Work time registration: the definitive guide
Since 2019, all companies in Spain must record each employee's work hours. We explain the legislation, requirements, and how to comply simply.
What is work time registration?
Work time registration is the legal obligation for all companies in Spain to document each employee's start and end times every working day. This obligation was established by Royal Decree-Law 8/2019, which amended Article 34.9 of the Workers' Statute.
The purpose of the registration is to ensure compliance with the maximum legal work week (currently 40 hours per week on an annual basis), control overtime, and protect workers' rights. Records must be kept for a minimum of 4 years and be available to workers, their legal representatives, and the Labor and Social Security Inspection.
Non-compliance constitutes a serious labor offense, with penalties that can reach €225,018 at maximum severity under the Law on Infractions and Sanctions in the Social Order (LISOS).
Legal obligations for work time registration
Daily entry and exit recording
The company must record each worker's start and end time every day. Recording only total hours is not sufficient.
4-year retention
Records must be kept for a minimum of 4 years and be accessible to workers, their representatives, and the Labor Inspection.
Available for inspection
The company must be able to present records to the Labor Inspection without delay. A digital system with real-time access meets this requirement automatically.
Employee access
Workers have the right to know their own time records. An app with personal history access fulfills this requirement naturally.
Individual credentials
The upcoming digital regulation will require each worker to have individual credentials (PIN, QR, or NFC) for registration. Biometric data will be excluded.
Penalties for non-compliance
Not keeping work time records, keeping them incorrectly, or not retaining records for 4 years is considered a serious offense under LISOS. Penalties are graduated by severity.
Fines range from €751 to €7,500 per offense at minimum and medium severity. At maximum severity — for example, if a systematic pattern of non-compliance is detected or employees are found working uncompensated overtime — penalties can reach €225,018.
The best way to avoid penalties is to adopt a compliant digital registration system that generates immutable, accessible, and exportable records. A system that's compliant before the inspection is much cheaper than the fine.
Methods that won't comply with the new regulation
Paper sheets or sign-in books — not immutable or accessible in real time
Spreadsheets (Excel, Google Sheets) — can be modified without leaving a trace
Systems without individual credentials — can't verify who clocked in
Biometric systems like facial recognition — explicitly excluded by the new regulation
How Ficha.Work helps you comply
100% digital registration with mobile app and web dashboard, accessible in real time
Individual credentials per worker: manual clock-in, NFC, or automatic by schedule
Immutable records with complete correction history
Automatic data retention for over 4 years
Exportable PDF and Excel reports, ready to present to the Labor Inspection
Work time registration FAQ
Who is required to register work hours?+
All companies with employees in Spain, regardless of size or sector. The obligation has been in effect since May 2019.
Are self-employed workers required?+
Self-employed workers without employees are not required. However, if a self-employed person has hired workers, they must record each employee's work hours.
What information must the record include?+
The record must include, at minimum, each worker's start and end time for every working day. Including breaks and worker identification is also recommended.
Can records be kept on paper?+
Currently yes, but the new mandatory digital registration regulation will require electronic systems with individual credentials and immutable records. Paper will no longer be valid.
How long must records be kept?+
A minimum of 4 years. During this period, records must be accessible to workers, their representatives, and the Labor Inspection.
What happens if the Inspection asks for records and I don't have them?+
It's considered a serious offense with penalties from €751 to €225,018 depending on severity and the number of affected workers.
Does Ficha.Work comply with current legislation?+
Yes. Ficha.Work complies with RDL 8/2019 and is ready for the upcoming digital regulation. Immutable records, individual credentials, real-time access, and 4+ year retention.
Comply with work time registration from today
14 days free. No credit card. Compliant records from the first clock-in.
Create free account