Reports and working-time records

The working-time record report is the legal heart of AccessTime: it captures, day by day and per person, the start and end time, the hours worked and their difference against the scheduled hours — the daily record required by RD-ley 8/2019 (art. 34.9 of the Estatuto de los Trabajadores, Spain's Workers' Statute), ready for a labour inspection.

How each workday is consolidated

You don't have to do anything: every night at 01:30 (Madrid time), the platform consolidates the previous day's time entries for each company, interpreted in its time zone. For each active person it calculates:

1. First clock-in and last clock-out: the first clock-in of the day and the last clock-out. If the day was left without a clock-out, the end column stays empty.
2. Hours worked: the sum of the in→out intervals. Out→in intervals count as a break and go in their own column, in minutes.
3. Scheduled hours: the blocks of the schedule in effect for that day of the week. On public holidays they're 0, and if an approved absence covers the day they're also 0: no working time is owed that day.
4. Status of the workday, based on what was found.

If a day is consolidated again (for example, after correcting an entry), the workday is updated, not duplicated.

Incomplete workday notification

When a workday is consolidated as incomplete (a clock-in or a clock-out is missing, or an entry is extra), that person receives an automatic email in their language letting them know, with a link to request the correction from Clock-in issues (the My requests menu). Unless that day has one of their entries under review (it arrived late, without the required location or with a doubtful time, and is awaiting approval): then no email is sent, because what is decided about that entry is what counts. If it is rejected, the workday still shows as incomplete in My record and a correction can be requested anyway, even if the email does not arrive. The correction is reviewed by their manager or HR and is audited — more detail in requests and approvals.

Nor is it sent while a night shift is still open (its clock-out may still arrive).

If the person has already left the company, the email does not include that link, because they can no longer request corrections: it tells them to write it down when they confirm they have received their hours summary for that month, and that the company can propose the correction to them. If that month will not have a summary (it is before the first month that is closed), it tells them to let the company know, which can propose the correction to them. If they no longer keep read-only access, it tells them to let the company know.

Viewing the monthly report

1. Go to Reports (side menu, Team section).
2. Pick the month you want to review; the current month opens by default.
3. At the top you have the month's indicators: total hours, daily average, month balance and issues/absences.
4. Below, a day-by-day attendance map and the detailed table by employee and date, with an employee search box.

Each row shows employee, date, start, end, scheduled hours, hours worked, difference, break minutes, status and whether the day was remote work. Times are shown in your company's time zone.

Department managers only see the people in their department in the report; admins and HR see the whole company.

Deviation and hour balance

• Each day's difference is hours worked minus scheduled hours: positive if extra time was worked (surplus/overtime), negative if less.
• The month balance is that same calculation aggregated: the total worked in the month minus the total scheduled time due.
• Since approved absences and public holidays set the day's scheduled hours to 0, taking holidays doesn't put you in debt in the balance.

For these calculations to make sense from day one, assign schedules to the whole team — including the people you bring in with the importer.

Exporting to Excel

The Export to Excel button downloads the visible month as an .xlsx file (informe-mensual-YYYY-MM.xlsx), with the same columns as the table: employee, date, start, end, scheduled hours, hours worked, difference, break minutes, status and remote work. It's the file you can print and sign to hand over during an inspection, or archive for your payroll advisor.

Remember that the law requires keeping the working-time record for 4 years. If you're coming from another platform, import your history so you don't lose it.

What else?

• How the people on your team clock in
• Setting up a QR kiosk on a shared tablet
• Configuring absences and holidays