The 8 Most Common Time Tracking Mistakes (and How to Avoid Them)

Having a time tracking system does not automatically mean you are complying with the law. There are subtle errors that go unnoticed until an inspection arrives. These are the eight most common.

1. Using theoretical schedules instead of actual hours

The most widespread error. The record shows all employees entering at 9:00 and leaving at 18:00, every day, without exception. The Inspectorate knows this is not real.

2. Not recording breaks

Without the lunch break recorded, a 8:00 to 17:00 day looks like 9 hours instead of 8.

3. Not including remote workers

Working from home does not exempt from clocking. Law 10/2021 reinforces this.

4. Filling in the record retroactively

The manager filling everyone's sheets at the end of the week invalidates the record.

5. Not keeping records for 4 years

The law requires keeping records for 4 years. A digital system does this automatically.

6. Not informing employee representatives

Art. 34.9 requires negotiating the system with representatives.

7. Not allowing employees to access their records

Employees have the right to check their own data.

8. Ignoring overtime

Overtime has its own separate recording requirement. Ignoring it is an independent serious infraction with fines up to €7,500.

How to avoid all these mistakes

Use a digital time tracking software that records actual clock times, keeps data for 4 years and automatically tracks overtime. Take our free compliance test to check your status.