Digital time and attendance system

The digital time clock It allows you to record working hours without relying on paper forms, handwritten signatures or spreadsheets, which can be difficult to review later.

For many companies, clocking in is just the start. They also need to know whether the record is complete, what happened when an incident occurred, and where to find information about a specific person, site or period.

A digital system brings together clock-ins, clock-outs, breaks, corrections and reports within a single environment, eliminating the need to piece together the working day from various sources.

What is digital time and attendance?

It is a system that records the start and end of the working day using devices provided by the company. Depending on the settings, it can also record breaks, incidents and subsequent changes.

A record may include:

• Time of arrival.
• Departure time.
• Breaks taken during the working day.
• Incidents or overlooked signings.
• Records added or corrected.
• Employee, centre or affiliated client.
• Historical data: daily, monthly or annual.

The exact details will depend on the system used, the way the work is organised and the rules applicable within each company.

Why paper and spreadsheets fall short

These methods can work well with a small number of staff and fixed working hours. The difficulty arises when there are shifts, multiple sites, mobile working or frequent changes.

A form may be correctly completed, yet still prove impractical when HR needs to check several months’ worth of data or locate a specific change.

The most common problems are:

• Incomplete transfer records.
• Missing or late submissions.
• Forgotten signatures.
• Information organised by centres or those in charge.
• Formulas modified in a spreadsheet.
• Manual changes without a clear history.
• Difficulty in preparing reports.

The problem is not just a matter of keeping track of the hours, but of being able to interpret them and verify what happened.

What should be included in a working hours record

A useful record should provide the context needed to understand the day’s work, rather than simply showing a total figure.

• Who was responsible for each signing?.
• When did the working day begin and end?.
• Which pauses were recorded?.
• If there is any issue.
• If there are any changes to the scheduled timetable.
• Which data were added or amended.
• Who can view or manage the information.

This information helps to clear up any doubts without having to rely on messages, notes or memories from several days ago.

Digital registration methods

There is no single method that works for every workforce. Someone working in an office does not have the same needs as a transport technician or a catering team.

You can register from:

• Mobile phone.
• Computer.
• Tablet.
• A fixed point located at the centre of the workpiece.
• Other compatible devices or systems.

The choice should take into account where the team works, what access they have to devices, and which procedure is easiest to follow during the working day.

What to look for in a time and attendance system

What happens when someone forgets to clock in?

Omissions are part and parcel of day-to-day management. The important thing is to have a procedure in place to identify and rectify them without losing traceability.

The workflow may include:

1. Detection of an incomplete record.
2. Reporting the incident.
3. Request for the necessary information.
4. Inspection by an authorised person.
5. Correction or confirmation of the signing.
6. Preserving change in the historical record.

The company must define who is authorised to carry out each action and what information is required to verify that it has been carried out correctly.

Mistakes made when implementing a digital time and attendance system

Changing tools does not automatically solve the above problems. If the process is not properly defined, the mess simply moves from paper to a screen.

• Activate the system without explaining how to clock in.
• Failure to specify who is responsible for reviewing incidents.
• Granting unnecessary permissions.
• Failing to adapt the recruitment method to the job role.
• Do not review incomplete records on a regular basis.
• Keep calendars and shifts separate from staff attendance records.
• Failure to provide information on data processing.

Before putting it into operation, it is a good idea to test the workflow using real-life scenarios: a break, a slip of the mind, a change of shift or a staff member working at another centre.

Time recording and regulations in Spain

The tool makes it easier to record and search for information, but it does not, on its own, determine whether the configuration complies with all applicable requirements.

For the Spanish version, please see the Article 34 of the Workers’ Statute, which regulates working hours and their recording. The collective agreement, the contract, the organisation of work and the data protection regulations must also be reviewed.

How to manage time and attendance with Staffy

Staffy allows you to record and view signings, breaks, incidents and historical data all within a single platform.

With the time control module, you can:

• Record arrivals, departures and breaks.
• Manage incidents and forgotten sign-ins.
• View daily, monthly or annual records.
• Check for any discrepancies with the scheduled timetable.
• Generate time sheets.

HR staff and managers can view the information in accordance with their permissions, whilst each employee has access to the data and actions for which they have been authorised.

Frequently asked questions about digital time and attendance systems

What is digital time recording?

It is a system that enables working hours to be recorded and viewed using digital devices, thereby avoiding a reliance solely on paper documents or manual records.

Can it be used in several centres?

Yes, provided that the configuration includes the relevant centres, staff, managers and permissions.

Is it suitable for teams working in shifts?

Yes. It can be particularly useful when player transfers are viewed alongside fixtures, rotas and scheduled timetables.

What happens if someone forgets to clock in?

You can log and review an incident in accordance with the company’s established procedure.

Is it compulsory to use a specific app?

The company must choose a system that complies with the regulations and is suited to its organisation. A digital tool is one management option, but it must be set up and used correctly.