Digital Time Tracking: Spain Confirms New System Ready

Yolanda Díaz, Spain’s Vice President and Labor Minister, has confirmed that the new digital time tracking system, interconnected with the Labor Inspection, is “being finalized” and could be approved soon. This announcement clears up doubts about the status of the long-awaited Royal Decree.

What Changes with the New Royal Decree

The new time tracking system will represent a radical shift from current regulations. The main changes:

• 100% digital registration: No more paper, Excel spreadsheets, or manual methods. The system must be electronic and secure.

• Remote access for Inspection: Labor inspectors will be able to check any company’s records in real time, without the need for an on-site visit.

• Unalterable records: Clock-ins cannot be modified unilaterally. Any correction will require approval from both the company and the affected employee.

• Break tracking: It will no longer be enough to record entry and exit times. Companies must also track breaks and pauses during the workday.

• 4-year retention: Records must be kept for four years, accessible for any inquiry.

Why It’s Being Processed as a Royal Decree

Unlike other labor reforms that require parliamentary approval, the new time tracking regulation will be processed through a Royal Decree. This means:

1. It doesn’t need Congress approval
2. The Government can approve it directly
3. Implementation timelines will be shorter

According to sources at the Ministry of Labor, the process is well advanced and could be published in the Official Gazette (BOE) within weeks or months.

Which Companies Are Affected

All of them. The new time tracking requirement will affect:

• SMEs and micro-businesses
• Self-employed with employees
• Large corporations
• All sectors of activity

There will be no exceptions based on size or sector. If you have employees, you’ll need a digital time tracking system that meets the new requirements.

What Happens If You Don’t Comply

The penalty regime is also getting stricter:

• Fines for not registering: From €751 to €7,500 per violation
• Fines for falsifying records: Up to €225,018 in serious cases
• Per-employee penalties: Each employee without proper registration can result in an individual fine

The direct connection with Labor Inspection makes irregularities much easier to detect. Inspectors no longer need to physically visit your company to check compliance.

How to Prepare Now

If you’re still using paper, Excel, or a system that doesn’t allow remote access, it’s time to act:

1. Evaluate your current system: Is it digital? Does it allow remote access? Does it track breaks?
2. Don’t sign annual contracts with tools that aren’t prepared for the new decree
3. Look for solutions that already comply with the draft requirements

Useful resources:

• Complete guide to time tracking for SMEs — Everything you need to know
• Step-by-step compliance guide — Practical implementation guide
• Penalties for non-compliance — What can happen if you don’t comply

At Cleverfy, we’ve been preparing for this moment for months. Our system already meets all the draft requirements: unalterable records, inspection access, break tracking, and data retention.

Try Cleverfy for free and make sure you’re ready when the new Royal Decree comes into effect.

Legal note: This article is for informational purposes only and does not constitute legal advice. The Royal Decree mentioned is in the processing phase and its final content may vary from the known draft.

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Source: Autónomos y Emprendedor

Image: Pool Moncloa / Government of Spain