How to comply with the night work rules

What is it for?

It keeps what the law requires for those who work at night: who is a night worker, the risk assessments and the health exams, with the next due dates. Every month, fiscaldoo checks the deadlines and creates a task for Human Resources.

The workstation risks and the health exams are kept in separate lists. The exams are health data: only those with the View medical absence profile can see them.

When to use it?

• When an employee starts doing at least 3 hours of normal night work per day.
• Before they start, for the first risk assessment and the first exam.
• When a deadline task arrives, or when working conditions change.
• Do not use these lists to pay night hours: the Night work regime is a different field, in the same section of the file.

Where to find it?

• Marking the employee: Payroll › Prepare › Worker files › open the file › Work tab › Work time.
• Risks: on the file, click ⋮, next to the name, and choose Night worker risks. The list for all employees is in Payroll › Prepare › What is there to do this month?, under Situations and duties with a worker.
• Exams (only with the View medical absence profile): on the file, ⋮ › Health exams of night workers, or Payroll › Prepare › What is there to do this month?, under Prepare the month.

Before you start

• To mark the file and record risks, your profile is Payroll Administrator or HR. The Payroll Processor sees the mark on the file, but does not have the risks link.
• To record exams, you must also have the View medical absence profile. The Payroll Administrator does not have it unless it is assigned. The system administrator assigns it.
• The file has the Usual Work Location filled in. Without it, the file is not saved (see “Common problems”).
• If the employee already has validated payslips, the mark goes in a new contract version, with the date from which they become a night worker.

How to use it

1. Open the employee file and the Work tab. If they already have validated payslips, click + at the top of the file and choose the day the mark starts (in the example, 01/11/2026).
2. In Work time, tick Night worker (art. 224.º/1). Activity with special risk (art. 224.º/4) appears.
3. If the work is one of the activities on the list, choose the point (a to g). Exception to the limit of 8 hours appears.
4. If an exception applies, choose it and write the Clause or ground of the exception. With no exception, leave both empty. Click Save.
5. On the file, click ⋮ and choose Night worker risks. With no records, the list says “The risk assessments of the night workers appear here; register one with “New”.”
6. Click New. The Worker is filled in. Write the Date of the assessment and choose the Moment: Before the start of the activity, Periodic (every six months) or Change of the working conditions.
7. In Written record, write where the assessment is kept. Do not write the content of the assessment here. Next assessment due fills in by itself, six months later. Click Save.
8. With the View medical absence profile, on the same file, click ⋮ and choose Health exams of night workers.
9. Click New. Write the Date of the exam and choose the Moment and the Result (Fit for night work, by default). In Restriction, write only what the doctor limits, for example sem turnos da noite. Never write the diagnosis. Next exam due fills in by itself, one year later. Click Save.

Example. The assessment of 10/05/2026 requires the next one by 10/11/2026. The exam of 15/03/2026 requires the next one by 15/03/2027. On 04/11/2026, the monthly check found the assessment less than 30 days from its deadline and created the task on the employee file, for an HR user, dated 10/11/2026.

Expected result

• The employee is marked on the contract version you chose. Earlier versions do not change.
• Each assessment and each exam is kept on a line, with the next date. You can correct that date.
• Every month, there is a task for each deadline that is missing, overdue or less than 30 days away. The task carries no health data and is not repeated while one is open.

Important notes

• What the law requires. Labour Code (Código do Trabalho), art. 224.º (who is a night worker and the 8-hour limit in risk activities) and art. 225.º (exams before placement and at least once a year; risk assessment before starting, every six months and before changing the conditions, with a written record). Text read on the PGDL portal on 16/10/2026. The warning 30 days ahead is fiscaldoo's choice, not the law's.
• What fiscaldoo does not do. The night worker mark is not automatic: the company decides. Currently, no screen shows the count of night hours per day or the 8-hour limit. Nor does it create the company's own acts, such as moving the employee to day work for health reasons or consulting the health and safety representatives.
• Health data. Only the View medical absence profile opens the exams (GDPR, art. 9). The monthly check reads only the dates.
• No exams recorded. A marked employee with no line counts as “missing”: the task is created at the next check.

Pending validation by a certified accountant: whether the 3-hour threshold has been changed by the applicable collective agreement (art. 224.º/1) and which are the company's risk activities (art. 224.º/4).

Common problems

I cannot save the mark on the file

• Message: “This version of the contract of … cannot be changed (Activity with special risk (art. 224.º/4), Night worker (art. 224.º/1)). What happened: it covers a month with a validated or paid payslip, and what was paid is never rewritten. How to fix it: register a NEW version of the contract starting on the day the change applies (“+” button of the contract history, and fill in the field there); the previous months keep what they used. The attempt was registered in the audit trail.”
• Cause: the open version has already been used on a validated or paid payslip.
• What to do: discard the change, create the new version with + and tick the mark there.

The Save button does not respond and a red triangle appears

• Message: when you hover over the triangle, “Unable to save. Correct the issue or discard all changes”.
• Cause: a required field on the file is missing, for example Usual Work Location, on the Work tab. With Exception to the limit of 8 hours chosen, the Clause or ground of the exception is missing: in that case, the message is “Some required fields are empty. Fill in the fields marked in red to be able to save.”
• What to do: fill in the field in red. In Usual Work Location, choose a location or type the name and click Create.

The next exam is refused

• Message: “The next exam is not after this one. What happened: the exam must be repeated at regular intervals (art. 225.º/1). How to fix it: correct the date of the next exam.”
• Cause: Next exam due is earlier than or equal to the Date of the exam.
• What to do: correct the date.

I cannot see the health exams

• Message: “No access. You do not have access to “Night worker health exam (PT, CT art. 225.º/1) — special category of data”. Health data is protected (GDPR, article 9): it is shown only to the profile “View medical absence”. Who does it: View medical absence. Who assigns the profile: the system administrator (Settings › Users & Companies › Users). Ask them for the profile you need, or ask one of the profiles above to do it.” The link may also not appear in the ⋮ menu.
• Cause: your profile has no access. This is the correct behaviour.
• What to do: ask someone with the profile to record it. For the deadlines, the monthly task is enough.