Use the Break Report

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At a glance

The Break Report shows break data for every team member across a selected time period. Use it to review break usage, spot missed or excessive breaks, edit errors in recorded break times, and export break data for payroll or audit purposes. This is the post-shift review surface; for recording breaks in real time during a shift, see Record a Break for a Team Member.

Before you start

1. You need a role with permission to view and edit the Break Report. [VERIFY: exact permission label.]
2. The team members whose breaks you want to review must have worked shifts during the period you are looking at.
3. Know what you are looking for: a specific team member, all breaks in a date range, missed breaks, breaks that ran over, or a CSV export for outside use.
4. Estimated time: a minute or two for a quick check on one team member; longer for bulk review or export-based analysis.

Steps

1. Select Team from the left navigation to open the staff list. [SCREENSHOT NEEDED: staff list, matches walkthrough screenshot 1]
2. Click the Break Report tab at the top of the staff list. The view switches from the roster to the break data table. [SCREENSHOT NEEDED: Break Report tab, matches walkthrough screenshot 2]
3. Find the team member whose breaks you want to review and click to expand their shift history. The view expands to show each day the team member worked in the selected date range. [SCREENSHOT NEEDED: expanded team member, matches walkthrough screenshot 3]
4. Click the specific day you want to review. The day expands to show break details across 3 columns: Eligible (the break time the team member was entitled to for that shift), Unused (how much of that entitled time was not taken, shown in minutes and as a percentage), and Excess (how much break time was taken beyond the eligible amount). There is no separate "Used" column; to determine how much break time was actually used, subtract Unused from Eligible. [SCREENSHOT NEEDED: day detail view, matches walkthrough screenshot 4]
5. If the data is wrong, click Manage Breaks to correct it. [SCREENSHOT NEEDED: Manage Breaks button, matches walkthrough screenshot 5] Common reasons to correct are forgetting to end a break (so the timer kept running and shows hundreds of minutes over) or forgetting to push the break button when it was actually taken.
6. To change the time period you are reviewing, use the time-range control. Options include the current week, last pay period, custom date ranges (for example, May 1 to today), or a specific month. [SCREENSHOT NEEDED: time-range control, matches walkthrough screenshot 6]
7. To work with the data outside OneClick, click Export to download a CSV file of the report for the selected period. The CSV contains every team member's break data in a single table, which is faster than opening each team member individually. [SCREENSHOT NEEDED: export button, matches walkthrough screenshot 7]
8. You should now see the data you need, either corrected in the report itself or exported for outside review. For ongoing monitoring, use the filter controls (walkthrough screenshot 8) to narrow the view by break length (10-minute or 30-minute), by unused time above or below a threshold, or by excess time above or below a threshold.

Video

Existing video walkthrough covers this workflow end to end, including the eligibility, usage, and excess calculations on a live example. [VERIFY: confirm whether the existing video is ready to embed directly or needs a refresh.]

Common gotchas

The break time shown is different from when the team member actually clocked out for break.

Break duration in OneClick is measured from when the break button was pressed to when it was pressed again to end the break, not from when the team member clocked out. If a team member took a full 30-minute break but the end-break button was pressed 29 minutes in, the report shows 29 minutes. Use Manage Breaks to correct the duration if the recorded time does not match reality.

A team member shows hundreds or thousands of minutes of excess break time.

Almost always caused by a break that was started but never ended, so the timer kept running until the next day or until someone noticed. Click Manage Breaks on that day and set the break duration to the correct number of minutes. The report recalculates immediately.

A team member shows unused break time and I am not sure whether they skipped breaks or forgot to push the button.

The report cannot tell the difference on its own; both look the same in the data. Talk to the team member or check the day's schedule for context. If the pattern is frequent, reinforce the expectation that breaks need to be pushed in OneClick when taken, not just taken physically.

I want to see breaks across a custom time range, not just the current week.

Use the time-range selector. Presets include current week, last pay period (14 days), and common month ranges. For anything else, use the custom range option and set the start and end dates (for example, May 1 to today, or April 15 to April 30). The report updates to match.

I want to filter down to only breaks that went over, or only 10-minute breaks.

Use the filter controls. You can filter by break length (only 10-minute or only 30-minute breaks), by unused break time above or below a threshold you set, or by excess time above or below a threshold. Clear filters to return to the full view.

The CSV export is missing team members I expect to see.

Confirm your time range includes the shifts those team members worked, and confirm any active filters are not excluding them. The export respects the current view filters and time range; if the view is filtered, the CSV is filtered too.

Related articles

1. Record a Break for a Team Member (How-To Guides), the in-shift counterpart to this article.
2. Understand Break Rules and Compliance (Reference)
3. Understand Permission Levels (Reference)

Still stuck

If the Break Report shows unexpected data, breaks are missing that you expect to see, or the CSV export does not generate, submit a support ticket and include:

1. Your store number.
2. The date range you were viewing.
3. The team member or filter involved if the issue is specific to one.
4. A screenshot of the Break Report with the issue visible.

Support typically responds within one business day.

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Pre-publish checklist status

40 ebb7a1a0-a1a1-487b-8b6f-523f8fe226c5 complete All seven sections filled.

41 e516b573-a63d-4c7b-b77e-1b02e1beb90b complete Final step is a confirmation step.

42 4262e53b-eecf-4d62-a246-c6d4473828ca complete No em dashes (verified).

43 2763414c-7ee8-43c7-bb3e-d52e8dd74084 complete No hedge words.

44 3bbadc90-93a4-417b-afc5-7496c65670c5 complete Role references are permission-based, not role-name-based.

45 e54a26ed-7f6a-456b-bd27-f60732ccd476 complete v2 2026-05-05: Column inventory corrected to 3 columns (Eligible / Unused / Excess; no "Used" column). Step 5 button corrected to "Manage Breaks" (was "Edit"). Source: F-60, F-61.

46 9e8f359a-9e30-4ee4-8efd-92c19619aa52 incomplete VERIFY: exact permission label for Break Report access.

47 c9836812-eed8-4a6a-ada5-f7b11043df71 incomplete UI verified against Production.

48 174022ad-cec1-43ca-8b6c-8de41a43a149 incomplete Screenshots to be inserted (mapped to walkthrough screenshot numbers 1 through 8 in Steps).

49 791aba6e-e2e9-43d7-9d90-293b6d267203 incomplete Related article links to be activated once those articles exist.

50 3eb3d933-7859-4707-af06-ca6f360cbd8e incomplete Existing video embed verified.

51 cf411cd6-9022-4361-8cdd-9ce290e1f6e1 incomplete Primary search term tested in HubSpot KB search (likely "break report" or "view break data").

52 93b413c5-98c2-4925-bc49-8f870d8479a3 incomplete Reviewed by Jared.

53 73892b53-6fb7-484b-9cf3-d95f7e81c7c3 incomplete Reviewed by Kevin.