Working-Time Record Software
Mandatory, digital and traceable

All companies and self-employed individuals with employees in Spain, regardless of size, revenue or industry, are required to do so under Article 34.9 of the Estatuto de los Trabajadores (as introduced by Real Decreto-ley 8/2019). The obligation covers the entire workforce, including full-time and part-time contracts, remote workers, itinerant staff, construction crews and field technicians. Only senior management staff in the strict sense are excluded.

In current inspection practice, paper sheets and Excel spreadsheets are the most heavily penalized methods. An Excel spreadsheet carries little evidentiary weight because any user can edit cells retrospectively without leaving an audit trail. Paper sheets, for their part, are often all signed at once at month-end with the same pen, which the ITSS regards as a clear sign of falsification. Furthermore, the planned royal decree on digital records, not yet in force, provides for the record to be digital, tamper-proof and remotely accessible to the Labor Inspectorate.

The Agencia Española de Protección de Datos (AEPD), in its official Guide on biometric attendance control, has established that the use of fingerprint or facial recognition breaches the data minimization principle under the GDPR (Art. 9). Biometric data is a special category of data and employers must use less intrusive alternatives. Fines imposed by the AEPD on companies for using fingerprint readers already run into hundreds of thousands of euros. WorkLogTracker does not use any biometric data.

The inspector requests: 1) Daily clock-in, break, and clock-out logs of persons currently working at the facility; 2) 4-year historical records for all staff; 3) Accurate breakdown between regular and overtime hours; and 4) Verification that the system guarantees data immutability and delivery of monthly summaries to workers. With WorkLogTracker, supervisors generate the official PDF or CSV report instantaneously.

Under the Ley sobre Infracciones y Sanciones en el Orden Social (LISOS, art. 7.5), failure to keep the working-time record or tampering with it is classified as a serious infraction, with fines from 1,000 € to 10,000 € per work center or company. Furthermore, in part-time contracts lacking reliable records, Art. 12.4 of the Estatuto de los Trabajadores presumes full-time employment, requiring payment of wage differences and Social Security contributions for the last 4 years plus a 20% surcharge.

Via the WorkLogTracker mobile app for iOS and Android. Workers tap "Start Day" when they arrive at the site, warehouse or first service call. The app performs a point-in-time GPS geofence check to verify whether they are at the assigned location (without any continuous tracking afterwards). In a basement or rural area without coverage, the clock-in is stored encrypted on the phone and synced as soon as signal returns.

The system does not allow anyone to delete or overwrite the original record, fulfilling the legal requirement of immutability. Instead, the worker generates an incident request explaining the oversight. The supervisor reviews and approves or rejects the request. During an inspection, the log clearly demonstrates who requested the change, on what date, and who authorized it.

The law requires working-time records to be kept for a minimum of 4 years and to remain available to workers, their legal representatives and the Labor Inspectorate. WorkLogTracker stores data in the cloud with continuous backups and lets you download the official monthly template as an A4 PDF so that each employee receives their copy with the exact breakdown of hours.