If you use Zoho People time trackingWe'll tell you how to go from "partially compliant" to "fully compliant" with the new regulations coming in 2026: digital clocking, attendance control, traceability, and remote inspection—all without operational pain or penalties. In our day-to-day implementation of Zoho with SMEs and freelancers, we've seen that success isn't just about "clocking in," but about leaving an unalterable, easily auditable trail.
What changes with the new law of 2026
The Government has given urgent processing to the new time recording regulations. This cuts the deadlines by half and allows the regulatory development to come into force after its publication in the Official State Gazette (BOE); the Ministry of Labour has already announced that registration will be digital and accessible for workers, unions and the Inspectorate. In the absence of a final text, the focus is on strengthening the interoperability and real-time control to combat unpaid overtime.
Some media also speak of unalterability of the record and even possible homologation of software in 2026. It is not official (yet), but it is advisable to prepare with systems that guarantee Traceability, immediate export and technical evidence.
What it means for your business
- No paper or homemade excels: digital record y verifiable.
- Access (possibly remote) for Inspection; in any case, accessible for the parties.
- More focus on traceability/unalterability and ease of auditing (trend).
Requirements: digital, traceable and unalterable
The current framework (art. 34.9 ET and RDL 8/2019) already requires the Daily log and keep it for 4 years with availability for staff and Inspection. The new regulations will revolve around reliability, accessibility y detail (e.g., distinguishing between regular/flexible/extra hours).
Technical translation by 2026
- Digital by default: app/web/Kiosk, no manual gaps.
- Traceability: activity logs, timestamp, who changes what and when.
- Practical unalterability: editing policies with justification, versioning and periodic exports signed for safekeeping.
- Remote or immediate access upon request (if so stated in the RD).
- Minimum retention 4 years (current).
Zoho People for time attendance
Zoho People covers time and attendance control with signing website, (GPS) and Kiosk (facial recognition), management of shifts and vacations, incidents, reports, and exports. In other words, everything business, HR, and auditing require.
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Web, mobile and kiosk check-in
- Website: : portal entry/exit and permission policies.
- Mobile phone with GPS: : route signing with geolocation and geofencing.
- Kiosk (tablet at reception/construction site/warehouse) with facial recognition to avoid impersonations.
Geolocation, IP and geofencing
You can limit signings by IP range (office/VPN) and by geographical areas (geofencing) to stop "log-in from home" scams. This is gold during inspections.
How to set up time recording
My recipe (the one we apply in logistics SMEs, clinics and offices) goes like this:
- Politics: who can edit and how to justify, mandatory fields, breaks, and teleworking.
- Signing channels: Activate only the ones you need (web/mobile/Kiosk) and combine with IP+geo.
- Shifts and calendar: schedules, night work, holidays, part-time work.
- Alerts: Notifies you of non-compliance and overtime in real time.
- Export: automates monthly downloads y secure backup (WorkDrive/Analytics/Storage) for 4 years in the Making.
Shifts, breaks and teleworking
Define shifts (rotating/fixed), breaks (meals/smoking) and rules of teleworking: Remote signing allowed only with VPN and IP authorized and geofencing in the employee's city. This way you balance productivity and fulfillment.
Integration with payroll and BI
Exports attendance reports (inputs/outputs, total hours, absences) and connect them to payroll/BI to reconcile Extra hours and costs by center/shift. Zoho People allows you to export reports, and with Analytics, you can create dashboards for management.
Audit and export for inspection
The “secret weapon” is the Activity Log: who played what and when. In Zoho People you can retains up to 6 monthslarvae, nymphs, and adults, so I recommend exporting logs and store them in your compliance repository to ensure long-term traceability (minimum 4 years).
Traceability: logs and auditing
- Change logs + justification of edits.
- do you copy monthly with hash or signature (if you use versioned repositories).
- Records of Kiosk with photo and timestamp.
Reports and remote access
Prepare a standard package: monthly report per person/center, detail of regular and overtime hours, history of changes, and one-click access for internal audit and (if the RD establishes remote access) for Inspection.
Privacy and Biometrics: Precautions
The use of facial recognition (Kiosk/mobile) requires an assessment of the legal basis (public interest in labor matters vs. consent), minimization, information and reasonable alternatives. There is debate about future regulation; some media suggest demands for unalterability y homologation. Until BOE, I recommend you DPIA (impact assessment), minimum necessary retention and strict access controls.
Use cases: office, hybrid, and field
- Multi-site office: Kiosk at reception + website; check-ins only from corporate IP.
- Hybrid teams: mobile with geofencing by city + teleworking authorized by IP.
- Field/works/distribution: Portable kiosk (tablet) + GPS mobile device; daily reports to the site manager.
In all, we automate alerts of absences, shifts y vacation with approvals; less manual work, more presence control.
Grants: Kit Digital y Kit Consulting
Adaptation doesn't have to hurt your wallet. As Digitalizing Agent of the Kit Digital and attached to Kit Consulting, we help to finance diagnostics, Zoho People setup, integrations (payroll/BI), and team building to accelerate adoption.
Implantation with Millennials Consulting
We are consultants Zoho specialists (CRM, integrations and People) and multidisciplinary team (marketing, IT, processes, sales). We accompany from the technical report and the action plan, until the go-live and monitoring. We often do this with sectors as diverse as education, health, legal, real estate, transportation, or industry: we know how to translate the law into daily operations without slowing down your business.
Conclusion
2026 will be the year of digital, traceable and auditable time recording. If you get ready today Zoho People (web/mobile/Kiosk check-in, geolocation, IP/geofencing, logs and export), tomorrow you will have a system de facto unalterable and ready for the Inspection, with the added bonus of subsidies to make the project a success.
FAQs New Time Recording Law and Zoho People
When is it published in the BOE?
The reform is in urgent processing; its publication and final details are still pending.
Will “approved” software be mandatory?
It's not confirmed; some media outlets suggest it is. Prepare for immutability and an audit if required.
Should I keep records for 4 years?
Yes, the minimum conservation of 4 years in the Making.
Can I use biometrics (face/fingerprint)?
Zoho People offers Kiosk with facial recognition; use it with impact assessment and GDPR measures.
Fonts
Zoho People docs: Kiosk (facial), IP/geo-restriction, reports/export, activity log.
RTVE: urgent procedure; digital and accessible registration.
El País: interoperability, deadlines and outline of the RD.
PressDigital: remote access (statements).
The debate: unalterability and possible homologation (unofficial).
BOE / ET art. 34.9: 4 years conservation
