Clock in anywhere
Web, mobile app with optional geolocation, or terminal with card or PIN.
Working time tracking
Working-time records, sorted, with no arguments
Clock in from your phone, your browser or a shop-floor terminal. Tamper-proof daily records, balances calculated on their own, and the report ready if a labor inspector calls.
What the law requires and how it is met
Recording working time has been mandatory in Spain for every employee since 12 May 2019: the specific start and end time of each worker must be logged day by day and kept for four years, available to the worker, their legal representatives and the Labour Inspectorate. Kimobox covers clocking in from a phone, a browser or a shop-floor terminal, calculates balances on its own and leaves the report ready in the format an inspection asks for.
- The obligation
- Art. 34.9 of the Workers' Statute As drafted by Royal Decree-Law 8/2019, in force since 12 May 2019
- What must be logged
- Specific start and end time, every day For the whole workforce, including part-time and remote workers
- Retention period
- 4 years Accessible to the worker, employee representatives and the Inspectorate
- Penalty for non-compliance
- From 751 to 7,500 euros Serious infringement under art. 7.5 LISOS, at the amounts of art. 40.1.b) after Law 10/2021
- Remote work
- Same recording duty Art. 14 of Law 10/2021 on remote working
Real-time geolocation
For field or sales staff: see on a map who's clocked in and where they are, live, not just where they clocked in.
Automatic balances
Regular hours, overtime, night shifts and time-off-in-lieu, daily.
Inspection report
Exportable by employee and period, with records kept for four years.
Tamper-proof record
Every change leaves a trail: who, when and why.
What's included
From clock-in to month-end close
- Calendars and shifts by work center and collective agreement
- Clock-ins with breaks, travel and remote work
- Real-time geolocation for field staff or those visiting clients
- Requesting and approving leave and absences
- Alerts for minimum rest breaches and excess hours
- Monthly sign-off by manager and employee
- Exporting incidents to payroll or your payroll advisor
Real examples
Situations that sort themselves out
Construction · site staff
Clocking in where there is no office
Before A timesheet filled in from memory by the site supervisor at the end of the week. If the Inspectorate asks for the daily record, it does not exist.
After Mobile clock-in with a geofence per site. Every entry carries its real time and its validation location, and the listing by worker and period downloads in one click.
Technical office · flexitime
Hour balances nobody can reconcile
Before A spreadsheet of inherited formulas only one person understands. Every month-end brings its argument about somebody's hours.
After The balance is calculated against the collective agreement calendar and the worker sees it daily in their portal. Discrepancies get raised on the spot, not six weeks later.
Retail · multiple stores
Split shifts and breaks
Before Entry and exit are logged but the lunch break is not, so effective hours never match the roster.
After Separate break punches linked to the roster, with an alert to the manager when someone exceeds the daily maximum or loses the twelve-hour rest between shifts.
Vocabulary
What each term actually means
- Working time record
- The daily, objective log of the start and end time of each worker's day. A monthly total is not enough, and neither is the contractual schedule.
- Effective working time
- Actual time worked, net of breaks that the collective agreement does not count as working time. It is the basis on which overtime is calculated.
- Rest between shifts
- A minimum of twelve hours between the end of one working day and the start of the next, under art. 34.3 of the Workers' Statute.
- Tamper evidence
- The guarantee that a punch cannot be changed silently. Legitimate corrections exist, but they are logged as such, with author, date and reason.
- LISOS
- The Spanish law on infringements and penalties in the social order (Royal Legislative Decree 5/2000). It is what classifies a missing time record and sets the fine.
Frequently asked questions
What people ask us before getting started
Does it work for staff without a computer?
Yes: mobile app, a shop-floor kiosk, or a card terminal.
Is real-time geolocation mandatory?
No, it's only enabled for the profiles you choose, such as sales staff or field technicians, with their consent.
What about remote work?
It's recorded the same way, flagged as remote, with no need for geolocation.
Can a missed clock-in be corrected?
Yes, with a request from the employee and manager approval, leaving a trail of the correction.
Is a signed spreadsheet enough?
Legally it can be, if it records the specific start and end time of each day and is kept for four years. In practice, a file anyone can edit is hard to defend in a dispute, and reconstructing it after the fact is precisely what the rule set out to prevent.
Do managers have to be recorded too?
Yes. The art. 34.9 obligation covers the whole employed workforce. Only specific figures fall outside it, such as senior executives under RD 1382/1985.
Does the worker have to sign the record?
The rule does not require it. What it requires is that the record be daily, objective, reliable and accessible. Signing is an added practice some employers keep out of habit.
Can an incorrect punch be amended?
Yes, and it should be possible: mistakes happen. What matters is that the correction is logged as such, with the previous value, the new one, the author and the reason. A system that allows silent rewriting is worse than one that allows no corrections.
What report does the Labour Inspectorate actually ask for?
Usually the daily record for a period and for specific workers, with start and end times for each day. Kimobox generates it as PDF and spreadsheet, filtered by site, worker and dates.
What about remote workers?
They are recorded in the same way. Art. 14 of Law 10/2021 says so expressly, and adds that the record must reflect actual working time, including the start and end of the working day.
How long must records be kept?
Four years, available to the worker, employee representatives and the Labour Inspectorate. Kimobox keeps them accessible for that period without anyone having to archive anything.
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Sources
Where each figure comes from
References to the official text in force. If a standard is revised, this page is updated and the review date says so.
- Real Decreto-ley 8/2019 on urgent social protection measures and working time BOE-A-2019-3481 · 12 March 2019
- Guide on working time records Spanish Ministry of Labour and Social Economy · May 2019
- Royal Legislative Decree 5/2000 (LISOS), arts. 7.5 and 40.1.b) BOE-A-2000-15060 · Consolidated text
- Law 10/2021 of 9 July on remote working BOE-A-2021-11472 · 10 July 2021
Working time tracking and mandatory time-record software
Kimobox's time-tracking module covers mandatory working-time records: web, mobile and terminal clock-ins, automatic calculation of regular and overtime hours, and management of breaks, shifts and calendars by collective agreement.
Records are tamper-proof, kept on file for four years, and support the reports required for a labor inspection, plus exporting incidents to payroll software or your payroll advisor.