Digital time recording for hotels: What it is, its legal obligation, and how to implement it.
- Elena Mateos
- Jul 27
- 4 min read
Digital timekeeping for hotels is a technological system that allows hotels to automatically and centrally control the entry and exit times of all employees. It replaces traditional paper or Excel methods with digital platforms that store workday information in real time and comply with current laws. This facilitates regulatory compliance, staff management, and transparency for both HR managers and employees.
Index
Definition of digital hotel time registration
Legal obligation to record digital time in hotels: dates and requirements
Key benefits for hotel management
How to choose the best digital timekeeping system
Integration of digital time control into hotel processes
Common mistakes when implementing digital hotel time recording
Frequently asked questions about digital time control in hotels
Conclusion: Digitizing time recording as a competitive advantage
1. Definition of digital hotel time registration
Digital hotel timekeeping is a solution designed to automate the monitoring of the working hours of all hotel employees. It allows for secure and reliable recording of entry, exit, breaks, and rest times from any authorized device. This method guarantees data integrity, immediate accessibility for inspections, and the protection of personal information, avoiding the inefficiencies and errors of traditional systems.
2. Legal obligation of digital time recording in hotels: dates and requirements
Since May 12, 2019, hotels in Spain are required by law to record their employees' working hours. However, as of January 1, 2025 , this record must be kept solely through approved digital systems that ensure the immutability and remote access of the data. The system must retain the information for at least four years and be available for inspection at any time.
Main legal requirements:
Only digital systems are valid; paper and Excel will no longer be accepted.
The record must include the working day, breaks and rest periods.
Accessible and exportable in real time for inspection.
Compatible with on-site and remote workers.
Failure to comply can result in significant penalties and the loss of protection against potential employment claims.
3. Key benefits for hotel management
Adopting hotel timekeeping software offers significant improvements:
Shift optimization, especially relevant in hotels where staff organization is complex.
Reduction of errors in the calculation of payroll, overtime, and vacations.
Agility in the preparation of legal reports and audits.
Transparency and trust; employees have easy access to their own time records.
Reduction in absenteeism and greater control over actual productivity.
4. How to choose the best digital timekeeping system
When looking for a suitable solution for your hotel, keep these criteria in mind:
Ease of use for all types of employees.
Access from mobile devices, tablets, biometric terminals, and computers.
Integration with PMS, payroll, and other internal management software.
Customizable shifts and schedules, ideal for multidisciplinary teams.
Quality technical support and GDPR compliance.
5. Integration of digital time control into hotel processes
Time control should be a central part of daily operations:
Automatic connection to shift planning, vacations, and seasonal hotel needs.
Automatic alerts for incidents, absences, or unscheduled hours.
Automatic reporting for human resources and management.
Scalability, allowing its use in hotel groups or chains with multiple locations.
6. Common mistakes when implementing digital hotel time recording
Some common mistakes you should avoid:
Failure to adequately train staff in the use of the system.
Choosing a tool that doesn't integrate with the rest of your hotel management software.
Not testing the system in phases before its global implementation.
Neglecting data security and backups.
Failure to have a contingency plan for possible technical failures.
7. Frequently asked questions about digital time control in hotels
Is digital time clocking mandatory in 2025? Yes, starting January 1, 2025, it will be mandatory to use an approved digital system to record working hours in hotels.
What happens if the system fails? The software should have backup options and backups so that no records are lost and everything is properly documented.
Can my staff clock in from their mobile phones? Yes, current systems allow remote clocking and monitoring with geolocation.
What information should the system store? All punches, breaks, rest periods, and any absences are protected and accessible for inspection at any time.
8. Conclusion: Digitizing time recording as a competitive advantage
Implementing digital timekeeping in your hotel is a legal obligation and an opportunity to optimize human resource management. In addition to complying with current regulations and avoiding penalties, it promotes transparency, operational efficiency, and staff satisfaction. Investing in digital timekeeping differentiates your establishment and helps build a modern and competitive work culture.
At HotelSAAS, we'll tell you everything you need to know about digital time recording: its advantages, the minimum features it should offer, and the most recommended providers in the industry.
Looking for more technology for your hotel? At HotelSAAS, we help you find the ideal tool for each area of your hotel. Explore by product type, department, specific need, or provider and discover everything technology can do for you.
Start here : Discover technology for my accommodation
Comments