Working time map
Sites, shifts, collective agreements, work modes (on-site, remote, mobile). The record is designed around actual working time, not the theoretical one.
SS-13 · Vertical software · HR & time tracking
Time tracking that holds up to an inspection.
Digital, tamper-proof and traceable time tracking, with remote access for the Labour Inspectorate. And around it, a fully featured HR module: shifts, absences, overtime, employee portal and integrated payroll.
Working time recording has been mandatory in Spain since 2019 for all companies, regardless of size or sector. What is changing now is the form: the reform being processed by the Ministry of Labour since 2025 bans paper and spreadsheets, requires a digital system that is tamper-proof and remotely accessible to the Inspectorate, and increases penalties, which will now be calculated per affected worker.
There is no need to wait for the regulation. The Inspectorate already invalidates records it considers unreliable — sheets in the same handwriting, identical schedules day after day, editable spreadsheets with no audit trail — and issues a report as if they did not exist. In 2024 it carried out more than 9,000 actions related to working time records. Having "a time tracking system" is not enough: it has to be the right one.
Our module is built to meet those requirements by design, not as a patch. But standalone time tracking only solves half the picture: we deliver it as part of a complete HR suite that connects the time record with payroll and the workforce dashboard. The data does not die in a report; it works.
How we implement it.
The process · four stagesTime tracking deployment
Mobile app, kiosk with dynamic QR code, browser. Timestamp, unique identification and immutable audit log from the very first record.
HR around it
Rosters, holidays, absences, overtime, employee portal. Approval workflows aligned with the actual organisational chart.
Payroll integration
Recorded hours match the salary. Export to the accounting firm or direct integration with the ERP and payroll software.
Add-on modules
Six modules, one single data point.
Each module can be contracted separately or as a suite. Time tracking is the core; the rest is what turns records into people management.
M01 · legal core
Time tracking
Time record with timestamp, unique identification and immutable audit log: who changes what, when and why. Remote access for the Inspectorate and 4-year retention. Distinguishes regular hours, overtime, breaks and on-call time. No biometrics.
Tamper-proofITSS access4 years
M02 · mobility
Geolocation & kiosk
Mobile time tracking with geolocation and fake-GPS detection, anti-fraud kiosk mode with dynamic QR code for construction or retail tablets, and offline recording that syncs when connectivity is restored.
Anti fake-GPSDynamic QR codeOffline
M03 · planning
Shifts & rosters
Shift planning by site and role, rotations, public holidays by collective agreement and minimum coverage. The planned roster is compared with actual time records to detect deviations.
Collective agreementsRotationsCoverage
M04 · absences
Holidays & absences
Requests with an approval workflow, team calendar, days bank, sick leave and paid leave. Everything tracked and visible to the employee and their manager, without paperwork or scattered emails.
ApprovalsCalendarSick leave
M05 · time
Overtime & hours bank
Automatic calculation of overtime and supplementary hours, hours bank, compensation and excess-hours alerts. The annual overtime limit monitors itself.
OvertimeCompensationAlerts
M06 · people
Portal & payroll
Employee portal to view records, payslips and documents; document signing; and payroll integration so hours match salaries. Exports to the accounting firm or integrates with the ERP.
PortalDocumentsERP / payroll
What is included
What the inspector looks at.
Every requirement set out in the draft regulation and current doctrine, resolved as standard. This is not a wish list: it is the actual checklist used in an inspection report.
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Immutable record
Cryptographic hash and timestamp on every clock-in. Every correction leaves a trail of author, date and reason.
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Remote access for the labour inspectorate
The inspectorate can query records remotely without prior notice. Immediate export in auditable format.
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Four-year retention
Guaranteed storage, available to the employee, their legal representative and the inspectorate.
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Remote work covered
Digital time tracking for remote workers too (Act 10/2021), with the same level of traceability as on-site staff.
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No biometrics
Identification by credential and device, not fingerprint or face — the method restricted by the data protection authority is not used.
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Privacy by design
No shared sheets visible to all staff. Each employee sees their own data; managers see their team's. GDPR-compliant by default.
Fine per employee
10.000€
Maximum set out in the draft new penalty framework
Required retention period
4years
Available to the employee, representatives and the inspectorate
Still on paper or in Excel
35%
Of SMEs and self-employed — records not considered reliable by the labour inspectorate
Deployment
2wk
From onboarding to the entire workforce clocking in, without biometrics or hardware
Regulatory framework
The framework we comply with.
The entire working-time recording block and its data processing, covered. And coordinated with Consultoría when an inspection gets complicated.
RDL8/2019Mandatory working-time recording
2026DigitalReform · immutable and digital
LISOS7.5Serious infringement per employee
AEPDRGPDNo biometrics · privacy by design
Summum cluster
How it intersects with related services.
Time tracking spans three domains at once: legal, tax data and compliance. That is why we do not sell it as a standalone app.
sistemas
Summum sistemas
ERP and payroll. Recorded hours feed directly into the financial system with no double entry.
View service → consultingSummum Consultoría
GDPR for personnel records and support during a labour inspection.
View service → iaSummum ia
Anomaly detection in time entries and shift-coverage forecasting based on actual historical data.
View service →Frequently asked questions about Time tracking that holds up to an inspection.
Can I keep using Excel until the regulation is published?
It is not advisable. The obligation to record working time has existed since 2019 and the Labour Inspectorate already invalidates spreadsheets and paper records it considers manipulable, issuing a report as if no record existed. The reform simply tightens something that is already subject to penalties.
Can I use the fingerprint reader I already have?
Biometrics (fingerprint, facial recognition) is restricted by the AEPD except in duly justified cases, as it involves particularly sensitive data. Our system identifies users by credential and device, avoiding that risk.
Does it work for construction sites and field sales staff?
Yes. Mobile time tracking with geolocation and fake-GPS detection, a kiosk with dynamic QR code for the worksite, and an offline mode that syncs when connectivity is restored.
Does it connect with my accounting firm?
Yes. We export to the standard formats used by accounting firms or integrate directly with your ERP and payroll software, so hours match salaries without re-keying data.