Working Hours Tracking: What It Is and What You Should Know

In recent years, labor legislation has evolved to ensure greater transparency and protection for both employees and employers. One of the most significant changes has been the obligation to track working hours, a regulation that affects virtually all companies in Spain. But what exactly does it involve? What implications does it have for your business? And, most importantly, how can you comply with this obligation in a simple, efficient, and legally sound way?

What is working hours tracking?

The working hours tracking system is the method by which companies record the clock-in and clock-out times of each employee, including breaks and rest periods. This measure aims to ensure that employees do not work more hours than agreed without proper compensation, and that legal limits on working hours and rest are respected.

This obligation was regulated in Spain through Royal Decree-Law 8/2019, which establishes that all companies must keep a daily record of working hours for their employees, regardless of the type of contract or working arrangement (on-site or remote).

What must a working hours record comply with?

According to current legislation, the tracking system must meet the following requirements:

  • Daily record of clock-in and clock-out for each employee.

  • Retention of records for at least 4 years.

  • Accessibility: employees must be able to access their record history upon request.

  • Availability to the Labor Inspectorate, in the event of an audit.

  • Reliability and transparency: the use of systems that can be manipulated or that lack clarity is not permitted.

Non-compliance with this regulation can result in financial penalties ranging from 750 to 7,500 euros, depending on the severity of the case.

Clocky.Me: the modern and legally compliant solution for working hours tracking

Clocky.Me is a web platform designed to facilitate the digital recording of working hours, in full compliance with the legal requirements in force. It is simple to use, secure, and accessible from any internet-connected device, enabling implementation in both on-site and remote work environments.

Main features of Clocky.Me

  • Clock-in with PIN or QR code: Each employee has a 4-digit PIN and a personalized QR code to record clock-ins and clock-outs quickly and securely.
  • Status and hours worked overview: Employees can check their last clock-in and the total hours worked during the day directly from the user interface.
  • Fixed IP control: The company can restrict access to the clock-in system to authorized internet connections, ensuring that records are made from predefined locations.
  • Location tracking (optional): If the employee grants geolocation permission, the system records the exact location of the clock-in and allows the manager to view it on an integrated map.
  • Custom schedule management: Managers can create and assign specific schedules for each employee, including options such as continuous shifts, split shifts, or flexible hours, as well as setting tolerance margins.
  • Incident detection: The system automatically identifies irregularities, such as clock-ins without a corresponding clock-out or discrepancies between the planned and recorded schedule, enabling managers to act quickly.
  • Report generation: Clocky.Me provides detailed reports by employee, location, or date range, exportable in PDF, Excel, and Log formats, useful for inspections or audits.
  • Document management: Each employee's profile can store relevant documents such as contracts, medical certificates, or leave permits. This record prevents automatic incidents from being generated on days of justified absence.

Is it mandatory for all companies?

Yes. All companies are required to implement a working hours tracking system, without exception. This includes everything from small family businesses to large corporations, and even employees working remotely. The regulation does not specify a particular method, but it does require that the system used be reliable, accessible, and meet the criteria for traceability and data retention.

Working hours tracking is not just a legal obligation — it is a strategic tool that can help improve time management, productivity, and employee relations. Implementing a solution like Clocky.Me allows you to comply with current regulations in a simple and efficient way, adapting to the real needs of your business.

Do not wait for a penalty before taking action. Adopt a modern, legal, and flexible solution. With Clocky.Me, working hours tracking is in your hands.