Dossiers
Generate the official working time record and the reports on hours, punctuality, excess hours, remote work and absences as PDF or Excel files.
Dossiers generates documents ready to hand over or file: each employee's monthly working time record (registro de jornada), hour totals, punctuality, excess hours, remote work and absences. They are downloaded as PDF and, in most cases, also as Excel.
It opens from Analytics › Dossiers. Administrators with permission to generate reports and supervisors can see it; supervisors only get data for the people in their departments and for themselves.
How a report is generated
The page has three numbered steps.
Select the report type
Click the button of the report you want: Official, General, Punctuality, Excess hours, Yearly, Monthly, Projects, Daily, Absences, Work from home, Monthly absences, Absences and compensatory time, Official and excess hours or Out of hours. The chosen button stays highlighted.
Configure the report
The filters for that report appear. If you leave a filter empty, the report includes everything: All employees, All centers, All projects, Departments, All types or All absences. The department filter is in every report.
Depending on the report, the period is chosen as a day (Select a day), a month (Select month), a year (Select year) or a date range.
Download the report
Click PDF or Excel. The button shows a loading indicator while the report is generated, and then the browser downloads the file, with a name like Oficial - 20261017_0930.pdf. The Official and Detailed punctuality reports can only be downloaded as PDF.
If the report has a lot of data, instead of downloading it is prepared in the background and sent to you by email. See Large reports.
Common rules
- Only closed clock-ins count. Periods without an end do not appear in any report. Correct forgotten clock-outs in Clock-ins before generating.
- Each period counts on the day it starts, except in Out of hours, which splits periods that go past midnight between days.
- Times are shown in each employee's time zone.
- Breaks that count as work: breaks that the employee's agreement counts as work are added to the time worked.
- Comparison with the timetable: reports that compare with the planned time use the employee's timetable and do not count as working days the public holidays of their centre or days with an accepted absence.
- Header: PDFs carry the company logo if one is set up; otherwise, Inallow's.
- No data: if there is nothing in the period, the PDF says "No data found in the selected range".
Report types
| Report | What it shows | Period | Formats |
|---|---|---|---|
| Official | Each employee's daily working time record, with space for signatures. | Month | |
| General | Work, break and leave hours per employee. | Range | PDF, Excel |
| Punctuality | Who clocks in or out before or after a given time. | Range or month | PDF (and Excel for the summary) |
| Excess hours | Time worked against the timetable and accepted overtime. | Range | PDF, Excel |
| Yearly | Hours per employee and month. | Year | PDF, Excel |
| Monthly | Hours per employee and day. | Month | PDF, Excel |
| Projects | Hours and percentage per project. | Range | PDF, Excel |
| Daily | Each employee's start, end and hours on one day, against their timetable. | Day | PDF, Excel |
| Absences | Absence days per employee and month. | Year | PDF, Excel |
| Work from home | Split between office and home. | Range | PDF, Excel |
| Monthly absences | The month's calendar with each employee's absences. | Month | PDF, Excel |
| Absences and compensatory time | Who is absent or taking compensatory time each day. | Up to 7 days | PDF, Excel |
| Official and excess hours | Daily detail against the timetable, per employee. | Month | PDF, Excel |
| Out of hours | Hours inside and outside the timetable, public holidays, night hours, Saturdays and Sundays. | Month | PDF, Excel |
Official
This is the monthly working time record. Use it to give each employee their record, keep it available for the Labour Inspectorate (Inspección de Trabajo) or pass the hours to payroll. See Export the working time record.
Filters: employee, centre, project, department and Select month.
Content: one page per employee. All employees who match the filters appear, even if they have not clocked in that month.
- Header: Company, Employee, Month, T. Worked (month's total) and Time zone.
- One row for each day of the month with Day, Start (first clock-in), Final (last clock-out), T. Worked, T. Pause, T. Permission and T. Time.
- Weekends, public holidays of the employee's centre and days with an accepted absence are coloured (absences, in the colour of their type).
- At the bottom: Company signature, Employee signature, a blank line to write the place and date, and the legal text: "Registro realizado en cumplimiento del Art. 10 del Real Decreto-ley 8/2019, de 8 de marzo…" (record made in compliance with Article 10 of Royal Decree-law 8/2019) and "La empresa conservará los registros al que se refiere este precepto durante cuatro años y permanecerán a disposición de las personas trabajadoras, de sus representantes legales y de la Inspección de Trabajo y Seguridad Social." (the company will keep the records for four years, available to the workers, their legal representatives and the Labour and Social Security Inspectorate).
It can only be downloaded as PDF.
General
Filters: employee, centre, project, department and date range.
Content: a table with From and To in the header and one row per employee who clocked in during the period: Employee, Worked time, Pause time, Permission time and Total time.
Punctuality
First choose the Report type: Detailed or Monthly Summary. Until you choose one, the download buttons are disabled. Then define the condition:
- Check-in before, Check-in after, Check-out before or Check-out after.
- The time, with the clock picker. By default, Check-in after 08:00.
The first clock-in and the last clock-out of each day are compared.
Detailed (downloaded as Detailed punctuality):
- Filters: employee, department, date range and the condition.
- One page per day with Date, Employees (how many meet the condition out of how many clocked in that day), Type and the chosen time.
- One row per employee who meets the condition: Employee, Start, Final and T. Worked.
- PDF only.
Monthly Summary (downloaded as Punctuality Summary):
- Filters: employee, department, month and the condition.
- A table with one row per employee and one column per day. On the days that meet the condition, the clock-in or clock-out time appears. The # column counts how many days the condition was met.
- PDF and Excel.
Excess hours
Filters: employee, centre, department and date range.
Content: one row per employee with:
| Column | What it is |
|---|---|
| Worked | Working time (includes the breaks that the agreement counts as work). |
| Permit | Time on leave. |
| Schedule time | The time their timetable sets for the period, not counting public holidays or days with an accepted absence. |
| Holidays | Number of public holidays in the period. |
| Absences | Number of days with an accepted absence. |
| Hours requested | Overtime accepted in Request for hours. |
| Excess time | (Worked + Permit) minus (Schedule time + Hours requested). If it is negative, it has a minus sign. |
Yearly
Filters: employee, centre, project, types, department and Select year.
Content: one row per employee with the year's Total and one column per month.
Monthly
Filters: employee, centre, project, types, department and Select month.
Content: one row per employee with the month's Total and one column per day. Weekends and public holidays are coloured. The PDF comes out in landscape.
Projects
Filters: employee, centre, types, department and date range.
Content: one row per project with Project, Time and Percentage of the total. Only work periods count. Those without a project appear as "Unknown project".
Daily
Filters: Select a day and department.
Content: one row per employee who clocked in that day with Employee, Start, Start Schedule, Exit, Exit Schedule, Time, Schedule time and Overtime (with a minus sign if they worked less than planned). There is also one column for each break reason used that day, with each employee's time.
Absences
Filters: employee, centre, absence types (All absences or the ones you choose), department and Select year.
Content: one row per employee with the Total days of accepted absence in the year and one column per month.
Work from home
Filters: employee, centre, project, department and date range.
Content: one row per employee with T. worked, T. worked in office, T. worked at home, W. in office (%) and W. at home (%). A period counts as "at home" if the employee turned on Work-from-home when clocking in.
Monthly absences
Filters: employee, centre, absence types, department and Select month.
Content: one row per employee and one column per day. Each day with an accepted absence shows the absence type and its status, with a circle in the type's colour.
Absences and compensatory time
Filters: employee, centre, department and a range of 7 days at most. By default, from today to 6 days ahead. If you choose a longer range, the admin panel shortens it and warns you with "Date range exceeded".
Content: one page per day with the filtered Date, Center and Department, and one row per person with Day, Absence (accepted absence type), Comp time (accepted compensatory time hours) and Employee.
Official and excess hours
Filters: employee, centre, project, department and Select month.
Content: one page per employee who has clocked in during the month (in Excel, one sheet per employee).
- Header: Company, Employee, Month, Time zone, Total worked, Total hours and Total excess.
- One row per day with Day, Start clock type (where they clocked in from: app, web, tablet, admin panel…), Start time, Start schedule time, End clock type, End time, End schedule time, Working hours, Scheduled working hours and Excess time.
- Weekends, public holidays and absences coloured.
Unlike Official, it does not include space for signatures or the legal text.
Out of hours
Filters: employee, centre, project, department and Select month.
Content: one page per employee who has clocked in during the month (in Excel, one sheet per employee), with Company, Employee, Month and Time zone, one row per day and a Total row:
| Column | What it is |
|---|---|
| T. Worked | Total time clocked that day. |
| T. Scheduled | The part within the employee's timetable. |
| T. Out of schedule | The part outside the timetable. |
| T. Holiday | Time clocked on public holidays. |
| T. Nightly | Time between 22:00 and 06:00. |
| T. Saturday | Time clocked on a Saturday. |
| T. Sunday | Time clocked on a Sunday. |
Large reports
When a report has to process a lot of data (7,500 clock-ins or more, or 5,000 absences or compensatory time entries or more), it is not downloaded straight away: it is prepared in the background and sent to you by email.
Confirm the email address
When you click PDF or Excel, the Download settings window opens. It shows how many records have to be processed and which email address the report will be sent to. The field is filled in with your email address; you can change it to another one.
Send the request
Click Accept. You will see "Request submitted". If the email address is not valid, you will see "Invalid email".
Follow the status
Below step 3 a table appears with your requests from the last 30 days: Email, Dossier, Format, Application date and Status (In progress... or Completed). It refreshes by itself every 2 minutes.
When it finishes, you get an email with the subject "Inallow Clocks - Dossiers" and the file attached. The email says how many records have been processed. If you have not filtered by a single employee, the attachment is a ZIP with one file per employee, except for Projects and Absences and compensatory time, which always arrive as a single file.
The working time record and the law
Royal Decree-law 8/2019 (Real Decreto-ley 8/2019) requires companies to record every day the start and end of each worker's working day and to keep those records for four years, available to the workers, their representatives and the Labour Inspectorate.
The report designed for this is Official: for each day it shows the first clock-in and the last clock-out, the time worked, on breaks and on leave, includes space for the company's and the employee's signatures and cites the regulation at the bottom.
Bear in mind that the report is generated with the data available at that moment. If you correct clock-ins afterwards, a new report for the same month will come out different. That is why it is a good idea to download each month's Official report once the month has closed and been reviewed, and to file it.