Why implement a time tracking system?
Implementing a time tracking system is not only mandatory by law (RD 8/2019), but also offers multiple benefits for your company. An adequate system allows you to improve time management, optimize resources, and ensure regulatory compliance.
Step 1: Evaluate your company's needs
Before implementing a time tracking system, it's important to evaluate:
- Number of employees: Quantify how many workers will need to clock in
- Type of work: Whether employees work from office, remotely, or both
- Available devices: Time clocks, computers, mobile phones, tablets
- Special needs: Geolocation, biometric clock-in, integration with other systems
- Budget: Determine what you can invest in a time tracking system
Step 2: Choose the appropriate system
There are several options for recording work hours:
- Physical time clocks: Traditional but less flexible
- Local software: Requires own infrastructure
- Cloud systems: Like Time Work Control, accessible from anywhere without complex installations
- Mobile applications: Ideal for mobile teams or telecommuting
We recommend cloud-based systems like Time Work Control because they offer flexibility, automatic updates, and accessibility from any device.
Step 3: Initial system configuration
Once the digital time tracking system is chosen:
- Create user accounts: For each employee with access to the system
- Configure profiles: Administrators, supervisors, and employees with different permissions
- Establish schedules: Define work hours and clock-in rules
- Customize reports: Configure the reports you need for management
- Test the system: Run a pilot test with a small group of employees
Step 4: Employee training
A time tracking system only works if everyone uses it correctly:
- Initial training: Explain how to clock in correctly
- User manual: Clear and accessible documentation
- Ongoing support: Resolve doubts during the first days
- Clear communication: Inform about benefits and importance of recording
Step 5: Regulatory compliance
Ensure the system meets all RD 8/2019 requirements:
- Daily registration: Each clock-in (entry and exit)
- Immutability: Data cannot be modified by employees
- Conservation: Data must be kept for 4 years
- Availability: Data must be accessible to Labor Inspection
- Qualified manager: Some responsible person must validate records
Practical tips for successful implementation
To ensure the time tracking system implementation is successful:
- Involve all departments: Ensure everyone is involved
- Communicate benefits: Explain how it benefits both the company and employees
- Establish transition period: Allow adaptation time before strict compliance
- Choose the right time: Avoid implementations during high workload periods
- Demonstrate commitment: Management must lead by example using the system
Advantages of a digital system
A digital time tracking system like Time Work Control offers:
- Automation: Automatic calculations of hours worked
- Instant reports: Quick generation of reports for payroll
- Error reduction: Eliminates manual calculation errors
- Accessibility: Data consultation from anywhere
- Integration: Possible connection with other management systems
Conclusion
Implementing an adequate time tracking system is essential for any modern company. With Time Work Control, you can have everything configured and working in a few days, complying with regulations and improving time management in your company.