Published on March 3, 2026
Mandatory digital time registration: complete guide for businesses
Everything you need to know about the new digital time registration regulation in Spain: requirements, deadlines, and how to prepare your company.
What changes with the new regulation?
Work time recording has been mandatory since May 2019, under Royal Decree-Law 8/2019. However, until now no specific format was required: many companies still use paper, Excel spreadsheets, or rudimentary systems. The new regulation changes this radically by requiring registration to be exclusively digital, with individual credentials per worker, immutable records, and real-time access for the Labor Inspection.
Key requirements for digital registration
The main requirements are: 100% digital system (no paper or Excel), individual credentials for each worker (PIN, QR, or NFC — biometric data is excluded), immutable records with full traceability of any correction, real-time remote access for the Labor Inspection, and data retention for a minimum of 4 years.
When does it take effect?
As of March 2026, the regulation is still pending parliamentary approval. The bill is stalled in Congress due to political deadlock and there is no confirmed effective date. However, the legislative direction is clear: companies still using paper or Excel will need to migrate to a compliant digital system. Preparing now is the best strategy to avoid penalties and operational problems when the law is eventually passed.
How to prepare your company
The first step is to evaluate your current registration system. If you use paper, Excel, or a system that doesn't meet the new requirements, you'll need to migrate to a digital solution. Look for software that offers individual credentials, immutable records, exportable reports, and 4-year data retention. Ficha.Work meets all these requirements from €1 per user per month.
What are the penalties for non-compliance?
Penalties for not keeping time records or not doing so correctly range from €751 to €225,018 depending on severity. With the new regulation, not using a compliant digital system will be considered a serious offense. The best way to avoid penalties is to adopt a compliant system as soon as possible.
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