Workforce attendance control: how to digitize the workday log

6 of June, 2025

The time has come to digitize your company’s attendance control. The days of manually clocking in or letting workers fill out time sheets are over.

If we truly want efficient labor control, it must be digitized. For the benefit of the company… And your employees.

On the one hand, there’s the legal requirement of time tracking. On the other hand, the rising practice of remote work.

Fortunately, we have digital time tracking software, programs to check in and out that make this task easier. And not only that, but they offer most interesting information to Human Resources.

What is labor presence control?

Labor presence control is a system that allows companies to register and manage the entry and exit hours of their employees, as well as breaks and total time dedicated to their tasks during the workday. This register can be done with various methods, such as proximity cards, fingerprints, facial recognition or mobile applications.

Implementing accurate labor presence control is essential for several reasons:

Legal compliance: in Spain, since May 2019, it is mandatory for all companies to register the workday of their employees, regardless of their size or sector.
Protection of labor rights: a detailed register helps to prevent labor abuses and ensures the adequate payment of overtime hours worked by employees.
Resource optimization: it allows companies to supervise attendance and efficiently manage schedules, breaks, vacations and leaves, improving planning and productivity.

Furthermore, the digitization of these systems facilitates integration with other business management tools, automating processes and reducing administrative errors. It is crucial that companies adopt attendance control solutions tailored to their needs to ensure efficient labor management in accordance with current regulations.

When is time control mandatory?

Time control is mandatory in Spain since May 2019, when the Royal Decree-law 8/2019 was implemented, which requires all companies to register their employees’ workday. This regulation applies to all companies, regardless of their size or sector, and covers all workers, with very specific exceptions.

In 2025, significant changes were introduced in the regulation, requiring that the workday register is done exclusively through digital systems. This update aims to improve transparency and efficiency in labor time management.

It is crucial that companies adopt digital time control systems to comply with current regulations and avoid potential sanctions.

What attendance control systems for workers exist?

We have different options when it comes to applying labor control to our workforce. Some, like Excel spreadsheets, have proven to be impractical.

On the other hand, time register applications like Sesame HR are trendy. They offer multiple possibilities for access control management.

The presence control methods we will see below are very easy to use. After all, we are looking for an intuitive solution that streamlines the check-in process.

The digitalization of presence control allows workers to know at all times the hours worked, the available days off, etc.

Software to clock in

One of the simplest and most handy options is to install a clock-in software on the worker’s computer.

When they arrive at their workplace, the first thing they will do is turn it on and clock in. The exit clocking works the same way: they will clock out before turning off the computer and ending their workday.

There are programs that can be installed on the device itself and cloud software. This second option may be interesting in those companies where on-site work is combined with remote work. We will dig deeper into it later, but it is an efficient way to manage labor presence control when working from home.

These systems are easy to implement and use, and they offer numerous advantages:

Integration with other tools: many of these programs integrate with payroll software and human resources management, facilitating data transfer and information management.
Detailed reports: they generate automatic reports that allow human resources directors and company heads to have a clear and detailed view of the hours worked by each employee.
Legal compliance: they help to comply with the Spanish regulation on the registration of the workday, established in Royal Decree-law 8/2019.

Applications for time registration

The worker installs the app on their mobile and clocks in and out. It is one of the simplest and most effective presence control systems for workers. It is not complex at all, and the only thing the employee will need to clock in is internet connection. Something that everyone has these days.

Mobile applications for time registration are an excellent solution for employees who do not always work from a fixed place. These applications allow recording work hours from anywhere and at any time:

Accessibility. Employees can clock in from their smartphones, which is especially useful for those who work remotely or at multiple locations.
Notifications and reminders. Some applications send reminders to clock in at the beginning and end of the workday, reducing the possibility of forgetting.
Geolocation. Many applications include geolocation functions that allow verifying that the employee is in the designated workplace at the time of clocking in.

Sesame HR is much more than an application to clock working hours. It allows us to track overtime, or manage vacations and days off. The employee can request them from the app, and those in charge can approve -or reject- the request. This way, we avoid misunderstandings in this regard.

Workplace presence control

Another option to digitize presence control is to install a sign-in tablet in the office. The traditional -and outdated- clocking machines are replaced by tablets. Instead of inserting the card into the machine, the worker enters their access code when clocking in.

It’s a very simple presence control mechanism. You just need to install the tablet at a strategic point, and the workers will clock in it.

Again, a work hours control program like Sesame HR allows you to gather all kinds of information about the workday. Entry and exit hours, overtime, delays, workers that leave early…

We can use this mechanism for access control of workers to certain areas of the organization. For example, restricted areas, laboratories, places where sensitive information or materials are stored… This way, the company also has a record of who has accessed, when and for how long.

How to choose the right attendance control system for your company

Choosing the right employee attendance control system is essential to ensure legal compliance and optimize time management within your organization. To make an informed decision, consider the following factors:

Company Size and Structure
Assess the number of employees and the geographic distribution of your operations. Companies with multiple locations or remote staff may benefit from cloud-based systems that allow employees to clock in from any location.

Type of Activity and Work Schedules
Consider whether your company operates in shifts, offers flexible hours, or requires overtime tracking. A system that allows for customized settings and manages different types of work schedules will be more effective.

Required Features
Beyond clock-in and clock-out tracking, consider whether you need additional features such as absence management, payroll integration, or detailed reporting capabilities.

Ease of Use and Implementation
Choose intuitive solutions that require minimal employee training and can be easily integrated with your existing systems.

Legal Compliance
Ensure that the system complies with current labor and data protection laws, especially considering recent updates that require tamper-proof digital time records.

Cost and Return on Investment
Evaluate your available budget and compare different options, considering not only the initial cost but also maintenance and updates. An efficient system can result in significant long-term savings.

How Sesame HR helps with digital timekeeping

Sesame HR offers a fully integrated digital timekeeping system that automates employee attendance tracking. Key features include:

Automatic Tracking: Automatically records employee clock-ins, clock-outs, and breaks in real time, reducing manual errors.
Payroll and HR Integration: Attendance data syncs directly with your payroll and HR systems, streamlining salary calculations, overtime, and more.
Legal Compliance: Ensures your company meets labor regulations by securely storing time records for the legally required period and facilitating audits.
Access and Transparency: Both employees and HR managers can view attendance records through an intuitive interface, improving communication and transparency.
Alerts and Reports: Provides real-time alerts and reports on absences, tardiness, or schedule deviations, allowing for prompt corrective actions.

Sesame HR streamlines attendance control, reduces administrative burden, ensures legal compliance, and improves overall time management efficiency.

Want to see it in action? Sign up for a free trial and optimize your company’s timekeeping today.

Professional with over 20 years of extensive experience in various areas of Human Resources (Recruitment, Training, Occupational Risk Prevention, and Personnel Management). Experience in the Management Department: Broad understanding of the company and HR.

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cristinamartin

HR Content Specialist