Keeping track of working hours should be a routine part of running a team. Employees need a straightforward way to record their day, and managers need a reliable way to spot missing entries and resolve mistakes.
This guide explains the legal starting point in Germany and the practical decisions employers should make when setting up time tracking.
What are employers required to record?
In its ruling of 13 September 2022, Germany’s Federal Labour Court held that employers must introduce a system for recording employees’ working time, subject to the applicable scope and exceptions. The ruling covers the start and end of each working day, including overtime.
The requirement stems from the Occupational Safety and Health Act. It is not a new obligation that starts in 2026. The ruling itself does not require employers to use a particular app or an electronic system.
Record the working day, not just billable hours
Project tracking and attendance serve different purposes. A project timer tells you how much time was spent on a task or client. An attendance record shows when someone worked and when they took a break.
For example, an employee might spend six hours on client work and another two hours in internal meetings and administration. Recording only the client work would leave part of the working day unaccounted for.
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Track working hours, breaks and leave in your browser. No installation needed.
Set up a process your team can follow
- Explain what to record. Give employees clear instructions for the start and end of work, actual breaks and any additional work later in the day.
- Assign someone to review entries. Decide who checks for missing clock-outs, unexpected totals and other entries that need clarification.
- Make corrections straightforward. A forgotten clock-out should be easy to report. Agree who can correct it and how relevant changes are documented.
- Limit access appropriately. Decide who needs to see each type of information and explain how the records will be used.
- Test real working patterns. Include remote work, split working days and shifts that cross midnight, where relevant to your team.
If your organisation has a works council, involve it early. Review privacy, access and retention arrangements with the people responsible for those areas.
How long should you keep the records?
Section 16(2) of the Working Time Act requires employers to keep the specific records covered by that provision for at least two years. This is not a universal retention rule for every type of HR data. Establish a retention policy that takes account of the records you hold and the rules that apply to them.
How Minutezilla can help
Minutezilla brings project timers, manual time entries, attendance and break recording into one browser-based tool. Time reports can be exported as PDF files, while HR reports support CSV export.
Start by testing a normal working day, a missed clock-out and a correction. Check that employees understand the process and that managers can review the information they need. Software can support this work, but it does not replace your responsibilities as an employer.
Frequently asked questions
Do employers in Germany already need to record working time?
Yes. The Federal Labour Court’s 2022 ruling established a recording obligation under existing occupational safety legislation. Check how the requirement applies to your workforce and whether specific exceptions are relevant.
Do we have to use an electronic time-tracking system?
The 2022 ruling does not, by itself, require an electronic system or a particular software product. Check any additional rules that apply to your organisation before choosing a method.
Can employees enter their own hours?
A practical process can ask employees to enter their hours. Employers still need to organise the process and make sure it is used reliably.
How should we handle a forgotten clock-out?
Ask the employee to confirm the actual finish time, have the authorised person correct the entry and keep relevant changes traceable. Do not simply assume the missing time.
How long do we need to keep time records?
Section 16(2) of the Working Time Act specifies at least two years for the records it covers. Other records may need a different retention period.
Is tracking project time enough?
Not necessarily. Project entries may leave out internal meetings, administration or other work. Check that your records account for the whole working day.
Will a time-tracking app make us legally compliant?
An app can help you record and review hours, but compliance also depends on your procedures, settings and the rules that apply to your organisation.
Sources and further reading
Editorial review: 17 October 2026. This guide provides general information, not advice on an individual employment matter.
