Enlivy

Employment Records

Keep the employment and working-time records the law asks for

Included in Payroll €19.99/month

Record each employment, what the person did each day and how long to keep each record. The rules come from the person's jurisdiction, not your company address.

Add your first employment record

Free account, no card needed. The Payroll pack is €19.99/month, excluding VAT, and you add it in the app.

The Employments list with each employment's type, jurisdiction, period and status; people blurred

THE EMPLOYMENT RECORD

Everything starts from the employment record

Everything else hangs off it: the contract, the working-time record, the payslips.

An employment record says who works for you, under what kind of arrangement, in which country, in which time zone, and from when.

Working-time days, and payslips linked to an employment, take their rules from the employment, not from your organization.

A Romanian company with a remote employee in Spain gets Spanish rules for that person, automatically, everywhere the rules are consulted.

  • Jurisdiction splits by concern:

    the country governing working time is not always the one governing payroll, social security or tax, so each is named separately rather than assumed.

  • Down to the subdivision:

    a US state or a Spanish autonomous community can be named, and is checked against the country it is claimed to belong to.

  • Seven kinds of engagement

    Permanent, fixed-term, part-time, day laborer, copyright, contractor and internship.

  • Its own timezone

    Anchored per employment, not per company, so a distributed team does not share one clock.

  • Where the facts came from

    A start date carries its source, so an inferred date never reads as a confirmed one.

  • Official registration, stated

    Every employment says where it stands with the official registry: unknown, not required, required or confirmed. It is never quietly implied to be done.

  • Agreements on record

    Opt-outs and exemptions, such as the UK 48-hour opt-out, are kept with their date, their evidence and their end date.

  • Survives the person leaving

    The identity is kept encrypted on the employment, so the record outlives the user account being removed.

The questions arrive years after the work

An inspection, a dispute, a former employee asking for proof.

  • The timesheet lives in a spreadsheet

    Without Enlivy: One file per month, on somebody's drive, with no history of who changed what. When a month is questioned, there is no way to show it was not edited afterwards.

    With Enlivy: Every change keeps the previous state and who made the change, and an hourly scan checks for anything that changed without going through the app.

  • Nobody signed anything

    Without Enlivy: The record says a person worked those hours, but nothing shows anyone ever confirmed it was right.

    With Enlivy: A second person in your organization can confirm a month, and correcting a confirmed day voids that confirmation rather than hiding it.

  • A remote hire breaks the rules you built

    Without Enlivy: You set the company up for one country's labor rules, then hired someone who lives under another set entirely.

    With Enlivy: Rules are resolved from the employment, and the country governing working time is named separately from the ones governing payroll, social security and tax.

  • Nobody knows what can be deleted

    Without Enlivy: Data you are required to keep sits beside data you are required to remove, and nobody wants to be the one who guesses wrong.

    With Enlivy: Each retention rule cites its law, the clean-up lists what it would remove before it deletes anything, and nothing with an unconfirmed retention period can be deleted.

THE DAILY RECORD

A month at a time, filled in by your team

One row per day, saying what the person actually did.

A whole month is written in a single pass.

Each day states its disposition: worked, absent, a rest day, a public holiday, a scheduled non-working day, or honestly not recorded.

Days that carry hours can carry the interval instead, and the hours are calculated from it. A record that can disagree with itself is not a record.

  • Enlivy never fills in a day:

    an empty day stays empty until someone on your team records it. Filling it in automatically would mean making up evidence.

  • Romania asks for start and end:

    where the local rules require the times, any day carrying hours has to supply both, and the record enforces it.

  • Ten absence reasons

    Annual, paid event, unpaid, sick, work accident, maternity, paternity, parental, carers leave and unexcused absence.

  • Overtime, night and weekend

    Counted in their own buckets, so premiums can be worked out from the record.

  • Hours you cannot double-state

    A day that records an interval may not also assert its own hour count. The span minus the break is the answer.

  • Health detail stays private

    The reason behind a sickness absence is visible only with its own permission, which no integration can be given.

  • Work site per day

    Where the work happened is part of what the day asserts, not a property of the company.

  • A timesheet your accountant can read

    Through the API, export the month in the shape the person doing the payroll actually wants.

Getting the record started

Four steps, and the record is ready when someone asks for it.

No scheduled job fills in a day. You state what happened, Enlivy keeps every version of what you stated, and your team confirms it.

  1. Create the employment

    The person, the kind of engagement, the country and timezone, the job title, and the contract it was agreed under. This is the row everything else hangs off.

  2. Set the working-time terms

    The agreed norm, in hours or in days, and from when it applies. Terms change over time, and the record keeps every version.

  3. Record the month

    Fill the grid: what each day was, the hours or the interval behind them, and the reason for any absence. Save the month in one pass.

  4. Confirm and keep

    Confirm the month in the app. Where the employment’s country has a retention rule, the rule states how long the month must be kept and which law requires it.

Employment and working-time records

The answer is already in the record

When an inspection asks who worked when, on what terms, and what they were paid, the answer is in one place and it is already written down.

Add your first employment record
  • Free account, no card
  • Payroll pack €19.99/month
  • Prices exclude VAT

EVIDENCE, HANDLED HONESTLY

Your team confirms the month, and Enlivy checks it for changes

A record only helps if you can say who wrote it, who confirmed it, and whether it changed since.

A second person in your organization can confirm the month.

Before a change to a day is saved, Enlivy keeps the previous content, a fingerprint of it, its version number and who made the change.

Every hour, Enlivy recomputes those fingerprints and reports any day that no longer matches to the Enlivy team. It never repairs a mismatch: repairing legal evidence would falsify it.

  • We say tamper-evident, not tamper-proof:

    the fingerprint covers what the day says happened. Anyone who can write to the database could recompute it. This catches accidental and casual changes, and we would rather say so than imply a seal we do not have.

  • Correcting a confirmed day withdraws the confirmation:

    and what was confirmed is kept, so nobody can quietly amend a month somebody already signed off.

  • Every day shows where it stands

    Each recorded day in the grid reads Confirmed, Not Confirmed or Confirmation Withdrawn.

  • Only a complete month can be confirmed

    A month can only be confirmed once the employment's own window inside it is actually complete.

  • Enlivy records who entered each day

    Who recorded a day, when, and how it was confirmed are set by Enlivy, never typed in. An API call that tries to set them is refused.

  • Every prior version is kept

    Each correction keeps the day's previous content, its version and who replaced it.

  • Confirming is not changing

    The fingerprint covers what the day records, not the confirmation details around it, so confirming a day never looks like a change to it.

  • Never repaired automatically

    The scan only reads the days it checks. No automatic correction, ever.

HOW LONG YOU MUST KEEP IT

Retention that names the law it comes from

A retention rule is not a number of years in a settings screen. It is a document class, in a jurisdiction, over an effective window, with a condition and a citation.

  • The clock is pinned to the statute With the law named, not a rule of thumb.
    • Romania: the daily record is kept five years from the end of the financial year
    • Legea 82/1991 art. 25, as amended by Legea 36/2023
    • Never shortened by counting from the day itself
  • Unknown means undeletable A rule we have not verified cannot authorize a deletion.
    • A retention period we have not confirmed blocks deletion
    • Nothing is removed on an assumption
    • A protected record is refused outright
  • A clean-up that lists before it deletes Each day it only lists what it would remove. Deleting takes a separate, deliberate run.
    • Lists only, by default
    • Skips anything protected or with an unconfirmed retention period
    • Counts what would go before anything does

Employment records themselves are protected: no clean-up ever deletes them.

What we do, and what we do not

Two boundaries worth stating plainly, because a payroll product that leaves them vague is a product that will disappoint you later.

We keep, we never file. Enlivy produces documents and retains records. It does not transmit anything to a tax or labor authority. Romania’s employment registry is authoritative and ours is operational: where they disagree, the registry is right, which is exactly why every employment states its own registry status instead of implying the filing was done.

We do not calculate payroll. Your accountant remains the calculation engine. Enlivy holds, structures, validates and retains the result.

There is also no clock-in. The daily record is an authored grid, one row per day, not a stream of punches, and we would rather say that than sell you a time clock we have not built.

What the record gives you

The duty to keep these records is yours, which is why Data Export stays available even if a subscription lapses.

  • Write a whole month in one pass

    Open the grid, state what each day was, and save the month in a single save. No day-by-day data entry.

  • Confirm a month once it is complete

    Confirm the month from the grid once every day in it is recorded.

  • Export the timesheet your accountant wants

    Take the month out through the API, in the shape the person doing the payroll actually asked for.

  • Keep every prior version of every day

    Every change keeps what it replaced and who replaced it.

API reference

Employment and working time from the API

Read and write the employment record programmatically: the employments themselves, the working-time terms behind them, and the month grid that says what each person actually did.

The month is written in one call, not day by day. Provenance fields are refused from the request on purpose: origin, version and content hash are set by the system, so nothing that proves a record can be supplied by the caller.

List the employments in your organization with pagination and navigation metadata. Each row carries the kind of engagement, the job title, the jurisdiction and subdivision that govern it, its own timezone, and where it stands with the official registry.

GET/organizations/<organization_id>/employments
curl -G 'https://api.enlivy.com/organizations/<organization_id>/employments' \
  --data-urlencode 'page=1' \
  --data-urlencode 'limit=20' \
  --data-urlencode 'include_meta=navigation' \
  -H "Authorization: Bearer $ENLIVY_API_TOKEN" \
  -H 'Accept: application/json'

Works together with

Employment and working-time records

The answer is already in the record

When an inspection asks who worked when, on what terms, and what they were paid, the answer is in one place and it is already written down.

Add your first employment record Find your setup
  • Free account, no card
  • Payroll pack €19.99/month
  • Prices exclude VAT