Published on March 7, 2026
From paper to cloud: how to digitize your SME's time tracking in one day
Many small businesses still track employee hours with paper sheets or spreadsheets. Here's how to make the switch to digital time tracking in a single day, hassle-free.
Why ditch paper and spreadsheets?
Time tracking has been mandatory for businesses in Spain since 2019, but until recently the law didn't require it to be digital. The new digital time registration regulation demands an electronic system that is accessible and tamper-proof. Paper and spreadsheets fail on all counts: they're easy to alter, hard to audit, and don't guarantee data integrity. Beyond compliance, manual tracking wastes time, introduces errors, and becomes unmanageable as your team grows. A digital system eliminates these problems entirely.
Step 1: Create your account and add your employees
Start by signing up on Ficha.Work from your browser. In under two minutes you'll have your company account set up. Next, add your employees by entering their name, email, and role. Each worker receives an email invitation to activate their account. No server installation needed, no hardware to configure — everything works from the browser and the mobile app.
Step 2: Set up schedules and calendars
Define your company's work schedules: split shifts, continuous shifts, rotating shifts — whatever you need. Assign each schedule to the relevant employees. You can also create work calendars with your region's public holidays and assign them per worker. If you enable clock-by-schedule, employees will receive an automatic notification if they forget to clock in according to their assigned shift.
Step 3: Your employees clock in from their phone
Once configured, your employees simply open the app and tap a button to clock in or out. If you install NFC bases at your office, they just tap their phone to clock automatically — no app to open, no passwords. Hours are recorded instantly in the cloud, accessible to both the employee and the company in real time.
Step 4: Review, correct, and export
From the company dashboard you can see each employee's hours in real time, review history by day, week, or month, and spot absences or incomplete clock entries. If an employee forgets to clock in or makes an error, they can create a correction request that the manager approves or rejects in one click. Everything is documented. You can also schedule automatic PDF reports sent to your email or archived in Google Drive.
One day to set up, sorted forever
Digitizing time tracking for an SME with Ficha.Work doesn't require weeks of implementation or technical training. In one morning you can have your company configured, employees registered, and schedules assigned. From that moment on, time tracking runs itself: your workers clock in from their phone, data is stored automatically in the cloud, and you're compliant — without touching a single piece of paper. It's time to leave the filing cabinets behind.
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