Office cleaning · Residential buildings · Industrial · Healthcare

Time tracking for cleaning companies

Staff spread across dozens of client sites, shifts before the office opens and part-time contracts. With Ficha.Work each person clocks in from their phone at the site they're at, and you have an up-to-date working-time record without chasing sign-in sheets.

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14-day free trial (payment method required, nothing charged until day 15). Then €1/user/month + VAT.

Why time tracking in cleaning is different

In a cleaning company almost nobody works at head office. Each person goes to one or several client sites a day, at times when nobody else is around (early in the morning or after closing) and many work part-time. Sign-in sheets stay at the client's site, arrive at the end of the month or never arrive.

Ficha.Work is time-tracking software built for distributed teams: each person clocks in with their own phone at the site they're at, the clock-in stores the time and, if the phone allows it, the location, and the company keeps the complete record for four years.

The usual problems in cleaning, solved

What cleaning companies tell us most, and how Ficha.Work covers it.

Several sites in one day

The same cleaner does an office at 6, a residential building at 10 and a shop in the afternoon.

With Ficha.Work: they clock in and out at each site from their phone and the day is totalled automatically. The dashboard shows each stretch with its time and, if the phone allows it, its location.

Basements, car parks and warehouses with no signal

Exactly where the cleaning happens is where the phone loses signal.

With Ficha.Work: the clock-in is saved on the phone with the real time it was tapped and sent automatically as soon as the signal returns. It isn't lost or recorded with the sync time.

Early-morning and night shifts

Work happens before opening or after closing, with no supervisor present.

With Ficha.Work: the dashboard shows in real time who is clocked in and who should be according to their schedule, without having to call anyone. Shifts that cross midnight count on the day they started.

Part-time contracts

Lots of part-time hours, with extra hours that need to be recorded properly.

With Ficha.Work: you give each person their schedule and contracted hours, the dashboard compares what was clocked with what was planned, and the monthly report gives each worker's total hours, which is what your adviser needs.

Did they clock in at the client's site?

Without a supervisor at each site, there's no way to know where a clock-in was made.

With Ficha.Work: the clock-in records the phone's location when the worker allows it. If you need to, location-based clock-in limits clocking to a radius around each site (available on request). And if the client agrees, an NFC base at the entrance.

Forgotten clock-outs

After the last site of the day, the clock-out is left undone.

With Ficha.Work: the worker gets an alert after more than 8 hours clocked in, or 2 hours after their scheduled end time. If they still forget, they fix it with a correction request that the manager approves, and it stays documented.

Clocking in at each site: phone, offline or with an NFC base

The usual way is the mobile app on arriving at and leaving each site. If there's no signal, the clock-in is saved on the phone with its real time and sent when coverage returns. If the client agrees, you can stick an NFC base at the entrance to their premises: each person taps their own phone and clocks in without opening the app. No power or Wi-Fi needed.

Each base costs €35 (one-off, no subscription). See how the NFC clock-in bases work.

Schedules per site and schedule-based clock-in

Give each person their schedule (early morning, split or part-time) and the dashboard compares what was clocked with what was planned. For fixed hours you can turn on schedule-based clock-in: the system records according to the assigned shift and the person gets a reminder; if they finish later one day, they clock their real time.

Set up shifts in schedules and shifts and assign them to each person.

What the working-time record law requires

A daily working-time record has been mandatory for every company since 12 May 2019 (article 34.9 of the Workers' Statute, introduced by Royal Decree-law 8/2019). This also applies when work is done at client sites and on part-time contracts.

The exact start and end time of each employee's working day, every day.
Records kept for four years, available to employees, their representatives and the Labour Inspectorate.
For part-time contracts, a day-by-day record totalled monthly, with a copy of the summary given with the payslip (article 12.4.c of the Workers' Statute).
How the record is organised and documented is set by collective agreement, company agreement or, failing that, by the employer after consulting staff representatives.

Working hours, extra hours, night work or travel allowances are set by your cleaning collective agreement (provincial or regional). Ficha.Work records the real hours; apply the rules afterwards according to your agreement or your adviser.

More on the legal obligation in our guide to the working-time record.

Source: Workers' Statute, arts. 12.4.c and 34.9 (BOE, consolidated text)

What it costs for a cleaning company

€1 per active worker per month + VAT, with every feature included: clock-in, schedules, calendars, vacations, corrections and reports. A company with 30 workers pays €30 a month + VAT, with no charge per site. NFC bases are optional: €35 each, one-off.

Work out your exact budget on the pricing page.

FAQ: time tracking for cleaning companies

Is a working-time record mandatory for a cleaning company?

Yes. Since May 2019 every company with employees must record each day the start and end time of each employee's working day and keep those records for four years (art. 34.9 of the Workers' Statute). For part-time contracts the record is also totalled each month (art. 12.4.c).

How does someone who cleans several sites a day clock in?

They clock in and out at each site from their phone. Ficha.Work adds up the day's stretches and compares them with their schedule, so you can see at a glance whether the day adds up.

What if there's no signal at the site?

They clock in anyway. The clock-in is saved on the phone with the time it was tapped and sent automatically when the signal returns, so the record shows the real time.

Can I check they clocked in at the client's site?

The clock-in stores the phone's location when the worker allows it. If you need to enforce it, location-based clock-in limits clocking to a radius around each site you set up. This feature is enabled on request; write to us and we'll turn it on for your company.

Do I need a terminal at each site?

No. Each person clocks in with their own phone. If the client agrees and you'd like a fixed point, an NFC base at the entrance costs €35 (one-off) and needs no power or Wi-Fi.

How much does it cost?

€1 per active worker per month + VAT, everything included and no charge per site. You can try it free for 14 days: a payment method is required, but nothing is charged until day 15 and you can cancel before then at no cost.

Start recording your team's working time today