Work Hours Tracking: What happens if employees forget to clock in?

Published on 19/04/2024

Work Hours Tracking: What happens if employees forget to clock in?

Published on 19/04/2024

Join our monthly Newsletter to receive free alerts from new posts

Tabla de contenidos


Work Hours Tracking: What happens if employees forget to clock in?

Since May 12, 2019, the Spanish time control law requires all companies to keep a daily record of their workers’ schedules. While it is the company’s responsibility to maintain these records, in practice, it is the employees who must clock in daily. What happens if one or several workers forget or refuse to clock in?

Here’s how management can address the lack of recording and avoid potential fines during an inspection:

As explained in our guide “8 steps to implement workday recording in your company,” the first and most important step is to create a regulatory framework for the workday recording that explains the adopted solution and details the obligations of the employees. Among other things, the framework should emphasize the mandatory daily recording and explain how to record:

  • The start and end times of the workday
  • Break times or any interruptions that cannot be considered effective working time
  • How certain activities like teleworking, travel, or displacements are regulated
  • Possible penalties for fraud or irregular use of the recording system

Once the regulatory framework is developed, it must be communicated and explained to the employees and executives of the company. Communication and training are key to ensuring success. It’s important that workers understand what they need to do and know how to use the adopted solution for workday recording. An initial phase of result monitoring is also necessary to ensure that the system is working correctly and there are no errors or oversights.

If, despite having communicated the obligation to clock in and out, some people forget or refuse to do so, then the company must exercise its authority. As contemplated in Article 58 E.T, the company must warn the worker of the non-compliance, indicating the violation committed and the sanction, noting the date and the facts that motivate it. In cases of repeated disobedience by an employee, the sanction could lead to dismissal.

With the implementation of the Law, many companies developed apps for employees to clock in from their mobile phones. The Law considers it “abusive to force a worker to use their private phone for work-related functions.” Therefore, if an employee refuses to clock in using their personal mobile, the company cannot sanction them.

Explaining the need for workday recording well can prevent extreme situations that only contribute to worsening the work environment.

The choice of recording system can also contribute to better acceptance by workers. There are time control software, like the WorkMeter’s time management software, which allow recording the entry and exit times automatically. This solution also automatically measures break times and accurately calculates effective working time.

Such automatic solutions help organizations avoid oversights and refusals and facilitate the obtaining of complete daily reports. They also completely eliminate the administrative burdens that workday recording can pose for the Human Resources department. Finally, they allow reducing unnecessary costs to the company since the calculation of overtime is 100% objective.

Time management software - free trial

Table of Contents

Artículos relacionados