Why is using time tracking templates in Excel a bad idea?

The mandatory time control in Spain came into effect a few years ago and since then, many companies have been looking for the fastest and most efficient way to carry out this task. The most traditional ones have seen Excel spreadsheets or paper as a good option, but the problem is that any small error in them, or simply not remembering where they were saved, can result in a large fine for the company.

Time control, for most companies, is something that takes up more time than it should due to continuing to use methods that do not help streamline the process. However, an increasing number of small and medium enterprises (SMEs) are opting for the digitalization of this process by implementing time control software.

With time control software, companies avoid manually registering this information, and each employee, with the help of an application on their mobile phone, is responsible for recording their daily working hours. The application organizes the data by the company, and above all, the information is not lost.

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Why do many companies prefer paper and Excel for time control?

Companies that continue to use paper or Excel spreadsheets for time control have their reasons, but it is something that, apart from occupying a weather that they could implement in other tasks, it is increasingly dangerous at the level legal.

We explain to you the Reasons why some SMEs prefer paper and Excel for time control:

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Lack of clarity and implementation of the new law

Recording the working hours, or what we call time control of employees, has been mandatory in Spain since 2019, as we can find in the Official State Gazette (BOE). The problem with the law is that the implementation was intended to be done abruptly, without any prior preparation for companies. This led many companies to do it quickly, without having studied the law or the best ways to apply it in their company.

Therefore, many SMEs chose to continue using the traditional systems of recording working hours they were already using, such as paper or Excel time control templates.

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There is no initial cost

For some companies, it is the most economical option, as there is no initial cost like with time control software. However, in the long run, the cost may be reflected in the time spent creating these records. The cost can be reflected in the time invested in creating these records.

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Usability

On the other hand, some companies view digitalization with reluctance because, although many applications do not require any previous experience, when starting to use something new, one must learn, and they prefer to stick with the traditional method they already know.

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Leaves no trace

There are cases of companies where modifying schedules or not paying overtime hours is common, so the easiest way to commit this offense is through paper or Excel time control templates. Time control software does not allow modifications and also leaves a trace of everything that happens in the company.

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The risk of Excel templates and paper to record your workers' working hours

These are some of the risks for your company of manually recording working hours:

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Lack of guarantees and accuracy

Paper or Excel do not guarantee that the recording of working hours will not be modified, which is illegal according to time control regulations. Moreover, it is much easier to make mistakes or errors with this time control method than if each worker does it through a time control app at the start and end of their working day.

It is also mandatory to include breaks or pauses that workers take, something that is more complicated manually, as it is common to forget to do so.

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There is no regularity

Recording your workers' working hours in the traditional way can lead to unstable records, correct in some weeks and inaccurate in others. In addition, for communication between the employer and the worker to be as fruitful as possible, it is essential to provide a copy periodically, something that is impossible if time control is not daily and correctly recorded.

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Increase in work absenteeism

Manual time control is never reliable, as it can be modified at any time or not be recorded daily without anyone suspecting. Additionally, it does not record instances of labor absenteeism. With time control software, you can know and put an end to labor absenteeism by confirming with a click that your workers are at their workplace.

Click here to learn more about how to reduce absenteeism in your company.

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A roller coaster ride for the company and the worker

Using paper means having a physical file to keep, which not only takes up space but is also important not to lose, as it could be a serious legal problem. Additionally, organizing paper documents is never pleasant. With time control software, you save time recording and verifying your workers' working hours and have all the information in one place and accessible from any device.

Conflicts often arise in companies due to poor time control recording by workers, but paper requires always carrying the registration sheet and a pen, so it is common for it either not to be done or to be done imprecisely. Nowadays, we all have mobile phones and just as easily as we can send a message or make a call, it is just as simple to clock in using a time control app.

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The new solution for monitoring your workers' working hours

If you are looking for the best app for clocking in at work, taclia is the simplest solution for having automated time control, saving time, and increasing your company's productivity. Additionally, you will be complying with the law without worries.

The taclia task and service management software that also includes time control has multiple advantages, one of them being that it helps reduce absenteeism in your company. Through the application, you can confirm that your workers are in the assigned services. You can also better organize your workers by seeing the hours worked and remaining.

With the taclia app, you can access your task and service management, workers, and more from any device and any location. All this without the need for previous experience and with the help of video tutorials that will accompany you in the app initiation process.