WorkTracker Help

Quick answers about access, invitations, and support.

I can't log in

  • Check your inbox and spam folder: the access link arrives by email.
  • Make sure you're using the same email your company registered you with.
  • If the link has expired, ask your admin to resend the invitation.
  • If the problem persists, write to us at support@worktracker.es.

I didn't receive an invitation

  • Check spam, promotions, and other mail folders.
  • Confirm with your company that the registered email is correct.
  • Ask your admin to resend the invitation or generate a new access link.
  • If you still haven't received it, write to us at support@worktracker.es.

What can I do in the panel as an employee?

If your company uses WorkTracker and you received an Employee invitation, the panel only handles your personal account.

  • Here: Manage your basic data and account preferences, and read this help section.
  • On the mobile app: Clock in and out, review your clock-ins, file incidents, and check your personal reports.

If you don't have the app yet, ask your admin or support for the install link.

Legal and privacy

For GDPR requests or rights regarding your personal data:

Write to legal

Frequently asked questions

How do I invite employees to the team?
Go to Invitations in the panel. Select a role, generate the link and share it. The link expires after 15 days.
The invitation link is not working or has expired.
Invitation links expire after 15 days. Go to Invitations and reactivate or generate a new link.
How do I change my account email?
Your email is your access identifier. To change it, contact support or ask your administrator to re-invite you with a new email.
How do I report a technical error?
Use the "Send email to support" button on this page. Describe the problem with as much detail as possible.
What is the difference between support and legal/GDPR matters?
Use support for errors, access, or usage questions. For privacy requests (GDPR rights such as access, rectification, or data deletion), mention it in the subject of your message.

Guides

How to invite an employee

When you need to add a new team member and share access to the app.

Steps

  1. Go to Invitations in the side menu.
  2. Click «New invitation».
  3. Select the role: employee, encargado, or administrator.
  4. Copy the generated link and share it with the person.
  5. The link expires in 15 days. If unused, reactivate it from the invitations list.

Common issues

  • The link expired: open it in the list and use «Reactivate».
  • The link was revoked: create a new one from «New invitation».

If the problem persists, contact support.

Manage members and roles

When you need to change someone's role, deactivate access, or reactivate a member.

Steps

  1. Go to Members in the side menu.
  2. Find the person in the table; you can search by name or email.
  3. In the «Actions» column, use the «Change role» dropdown to modify their role.
  4. To deactivate an active member, click «Deactivate». To reactivate an inactive one, filter by «Inactive» and use the corresponding action.
  5. Confirm the action in the dialog that appears.

Common issues

  • You cannot deactivate yourself: another administrator must manage your account.
  • The «Deactivate» button does not appear: they may be the last active administrator in the company.

If the problem persists, contact support.

The panel as an employee: what you can do here

As an employee, the web panel is designed only for managing your personal account: basic details and preferences.

Steps

  1. The panel does not include clock-in/out, time history, incidents, or personal reports — all of those features live in the WorkTracker mobile app.
  2. Go to «My account» to update your name, email, or notification preferences.
  3. To clock in or out (start, pause, end), check your history, or submit an incident, open the mobile app.
  4. If you haven't installed the app yet, you'll see a banner in «My account» with the download link for iOS and Android.

Common issues

  • «I don't see clock-in options»: that's expected. The panel has no clock-in feature. Use the mobile app to clock in.
  • «I want to see my shifts or personal reports»: open the app and go to the «History» section.

If the problem persists, contact support.

Technical support and legal/GDPR matters

When you have an error, a usage question, or a data privacy request.

Steps

  1. For technical errors, access issues, or usage questions: use the «Send email to support» button on this page.
  2. Indicate the type of query and describe the issue in as much detail as possible.
  3. For GDPR rights (access, rectification, deletion, or objection): use the same email and state it clearly in the subject.
  4. Privacy requests are processed under applicable regulations within the legal timeframes.
  5. For billing or commercial queries: also use support; we forward to the right team.

Common issues

  • Not sure if it's a technical error or a billing issue: both go to support; we redirect to the right team.
  • No response within 2 business days: check your spam folder or resend the email.

If the problem persists, contact support.

Change company data

When you need to update the company name, phone, timezone, or other settings.

Steps

  1. Go to Settings in the side menu.
  2. In «Company data», edit the name, phone, or contact email.
  3. Save changes with the «Save changes» button.
  4. Timezone and address are in the «Work center settings» section.
  5. NIF/CIF and company email are read-only; use the «Request NIF/CIF correction» or «Request email change» links next to each field.

Common issues

  • NIF/CIF is not directly editable: use the «Request NIF/CIF correction» link to submit the request.
  • Changes were not saved: make sure to click «Save» in each section separately.

If the problem persists, contact support.

Review and resolve team incidents

When an employee requests a correction to a clock record (add, edit, delete, or justified absence) and it is waiting for your approval.

Steps

  1. Go to «Incidents» in the side menu.
  2. Under the «Pending» tab you'll see open requests. Use the filters (worker, type, date range) to narrow the list.
  3. Click a request to open the details: you'll see the author, the affected workday, the proposed changes, and the employee's comment and attachments if any.
  4. If the request is valid, click «Approve»: the system applies the changes to the workday and the request moves to «History» as approved.
  5. If it doesn't apply, click «Reject»: you can add a comment with the reason. It stays in history as rejected and cannot be modified; the employee can submit a new request on the same workday if needed.

Common issues

  • You don't see «Incidents» in the side menu: you need the administrator or encargado role. Ask the administrator to review your role.
  • The request you expected does not appear: check the active filters (worker, type, date range) and whether it's under «Pending» or has already moved to «History».

If the problem persists, contact support.

Review company reports and export PDF/CSV

When you need to review the team's worked hours, the period's corrections, or export the record for payroll, internal audit, or labor inspection.

Steps

  1. Go to «Reports» in the side menu.
  2. In the filters, pick the period (Day, Week, Month, Previous month, or Custom) and, optionally, a specific worker.
  3. Review the data on screen: each worker shows total effective hours and, if applicable, recognized justified hours. Expand each day to see movements and corrections.
  4. To download the report, click the export button at the top right and choose PDF or CSV.
  5. Both formats include the company header, a daily table with clock-ins, clock-outs and totals, and a corrections annexe when present. Use PDF to print or archive; use CSV to open in a spreadsheet.

Common issues

  • The download takes time: the file is generated on the server and may take several seconds for long periods or many workers. Wait without reloading the page.
  • Data is missing from the report: check the selected period and worker. Open or problematic workdays are not included in the period totals.

If the problem persists, contact support.

View a team member's clock records

Admin/encargado view to review a specific person's clock history (audit, resolving a question). This is not the employee's personal clock-in screen: that lives only in the mobile app.

Steps

  1. Go to «Members» in the side menu.
  2. Find the person and click on them to open their clock records view.
  3. By default you'll see from the 1st of the previous month up to today. Use the «Current week» or «Current month» buttons, or enter a custom range with «From / To» and click Apply.
  4. Each day appears as a card with its status (open, closed, or problematic) and the total. Expand the movements to see clock-ins, clock-outs, and breaks with their time.
  5. Ranges are calculated in the company timezone, not the browser's. If you expect to see a specific day, make sure the range covers it in that timezone.

Common issues

  • The expected workday doesn't appear: check the active range, or click «Current week» / «Current month» to broaden it.
  • Specific days are missing: confirm the employee clocked in during that period; days without movements are not listed.

If the problem persists, contact support.

Set up team clock-in behaviour

When you set up the company for the first time or want to change how the team clocks in. Administrator only.

Steps

  1. Go to Settings in the side menu and open the «Operational configuration» section.
  2. Turn on «Geolocation required for clock-ins» if you want every employee clock event to record GPS coordinates.
  3. Under «Break configuration», choose how break minutes are counted. Employees can always start and end breaks; this setting only changes whether those minutes count as worked time.
  4. Turn on «Weekly time confirmation» so each employee reviews and confirms their workdays at the end of the week.
  5. Turn on «Planned schedule» (requires «Weekly time confirmation» to be on first) to use the schedule template as a baseline. Once enabled, the «Edit schedule template» link appears — set it up before relying on it (see next guide).

Common issues

  • You changed a setting but the employee doesn't see it in the mobile app: ask them to reopen the app so the configuration refreshes.
  • «Planned schedule» appears disabled and you can't toggle it: turn on «Weekly time confirmation» first.

If the problem persists, contact support.

Manage the team's schedule template

When «Weekly time confirmation» and «Planned schedule» are already on, and you want to define the reference schedule your team will see. Administrator only.

Steps

  1. Go to Settings → «Operational configuration» and click the «Edit schedule template» link.
  2. For each day of the week (Monday to Sunday), mark whether it is a working day and enter the slots in HH:MM-HH:MM format. For several slots on the same day, separate them with commas (e.g.: 09:00-13:00,14:00-18:00).
  3. Check that no two slots on the same day overlap and that each slot's end time is later than its start time.
  4. Click «Save template». Saving fully replaces the previous template (it is not an incremental update); days you leave with no slots will be treated as non-working.
  5. Employees will see these slots as a reference in the mobile app when confirming days without recorded clock-ins.

Common issues

  • You don't see the «Edit schedule template» link in Settings: check that «Weekly time confirmation» and «Planned schedule» are both on in «Operational configuration».
  • You are an encargado and cannot open the screen: schedule-template management is restricted to the administrator.

If the problem persists, contact support.

Configure work centres

When you want to review or change the address or timezone of the work centre. Timezone directly affects how your report ranges are calculated.

Steps

  1. Go to Settings in the side menu and open the «Work centres configuration» section.
  2. In the «Timezone» dropdown, select the timezone that applies to the centre.
  3. In «Address (optional)», update the physical address of the centre if you need it for your records.
  4. Click «Save changes» to apply the new configuration.
  5. The centre's timezone determines how report and analytics ranges are calculated, not your browser's timezone. If you manage several centres, each one keeps its own timezone and its reports are calculated in that zone.

Common issues

  • Report ranges appear shifted or do not match your local time: check that the centre's timezone is correct.
  • You changed the address but the employee's mobile app still shows the previous one: the employee must reopen the app to refresh the data.

If the problem persists, contact support.

Already have access?

If your company has already invited you, you can go straight to the panel.

Go to panel

May require an active session or invitation.