Why Is Time Tracking Legally Mandatory?
Since 2019, all companies in Spain—regardless of size or industry—are legally required to record employees’ daily work hours (check-in, check-out, breaks).
This is established under Royal Decree-Law 8/2019, which states:
- Companies must keep records for 4 years.
- Labor inspectors can request records at any time.
- Fines for noncompliance can exceed €6,000.
👉 See why it’s not optional?
Tracking Solutions: Paper, Excel, Apps, and Custom Software
Many companies started with printed sheets or Excel templates—but these come with serious risks:
| Solution | Advantages | Disadvantages |
|---|---|---|
| Paper / Excel | Cheap, quick | Error-prone, easy to tamper with, not valid for inspections |
| Generic App | Affordable, easy to set up | Limited, low customization |
| Custom Software | Fully tailored, secure | Requires upfront investment |
What Makes a Good Time Tracking System?
Clock-in from Any Device
Via mobile, tablet, or browser—no installation needed.
Automatic Reports
Total hours worked, lateness, absences, overtime.
Security and Traceability
Each clock-in is recorded with time and user details.
Shift and Vacation Management
Perfect for companies with rotating teams or remote work.
Comparison: Excel vs Generic Apps vs Custom Software
| Functionality | Excel / Paper | Generic App | Custom Software |
|---|---|---|---|
| Mobile clock-in | ❌ | ✅ | ✅ |
| Fully compliant with regulations | ❌ | ✅ | ✅ |
| Adapted to your company | ❌ | ❌ | ✅ |
| Custom reports | ❌ | Limited | ✅ |
| Scalable with business growth | ❌ | ❌ | ✅ |
⚠️ In short: going cheap can backfire if you end up fined or with invalid time logs.
How Much Does a Time Tracking System Cost?
- Excel or paper: zero cost... but no guarantees.
- Generic apps: between €2 and €5 per employee/month.
- Custom software: moderate upfront investment, but no monthly fees and long-term fit.
💡 If you have more than 5–10 employees, the savings in time and fines already outweigh the cost of custom development.
Want to Track Time Without Errors or Fines?
📲 At Clonyter, we build time tracking systems 100% tailored to your business—fully compliant and ready to grow with you. From mobile clock-ins to shift and vacation management.