To help small and medium-sized enterprises (SMEs) with multiple locations (e.g. a head office and a network of stores), here are three key steps to ensure that your timesheet is properly configured and accessible. This way, you can comply with labor regulations with peace of mind and avoid penalties.
Step 1: Configure your work centers in the Timenet timesheet system
The first step is to identify and configure all of your company's work centers within our digital timesheet system. This involves registering each branch, delegation or store as a separate center within the timesheet application. This way, employee timesheet data will be associated with the corresponding center, making it easier to extract location-specific reports.
In the case of Timenet, this task is simple. You can define multiple work centers within the same company, assigning each worker to their center. This will allow you to have a clear record of which hours correspond to each headquarters or branch. When the Labor Inspector visits a specific store, you will only be able to access the records of that establishment, without confusion with the rest.
Benefit: a multi-center configuration ensures that the workday record of each work point is organized and ready to be consulted individually. This speeds up inspections and demonstrates transparency and rigor in the time control of all your centers.
Step 2: Create secondary administrator users for each branch
Once the centers have been defined, the next step is to enable secondary users (local administrators) in charge of managing the time record in each branch. That is, designate a responsible person in each center (for example, the store manager or manager) and create their own user in the timekeeping system with appropriate permissions.
This action is crucial so that each center can directly access its time record information. With a secondary administrator user, the local manager will be able to see and manage only the data of his center. In the event that an inspector appears, there will be no need to depend on the central office: the branch manager himself will be able to show the entry and exit times of the workers of his center at the moment, thus fulfilling the requirement of immediate access to the records.
In Timenet, the creation of secondary users is very easy and fast. You simply have to navigate to the user administration section and add a new user indicating the role (center administrator) and the assigned branch. Once created, check that this user only sees the employees and records of his location. In this way you guarantee confidentiality and efficiency, since each local manager only has the information that concerns him.
Step 3: Ensure immediate access and correct presentation of the records
Finally, it is important to verify that all time records are immediately accessible at each work center and can be presented correctly to an inspection. Here are some tips for this final step:
- On-site access test: Simulate an inspection situation at each branch. Ask the local manager (with their secondary user) to access Timenet and show the time record report for the current month. Make sure that the procedure can be done in a few minutes and without any inconvenience. Remember that the regulations require instant availability of data, without waiting.
- Device availability: Ensure that each center has a device with an Internet connection (computer, tablet or mobile) where the time control application can be accessed. Alternatively, have recent printed reports on hand if your company prefers a paper copy for emergencies. The goal is that, no matter what happens, the inspector can consult the records right there at the center without delay.
- Staff training: Train the managers of each work point in the basic operation of the time recording system. They must know how to generate work reports and understand what is shown in them (start and end times of each daily work day, breaks, overtime, etc.). A well-trained manager will be able to confidently answer the inspector's questions and demonstrate compliance with the regulations. This includes showing that you keep the records for at least 4 years, as required by law, and that they are well-guarded at the work center or accessible digitally from it.
By following these steps, you will be prepared for any work inspection at any of your centers. You will show professionalism and diligent management, which not only avoids penalties, but also gives confidence to your employees and improves the image of your company.
Conclusion: Complying with the law in all centers is easy with the right tools
In short, having a well-configured time recording system across multiple branches is an unavoidable obligation for companies today. By adopting a reliable digital system and following the steps described (configuring the centers, creating users for each point and ensuring immediate access), SMEs can guarantee compliance with current labor regulations regarding time control. This protects them from costly fines and allows them to focus on their business with the peace of mind of being up to date with legal requirements.
With tools like Timenet, this process is agile and simple. Our online time control application allows you to manage several work centers within the same platform, creating administrator users for each one and generating reports on the spot. In addition, the Timenet technical support team is available to help you with everything you need, from activating secondary users to generating official reports.
Preparing now will save you problems in the future. The authorities are intensifying surveillance of the registration of working hours, and everything indicates that the demands will be even greater with the imminent mandatory 100% digital registration. Therefore, investing time in correctly configuring the timekeeping system in all your work centers is the key to avoiding penalties and ensuring responsible labor management. With Timenet, complying with the law and facing a labor inspection in any branch will no longer be a cause for concern and will become a quick and controlled procedure.
Take care of your company's time registration in each center and take care of your business at the same time. By following these three steps, you will be ready to demonstrate the transparency of your work time management, wherever and whenever necessary, without improvisation or risks. This way, your SME can continue to grow with the security of having your legal duties done and the confidence of always being ready for any inspection.