Question 1

How does the free trial work?

Accepted Answer

You create your company's space and use Cloketa free of charge for 14 days, with every feature included in the plans. There is no card to provide and no commitment to make. The trial starts when your Company Space is created. For 14 days, you can invite your workers, set up your schedules and test clocking in real conditions. If the tool suits you, you choose a plan. If not, you do nothing: no payment is taken. During the trial, the service is provided as is, with no availability target and no guaranteed support. The rest of the contract already applies, in particular the data processing agreement (Annex 1).

Question 2

How long does the trial last?

Accepted Answer

14 days from the creation of your Company Space. The countdown starts on the day you create your company's space, not on the day your workers start clocking in. To get the most out of it, prepare your usual schedules and your list of workers before you start: the 2027 Diagnostic checklist can help.

Question 3

Do I need a card to try Cloketa?

Accepted Answer

No. The trial starts without a card and without any commitment. You are only asked for your payment details if you decide to take out a plan, monthly or annual. Payment is then handled by our provider Stripe.

Question 4

Is support available during the trial?

Accepted Answer

The owner and administrators of your space can create a ticket from the Help centre during the trial, but with no guarantee of a reply or of a response time. During the trial, the service is provided as is, with no availability target and no guaranteed support (art. 9.2). In practice, we answer questions from the owner and administrators via the app's Help centre (“?” icon, “Create a ticket” button), on working days from 09:00 to 17:00, as far as our availability allows. If you want help from the start, the optional Cloketa Start package, which can be ordered during the trial, includes setting up your space and priority handling of your ticket.

Question 5

What happens at the end of the trial if I don't subscribe?

Accepted Answer

Your space switches to restricted access for 30 days (viewing and exports). If you subscribe within those 30 days, you get everything back. If not, your data is deleted. At the end of the 14 days without a subscription, Cloketa switches to restricted access: clocking is no longer possible, but you can still view and export your data. For 30 days, you can retrieve your data, for example with the reports or the full export. A reminder is sent to you 7 days before deletion. If you take out a subscription within those 30 days, the space gets full access back, with all its data. After that, the data is deleted from the production environment, then from the backups at the end of their rotation cycle.

Question 6

Can I do another trial for the same company?

Accepted Answer

Yes. Every new company space gets a 14-day free trial, even if your company number has already been used. This is useful, for example, to start again with a clean set-up or to keep a test space next to your real one. Each space is independent: data does not move from one to another. We may limit repeated trials in case of abuse (clause 9.3).

Question 7

Who can create the company's space in Cloketa?

Accepted Answer

The employer, that is, a person authorised to bind the company: manager, director or authorised representative. By creating the space, you accept the contract on behalf of the company. You therefore declare that you are legally authorised to bind it. If that is not the case, you guarantee that the company will ratify the contract and you are personally liable for its obligations until it does (art. 3.2). Using the service or paying an invoice counts as ratification. Your accountant or your social secretariat cannot create the space in your place. You can, however, invite them afterwards as a user.

Question 8

Why does Cloketa ask for my company number (CBE)?

Accepted Answer

To identify your company and prefill its details from the Crossroads Bank for Enterprises. You check this data and correct it if necessary. Cloketa is reserved for businesses. The company number is used to prefill your company's name and address, and for invoicing. The information taken from the CBE remains your responsibility: check it before confirming (art. 3.3).

Question 9

Can a self-employed person without staff or a private individual use Cloketa?

Accepted Answer

Cloketa is designed for businesses that employ staff. A self-employed person without staff can use it, but has no obligation to record working time. Cloketa is not intended for private individuals. The contract is concluded between businesses: consumer protection rules do not apply. A private individual who employs domestic staff is not acting in a professional capacity and is not part of the intended audience. A self-employed person who signs up takes up a place themselves if they clock in: they then fall within the Micro plan.

Question 10

How is the contract accepted? Can I get a copy?

Accepted Answer

The contract is accepted online, when you create your space, by ticking a box. You receive a PDF copy of the accepted version and it remains downloadable in your company settings. At the time of acceptance, we record the accepting account, the date and time, the version of the terms, its digital fingerprint, the IP address and your space's identifier. These records serve as proof of acceptance. All the versions you have accepted remain available in the service. The terms and conditions can be read at any time before you commit.

Question 11

What is Cloketa Start?

Accepted Answer

An optional onboarding package at €99 excl. VAT. We set up your space based on your schedules and your list of workers, then walk you through the interface in a short call. You order Cloketa Start from the app, on its own or with your subscription. This is possible during the trial, which you keep. A “Cloketa Start” ticket is then opened. In this ticket, you send us your usual schedules and your list of workers. We set up your space for you. In a short call, we show you the interface and the everyday actions. For the following 7 days, your ticket is handled with priority. Priority does not mean a guaranteed response time. Cloketa Start is invoiced in addition to the subscription, as a one-off payment. It is a best-efforts service, limited to this content (art. 10.4). It does not include legal, HR or payroll advice.

Question 12

Is Cloketa Start compulsory?

Accepted Answer

No. Most small teams can set up Cloketa on their own. Cloketa Start is useful if you would rather leave the setup to us. Cloketa Start is optional and invoiced separately (€99 excl. VAT). It changes neither your plan, nor your price, nor the features included.

Question 13

How long does it take to get up and running?

Accepted Answer

In 15 minutes, you create your space, add a workplace, define a schedule and invite your first workers. The steps are as follows: Create your company: the CBE data is prefilled. Add a workplace. Define a schedule and choose, for each worker, actual clocking or the automatic schedule. Invite your first workers: they receive an email with the “Accept the invitation” button. If you would rather leave this setup to us, see Cloketa Start . Before going live, also plan to inform your staff (see “What do I need to do before launching Cloketa?” ).

Question 14

Do I need to install anything to get started?

Accepted Answer

No. Cloketa works in a browser, on a computer or a phone. It can also be added to the home screen like an app (PWA), without going through an app store. All you need is a recent browser and an internet connection. On a phone, the browser offers to “add to home screen” or “install” Cloketa, which then opens like an app. For a shared device, you can set up a clocking station where each worker clocks in by scanning their personal QR code (or entering their employee number), then typing their 6-digit PIN. See also “Which devices does Cloketa work on?” .

Question 15

How do I invite my workers?

Accepted Answer

The owner, an administrator or HR adds each worker from the Team screen, with their email address, role, employee number and, where applicable, their part-time arrangement. The worker receives an email “Invitation to join [your company] on Cloketa”, with the “Accept the invitation” button. The invitation link is valid for one month. If it has expired, resend the invitation: a new link, also valid for one month, is sent. The invitation email is written in your company's language. When they first log in, each user accepts the terms of use that apply to them (Annex 3) and receives the data protection information. These terms cost them nothing and do not change their employment contract. The invitation email contains a link to the help for workers . An invited worker counts as an active worker for the price calculation. For someone without an email address, see “Can I add a worker without an email address?” .

Question 16

Can I add a worker without an email address?

Accepted Answer

Yes. You can create a worker without an email address: they clock in only at a clocking station, with their personal QR code (or employee number) and their PIN, and never log in to an account. Their role is necessarily that of worker, and they always clock in (no automatic schedule). As they never log in, they cannot accept the terms of use on screen: give them these terms as a PDF; this is your responsibility. Cloketa reminds you of this on the Team screen, with a link to download the PDF. You also give them their QR code and PIN, which are strictly personal: you can display or print them from their profile. At the station, they scan their personal QR code (or enter their employee number), then type their 6-digit PIN. Monthly validation of the statement requires a personal account, so they do not have access to it. You can give them their statement as a PDF. They count as an active worker for the price calculation.

Question 17

Do my students have to install an app?

Accepted Answer

No. They open a link in their browser and can add Cloketa to their phone's home screen. They can also clock in at your clocking station with their QR code (or employee number) and PIN code.

Question 18

Can an extra without an email address clock in?

Accepted Answer

Yes. Create them as a worker without an account: they clock in only at the clocking station with their QR code (or employee number) and PIN code, without ever logging in. As they do not see the terms of use on screen, give them a PDF copy. Cloketa reminds you of this on the Team screen.

Read the full answer → : Can an extra without an email address clock in?

Question 19

How is Cloketa's price calculated?

Accepted Answer

One price per company, based on the number of active workers: Micro (1 to 3), Small (4 to 10), Team (11 to 15). Above 15, we draw up a quote (Enterprise). Plan Active workers Annual Monthly Micro 1–3 €79 excl. VAT / year €7.90 excl. VAT / month Small 4–10 €199 excl. VAT / year €19.90 excl. VAT / month Team 11–15 €299 excl. VAT / year €29.90 excl. VAT / month Enterprise 16&#43; on quotation — Prices are in euros, excluding VAT.

Question 20

What is an “active worker”?

Accepted Answer

Anyone, active or invited, who takes up a place in your space and can use the service. It is the unit used to calculate the price. An invited worker counts, even if they have not yet activated their access. A deactivated worker, for example after their contract has ended, no longer counts. Status does not matter: salaried employee, blue-collar worker, student, temp or flexi-job worker, anyone whose time you record is a worker within the meaning of the contract.

Question 21

Do the owner, administrators, HR and managers count towards the price?

Accepted Answer

No, unless they clock in themselves and are therefore also active workers. The number of owners, administrators, HR users and managers does not affect the price. A manager who only manages or views the data does not count. A manager whose own time is recorded in Cloketa counts as an active worker.

Question 22

Is a worker who has been invited but has not yet logged in counted?

Accepted Answer

Yes. As soon as they are invited, they take up a place in your space. If an invitation is no longer needed, withdraw it or deactivate the person to free up their place (see “How do I deactivate a worker?” ). Bear this in mind if you are close to your plan's limit.

Question 23

Which features are included in every plan?

Accepted Answer

Micro, Small and Team give access to the same features: only the number of active workers changes. Shared clocking stations, teams and leave management are included in the Enterprise offer and available as an option in the other plans, switched on from the app: €4.90 excl. VAT per active station per month for stations, €0.50 excl. VAT per active worker per month for teams and for leave. All plans include: clocking (browser, PWA, personal QR code and PIN); automatic schedules and breaks; split shifts and night work; traceable corrections and live attendance; reports, CSV and PDF exports, the payroll export and the inspection file; monthly validation by workers, month closing and monthly archives; roles (owner, administrator, manager, worker); API keys and webhooks; management of several companies; security (MFA, passkeys). Included in the Enterprise offer, available as an option in the other plans : shared clocking stations (€4.90 excl. VAT per active station per month); teams, sub-teams and their managers, the organisation chart (€0.50 excl. VAT per active worker per month); leave management (€0.50 excl. VAT per active worker per month). The owner or an administrator switches an option on under Company › Options, free of charge during the trial. See “How much do the options cost and how do I switch them on?” . Cloketa is a standard service, identical for all customers. We do not develop custom features, except under a specific written agreement.

Question 24

How much do the options cost and how do I switch them on?

Accepted Answer

Shared clocking stations: €4.90 excl. VAT per active station per month. Teams and managers, and leave management: €0.50 excl. VAT per active worker per month for each option. Included in Enterprise, they are switched on from the app in the other plans, free of charge during the trial. Option Monthly Annual Shared clocking stations €4.90 excl. VAT per active station €49 excl. VAT per active station Teams and managers €0.50 excl. VAT per active worker €5 excl. VAT per active worker Leave management €0.50 excl. VAT per active worker €5 excl. VAT per active worker Activation : the owner or an administrator switches an option on or off under Company › Options. The price and today's amount are shown before you confirm. Trial : options are free during the 14-day trial, then added to the subscription when you subscribe. Billing : an option follows the plan's billing cycle (monthly or annual) and appears on its own invoice line. If switched on mid-period, it is billed pro rata. The number of active stations and active workers is recorded every day: an increase is billed pro rata on the next invoice, a decrease applies from the renewal, with no refund. Deactivation : the option remains available until the end of the paid period. The data (stations, teams, leave balances and requests) is kept and reappears if you switch it back on. Enterprise : all three options are included. Discounts : promo codes and the referral discount also apply to options.

Question 25

What happens if my team exceeds my plan's limit?

Accepted Answer

You move up to the next plan. If you do not do it yourself, we notify you, then the change is applied automatically 14 days later. The difference is invoiced pro rata. When the number of active workers exceeds your plan, for example a 4th worker on Micro, the addition is accepted and the owner and administrators are notified by email. You have 14 days to resolve the situation: change plan or free up places. If it is not resolved, we may move you to the next plan up automatically. The price difference is invoiced pro rata for the current period.

Question 26

Can I move to a smaller plan?

Accepted Answer

Yes. The change takes effect at your next renewal date, with no refund for the current period. If your team shrinks, you can choose a smaller plan. You keep your current plan until the end of the period already paid for, monthly or annual. The new price applies on renewal. Check that your number of active workers fits within the new plan.

Question 27

Monthly or annual: what is the difference?

Accepted Answer

Annual works out at two months free compared with monthly, in exchange for a one-year commitment. Monthly can be cancelled at the end of every month, with no fee. Annual : for example €79 excl. VAT instead of 12 × €7.90 excl. VAT &#61; €94.80 excl. VAT for Micro. If you stop before the end of the year, the amounts for the current year remain due (see “Can I stop before the end of my year?” ). Monthly : more flexible. You can stop at each renewal date, and early cancellation incurs no fee. In both cases, the subscription is paid in advance and renews automatically.

Question 28

Are prices shown excluding VAT?

Accepted Answer

Yes. All our prices are in euros, excluding VAT and other taxes, which are added. VAT is applied on the invoice according to the rules in force for your company.

Question 29

Which payment methods do you accept?

Accepted Answer

Card, Apple Pay, Google Pay, Bancontact, SEPA Direct Debit and bank transfer, processed by Stripe. Payment is made in advance for each period. You choose the payment method when you subscribe, on Stripe's secure payment page. With a card, Apple Pay, Google Pay or SEPA Direct Debit, later payments are taken automatically at each renewal, monthly or annual. With a bank transfer, the bank details are on the invoice; the subscription is confirmed when the payment is received. Cloketa neither sees nor stores any payment data: only Stripe's technical identifiers (customer, subscription) are kept. You change your payment method from the “Subscription” tile → “Manage in Stripe”.

Question 30

Who manages the subscription and invoicing?

Accepted Answer

The owner and administrators. They can subscribe, change plan, cancel and open the Stripe portal (“Subscription” tile → “Manage in Stripe”) to manage the payment card and find invoices. Billing-related emails (end of trial, failed payment, etc.) are sent to the owner. HR, managers and workers do not have access to the subscription. Actions taken in the subscription by the owner or an administrator are binding on your company.

Question 31

How will I receive my invoices? Via Peppol?

Accepted Answer

Invoices are electronic. Where Belgian e-invoicing rules require it, they are sent via the Peppol network. Keep your billing details up to date in your space: company name, company number, address, billing email. An error in these details may delay receipt of your invoices. You can find and download your invoices from the “Subscription” tile → “Manage in Stripe”, which opens the Stripe customer portal.

Question 32

What are the payment terms? How do I dispute an invoice?

Accepted Answer

Unless stated otherwise, an invoice is payable no later than 14 days after its date. A dispute must be sent in writing, with reasons, within 15 days of the invoice.

Read the full answer → : What are the payment terms? How do I dispute an invoice?

Question 33

What happens if I pay late? Can my workers still clock in?

Accepted Answer

Yes, for a while. If a reminder remains unpaid for 7 days, the administration functions may be suspended. Clocking and export remain available for a further 30 days. When a payment falls due and is not paid, we send you a reminder. If payment is not made within the following 7 days, we may suspend the administration functions of your space. So as not to deprive your workers of their tool, clocking and export remain available for 30 days after this suspension. If the situation is not resolved, the entire service may be suspended and the contract terminated. An unpaid amount bears late-payment interest and a fixed recovery charge, in accordance with the Law of 2 August 2002. Suspension does not suspend the amounts due.

Question 34

Can prices go up? With how much notice?

Accepted Answer

Yes, for a valid reason (costs, health index, features, legal framework). You are notified at least 60 days in advance for annual plans and 30 days for monthly plans. The new price only applies from the next renewal date. The notification is sent to you on a durable medium, for example by email. If you do not accept the increase, you can end the contract free of charge, with effect from the date the new price comes into force. If you do not respond, the new price is deemed accepted.

Question 35

Do you have a plan for more than 15 workers?

Accepted Answer

Yes, the Enterprise plan, from 16 active workers: terms and invoicing on quotation. The terms of the Enterprise plan are set out in a personalised offer, which can cover several legal entities. To request one, use the Request a quote button, stating the size of your team and how you are organised (sites, schedules, number of companies).

Question 36

I manage several companies: do I need one subscription per company?

Accepted Answer

Yes. The price is set per Company Space, based on its own active workers. You can, however, manage everything with a single personal account. Each company has its own separate space, with its workers, roles, employee numbers and plan. The same person, for example the manager of two companies or a worker shared between two employers, uses a single account to switch from one space to another. Their data remains separate in each company.

Question 37

What happens when I add a worker during the year?

Accepted Answer

As long as you stay within your plan's limit, nothing changes. If the addition takes you over your plan, it is accepted: you are notified by email and, if the situation is not resolved, the next plan up applies after 14 days, pro rata.

Read the full answer → : What happens when I add a worker during the year?

Question 38

Are the fees paid refundable?

Accepted Answer

In principle, no. The contract provides for exceptions, with a pro rata refund for the period not provided. A pro rata refund is provided for in particular: in the event of a serious availability failure (art. 14.5); in the event of force majeure lasting more than 60 days (art. 23.3); if you terminate following a substantial change to the service, the contract or the legal framework (art. 25.3); in the event of a serious breach on our part that is not remedied (art. 25.4); if Cloketa ceases to be provided (art. 28); if you object to a new processor on grounds relating to data protection (Annex 1, point 5.3). Outside these cases, and subject to mandatory legal provisions, the amounts paid are not refunded.

Question 39

How does the referral programme work?

Accepted Answer

Invite another company from the &#34;Referral&#34; screen: it gets 20 % off its first invoice and, 30 days after its first payment, you receive a credit worth one month of subscription. The owner and administrators of the space share their personal link or send an e-mail invitation from Cloketa. The link is valid for 90 days; if the company received several invitations, the first one used counts. Your credit is one month excl. VAT of the plan chosen by the referred company, capped at one month excl. VAT of your own plan. It is granted 30 days after its first paid invoice, if its subscription is still active and was not refunded. At most 12 rewarded referrals per calendar year; credits add up. The &#34;Referral&#34; screen shows where each invited company stands: company created, trial, subscription, first invoice paid, credit granted.

Question 40

Can my referral credit be refunded or paid out?

Accepted Answer

No. The credit is deducted automatically from your next Cloketa invoices; it is never refunded or exchanged for cash. The credit is applied to your next subscription invoices until it is used up. It bears no interest and cannot be transferred to another company. Any unused balance is lost when your agreement ends for any reason, in particular if you do not renew your subscription. Credits already granted remain usable as long as your agreement is in force, even if the programme changes.

Question 41

When does a referral give no credit?

Accepted Answer

When the invited company is not a new customer distinct from yours, or does not pay for a subscription. A referral is not rewarded in particular if: the invited company is your own, has the same enterprise number, or signs up with an e-mail address on your company's domain (public mailboxes excepted); it is or was already a Cloketa customer, or was already referred; its trial ends without a subscription; its first payment is refunded or its subscription is stopped within the following 30 days; you already received 12 referral credits in the calendar year. The referred company's 20 % discount cannot be combined with another promotion code.

Question 42

Does a self-employed consultant need to appear in Cloketa?

Accepted Answer

No, recording concerns your employed workers. You can add them if your organisation requires it, but they will count as an active worker.

Question 43

Do I have to pay extra for each shop?

Accepted Answer

No. The price depends on the number of active workers in the company. You create as many workplaces as you need. Shared clocking stations are included in the Enterprise offer and available as an option in the other plans, at €4.90 excl. VAT per active station per month.

Read the full answer → : Do I have to pay extra for each shop?

Question 44

Does an extra who only comes for one evening count towards the price?

Accepted Answer

They count as long as they are active or invited in your workspace. End their employment when they no longer work for you (Team → their profile → “End the employment and remove access”): their access is cut off, QR code and PIN included, and their history is kept.

Read the full answer → : Does an extra who only comes for one evening count towards the price?

Question 45

Is the subscription renewed automatically?

Accepted Answer

Yes. At each renewal date, the subscription is renewed for a period of the same length (one month or one year), unless you cancel it beforehand. The contract runs from the first payment, after the trial. For an annual plan, we remind you of the renewal date at least 30 days in advance, by email or on another durable medium.

Question 46

How do I cancel my subscription?

Accepted Answer

From the app or in writing, before the renewal date. Cancellation takes effect at the end of the current period, and you keep access until that date. The owner or an administrator opens the “Subscription” tile → “Cancel or switch provider”. The page first offers “Download the full export”, then the choice between “At the end of the period” and “Early, on the chosen date”, and finally the “Confirm the termination” button. You can also write to us at info&#64;cloketa.eu. Remember to export your data: after the contract ends, you have 30 days in read-only mode to do so (see “What happens to my data?” ).

Question 47

Can I stop before the end of my year? Will I get a refund?

Accepted Answer

You can stop at any time, but on an annual plan the amounts for the current year remain due: there is no refund. On a monthly plan, no fee is due. Under the European Data Act, you can give notice at any time that you wish to end the contract, for example to switch provider. Termination takes effect on the date you specify, no later than two months after the notice. It is followed by the 30-day transition period for exporting your data. On an annual plan, the fees for the current year are retained as a fixed indemnity. This is the counterpart of the annual commitment, which gave you around two months free.

Question 48

Can I cancel free of charge if Cloketa changes its terms or features?

Accepted Answer

Yes, in certain cases: when a change substantially and adversely reduces an essential feature, or when a change to the contract reduces your rights. You are refunded pro rata. Essential feature reduced : we notify you at least 30 days in advance, except in a security emergency or where required by law (art. 4.3). Change to the contract that reduces your rights : you are notified at least 30 days before it comes into force (art. 30.3). If you refuse the change , you can terminate in writing, free of charge, with effect from the date of the change or no later than 30 days afterwards. Fees paid in advance for the period not provided are refunded to you pro rata. Changes that do not reduce your rights or that are required by law : these apply as soon as they are notified (art. 30.2).

Question 49

What if the 2027 law requires something Cloketa cannot do?

Accepted Answer

If Cloketa cannot reasonably be adapted to an essential legal requirement, you can terminate free of charge and be refunded pro rata. We follow regulatory developments and endeavour to adapt Cloketa within a reasonable time after the final texts are published. We cannot guarantee that the service will cover all future, sector-specific or collective-agreement requirements, nor by a given date. If adaptation is not reasonably possible, either party may end the contract (art. 4.4 and 25.3).

Question 50

What happens to my data after the contract ends?

Accepted Answer

For 30 days, your space switches to read-only so that you can export your data. After that, it is deleted. On request, we confirm the deletion in writing. 30 calendar-day transition : viewing and export, with reasonable assistance from us, with no switching charges. Deletion : at the end of the transition, or earlier on written request, the data is deleted from production. It disappears from the backups at the end of their rotation cycle (35 days) and cannot be restored in the meantime, unless required by law. Your responsibility : make your exports before the end of the transition. We do not keep your data beyond that. Please note: Cloketa is not a legal archiving system. Documents you must keep for the legal retention period must be exported and kept by you.

Question 51

How do I switch provider? Are there any charges?

Accepted Answer

No switching or data extraction charges. You can export your data at any time, in a structured, machine-readable format. Throughout the contract, the reports, CSV and PDF exports, full export, payroll export, inspection file (with manifest and integrity check) and monthly archives let you retrieve your data. The full company export (JSON &#43; CSV) can be downloaded from the “Subscription” tile → “Cancel or switch provider”. The formats, the categories of exportable data and the procedure are described on our Switching provider (opens in a new window) page. Assistance going beyond the standard exports may be the subject of a quote, which you accept beforehand.

Question 52

What if Cloketa shuts down?

Accepted Answer

You would be notified at least 60 days in advance, you could export your data and you would be refunded pro rata for what you have paid in advance. During the notice period, the service remains accessible under reasonable conditions, with the export functions. The 30-day transition period then starts on the shutdown date. The pro rata refund is the only amount due in the event of shutdown, with no other compensation, except in the case of gross negligence or wilful misconduct.

Question 53

What if Cloketa is taken over by another company?

Accepted Answer

The contract may be transferred to the acquirer, who takes over our obligations, including those relating to data protection. If the conditions deteriorate substantially, you can terminate free of charge. By accepting the contract, you agree that it may be transferred in the event of a sale of Cloketa, a merger or a reorganisation. You are informed no later than 30 days after the transfer. If it leads to a substantial and adverse change, for example hosting outside the European Economic Area, you can terminate with a pro rata refund (art. 25.3).

Question 54

My company is merging or being taken over: what happens to the contract?

Accepted Answer

In the event of a merger or demerger, the contract follows automatically: you just need to inform us within 30 days. For any other form of transfer, our prior written consent is required.

Read the full answer → : My company is merging or being taken over: what happens to the contract?

Question 55

Can Cloketa suspend or terminate my access?

Accepted Answer

Yes, in specific cases: persistent non-payment, a serious security risk, unlawful use or an order from an authority. Suspension is limited to what is strictly necessary and lifted as soon as its cause disappears. We inform you of the suspension and the reason for it, in advance where possible. We may terminate in the event of persistent non-payment, a serious breach not remedied within 15 days of formal notice, or immediately in the event of fraudulent use compromising the security of the service or of other customers. Fees already paid are then not refunded.

Question 56

Is recording working time already compulsory?

Accepted Answer

Not yet in general. An obligation has been announced for 1 January 2027, but the text is a preliminary draft bill, neither adopted nor published. Currently planned timetable : entry into force on 1 January 2027, with a transition period announced until 31 March 2027. A suitable system would therefore be expected by 1 April 2027. Opinion of the National Labour Council : delivered on 30 September 2026 (opinion no. 2.499), without agreement between the social partners. The content and dates may still change. Existing obligations : some already apply, depending on your sector or your working arrangements (variable part-time work, flexi-jobs, students, Checkinatwork, etc.). Have your situation checked by your social secretariat. See our 2027 obligation page.

Question 57

What exactly will have to be recorded?

Accepted Answer

According to the preliminary draft as presented, the working time actually performed by each worker, using an objective, reliable and accessible system. The precise arrangements have not yet been set. This principle stems from the case law of the Court of Justice of the European Union (judgment of 14 May 2019, C-55/18). Several points are still under discussion: recording of start and end times, breaks, retention period, workers' access. Cloketa already records starts, breaks, resumptions and finishes, as well as corrections with their reason. It will be adapted to the final requirements once the text is adopted.

Question 58

Will a time clock have to be installed?

Accepted Answer

No, according to what has been announced: employers would be free to choose their system, as long as it is objective, reliable and accessible. No physical time clock would be required. Cloketa works without any hardware: a browser, a phone or a shared device used as a clocking station. Ask your social secretariat to confirm that the system you choose suits your situation.

Question 59

If my workers have fixed schedules, will they have to clock in every day?

Accepted Answer

Perhaps not. The preliminary draft, as presented, would allow employers whose schedules are fixed to record only the exceptions, provided the working time actually performed can be deduced from them. This point has yet to be confirmed by the final text. This is the principle behind Cloketa's automatic schedule. For a worker on a fixed schedule, the schedule is authoritative: they have nothing to clock. Only deviations (lateness, overtime, absence) are reported through a schedule exception, which a manager approves. You remain responsible for checking these records before any payroll or declaration (art. 7.5).

Question 60

Who would be excluded from the obligation?

Accepted Answer

Several exclusions have been mentioned, but they are not final: management functions and positions of trust, sales representatives, homeworkers or teleworkers, mobile workers. Their exact scope will depend on the text adopted. Even for excluded workers, recording working time may remain useful or be required by other rules: part-time work, sector, work rules. Check with your social secretariat.

Question 61

Does Cloketa guarantee that my company will meet its obligations?

Accepted Answer

No. Cloketa is a working time recording tool. Meeting your obligations as an employer remains your responsibility. You remain the sole employer and solely responsible for employment law, sector agreements, your work rules, breaks, pay and declarations. It is also up to you to decide whether Cloketa and its configuration suit your situation (art. 7.1). The contract excludes any guarantee that the service or its configuration meets your legal, sector-specific or collective-agreement obligations (art. 21.2). Cloketa is designed for objective, reliable and accessible recording, and it will be adapted to the final text once it is adopted.

Question 62

Does Cloketa replace my social secretariat, my payroll, Dimona or Checkinatwork?

Accepted Answer

No. Cloketa is not an official application, a social secretariat or payroll software. It does not make any declarations on your behalf. Dimona, Checkinatwork (construction, cleaning), social security declarations and payroll remain separate obligations, handled with the official tools and your social secretariat. Cloketa helps you keep a clear and traceable record of working time. Its calculations, totals, reports and exports are technical aids to be checked before any use.

Question 63

Will a Cloketa report be accepted by the inspectorate?

Accepted Answer

We cannot guarantee it: that is for the inspectorate to judge. Cloketa lets you present a complete and verifiable history. The inspection file brings together the relevant data, a manifest and an integrity check. At each month closing, a signed inspection file for the month is also archived automatically. Corrections keep the original value, the reason, the author and the decision. However, the contract excludes any guarantee that a report or export will be accepted by an inspectorate, a court or an authority (art. 21.2).

Question 64

What do I need to do before rolling out Cloketa in my company?

Accepted Answer

Inform your workers, consult the staff representative bodies if you have any and, where necessary, amend your work regulations. Your social secretariat can guide you. The contract lists the steps to complete before going live: Inform your workers , clearly and fully, about how their data is processed (GDPR), including any geolocation. Inform and, where applicable, consult the works council, the committee for prevention and protection at work or the trade union delegation, in particular when introducing a new technology. Amend your work regulations following the legal procedure, where the recording system must be included in them. Comply with language legislation , by choosing the interface and document language that applies in your region.

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