |
Clock in at the start of your shift before opening the cash drawer or processing sales. This ensures your time tracking covers your full working period.
Taking a Break
Brother POS supports two types of breaks:
| Break Type | Description | Pay Status |
|---|---|---|
| Paid Break | A short break that counts toward your shift hours | Compensated |
| Unpaid Break | A longer break (e.g., lunch) that is deducted from your total shift hours | Not compensated |
Starting a Break
- Open the Time Clock modal while clocked in.
- Two break buttons are displayed: Unpaid Break and Paid Break.
- Tap the appropriate break type.
- The status updates to show you are on break, including:
- The type of break (paid or unpaid)
- When the break started
Ending a Break
- Open the Time Clock modal while on break.
- Tap End Break.
- The break duration is recorded, and you return to normal clocked-in status.
If you forget to end your break, the break timer continues running. This affects your total shift hours and may result in inaccurate pay calculations. Always tap "End Break" when you return to work.
Clocking Out
Step-by-Step
- Open the Time Clock modal.
- The modal shows your current shift duration and break history.
- (Optional) Enter a note in the Notes field (e.g., "Leaving early -- dentist appointment").
- Tap Clock Out.
- The shift is closed and the total hours are recorded.
What Gets Recorded
When you clock out, the system saves:
| Data | Description |
|---|---|
| Clock-in time | When you started your shift |
| Clock-out time | When you ended your shift |
| Total duration | Gross shift length |
| Break time | Total time spent on breaks (paid and unpaid separated) |
| Net hours | Total duration minus unpaid break time |
| Notes | Any notes entered during clock-in or clock-out |
Viewing Your Current Status
The Time Clock modal always shows your current state:
Not Clocked In
- A gray status box reads "Not currently clocked in."
- The only available action is Clock In.
Clocked In (Not on Break)
- A green status box shows your clock-in time and running duration.
- Available actions: Unpaid Break, Paid Break, Clock Out.
On Break
- The green status box includes a break section showing the break type and start time.
- The only available action is End Break (and Clock Out, if needed).
Notes
You can add optional notes when clocking in or out. Notes are useful for:
- Explaining early arrivals or late departures
- Noting special tasks performed during the shift
- Recording reasons for schedule changes
- Any context the manager may need when reviewing timesheets
Notes are saved with the time entry and visible to managers in the admin panel.
Manager Features
Managers can access additional time tracking features from the admin panel:
| Feature | Location |
|---|---|
| View all time entries | Admin > Reports > Time Tracking |
| Edit time entries | Correct clock-in/out times for staff who forgot |
| Export timesheets | Generate reports for payroll processing |
| View break summaries | See paid vs. unpaid break totals per employee |
Time entry editing is only available from the admin panel, not from the POS register. If you made a mistake (e.g., forgot to clock out), ask your manager to correct the entry.
Common Scenarios
Forgot to Clock In
If you started working but forgot to clock in:
- Clock in now -- the system records the current time.
- Ask your manager to adjust the clock-in time in the admin panel to reflect when you actually started.
Forgot to Clock Out
If you left without clocking out:
- The system shows you as still clocked in on your next shift.
- Ask your manager to close the previous time entry and set the correct clock-out time.
Switching Registers
Your time clock status is tied to your user account, not the register. If you move to a different register during your shift:
- You remain clocked in. No action is needed.
- Open the Time Clock on the new register to verify your status if you want to confirm.
Taking Consecutive Breaks
You cannot start a new break while already on break. End the current break first, then start a new one if needed.
Troubleshooting
| Problem | Solution |
|---|---|
| Break button not visible in header bar | You must be clocked in for the Break button to appear. The time tracking setting must also be enabled. Ask your admin if time tracking is not available. |
| "Failed to clock in" error | Check your network connection. Time tracking requires server connectivity. |
| Duration shows wrong time | The clock uses the server's time zone. Verify your store's time zone is set correctly in Admin > Settings. |
| Break buttons not showing | You must be clocked in to see break options. Clock in first. |
| Cannot clock out while on break | You can clock out while on break -- the break ends automatically when you clock out. If the button is unresponsive, check your connection. |
Best Practices
- Clock in immediately when you arrive. Do not wait until after you have "settled in" -- your shift starts when you start working.
- Take breaks promptly. Clock in and out of breaks accurately for proper payroll accounting.
- Always clock out at the end of your shift. Forgotten clock-outs create extra work for managers.
- Use notes for unusual situations. If anything about your shift is out of the ordinary, add a note so your manager has context.
- Check your status when switching registers. A quick glance at the Time Clock modal confirms everything is tracking correctly.
What's Next?
- Offline Mode -- What happens to time tracking when the network is down
- Manager Override -- How PIN-based authorization works
- Keyboard Shortcuts -- Speed up common POS tasks