CheckIn@Work & CIAO: obligations, mistakes and tips for SMEs in Belgium

Belgian SMEs active in construction, renovation, cleaning and other technical services must comply with legal obligations for attendance registration on sites and workplaces. By 2025, two systems will coexist: CheckIn@Work and CIAO (Check In And Out at Work). They aim to combat undeclared work and ensure workplace safety, but apply to different sectors and have different modalities. Non-compliance can lead to severe penalties.

In this article, we clarify the differences between CheckIn@Work and CIAO in Belgium: sectors involved, threshold amounts, legal obligations and responsibilities of employers, subcontractors or principals. We discuss the most common mistakes, the possible penalties and offer a checklist to keep your company in line. Finally, we show how a solution such as Done-it can simplify the management of these official registrations in daily practice.

What is CheckIn@Work?

CheckIn@Work is the Belgian system for electronic attendance registration on sites for real estate works (construction, civil engineering, renovation, etc.) and in certain other specific sectors (socialsecurity.be). It has existed since 2014 and requires the daily registration of any person (employee or self-employed) performing real estate works within the meaning of the law as soon as the project exceeds a certain threshold. This threshold has been set at 500 000 € (excluding VAT) for construction sites whose works started after March 1, 2016 (previously it was 800 000 €). Specifically, for any construction or renovation site that reaches this amount, each person involved must register every day before the start of work on the site.

Originally designed for the construction industry, CheckIn@Work has expanded its scope. It also applies to the meat sector: all persons working in slaughterhouses or meat processing plants supervised by the FASFC must be registered through this system, with no threshold amount. Other activities have been added, such as the supply of ready-mixed concrete. In contrast, cleaning activities have been excluded since 2024 (see section CIAO below). Sectors such as agriculture, horticulture or forestry are explicitly excluded from the application.

Who should register and how?

Responsibility is shared between the entity that sends someone to the job site (employer, general contractor or subcontractor) and the person who actually performs the work (workinginbelgium.be). In practice, the employer or client can register its employees, subcontractors and self-employed workers through the NSSO's secure online application, or through automated methods (badge on site, scanning the Limosa QR code, mobile app, etc.). Employees and independent subcontractors may also register themselves if so agreed. Registration must be done every working day, before the person starts work on site. All registered presences are centralized in the NSSO database and linked to the site declaration (30bis declaration) linked to it. Any worksite subject to the registration requirement must therefore be officially declared in advance, in order to obtain a site number to which the registrations are linked.

What is CIAO (Check In And Out at Work)?

CIAO (Check In And Out at Work) is a new mandatory registration system for performance in the cleaning sector, which came into force in Belgium on Sept. 1, 2024 (socialsecurity.be). It requires any employee - or self-employed person - performing professional cleaning activities to digitally record the beginning and end of their activities, as well as breaks, at the workplace. The goal is similar to CheckIn@Work: strengthen transparency, fight social fraud and improve the safety of cleaning workers.

What activities are covered by CIAO?

The Program Act of December 26, 2022 established the scope of CIAO. It covers maintenance and cleaning activities of real estate on behalf of third parties (barreaudeliege-huy.be). Specifically, as soon as a company performs tasks at a given site with the purpose of cleaning a building or facility, it falls under these obligations. This includes, for example: cleaning the interior or exterior of buildings, offices, factories or technical installations; major cleaning after construction works or renovations; washing windows; sweeping streets; disinfecting laboratories or clean rooms, etc.

In contrast, some activities are excluded, such as: domestic cleaning through service vouchers (domestic help sector); cleaning performed internally by a company with its own staff (e.g. a school employing its own cleaning crew); or non-cleaning activities (technical maintenance, repairs, assembly/disassembly that are not part of cleaning). A practical rule to remember: if the purpose of the activity is only to clean the place (and not to remodel or repair), it falls under CIAO - provided, of course, that the financial thresholds below are respected.

Threshold amounts and declaration

Unlike CheckIn@Work (which imposes a uniform threshold of 500 000 € in construction), CIAO adopts the threshold conditions of the 30bis works declaration, adjusted for cleaning (paycover.be).

• ≥ 30 000 € (excluding VAT) if no subcontractor is involved
• ≥ 5 000 € if only one subcontractor is present
• ≥ 0 € (no threshold) if two or more subcontractors are involved

In practice, this means that even a low value cleaning contract can fall under CIAO if there is chain subcontracting. Because these thresholds are aligned with Article 30a, cleaning should usually be declared as soon as they are reached. Based on this declaration, the CIAO system can function (identification of the workplace, parties involved, etc.).

How does registration through CIAO work?

Unlike traditional check-in, CIAO requires two actions per day and per person: an "IN-registration" at the moment the employee starts his cleaning performance, and an "OUT-registration" at the end, plus the registration of each beginning and end of any breaks. Each employee must register themselves in real time, on-site, via the provided app or equipment. The employer (or foreman) may not do this on their behalf, nor may they register in advance. The NSSO's official online Check In and Out at Work service has been available since January 1, 2024 (socialsecurity.be). Specifically, several methods are possible: the NSSO's web/mobile app (via e-ID, Itsme, QR code, etc.), a mobile time clock on the site or integration via certified external applications (paycover.be).

Eligations of each party

As with CheckIn@Work, the law makes both the employer (or contractor) and the employee responsible for complying with the registration requirement. The entity commissioning the work must ensure that the system is in place and accessible, and the person performing the work must ensure that their presence is properly recorded. In practice, cleaning companies must establish internal procedures (training, supervision, daily monitoring) so that each check-in and check-out is correctly performed by personnel on the premises.

Main differences between CheckIn@Work and CIAO

Both systems have the same purpose (attendance registration) and a similar legal framework, but there are clear differences in terms of the sectors they cover, the way of recording and responsibilities. The comparative table below summarizes the key points of CheckIn@Work vs. CIAO to help SMEs properly distinguish these obligations:

Main differences between CheckIn@Work and CIAO

Both systems have the same purpose (attendance registration) and a similar legal framework, but there are clear differences in sectors, registration modalities and responsibilities. The comparative table below summarizes the key points of CheckIn@Work vs. CIAO to help SMEs properly distinguish these obligations:

Note: The FPS Employment and the NSSO provide brochures and posters to help companies and employees understand these obligations (posters for use on site, practical guides) (socialsecurity.be). It is recommended that these be used to raise awareness among all involved.

Familiar mistakes and possible penalties

1. Not correctly identifying recruiters covered by the obligation
   . A common mistake is to ignore the obligation of CheckIn@Work because one thinks that the worksite is "too small" or that there will be no control anyway. Recall: in construction, daily registration is mandatory once the total amount exceeds 500 000 € (socialsecurity.be). In cleaning, the thresholds (30 000 €, 5 000 €, etc.) also apply. Underestimating subcontractors or artificially splitting a contract can lead to breaches. Tip: systematically check with each tender or contract whether the thresholds require a 30bis declaration and thus CheckIn@Work or CIAO.
2. Forgetting the site declaration (DUC - "30bis")
   . This is an absolute requirement. Without an official yard declaration through the NSSO portal, your registrations cannot be linked to a valid workplace. The declaring contractor must submit the declaration before the start of the works (socialsecurity.be) and communicate the number to the other parties (e.g., QR code at the worksite). Mistake to avoid: starting a yard without confirmation of the declaration number.
3. Not making clear "who is registering who"
   . In a large worksite or during a multi-company cleanup, it should be clearly agreed in advance who is responsible for registration. Is it each employer for its own staff? Or the main contractor for everyone? The law states that all parties must ensure that registration is done effectively (workinginbelgium.be). Without clear agreements, all can be sanctioned. Put in your contract who is responsible and make sure you have access to the data (via e-Box or a tool such as Done-it).
4. Faulty (or late) registration
   . At CheckIn@Work: register only once at the start of the project instead of daily; use an incorrect site number; or fail to cancel a check-in in case of unexpected absence - the NSSO recommends same-day cancellation.
   At CIAO: IN/OUT registering too early or too late (e.g., "out" only at the depot instead of at the client site). Each employee must register themselves in real time - never the employer in their place (socialsecurity.be). Train your teams with the mobile app and provide reminders to avoid forgotten registrations.
5. Fail to inform or train staff
   . Cleaners need to adopt a new habit of registering. Without clear communication (duty memo, posters, etc.), the staff must be trained. paycover.be) errors are common. Provide smartphones, access codes or badges, and supervise employees who are less digitally proficient. In construction, the system has existed for years, but new workers or foreign employees should also be informed (e.g., via the Limosa QR code workinginbelgium.be).
6. Thinking an internal system is enough
   . Some SMEs believe that their internal badging system is sufficient. This is not true: data must be transmitted through official NSSO channels. Internal time registration (wages, project management) is not the same as legal registration. Social inspectors will not accept internal documents if you are not in line with CheckIn@Work/CIAO.
7. Underestimate sanctions
   . Non-compliance is penalized by the Social Penal Code: fines of 300 € to 3 000 € (level 1) or 600 € to 6 000 € (level 3) per employee involved (securex.be). In serious cases, additional penalties are possible (site closure, ban on exploiting). Any employee who fails to register commits an infringement, even if the primary responsibility lies with the employer.
   Good news: CIAO is subject to a transition period without penalties until April 30, 2025 (socialsecurity.be). After that, no reason will be accepted. In construction, there is no longer any tolerance: controls systematically include CheckIn@Work.

Checklist: being in compliance with CheckIn@Work / CIAO

To help your SME comply correctly with these obligations and avoid penalties, here is a practical checklist:

• ✅ Identify your obligations: Analyze your activities and contracts. Do you operate on construction sites ≥ 500 000 €? Do you perform cleaning for third parties (excluding service checks)? Is there any subcontracting? This first step determines whether CheckIn@Work and/or CIAO apply to you. Remember: sometimes SMEs outside PC construction/cleaning also fall under the obligation (e.g., a plumber coordinating a large job site must check-in). (barreaudeliege-huy.be)
• ✅ Do the declarations in advance (30bis): Once a project reaches the threshold, enter the Declaration of Works on the Social Security portal. Without this declaration, you will not receive a site number and cannot register presences. The NSSO sometimes sends a reminder (socialsecurity.be), but don't count on it: anticipate! Then communicate the number to your teams (e.g. poster with QR code on site).
• ✅ Choose and configure the registration tools: For CheckIn@Work: via PC, smartphone (RSZ app or QR Limosa scan), or badge/pointeuse. For CIAO: by default via the RSZ web/mobile app (Itsme, eID, QR codes). Tip: Don't find the official interface convenient? Then use an integrated solution like Done-it (NSSO-certified) that automatically transmits the data.
• ✅ Inform and train your staff: Organize info sessions to explain what needs to be done (check-in/out, time, app) and why. Distribute brochures or posters (socialsecurity.be). In cleaning: use the posters and materials provided by the government (multilingual). Ensure that foremen mentor new workers.
• ✅ Fix responsibilities internally and with partners: If you are a client, specify in your contracts who records attendance. If you are a subcontractor, do not assume that the main contractor does this: make clear agreements. Appoint internally a responsible CheckIn@Work/CIAO (e.g. site manager, project manager) who checks daily that everyone is registered.
• ✅ Control registrations regularly: Each morning, consult the previous day's attendance list (CheckIn@Work) or check the CIAO platform. Respond immediately to forgotten registrations (reminder, correction if possible). With CIAO, a missed registration cannot be entered afterwards - so prevention is crucial.
• ✅ Save supporting documents and records: Archive NSSO reports, useful for audits. Record exceptional situations (outage, no network...) in an internal log. Provide a backup plan in case of technical problems (e.g. paper procedure or SMS, as provided by NSSO). (paycover.be)
• ✅ Stay up-to-date: Social regulations are evolving (thresholds, CIAO expansion, etc.). Subscribe to FPS Work or NSSO infoflashes, or follow current events (Securex, Partena...). Example: in 2024 CIAO was introduced in cleaning; tomorrow perhaps other sectors.

Following this checklist creates a culture of compliance in your company. It takes some daily discipline, but the consequences of a mistake can be far more costly than the effort to stay in line.

Making CheckIn@Work and CIAO registration easier with Done-it

Simultaneously applying CheckIn@Work and CIAO can be administratively challenging for SMEs, especially when multiple sites and mobile teams need to be managed. This is where a digital solution such as Done-it offers significant added value. Done-it is a time recording and project management tool designed specifically for companies in the field (construction, technical services, cleaning, etc.), which provides direct integration with official registration systems.

How does it work in practice?

With Done-it, employees register their hours via a user-friendly mobile app (with GPS geolocation, QR scan, badge, etc.). The data is then automatically transmitted to the NSSO's official platform Check In and Out at Work. This eliminates the need to manually enter each attendance on the NSSO website: Done-it handles this process completely in the background and complies with legal requirements. Your employees only need one interface.

Example: a worker scans his badge upon arrival at a major worksite via the Done-it app. His attendance is immediately forwarded to CheckIn@Work - no more double entries or forgotten registrations. A cleaning worker can easily designate "In" and "Out" in the Done-it app on her smartphone. This data is sent in real time to the CIAO database and remains available for internal purposes such as payroll or invoicing.

More than just compliance

In addition to legal compliance, Done-it also provides more operational insight. You can see in real time who is present at which worksite, and for how long. Central dashboards make this easy to see. Moreover, Done-it adds additional functions that the official tools do not offer: location of registrations, automatic calculation of working hours, mileage registration, sharing of documents or photos from the worksite, etc. This "business layer" helps you optimize daily organization while remaining compliant with the NSSO.

Not a replacement, but a complement

Done-it does not replace CheckIn@Work or CIAO, but couples with them to ensure your compliance effortlessly without interrupting your existing processes. In the event of an audit, the transmitted data are simply available in the official NSSO database, just as if they were entered manually.

Summary

Done-it acts as a digital assistant for SMEs: it centralizes legal and internal attendance records in one user-friendly platform. No more wasting time with double entries or forgotten registrations - you gain time, reduce human error and can focus on your sites with peace of mind.

Discover Done-it and start your free trial today

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Please also read our related article:"Subcontractors in Belgium: the basics to avoid fines (Dimona, LIMOSA, CheckIn@Work, CIAO...)" for a full overview of the other social obligations and how Done-it can support you there too.