The importance of a Time and Attendance System

This May marks the second anniversary of the entry into force of the well-known Law on Time and Attendance Control (RD 8/2019), by which all companies are obliged to record the working hours of all workers. Non-compliance constitutes a serious infringement in labour matters (article 7.5 of the Law on Social Order Infringements and Penalties), and the penalty can exceed €6,000 in serious cases.

Its application seeks, among other things, to combat job insecurity by counting the effective working time worked by each worker during their working day.

Two years after its approval, and as a consequence of the pandemic, having a time register has become more important in companies, not only for its initial purpose, but also for the control and registration of all workers in case of an outbreak in the workplace.

Having an efficient and agile Time and Attendance System ensures that the company has a record of which workers have stayed in each of its workplaces and when. In the event of a case or outbreak of covid, all workers can be monitored exhaustively, applying isolation or quarantine measures if necessary.

But the value it brings does not stop there. In the event of any drill or emergency situation in which it is necessary to evacuate a workplace, it can be used as a system for counting the workers who have left the premises and those who are still inside.

The entry into force of this regulation meant that all companies had to manage time recording in some way. While it is true that a large number of them have implemented more or less automated systems, not all of them have managed to do so.

In a recent survey, it was found that more than 25% of companies still do not have all the advantages of a time recording and control solution and are exposed to possible sanctions by the administration.

Day-to-day reality shows us all the operational and time-saving advantages of using a simple and automated time recording system.

At dokify we reinforce our commitment to occupational health and safety, providing solutions for the management of companies.

Get to know our "Time Registration" tool.

Which time clocking systems are included in the law

In Spain, the law allows several clocking systems to record employees' working hours, in compliance with the Workers' Statute and Royal Decree-Law 8/2019, on urgent measures for social protection and the fight against labor precariousness in the working day. These systems must guarantee the reliability, unalterability and non-manipulation of the data once recorded.

• Electronic clocking-in: This may include the use of proximity cards, fingerprint, facial recognition or personal codes. These automated systems record time of entry and exit accurately and are difficult to counterfeit.
• Online or mobile clocking systems: Mobile applications or web platforms allow employees to clock in from anywhere, especially useful for mobile or telecommuting workers. They must ensure employee identification and record the exact time of clocking in.
• Manual clocking: Although less common due to its lower security and greater ease of alteration, manual clocking, like signing on paper, is still accepted if the requirements of reliability and veracity are respected.

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Regardless of the system used, the company must keep the working day records for four years and keep them at the disposal of the workers, their legal representatives and the Labor and Social Security Inspectorate. The choice of the recording system must consider the nature and characteristics of the work activity, as well as ensure respect for workers' rights, especially with regard to their privacy and the protection of personal data.

Why electronic time clocking systems are the most efficient systems

Electronic time records are considered the most appropriate for several reasons. First, they offer greater accuracy and reliability in recording the workday. Electronic systems minimize the human errors associated with manual clocking in and out, such as forgetting or inaccurate clocking in and out times. By automating the process, it ensures that records are accurate and accurately reflect the hours worked by each employee.

Secondly, electronic filing enhances data security and integrity. These systems usually have security measures that prevent tampering or unauthorized access to information. In addition, by storing data digitally, the risk of loss or deterioration of records is reduced, ensuring that information is available when needed for audits or inspections.

Third, the implementation of electronic time recording systems facilitates the analysis and management of working time. Companies can easily access data to monitor hours worked, plan schedules, calculate overtime pay and manage absences. This contributes to better organization of work and more efficient allocation of human resources.

Electronic clocking offers convenience and flexibility for both employers and employees. Workers can clock in from different devices and locations, which is especially beneficial for those who work remotely or have flexible schedules; this flexibility can improve employee satisfaction and support a better work-life balance. Taken together, these advantages make electronic clocking a more suitable option for today's businesses.

The management of transfers for the protection of personal data

The filing systems in Spain must be managed in compliance with the Organic Law on the Protection of Personal Data and Guarantee of Digital Rights (LOPD) and the General Data Protection Regulation (GDPR). This implies that the collection, storage and processing of the registration data must be based on legality and transparency.

Companies must inform workers about the implementation of the clocking system, explaining the purpose and use of the data collected. They must ensure that they collect only the data necessary for the recording of the working day and not use it for other purposes without consent.

In addition, it is essential to ensure the security of the data, implementing appropriate technical and organizational measures to prevent its loss, alteration or unauthorized access. Employees must have access to their own data and be able to exercise their rights of access, rectification, deletion and limitation of processing.

Records must be kept for the time stipulated by law, usually four years, and be available to workers, their representatives and the Labor and Social Security Inspectorate. The management of these systems should be reviewed regularly to ensure their ongoing compliance with data protection legislation.

The dokify clocking system is adapted to the current legal regulations, making the management of information much simpler and more transparent. 

Time clocking systems in teleworking companies

Time clocking systems for teleworking companies can be managed through digital platforms or mobile applications, which allow employees to record their workday from anywhere. These systems are often compatible with a variety of devices and offer functionalities such as geolocation and start and end time recognition, ensuring accurate tracking of time worked.

One of the main advantages of these systems is the flexibility they offer to both employers and employees. They facilitate adaptation to different schedules and work styles, promoting a balance between work and personal life, and allow companies to effectively monitor and manage working hours, ensuring compliance with labor regulations and avoiding potential conflicts.

Another significant benefit is improved productivity and efficiency. By providing a clear and accessible record of hours worked, remote clocking systems reduce the need for direct supervision and allow employees to better self-manage their time.

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