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 obtained from the e-EFKA Employer Verification portal.
   
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.
    

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.

 

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

• Failed: The entry did not synchronize to Ergani. A “Retry sync” button is available. Possible errors are:
  • The employee’s tax ID isn’t linked to your Ergani account. Update the tax ID in the employee profile and retry the sync.
  • The employee details are incomplete or incorrect. Update them in the employee profile and retry the sync.
  • The employee’s site isn’t mapped correctly. Update the site mapping in the Integration settings and retry the sync.
  • The authorization with Ergani failed. Disable the integration, then re-enable it and retry the sync.
  • Ergani isn’t responding right now. You can retry the sync later.
  • We ran into an issue in Workable. Retry the sync or contact support if the issue persists. 

Export CSV

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 "Export 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). 

 

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.

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.