Frequently Asked Questions about Time Tracking in Spain (2025): Everything You Need to Know

Time tracking is still mandatory for all companies in Spain, and in 2025 the regulations are stricter, with higher fines and closer supervision by the Labour Inspectorate. This FAQ guide resolves the most common doubts of business owners, HR managers, and advisors.

Index

1. Is time tracking mandatory for all companies?
2. Is Excel or a manual system a valid record?
3. How long must records be kept?
4. What happens if a company doesn’t comply?
5. How is time tracking managed in remote work?
6. What should a time tracking policy include?
7. What does the Labour Inspectorate check?
8. What is the best time tracking software in 2025?
9. What are the advantages of a digital system?
10. How much does time tracking software cost?

Is time tracking mandatory for all companies?

Yes. Since Royal Decree-Law 8/2019, all companies in Spain must keep a daily record of employees’ working hours, regardless of sector, size, or contract type.

Is Excel or a manual system a valid record?

No. Methods such as Excel sheets, emails, or self-declarations are not valid because they are manipulable and do not meet the objectivity and traceability requirements established by law.

How long must records be kept?

Companies must keep records for 4 years, according to the Labour Inspectorate’s technical criteria. During this time, they must be accessible to employees and inspectors.

What happens if a company doesn’t comply?

Failure to comply is classified as a serious offence under the LISOS. Fines range from €1,000 to €10,000 per affected employee, depending on severity and recurrence.

How is time tracking managed in remote work?

Time tracking is also mandatory in remote work, as clarified by the Law 10/2021 on Remote Work. Systems must allow remote, traceable, and accessible records for both employees and inspectors.

What should a time tracking policy include?

An internal policy should outline:

• The obligation to clock in/out.
• The time tracking method used.
• How data will be stored.
• Responsibilities of both company and employees.

What does the Labour Inspectorate check?

Inspectors verify:

• The existence of a record.
• Its objectivity and reliability.
• That breaks and overtime are included.
• That reports are available for immediate consultation.

What is the best time tracking software in 2025?

The best software is the one that combines legal compliance, ease of use, and competitive pricing. JornAda provides digital clocking via mobile, web, or tablet, push notifications, absence and leave management, shift planning, and document management, from only €0.8/employee/month.

👉 See our pricing plans, read more on our blog, or contact us.

What are the advantages of a digital system?

Beyond compliance, a digital system provides security, prevents manipulation, generates automatic reports, and increases transparency with employees. It also reduces administrative workload for SMEs and HR advisors.

How much does time tracking software cost?

Prices vary greatly depending on the provider. JornAda starts at €0.8/employee/month, while broader HR suites can cost between €5 and €9 per employee per month.