People helps you keep the working-time record, but the protocol and the applicable collective agreement are each company's responsibility; this is not labour-law advice.
The record can be taken out of People in several ways. All of them use the same generator, so the content and columns are the same; what changes is who sees it and how much. The formats are CSV, Excel (XLSX) and PDF. The CSV and Excel columns are listed in Export columns.
Download my record
Each person can download their own copy at any time, whatever permission they have: in My clockings, Download my record. Choose the date range (at most one year per download) and the format. The copy contains your clockings for all situations, all their changes (changes, proposals with their authorisations and disagreements) and the daily and monthly totals.
The company's full export
Whoever has the permission to grant access to the record (see "Roles and permissions", below) finds it in Record access, under "Full export of the time record": the record of the whole workforce for one year, with all its changes and totals. Choose the year and the format. Each download is logged in the audit trail.
Monthly summary for payroll
When each month closes, People generates a PDF per person with the summary of the period (daily and monthly totals, monthly count of the flexible schedule and warnings), in the language of their account, to hand over with the payslip. It is generated only once: whatever changes after closing is in the record, but doesn't rewrite a document that may already have gone with a payslip. Finance picks it up from People to attach it to that person's payroll. Each person gets a notification when theirs is generated (one they can switch off in their preferences) and can download all their summaries in My clock-ins, My monthly summaries: art. 6.1 of the draft royal decree asks for a copy to be handed to them together with their payslip.
Links for the Inspectorate and the workers' representatives
In Record access you create read-only links, without anyone needing to be a user of the application. There are two kinds:
| Labour Inspectorate | Workers' representatives | |
|---|---|---|
| Expiry | Yes: 30 days by default, between 1 and 365 | Doesn't expire |
| Date range | Required | Optional |
| What they see | The whole scope of the link | A minimised view |
| No | Required: receives the notice of disagreements |
How a link is created
- Go to Record access and choose New link.
- Choose who it's for and give it a name that helps you recognise it (for example, the number of the request).
- Set the scope: the date range and, if you like, people or sites. With no people or sites, the link sees the whole workforce.
- Create the link. People shows you the address and the password only once: it doesn't store them, only a fingerprint, so they can't be seen again. If they are lost, revoke the link and create another.
Send the address and the password through different channels (for example, the address by email and the password by phone).
What the person opening it sees
The page is public, isn't indexed and is available in all six languages. It asks for the password and opens a 30-minute read session. It shows one month of the link's scope — each person's totals and one person's detail — and allows downloading the record for the range chosen within the scope. Changes appear with their authorship, authorisations and disagreements.
The minimised view for the workers' representatives does not include the tax ID or other data of the employee record beyond the name, nor IP addresses, nor the text or the key of conciliation measures: it only indicates whether there is a measure. The reasons for changes and the disagreements are visible.
Revoking, expiry and lockouts
- Revoking cuts access immediately, even for someone who has it open, and can't be undone.
- An expired or revoked link stops working and can't be reactivated.
- The password has an attempt limit: on the tenth failure in a row, the link is locked and whoever created it is notified. You can reactivate it from the list. There is also a time-based limit per link and per IP address.
Access log
Each link keeps an access log: entries, failed attempts, lockouts, views and downloads, with date and IP. You see it under View its accesses or for all the links at once.
Notice of disagreements to the representatives
When a person leaves a disagreement about their record, the email addresses of the active representative links are notified, with how many disagreements there are and from which company, with no personal data and no link: they are consulted with the representatives' link. If there is no active representative link, the disagreements stay pending and Record access says so; you can notify by hand with Notify now.
Before deregistering the organization
The working-time record must be kept for four years. When the organization is deregistered, the application deletes the data, the record included, and it can't be recovered afterwards. So:
- Download the full export from Record access, year by year, before requesting the deregistration.
- Keep those files for the period the law requires: from the deregistration, keeping them is the company's responsibility.
The notice in the danger zone of the organization settings links directly to this screen.
Roles and permissions
The "Grant access to the time record" permission allows creating, viewing and revoking the links, viewing their access log and making the full export. It is held by the owner, the administration and the People role.
The People role is for whoever runs HR: within People it manages everything (like the administration, including sensitive data, financial data, settings and access to the record), and in the other applications it has the same as a member, without administering the organization. A person has a single role per organization: giving this role to whoever runs HR doesn't take anything away from them in the other applications.
Day to day: each person sees and proposes on their own record; their direct manager sees and authorises their team's; whoever has permission to manage clockings sees and authorises everything.