know what it is, its importance and benefits

What does it mean to sign in in the workplace?

We understand clocking in as the act of recording the entry and exit times of all employees in a  company . This is a mandatory activity for all businesses in Spain if they want to comply with regulations.

In the work context, its objective is to control the attendance of workers, as well as to guarantee compliance with the maximum work periods permitted according to the  Workers’ Statute .

Clocking in at work also makes it easier to calculate  employees’ payroll , both for regular hours and for overtime worked.

What are the legal regulations regarding clocking in at work?

Previously, clocking in was an optional action carried out by larger companies to keep track of their employees. However, on March 8, 2019,  Royal Decree Law 8/2019 (Time Control Law) was approved.

From that moment on, it is mandatory to sign in and failure to do so may lead to legal consequences for the company.

This law was created with the aim of laying the appropriate foundations for compliance with  Article 34 of the Workers’ Statute . It specifies the working hours of Spaniards and how they can be distributed each week.

It should be noted that working hours may be altered according sweden email list  to the collective agreements of companies, but in no case may they fail to comply with current regulations.

What are the features of the timekeeping system?

One of the main characteristics of timekeeping in companies is how to get your international account number that it is the employee’s responsibility to record his or her entry and exit. However, the employer must provide the system to do so. Other characteristics of the process are:

• Accessibility : The system must be easily accessible sms To data  to all workers, since logging in and out is mandatory.
• Regulatory compliance : Records must be available for audit purposes and must also be maintained for a minimum of four years as required by law.
• Reliability and accuracy : If modern systems are used, it is possible to have an accurate record of all hours worked by employees.
• Integration with payroll management : there are time control software that can be coupled with other financial programs for payroll management. This makes the salary calculation process much faster.
• Flexibility and customization : These programs are very easy to configure, so they adapt to the needs and schedules of each company.

Types of time clock systems

As technology has advanced, different systems have been created for timekeeping in companies. In this regard, there are three modalities currently in use:

• Manual clocking : This is the least common method. The employee must manually record his or her entry and exit time, usually in a common book. There is also a personal card system where time is recorded.
• Digital clocking : here we have a wide variety of options, from the use of your mobile phone, applications, QR code reading, biometric system or fingerprint, etc. Its main characteristic is that they carry out the calculation of the hours worked automatically.
• Remote clocking : This is a method that has become popular since the pandemic. Using programs on computers or in the cloud, employees who work from home can clock in at the start and end of their workdays.

Benefits of signing

The benefits of clocking in at work are very varied, both for employers and employees. In the first case, the company can optimize its payroll management and have better control over the number of hours it must deduct from its employees.

This, over time, results in more efficient management of company resources. The more automatic the clocking-in process is through time control software, the less time is wasted in this process, thus increasing overall work performance.

For workers, this process contributes to the protection of their rights. By keeping track of the hours worked, it is much easier to check how much time has been worked and to compare it with the salary received. This is precisely why data transparency is mandatory.

Obligations and responsibilities related to the signing

Both parties, both employers and employees, must fulfill their responsibilities to ensure that the clocking-in process at work is fast and effective. In this regard, the employer must:

• Keep the timekeeping system up to date according to current laws
• Retain records for a minimum of four years
• Provide access to records for audits

For his part, the employee must comply with the following:

• Make sure to keep a time record when entering and leaving the company
• Comply with your stipulated work schedules
• Do not impersonate another worker under any circumstances.

Consequences of not signing correctly

Just as the benefits apply to both parties, the consequences are also present for companies and their employees. Remember that it is mandatory to sign in.

If irregularities in the register are detected during a labour inspection and companies do not comply with the regulations, they may be fined up to €180,000 (depending on the severity of the infringement).

For this reason, companies must constantly check that their employees clock in at work, since, according to the Workers’ Statute, the organization has the right to impose sanctions on employees if they prove that they do not follow the clocking-in regulations.

These sanctions range from a reduction in salary for a specified period of time to justified dismissal in the most serious cases.

Common mistakes when signing and how to avoid them

To avoid these inconveniences, it is necessary to maintain a constant control process. Most errors in registration occur when employees check in or out outside their schedule, generating some confusion in the system.

There is also the possibility that they forget to clock in, which causes them to lose their day of work, since, for the purposes of the system, they will not have a time record of their attendance.

To avoid situations like these, we can recommend that employers take measures such as:

• Conduct a periodic review of logs for errors
• Use alarms to remind employees to clock in or out
• Have copies of records in the cloud to prevent information loss
• Implement the use of easy-to-access time control software
• Provide detailed information and training to employees on how to use the time clock system, whether manual, digital or remote

It is common practice to have several ways to clock in at work, especially digitally. This responds to the need to adapt as much as possible to employees, ensuring their comfort.