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By EasyHours | April 3, 2025
An easy-to-understand guide on how you can get started with time tracking in your company
Tags: time tracking, legal requirements, EU regulations, working hours, rest periods, time registration, legislation
From July 1, 2024, new EU legislation will come into effect, making systematic time tracking mandatory for all employers. This means that all companies – large and small – must record employees' daily working hours. If you run a small or medium-sized business, you might think that extra administration sounds overwhelming. Don't worry – getting started with time tracking doesn't have to be difficult. In this guide, we explain why it's important to start now and show 5 easy steps to implement time registration in your company without stress or legal jargon.
For more background on the new rules, you can read our introductory post on the legal requirement, and if you have questions, you'll find answers in our FAQ article. Here, we focus on practical steps that give you peace of mind and ensure that your company quickly complies with the mandatory working hours registration.
Getting started quickly with working time registration is important for several reasons. First, by law, your company must have a time tracking system in place no later than July 1, 2024. The sooner you start, the more time you have to find the right solution and get used to the new routines before the deadline. Second, you avoid stress and panic as the deadline approaches – by being proactive, you ensure that everything works and that you comply with the regulations, so you avoid potential fines or reprimands. Read more about the legal requirements for time tracking to get the full overview.
Additionally, an early start provides peace of mind and an overview. You can implement time tracking step by step and make adjustments along the way, rather than rushing into it at the last minute. Finally, a good time tracking solution can also offer positive side benefits: better overview of working hours, fairer distribution of tasks, and assurance that no one is overworking. In short – it can actually benefit both the company and the employees.
Below, we outline five concrete steps to help you quickly and easily get started with time tracking in practice.
The first step is to familiarize yourself with exactly what the new law requires. In short, the law means that all employees' daily working hours must be recorded in a reliable and accessible manner. Each day, you must record how many hours (and minutes) each individual has worked. You do not need to record when during the day the work was performed, only the total daily working hours. This is important knowledge as it makes the task more manageable – for example, if an employee has worked their usual 7.5 hours, that is what needs to be noted.
Make sure to inform yourself about the details of the legal requirement: Who in your company is covered (typically all employees, except for, for example, top executives and independent owners), and whether there are specific rules you need to consider in your industry. You don't need to become a legal expert, but get an overall overview. Our introductory post covers the main points of the law in simple language if you want the full picture. With this knowledge in hand, you're ready for the next step.
Now that you know the requirements, you need to choose how you will track working hours. The law does not specify any requirements for the system – it can be anything from a simple Excel sheet or a notebook to a digital time tracking system. However, for a small company, it is advantageous to choose a simple, digital solution. A digital tool (e.g., an app or online system) makes time tracking easy in everyday life and minimizes the risk of errors and forgotten entries.
Consider what suits you best: Should it be completely simple, or do you want extra features like reports or automatic reminders? The most important thing is that the system is user-friendly for you and your employees. In practice, this means that everyone should be able to register their hours easily – preferably in just a few clicks. A dedicated time tracking app such as EasyHours is specifically developed to make time tracking easy and to meet legal requirements without hassle. Whatever you choose, think long-term: pick a system you can also use in a few years, so you don't have to switch again. Also remember to ensure that the system stores data securely (the law requires that records are kept for several years), and that each employee can access their own records. Most modern time tracking systems handle all this automatically.
Once you have chosen your solution for time tracking, the next step is to create internal guidelines on how to use it. It may sound formal, but it can be kept very simple. The idea is just to ensure that everyone knows how and when to record their working hours, and what might happen if they forget.
Start by determining how you will record: Should employees log their hours precisely every day, or do you collect them weekly? (It is recommended to do it at least weekly, so no one has to try to remember a whole month's hours from memory). If you have employees with fixed working hours every day, you might consider allowing them to only record deviations – meaning a normal workday doesn't require active logging, but if they, for example, leave early or work overtime, they record that change. This makes it extra easy for all parties, as there's no need to log "same time as always" every day.
Also note who is responsible for what: Should each employee report their own hours (typically yes), and is there a person – such as an administrator or manager – who regularly checks that the records are in place? Consider how you will handle it if someone forgets to log: perhaps a friendly reminder at first rather than strict consequences. The goal is not to punish, but to get everyone into a good routine. Make sure to write these guidelines down and share them with the team (it can be a short document or email). This way, everyone is on the same page, and you also have documentation that you have implemented the necessary measures (which is also part of the legal requirement).
Now that the system and internal guidelines are in place, employees need to be involved. It is crucial to get them on board from the start, as time tracking in practice is something they will have to do themselves on a daily basis. Plan a brief introduction: explain why you are implementing time tracking (e.g., "It is now a legal requirement, and it ensures a good working environment and accurate time records – not because we want to monitor you"). It is important to communicate that the purpose is positive and not an expression of distrust. When employees understand that time tracking benefits them (e.g., ensures correct pay for overtime and compliance with rest period regulations), they will be more motivated.
Provide a practical demonstration of the chosen system: Show how to record working hours step by step. This can be done in a group meeting or via a small guide. Ensure that everyone has the opportunity to try out the system – perhaps conduct an exercise where everyone records "today" together, so you are sure it works on everyone's phones or computers. Be ready to assist those who may not be as technically proficient; fortunately, most time tracking tools are quite intuitive.
Also agree to follow up frequently at the start – for example, after the first week, briefly check if everyone has recorded their time and if there are any questions or issues. The initial training and dialogue create confidence. Once employees experience how easy it is to record working hours (especially with a good system), it will quickly become a natural part of the workday.
Now you are ready to get started in earnest. Set a start date for when the ongoing working time registration will take effect – for example, from next Monday or the 1st of the upcoming month. Make it clear that from that day on, all relevant employees must begin to register their working hours according to your new practice. It might be a good idea to start a little before it actually becomes mandatory, so you have an adjustment period. This way, you can identify and resolve any minor issues before it really counts.
In the first few weeks after starting, you should follow up continuously. Keep an eye on whether everyone is registering as they should. It may happen that someone forgets at the beginning – feel free to send a friendly reminder or have a quick chat if an employee has forgotten to register for several days. Often, automatic reminders in the system can also help (if your solution has that feature). Use the follow-up period to adjust your processes: If you find that something in the guidelines is unclear or impractical, adjust it. Perhaps it turns out that weekly registration suits you better than daily – or conversely, that it's easiest to do it every day after work. Don't be afraid to adjust, as long as you stay within the legal framework (remember, the minimum requirement is, as mentioned, that each day's working hours are registered in one way or another).
As the working time registration progresses, it will become a routine for everyone. Make sure to acknowledge it – for example, praise the team for adopting the new process. You can now feel confident that you are complying with the legal requirements and have created transparency around working hours. Should the authorities or others ever inquire about your time registration, you can confidently demonstrate that you have it under control.
Implementing time tracking doesn't have to be as overwhelming as it might sound at first glance. By following these five steps – understand the requirement, choose a simple solution, create clear guidelines, involve employees, and get off to a good start – even a small company can quickly manage the mandatory recording of working hours. The key is to take it step by step and choose a solution that makes it easy for everyone.
Ready for a simple solution? EasyHours.com.pt is designed specifically to help small and medium-sized businesses get started with working time registration in just a few minutes. With EasyHours, you get a user-friendly system for time tracking that meets all legal requirements – without unnecessary hassle. Try EasyHours free for 30 days, and experience how easy it can be to make working time registration an integrated part of your daily routine. This way, you are in safe hands and can focus on what matters most to you, knowing that time tracking runs efficiently and correctly in the background. Get started today – and take control of your working hours with a smile!