Shops · Chains · Franchises · Supermarkets

Time tracking for retail and shops

Morning and evening shifts, holiday openings, Christmas and sales campaigns, and teams spread across several stores. Ficha.Work records each sales assistant's working day from their phone and gives you one dashboard for every store.

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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 a shop is not that simple

Retail mixes full-time and part-time contracts, shifts that rotate every week and stores that open late or on authorised public holidays. With sign-in sheets on the counter, every store notes hours its own way and head office does not know what happened until the end of the month.

Ficha.Work is time tracking software that brings all of that together: every sales assistant clocks in from their phone or the store's NFC base, the store manager approves corrections, and the company keeps the whole team's working-time record for four years.

The usual retail headaches, solved

What shops and chains tell us most, and how Ficha.Work handles it.

Morning and evening shifts

Who opens and who closes changes every week, and on paper nobody compares clocked hours with the rota.

With Ficha.Work: create a schedule for each shift (morning, evening or split) and assign it to each worker; if the week changes, change the assignment from the dashboard. The dashboard compares clocked hours with planned ones: late arrivals, late finishes and extra hours in plain sight.

Sundays and holiday openings

Holiday opening days and local holidays vary with the region and town of each store.

With Ficha.Work: work calendars per autonomous community plus local holidays, assigned per store or per worker. Hours worked on a public holiday are recorded; their compensation depends on your collective agreement.

Campaigns and extra staff

Christmas, sales or back-to-school: extra staff join for a few weeks and then leave.

With Ficha.Work: add them in minutes and pause them when the campaign ends. While paused they are not billed, and their history is kept for the four years the law requires.

Several stores, one dashboard

Each store with its own manager and way of noting hours, and head office with no overview.

With Ficha.Work: one NFC base per store and every clock-in in the same dashboard, at no extra cost per site. See in real time who has clocked in and download reports by worker, team or period.

Shopping centres with no signal

In the stockroom or on the lower floor of a shopping centre, the phone loses data right when it is time to clock in.

With Ficha.Work: the app records the clock-in on the phone with the exact time even offline and syncs it automatically when signal returns.

Part-time staff and extra hours

For part-time contracts, the law requires day-by-day registration and a monthly total.

With Ficha.Work: every clock-in is recorded per day and the monthly PDF and Excel reports total each worker's hours, ready to hand over with the payslip or send to your advisor.

One NFC base per store, no tablet or terminal

Stick an NFC base by the staff entrance or in the back room. Each sales assistant taps their own phone on arrival and departure, and the clock-in is recorded with its time and location. It needs no power or Wi-Fi, takes no counter space, and it is not a shared screen that needs cleaning or repairing.

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

Clock-in by schedule and forgotten clock-out reminders

For staff on a stable shift, enable automatic clock-in by schedule: the system records according to the assigned shift and the worker gets a reminder when it is time to clock in. If someone stays late to close, they clock their real time and the dashboard flags it as outside schedule. And if they forget to clock out, they get a reminder 2 hours after their scheduled finish.

Set up each store's shifts in schedules and shifts and assign them to each worker.

What the time-registration law requires

Daily working-time registration has been mandatory for every company in Spain since 12 May 2019 (article 34.9 of the Workers' Statute, introduced by Royal Decree-Law 8/2019). It applies to a bar with three waiters exactly as it does to a group with several venues.

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

Maximum hours, rest periods, compensation for Sundays and holidays or irregular distribution of hours are set by your retail collective agreement (national, regional or provincial, depending on your activity). Ficha.Work records the real hours; apply the rules according to your agreement or your advisor's guidance.

More detail on the legal obligation in our work time registration guide.

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

What it costs for a shop or chain

€1 per active worker per month + VAT, with every feature included: clock-in, schedules, calendars, vacations, corrections and reports. A chain with 3 stores and 25 staff pays €25 a month + VAT, with no extra cost per store. NFC bases are optional: €35 each, one-time payment.

Work out your exact quote on the pricing page.

FAQ: time tracking in retail

Does a small shop also have to record working hours?

Yes. Daily working-time registration has been mandatory for every company with employees since May 2019, with no exemption by size (art. 34.9 of the Workers' Statute). Records are kept for four years.

How do I track hours across several stores?

All stores share one dashboard. Each store can have its own NFC base and schedules, and from the company account you see every store's clock-ins in real time and download reports by worker, team or period.

What about campaign staff?

Add them when they start and pause them when the campaign ends. While paused they are not billed, and their history is kept to meet the four-year legal retention period. If they come back next campaign, reactivate them with one click.

Which is better for a shop: clocking in by phone or with an NFC base?

You can combine both. Clocking in from the app is one tap; the NFC base adds a fixed clock-in point in the store: the worker taps their phone on the base, which confirms they are on the premises. It costs €35 per base, one-time payment.

How are part-time workers recorded?

Like everyone else: they clock in and out every day. The Workers' Statute requires their hours to be recorded day by day and totalled monthly (art. 12.4.c); Ficha.Work's monthly reports include that total per worker.

How much does it cost for a chain with several stores?

€1 per active worker per month + VAT, with no extra cost per store or site. A chain with 25 staff pays €25 a month + VAT. You can try it free for 14 days (payment method required, nothing charged until day 15).

Start recording your stores' working hours today