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Digital time tracking
What employers should know

Update on the 2025 proposal. Spain’s Congress returned the bill on shorter working hours and working time records to the Government in September 2025. The proposals and dates discussed below describe that bill. For the rules in force, see Article 34 of the Workers’ Statute and the Congress record for the bill.

This guide explains the digital time tracking measures discussed in the 2025 working time bill. The bill proposed recording hours digitally so workers, their representatives and inspectors could verify the records more easily.

It proposed digital recording as part of a broader working time reform.. 

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Contents

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What the bill aimed to achieve

The reform set out several objectives:

  • Improve work-life balance.

  • Make actual hours easier to verify and address undeclared work or unpaid extra hours.

  • Tackle bogus self-employment.

  • Strengthen protections for part-time workers.

  • Support more stable employment.

The reform sought to tackle labour fraud, reduce unpaid overtime, support work-life balance, and improve productivity..

It was presented as part of Spain’s wider labour reforms.

What did the digital recording proposal cover?

Under the existing daily recording duty:

  • Employers record each employee’s actual start and finish times.Consider how the process captures breaks, overtime and remote work where relevant.

  • Keep the daily record reliable and accessible to workers, their representatives and the Labour Inspectorate as required by law.

  • The bill would have used stronger oversight to verify the proposed maximum ordinary working weekof 37.5 hourswithout a reduction in pay.

The daily recording duty introduced in 2019

The recording obligation dates to 2019, when the daily working time record was introduced by Royal Decree-Law 8/2019. Employers have used different systems since then. The 2025 bill addressed differences in how records were kept by proposing more prescriptive requirements.

It would have required:

  • Recording systems that were digital and auditable.

  • More visibility into actual hours workedin arrangements such as remote or hybrid work..

  • Changes to penalties. Check the current rules before relying on a proposed fine or enforcement deadline.

Main proposals in the 2025 bill

  • Shorter working hours: the Council of Ministers approved a bill on 6 May 2025 proposing to reduce the maximum ordinary working week from 40 to 37.5 hours without a reduction in pay.

  • Digital working time records: the bill proposed reliable records available to workers, their representatives and the Labour Inspectorate, including remote access.

  • Right to disconnect: the bill also proposed strengthening protections around work communications outside working hours.

What would a 37.5-hour week have meant for employers?

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  • Annual working hourswould have needed to be recalculated according to each organisation’s schedule and applicable agreements.

  • Staffing and rota changes: employers might have needed to reorganise shifts, adjust processes or review staffing.

  • Impact on specific sectors: hospitality, agriculture and retail were among the sectors where changing shift patterns could have been particularly challenging.

What happened to the proposed timetable?

  • Proposed start date: the 2025 bill was returned to the Government and did not bring these measures into force.

  • Proposed transition period: check the rules in force before acting on any historical date or deadline.

Penalties and missing records

  • Proposed start date: the 2025 bill was returned to the Government and did not bring these measures into force.

  • Proposed transition period: check the rules in force before acting on any historical date or deadline.

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Access to records and labour inspections

  • Access to records: keep records available to workers, their representatives and the Labour Inspectorate. The bill’s proposed remote access provision had its own terms.

  • Data retention: Article 34.9 of the Workers’ Statute requires employers to keep the records for four years.

  • Compliance: reliable records help you answer questions about working hours during an inspection or dispute.

Setting up a digital time tracking system

  1. Assess your needs: Consider the number of employees, shifts and places where people work.

  2. Choose a reliable system: Look for straightforward recording, appropriate access controls and practical ways to retrieve or export records.

  3. Train staff and managers: Show them how to record time and correct errors.

  4. Update internal policies: Set out who records hours, who approves changes and how records are accessed.

  5. Review the system regularly: Check for missing or incorrect entries and confirm that reports can be retrieved.

Five steps to a workable system

  1. Set clear objectives: Decide how you need to record hours, review workloads and meet your obligations.

  2. Select a suitable method: Compare apps, browser-based tools and cards or PINs. Check privacy requirements before considering any biometric method.

  3. Explain the change to staff: Tell people why you are introducing the system and how they should use it.

  4. Monitor usage and resolve problems: Provide a contact for questions and deal with technical problems promptly.

  5. Protect personal data: Limit what you collect, control access and check the applicable privacy rules.
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Who should manage time tracking in a small business?

  • Human resources: HR can administer the system where it already manages payroll and schedules.

  • Administrator or manager: In a small business without HR, a manager or owner can take responsibility.

  • Employee representatives: Provide access to records as required under the applicable rules.

  • Employees: Staff record their hours and report missing or incorrect entries.

Recording hours in remote and hybrid teams

  • Daily records: Give staff a way to record start and finish times when they work remotely.

  • Flexible schedules: Make it easy to record changes and review overtime without removing agreed flexibility.

  • Right to disconnect: Explain when staff are expected to be available for work communications.

  • Remote access: Let people record hours from the places where they normally work and access their own records where appropriate.

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How time tracking can help plan workloads

Time records can help managers understand where work is delayed and where workloads are uneven. Use the information to plan staffing, breaks and coverage.

Time tracking and wellbeing

A clear, fair system can help identify overwork and resolve disagreements about hours. Tell staff how the data is used and keep collection proportionate to that purpose.

Identifying recurring gaps in records

Review repeated missing entries or unexpected absences in context. They may indicate a problem with the tool, the schedule or the support staff receive.

Building trust around time records

Time tracking works best when people know what is recorded, how to correct mistakes and how the records will be used. It can support a conversation about workload while keeping attention on the work itself.

How in4byte can help with time tracking

In in4byte , we can help you configure a digital time tracking system around your hours, shifts and reporting needs.

Set up the rules your organisation uses

We can configure how hours, overtime and absences are recorded and help you check which records can be exported.

Setup around your team

We configure the tool for your organisation’s schedules and workflows.

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Help with configuration and reporting

We explain the tool’s settings and reports. Confirm the legal requirements for your organisation with your adviser.

Training and ongoing support

We show your team how to use the system and provide technical support when questions or incidents come up.

Remote and hybrid teams

The solution allows staff to record hours away from the office using supported devices and the access controls you configure.

Features to look for

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Reports

Review hours and absences, and export the information you need for planning or inspections.

Retention and record access

Check that your setup retains the required records for four years and allows them to be retrieved when needed.

Ways to record time

Available methods depend on the tool and configuration. Options can include:

  • Browser-based access

  • A mobile app, with location features where appropriate

  • QR codes or PINs

  • A browser extension

  • Integrations with collaboration tools

  • Physical devices such as card readers

  • Importing records from paper

Time and shift management

Configure fixed, rotating or flexible shifts, along with breaks, overtime and holiday schedules.

Managing leave and absences

Staff can request leave and attach documents where needed. Managers can review requests and check for overlaps.

Plan your time tracking setup

We can help you choose a recording method and configure it for your team’s schedules and reporting needs.

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