Export the working time record
Download each employee's monthly working time record as a PDF to hand over, sign, pass to payroll or keep ready for the Labour Inspectorate.
- For Administrators · Supervisors
- In Panel
Use this guide every month, once it has closed, to get each employee's working time record (registro de jornada) with the Official report.
Before you start
- You need to be an administrator with permission to generate reports or a supervisor. Supervisors can only download the record of the people in their departments and their own.
- Check that there are no open clock-ins. The report only counts the periods that have a start and an end. If someone forgot to clock out, that period does not appear. Find them in Clock-ins and fix them with Correct a clock-in.
- Check the month's absences and public holidays. They do not change the hours, but the report colours the days of accepted absence and the public holidays of each employee's centre.
Steps
Open Dossiers
In the side menu, click Analytics and then Dossiers.
Choose the Official report
In step 1. Select a Dossier, click Official. It is the one selected when the page opens.
Configure the report
In step 2. Configure the Dossier:
- All employees or choose a specific one.
- All centers or one centre.
- All projects: leave it like this so that all the hours are included.
- Departments (all of them) or one department.
- Select month: choose the month. By default, the current month.
Download the PDF
In step 3. Download Dossier, click PDF. The browser downloads a file with a name like Oficial - 20261101_0930.pdf.
Check and file it
Open the PDF. It has one page per employee with one row per day: Start, Final, T. Worked, T. Pause, T. Permission and T. Time, the month's total, the Company signature and Employee signature spaces and the legal text at the bottom. Keep it in the company's records.
What happens next
- For the employee: print or send them their page. If your company collects signatures, use the spaces at the bottom.
- For the Labour Inspectorate: the footer of the PDF reminds you that the company must keep the records for four years and make them available to the workers, their representatives and the Labour Inspectorate (Inspección de Trabajo). Keep each month's PDF.
- For payroll: the Official report gives the hours for each day and the month's total. If you need to compare with the timetable or calculate overtime, download Excess hours, Official and excess hours or Out of hours in Excel. See Dossiers.
- Very large reports: if there are many clock-ins (7,500 or more), the admin panel asks you for an email address and sends you the report when it is ready. If you have not filtered by a single employee, you get a ZIP with one PDF per employee. See Large reports.
The employee cannot download this report from the app. There they see their clock-ins in My Clock-in´s and their hours in Summary.