Ten common time-recording mistakes in Spain and how to avoid them

The test a record is judged by, according to the Ministry of Labour's guide, is that the information is reliable and cannot be altered or tampered with afterwards. These are the failings that most undermine it.

1. Identical hours every day

In at 9:00 and out at 18:00 on the dot, for all staff, all year. Nobody always arrives at the same time: that record shows the theoretical timetable, not the real working day. Fix: record the real time, at the time.

2. Filling it in at the end of the week or month

A record rebuilt from memory is not a daily record. Fix: clock at the time and check periodically who is not clocking.

3. Someone else clocking

The supervisor who fills it in for everyone, or the colleague who swipes two cards. Fix: personal credentials, a terminal in plain view and a clear internal policy. Biometrics is not the answer: see fingerprint clocking.

4. Correcting without trace

People forget, and corrections must be possible, but there must be a record of who corrected, when, the previous value and the reason. Fix: a system with a change history.

5. Leaving part of the workforce out

Sales reps, middle managers, remote workers or weekend staff. Fix: the obligation covers all staff (who it applies to); use a method suited to each group (remote and mobile staff).

6. Ignoring breaks

If they are not recorded, all the time between clock-in and clock-out may be treated as work. Fix: define which breaks are not working time and record them.

7. Records that do not match overtime

Ten-hour days in the clockings and no overtime on the payslip. Fix: review excess hours monthly and compensate or pay them; the Workers' Statute also requires a specific overtime record and summary.

8. Not being able to show it on the spot

The record must be available at the workplace when the inspector asks, not "at the accountant's". Fix: immediate access to the data and its export.

9. Not keeping it for four years

Changing software and losing the history, or shredding sheets at year end. Fix: export and archive before any change of system.

10. Not informing or consulting

Absent a collective or company agreement, organising the record requires prior consultation with workers' representatives, and staff must know the system and how their data is used. Fix: a short document with the rules, given to everyone — in a language they understand.

A five-minute monthly check

1. Is anyone missing clockings on a working day?
2. Are there clock-ins with no clock-out?
3. Are there suspiciously identical days?
4. How many manual corrections were made, and by whom?
5. Are there excess hours not yet compensated?

A well-configured digital system runs these checks for you. If you want to set one up, this is our time and attendance service.