Time tracking and rosters for gyms
Extended hours, multiple sites and outdoor classes, with the right time tracking for each person.
Opens early, closes late, and classes are not always at the gym
Reception, instructors and cleaning staff cover hours that start before 7am and end after 10pm, often at more than one site. There are classes in the park or on the beach, and part of the team may be independent contractors, which changes what should or should not go into the time records.
What the law requires
Record of working time
The employer must keep time records for all employees, including those exempt from set working hours and those who work away from the premises, with start and end times and breaks. The records must be available for immediate inspection and kept for five years. Failing to keep time records is a serious administrative offence, with fines between €612 and €9,690, depending on turnover and the degree of fault.
Article 202 of the Labour Code
11 hours of rest between two working days
Between two daily periods of work, the employee is entitled to at least 11 consecutive hours of rest, save for the exceptions provided for in the law or in a collective agreement.
Article 214 of the Labour Code
A limit of 48 hours per week, on average
The average weekly working time, including overtime, cannot exceed 48 hours, calculated over a reference period of four months, unless the collective agreement sets a different one, of up to 12 months.
Article 211 of the Labour Code
Night work
Unless a collective agreement defines a different period, night work is work performed between 10pm and 7am, and it is paid with a 25% supplement. The collective agreement may replace the supplement with a reduction in working time or an increase in base pay.
Articles 223 and 266 of the Labour Code
A summary of the Portuguese Labour Code and, where stated, Law 102/2009. It does not replace the collective agreement for your sector or legal advice.
How TeamYo helps
Free and Pro
Departments and multiple locations
Organise the team by departments and by locations.
Pro plan
GPS clock-in with geofencing by location
Each location can have a clock-in zone, with a radius between 20 metres and 5 kilometres. A clock-in outside the zone is refused. GPS collection and geofencing are switched on in the company settings.
Pro plan
Geofencing exemption per employee
The administrator can exempt people who work outside the premises from the clock-in zone. The change is recorded, with who made it and when.
Pro plan
Shift types and split shifts
Create reusable shift types, with one or more blocks on the same day, for example 10am-2pm and 6pm-10pm. The gap in a split shift does not count as an early departure.
Pro plan
Missing clock-in alert
When the minutes you set have passed after the start or end of the shift without a clock-in, TeamYo notifies the employee and their manager, by email, in the app or both. The waiting time and the channel are set separately for the employee and for the manager, between 5 minutes and 12 hours.
Pro plan
Automatic roster validation
Before publishing, TeamYo checks the rest between shifts (11 hours, as in Article 214 of the Labour Code), the hours per week (48 by default), the hours per day and consecutive working days (12 hours and 6 days by default, which the company adjusts to its schedule and collective agreement) and conflicts with absences. A roster that does not comply is not published.
Illustrative example: a gym with two sites
Each site is a location with its own clock-in zone. The instructor with an employment contract who teaches outdoor classes is exempted from the clock-in zone, and the change is recorded.
If someone on reception does not clock in at opening time, TeamYo alerts that person and their manager, by email or in the app, after the number of minutes you set.
Frequently asked questions
Are independent contractors included in the time records?
No. The record of working time under Article 202 of the Labour Code applies to employees with an employment contract, not to genuinely independent contractors. Please note: imposing on a contractor start and end times set by the company, and monitoring their attendance as you would an employee's, is one of the indications of an employment contract set out in Article 12 of the Labour Code and may lead the ACT (Portuguese labour inspectorate) or the courts to reclassify the relationship. If in doubt about a specific situation, confirm the position with a lawyer.
How does time tracking work for people who teach classes away from the gym?
The administrator can exempt people who work away from the premises from the clock-in zone. These people clock in on their phones wherever they are, and the change is recorded, with who made it and when.
How much does it cost?
Leave and absence management is free for up to 5 employees, with no time limit. The digital time clock, shifts and payroll calculations are part of the Pro plan, at €1.70 per employee/month billed annually or €2.00 billed monthly. For teams of 25 or more employees, there is the Enterprise plan, priced on request.
Organise the schedules at your sites
We set up the sites and the clock-in zones for you.
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