The timekeeping system must be reliable, unalterable and accessible (editable spreadsheets or unsecured paper are not suitable). For example, the regulations require that each timekeeping be linked to a unique employee identifier and recorded with a time stamp, so that any subsequent changes leave an auditable trail.
In short, the law requires an objective and digital record of the effective working hours, with all the details (ordinary hours, overtime, breaks, in-person or remote work, etc.). This information must be accessible at all times from the work center or online, so that the Inspectorate can consult it instantly if it visits. Modifications (for example, corrections to schedules) must be reflected with authorship and date. Overall, the new requirements reinforce the digital traceability of the timekeeping record and allow for automated control by the Labor Inspectorate.
New features: digitalization and automatic inspection
The latest legal updates envisage making time recording by digital means mandatory. The era of paper and Excel is over: from 2026, an electronic system will be required to guarantee the reliability of the signings. The draft royal decree prepared by the Ministry of Labor reinforces that the company must keep the records for 4 years and allows the Inspectorate to access them in real time (even remotely). This means that the data must always be updated and available online for the labor authorities. Breaks, overtime and any time off must also be recorded in detail. In short, the new legal framework expands the means and instruments of control: the system must be digital, personal and unalterable, with access control, encryption and compliance with the GDPR.
There are no long transition periods: companies will have to adapt almost immediately. According to union and technical sources, the Labor Inspectorate warns that from 2024-2025 it will intensify automatic verifications of digital records. In this context, traceability and accessibility are key: the Inspectorate will be able to detect fraudulent signings or non-compliance (e.g. unregistered overtime) much more quickly with these new systems.
Labor Inspectorate Sanctions and Consequences
Failure to comply with the obligation to record hours is established as a serious infraction according to the Law on Sanctions in the Social Order (LISOS). This means significant fines: from €751 to €7,500 per infraction (from minimum to maximum degree). The exact amount will depend on the number of workers affected, the intent and the recidivism. If the offense is repeated or is considered particularly serious (for example, unpaid overtime or manipulation of the record), the sanctions can increase significantly and lead to new inspections or claims from workers. In addition, not having an adequate record leaves the company in a very vulnerable position to claims for unpaid hours.
In short, failure to comply with the record imposes serious economic sanctions and legal problems, even more so with the new phase of automated control. This is why it is necessary to prevent these penalties from the Labor Inspectorate by ensuring strict compliance with working hours regulations.
How to avoid penalties: digital registration with Timenet
The best protection is to have a reliable and compliant timekeeping system. This must allow for the automatic recording of daily entries and exits, assign unique and traceable credentials to each worker, allow remote timekeeping (mobile or web) and store all data for 4 years. It is also key that the system generates exportable reports at any time for the Inspection. For example, the Timenet platform offers a completely digital timekeeping system: each employee makes their timekeeping identified and is stamped with the hour and minute. Any change is registered with an identified author, ensuring that nothing can be modified without a trace.
To meet these requirements, Timenet provides the workforce with a web and mobile app where they can view and consult their timekeeping in real time. Those responsible receive automatic alerts in the event of incidents in the markings, and quick reports can be issued for inspection without the need to print anything. The entire record is kept in an electronic file for 4 years as required by law. In this way, when faced with a visit from the Labor Inspectorate, it is only necessary to show a coherent electronic report: the system guarantees authenticity and integrity, avoiding common errors such as modifiable signings or incomplete records.