Which Time Tracking System to Choose in 2025: App, Web, PIN or RFID (and Why Biometrics Are No Longer Legal)

Time tracking has been mandatory for all companies in Spain since 2019, and in 2025 the Labour Inspectorate continues to enforce the regulations strictly, with fines of up to €10,000 per employee for non-compliance.

The big question many companies face is: which time tracking system is the best choice?

In this guide, we compare the legal and most widely used options in Spain: mobile app and web, tablet with unique PIN, and tablet with RFID.

Index

1. Clocking in with App and Web
2. Clocking in with Tablet and Unique PIN
3. Clocking in with Tablet and RFID
4. Which System Fits Your Company
5. Why Biometric Systems Are No Longer Legal
6. How JornAda Helps You
7. Conclusion

Clocking in with App and Web

Using a mobile app and web access has become the most flexible and popular system in 2025.

Advantages

• Fully compliant for on-site, remote work and mobile teams.
• Accessible from any device: smartphone, tablet or computer.
• Includes geolocation on both app and web clock-ins to verify where the workday starts.
• Allows push notifications and forgotten clock-in alerts.
• No additional hardware costs.

Disadvantages

• Requires internet connection.
• Some employees may resist digital tools at first.

Clocking in with Tablet and Unique PIN

In offices, shops and hospitality, setting up a tablet at the entrance with unique employee PINs is a simple and effective method.

Advantages

• Quick and easy to use.
• Employees don’t need personal smartphones.
• Centralised clock-in point for the whole team.

Disadvantages

• Risk of employees clocking in for each other if PINs are shared.
• Not suitable for remote work or mobile staff.

Clocking in with Tablet and RFID

RFID cards or key fobs used with a tablet or terminal are common in hospitality, retail and factories.

Advantages

• Instant and convenient clock-ins.
• Great for workplaces with high employee turnover.
• Works seamlessly with tablets and dedicated terminals.

Disadvantages

• Additional cost for cards and readers.
• Risk of loss or swapping cards.
• Not suitable for remote work.

Which System Fits Your Company

• Remote work or mobile teams → App and web are essential, with built-in geolocation.
• Small offices or shops → Tablet with unique PIN is cost-effective and simple.
• Hospitality and retail → RFID enables fast clock-ins for large teams.
• Medium and large companies → The best approach is often to combine multiple systems.

Why Biometric Systems Are No Longer Legal

Fingerprint and facial recognition systems can no longer be used for time tracking in Spain due to data protection regulations.

The Spanish Data Protection Agency (AEPD) and the EU GDPR classify biometric data as special category personal data. Its use must be strictly necessary and proportionate — which is not the case for standard time tracking.

The AEPD has fined several companies for using biometric systems, considering them unnecessary and disproportionate.

Therefore, the only valid systems in 2025 are digital, non-biometric solutions such as app, web, tablet with PIN, or RFID.

How JornAda Helps You

With JornAda you don’t have to choose just one method:

• App & Web: remote clock-ins with geolocation, push notifications, flexible schedules and alerts.
• Tablet with Unique PIN: perfect for offices and shops.
• Tablet with RFID: ideal for hospitality and retail.
• All-in-one HR platform: shift planning, absences, vacations, document storage and internal news centre.
• Automatic reports ready for Labour Inspectorate audits.

👉 Check our pricing plans, read more guides on the blog or contact us.