📖 Working Time Tracking Law: best practices and how to act in haddock HR

Since 2019, all companies have been required to keep a daily record of their employees' working day, as established by the Working Time Tracking Law (Royal Decree-Law 8/2019). This record must be kept for 4 years and must be available at any time during a labor inspection.

Below, we explain what to do in haddock HR to comply with the law and how to manage errors or incidents in time entries.

✅ Best practices for a labor inspection

To be prepared, we recommend:

1. Always record clock-ins and clock-outs

• Make sure all staff clock in at the start and end of their working day.
• If there are long breaks (more than 30 minutes), we also recommend recording the break clock-out and clock-in.

2. Avoid automatic or default time entries

• Time entries must be individual and voluntary.
• It is not recommended to pre-load hours or shifts as if they were real time entries.

3. Keep the time entry history accessible

• In haddock HR, you can export all time entries from the “Supervise time entries” section with filters by person and period.
• You can also export audited time entries by selecting the "Export audited time entries to Excel" option from the three-dot menu in the top right corner of the "Supervise time entries" screen. This option exports all changes and time entry creations to Excel, specifying the date and time of the record, the user who made it, and the device used.
• We recommend checking weekly or monthly that all time entries are complete.

4. Keep records for 4 years

• haddock HR automatically stores the entire history with no time limit.

🛠 What should you do if there are errors or absences in time entries?

It is legal to correct a time entry as long as there is clear evidence that it was modified and the reason is justified. Here we explain how to do it correctly in haddock HR:

➤ Common situations:

• I forgot to clock in.
• The app did not work.
• I clocked in outside my schedule by mistake.
• The system did not detect the location correctly.

➤ How do you modify a time entry in haddock HR?

1. Go to the “Time Entries” section.
2. Find the relevant day and person.
3. Click the time entry you need to modify.
4. Add or correct the clock-in or clock-out time.
5. Specify the reason for the modification (for example: forgetfulness, technical issue, etc.). Click the 3 dots on the right of the time entry and use the "Add notes" option.
6. Save the changes.

🔐 Only administrators or users with permissions can modify time entries.

This permission is configured within each employee's contract, in the "Time Entries" tab, option "Allow manual time entries".

📎 Recommendation: add an internal policy

For greater transparency, we recommend defining a simple internal policy that indicates:

• Who can edit time entries.
• In which cases it is allowed.
• How they should be justified.

You can even use the comments field in each edit to leave a record.

🛡 In summary

Updated on: 23/04/2026