Integrating with Ergani

Ergani is Greece's mandatory electronic system for recording and monitoring employees' working hours, including overtime, in real-time.

Connect Workable with your Ergani account to sync working hours and schedules to the Greek Government system, "ERGANI - GR Digital Work Card".

Setting up the integration

To connect your Workable account with your Ergani account, log in to Workable as a Super Admin and:

1. Click your profile icon in the upper right, click on Settings, and navigate to Integrations > Apps.
2. Under HR Information Systems click on Ergani.
3. Enter the Ergani credentials and select the login type you prefer. Check our FAQs for instructions on how to obtain the credential based on your preferred login type.
   
   • Standard (Recommended): This is the default login type if you don't tick any other option.
   • Single branch user: If you tick the option "Σύνδεση με κωδικούς "ΕΡΓΑΝΗ"" in the Ergani login page. These credentials are valid for only one branch.
   • EFKA Construction user: If you tick the "Σύνδεση με κωδικούς για Οικοδομοτεχνικά Έργα από ΕΦΚΑ" in the Ergani login page.
     
4. Once the integration is successfully authorized, ensure that Workable sites are mapped against Ergani sites ("Parartimata"). 
   
   • This is because all employees in Ergani must belong to a work site. Regardless of that, as per current legislation, employees are free to clock in from any site that belongs to the employer.

   • If no work sites exist in your Workable account, navigate to Company entities and create new sites under entities/locations and return to connect the Ergani integration.

     Note: It is advisable (but not required) to also set addresses & geofencing settings for the above sites. This will save some time later in the configuration.
5. Once the sites have been successfully mapped, the integration receives final authorized status, and an Ergani time tracking policy gets automatically generated.

Integration Sync history

Under Integrations > Apps, you can access the “View sync history” option under Ergani settings to view all integration logs. 

The recorded event types are clock-in and clock-out actions, and the following statuses can be shown:

Success: The entry synchronized to Ergani. 

Failed: The submission was not successfully synchronized with Ergani.

An Admin can also verify that the sync was successful by navigating to ΕΝΤΥΠΑ ΣΕΠΕ > Κάρτα Εργασίας > Ημερολόγιο Πραγματικής Απασχόλησης.

By law, companies that use the Digital Work Card are obliged to maintain data for at least 5 years. As such, Workable maintains 5 years' worth of Digital Work Card data for Ergani for each company that activates it. Admins can choose to export data for any time period by clicking "Download CSV" in the upper right corner. 

• All the above columns will be included in the exported CSV, along with the Employer Tax ID, to ensure a clear distinction in cases where different credentials have been connected in the past.
• All filters are taken into account for the export (employee, dates, sync status). 

Ergani time tracking policy configuration

An Ergani time tracking policy is automatically generated upon completion of the final integration authorization step. To configure and finalize the Ergani time tracking policy setup, navigate to Time Tracking settings, locate the policy named "Time tracking policy [ERGANI]", and click on it to open the edit settings modal.

1. Policy details

Set up the basic policy details by filling in the necessary information:

• Name: Name to identify policy (visible to Admins only)
• Description (optional): Extra information regarding policy (visible to Admins only)
• Entities & Locations: This is a read-only list of mapped sites, indicating that the Ergani policy will only be available to employees assigned to these sites. For example, if "Athens office" & "New York office" were mapped for the integration, then only employees who belong to these offices can be assigned to the Ergani integration.

2. Submission method

In this section, you will review the method for how employees log their hours worked. The chosen method is clock mode, which cannot be edited for Ergani, as the platform does not permit edits to time entries. 

3. Geofencing settings (Optional)

In this section, you can optionally enable geofencing for the Ergani time tracking policy to control where employees clock in and out, ensuring they’re on-site. This is recommended for Ergani. Check our geofencing article for more information.

4. Submission frequency

In this section, you will review the method by which employees will be notified to clock in and out.
The selected value is Real time & Work schedule based reminders.

Since Ergani requires employees to clock exactly on work schedule hours, the "custom reminder" option, which is available in other time tracking policies, is not available.

You can disable the policy (from the three-dot menu), which action makes the policy unavailable for future assignments to employees. Deleting the Ergani policy is not available. An Admin must deactivate the Ergani integration, which will automatically delete the Ergani policy (before unassigning it from all employees first).

Assigning the Ergani policy to an employee

You can assign the Ergani policy to an employee as an HR Admin, following the same steps as for the rest of your time tracking policies. Upon policy assignment, a form will be displayed to enter the below values if they are missing (they are both prerequisites for Ergani):

• Enter a valid tax ID (one that belongs to the linked Ergani account).
• Assign the employee to an entity that includes a site (one that belongs to the linked Ergani account). Under the Entity field, only the available combinations of Entity → Location → Site will show as available that are mapped in the Ergani integration. Regardless of the employee’s site assignment, they will still be able to clock in and out from any of the linked sites.

Ergani hub

Once the integration is enabled, schedule submissions and reporting tasks are managed through the Ergani hub that you can access through the Work calendar under the Ergani tab. This hub acts as the central place where HR admins can review, submit, and monitor all Ergani-related schedule reporting. From this hub, HR admins can:

• Review pending schedule submissions.
• Sync upcoming work schedules.
• Submit schedule changes for the previous month.
• View the history and status of past submissions.

The hub organizes tasks by month, submission type, and status, helping you track your reporting obligations and deadlines more easily.

In the Ergani hub, submissions that require action appear under the Pending syncs section. Each submission is grouped into batches based on the month and submission type. Two types of schedule submissions may appear:

• Upcoming work schedules

• Last month's schedule changes (Apologistiki)

Upcoming work schedules

The Upcoming work schedules section displays future schedule changes created through the Work calendar. These schedules are grouped by month and can be synced in batches. Each batch includes:

• The date range covered by the schedules.

• The number of employees included in the submission.

• The submission deadline (based on the earliest shift).

• A Sync button to submit the schedules to Ergani.

Submitting these batches sends the schedule information directly to Ergani for compliance reporting.

Last month's schedule changes (Apologistiki)

Workable also supports retroactive schedule reporting, known as Apologistiki, which allows you to submit schedule adjustments for the previous month. Greek labor legislation requires companies to report actual working schedules. The Apologistiki process allows employers to submit retroactive schedule updates based on actual attendance data.

Apologistiki must be enabled in Ergani by activating the declaration: “Δήλωση εξαίρεσης από την προαναγγελία”. Once enabled, this process is typically completed once per month for the previous month’s attendance data.

Workable automatically analyzes clock-in and clock-out records from the previous month and proposes schedule updates accordingly. The system adjusts working hours depending on the employee’s contract type. You can review and edit these entries before submitting them to Ergani.

Auto-updated

Automatic calculations differ based on the employment type of the employee

Full-time employees

• Clock times are rounded to the nearest 15-minute interval.

• The shift duration is adjusted to match the scheduled working hours.

Example:
10:10 – 18:27 → 10:00 – 18:00

Part-time employees

• Clock times are rounded to the nearest 15-minute interval.

• The shift duration is adjusted based on actual recorded hours.

Example:
10:10 – 14:27 → 10:00 – 14:15

Missing entries

Some entries may require manual review before submission. Examples include:

• A scheduled workday with no attendance records. In these cases under the three dots menu you can action 'Mark as day off' or ' Set to remote'.

• Attendance recorded on a non-scheduled workday.

• Clock-in/out patterns that do not match scheduled shifts.

These entries are highlighted in the Ergani hub so you can verify them before completing the submission. Before submitting the batch, you must review and confirm all flagged entries by checking the box at the bottom.

Sync history

The Integration sync history shows technical integration logs for clock-in and clock-out events, while schedule submissions can be tracked from the History tab in the Ergani hub.

Each entry in the history represents a sync batch submitted to Ergani. This allows you to track when schedules were submitted, who initiated the submission, and whether the submission was successful. You can filter the history using the following the options year, month, type and status.

Submission types include:

• Upcoming work schedule

• Schedule changes

• Time off

• Overtime

Each sync record also includes audit information such as the user who initiated the sync and the submission date. The following statuses may appear for each sync batch:

• Success: The submission was successfully synchronized with Ergani.

• Partial success: Some entries were successfully synchronized, while others failed.

• Failed: The submission was not successfully synchronized with Ergani.

Selecting View opens the detailed results for that sync batch. This page shows:

• Success and failure statistics.

• The synced data grouped by employee.

• The status of each individual request.

If any records fail during synchronization, the system displays the error message so you can correct the issue and retry the sync.

Common synchronization issues

• The employee’s tax ID is not linked to your Ergani account. Update the tax ID in the employee profile and retry the sync.

• The employee’s profile details are incomplete or incorrect. Update the employee profile and retry the sync.

• The employee’s site is not mapped correctly. Update the site mapping in the Ergani integration settings and retry the sync.

• The authorization with Ergani failed. Disable and re-enable the integration and retry the sync.

• Ergani is temporarily unavailable. Retry the sync later.

• A temporary issue occurred in Workable. Retry the sync or contact support if the issue persists.

If synchronization fails due to temporary network or Ergani availability issues, the system will automatically retry the submission for up to 15 minutes. During this time, the submission will appear with a Pending status.

If a sync batch ultimately fails, HR Admins in the account will be notified so they can review and resolve the issue.

Employee workflow for the Ergani policy

Once an employee has been assigned an Ergani policy, they can clock in and out, and all their clocks will be synced into Ergani immediately (only on days that are scheduled as "on-site").

Ergani clock widget

The timer widget, located under the Time tracking tab in the employee profile however, there are the following differentiations:

• The widget has a split button to either clock in or out, as it’s possible to clock in or out at any given time, as per Ergani specifications.
• Clocking in twice shows “You are already clocked in” (no change to timesheet), but still syncs with Ergani.
• Clocking out twice will extend the existing time entry (e.g., 09:00–17:00 becomes 09:00–18:00 after clocking out again at 18.00), as allowed by Ergani.

Ergani timesheets

Ergani timesheet entries are similar to normal time entries, with the exception that they are not editable by any user (a "lock" icon is displayed). Some more exceptions are the below:

• If 12 hours have passed since the user clocked in and the user has not clocked out, it is assumed the user forgot to clock out, and a partial entry is shown with the clock-in timestamp only and the "Missing clock out" label.
  
• If the employee only clocks out, it is assumed the user forgot to clock in, and a partial entry is shown with the clock-out timestamp only and the "Missing clock in" label.
  

FAQs

Below you can find the most common FAQs related to the Digital Work Card. For more information and other common topics, you can check Ergani's guide here.

How can I obtain my credentials based on my login type?

Standard:

1. Go to e-EFKA Employer Verification portal
2. Log in with your TaxisNet credentials
3. Choose “Κοινών Επιχειρήσεων”
4. Follow the instructions to obtain or update your Ergani username and password

Single branch user:

If your company has only one branch (παράρτημα), you can create an External user who will have access to Ergani for your organization.

1. Visit this page
2. Follow this guide here to create user credentials per branch

This user can then be used in Workable for Ergani integrations, giving your team full control over authentication.

EFKA Construction user:

1. Go to e-EFKA Employer Verification portal
2. Log in with your TaxisNet credentials
3. Choose “Οικοδομοτεχνικών Έργων”
4. Follow the instructions to obtain or update your Ergani username and password

When are employees required to clock in and out?

Employees must clock in and out when:

• They work physically on-site.
• The company’s primary activity (ΚΑΔ) falls under sectors officially mandated by the Ministry of Labour. To verify if your company is included, you can log in to Ergani II using your business TAXIS credentials and:
  • Navigate to “Employer Registry” (Μητρώο Εργοδοτών).
  • Look for the “Ψηφιακή Κάρτα Εργασίας” status (Yes/No).

You can also consult recent Ministerial Decisions for the list of included ΚΑΔs, or navigate to the guide found here.

Clocking is not required for:

• Remote workdays.
• Leave, holidays, and similar absences. 

Which employees are exempt from clocking in and out?

Exemptions include:

• Employees working remotely for the entire day.
• Executives or managers with independent schedules (per MD 90972/2021).

How many punches (clock-ins/outs) are expected per day?

• 0 punches: Leave or holiday
• 2 punches: One continuous shift (start and end)
• 4 punches: Split shifts (two periods of start/end)

Intermediate or duplicate punches are ignored. For example:

• In case of 2 or more consecutive clock-ins, only the first is accounted
• In case of 2 or more consecutive clock-out, only the last is accounted

Can employees arrive flexibly?

Yes. Employers can define a grace period of 0 to 120 minutes after the scheduled start time. This is configured on the employee level directly in Ergani. Clock-ins before the shift start time are not permitted.

How long must records be kept in the system?

Time records must be stored in the employer’s system for a minimum of 5 years. All sync records in Workable are available at the Integration settings under Sync history as a CSV export.