# Getting Started with Spock 🚀 Source: https://docs.spockoffice.com/getting-started Follow these steps to setup Spock for your organization. It takes just a few minutes to get ready. Follow these steps to setup Spock for your organization. It takes just few minutes to get ready. Connect Spock to your Slack workspace Configure leave types, approval workflows, and more Organize your team structure and assign roles Test the system with your first request ## Step 1. Add Spock to Slack 1. Visit our website [spockoffice.com](https://spockoffice.com/), go to **Pricing**, and choose your plan (the Professional plan includes a free trial). Then click **"Add Spock to Slack"**. 2. This action will redirect to the Slack website, where you have to **allow access permissions** for Spock in Slack. Please click on the **"Allow"** button. Do not forget to select your workspace in the top-right corner in the dropdown. Slack permission screen

/> At this moment Spock will install and it is ready to use. The next step is to set up leave policy for your organization. ## Step 2. Setup Leave Types After allowing permissions for Spock, you will move to Spock Onboarding Wizard. There you can configure leave types and users. Spock settings leave types list

Read detailed documentation on how to setup leave types ### Video: How to setup leave types Video content would be embedded here in the actual documentation. ## Step 3. Setup Users Roles and Teams ### Assign User Roles Assign roles to users to distribute application permissions. User roles configuration

Read more about user administration and role management ### Create Teams Make teams and assign users to them to create an organizational structure. Teams configuration

Read more about teams and organizational structure ## Step 4. Request Your First Leave You can request leave in Slack or via Spock Dashboard. Try to request the first one. Leave request interface

Read detailed guide on how to request a leave ## Next Steps Now that you have Spock set up, explore these features: Configure leave types for your organization Sync Spock with your calendar applications Set up approval workflows for leave requests Configure public holidays for your organization # Welcome to Spock 🍀 Source: https://docs.spockoffice.com/index Transform your team's leave management with Slack-integrated time-off tracking that brings transparency and simplicity to workplace culture. **Spock** is your team's intelligent leave management companion, seamlessly integrated with Slack to make time-off tracking effortless, transparent, and human-centered. Say goodbye to complex spreadsheets and hello to a solution that actually works with your team's workflow. **"It's like Spock took a weight off my shoulders... helps bring transparency to my team"** - Happy Spock User ## What Makes Spock Special? Request leave, check balances, and get approvals right where your team already works - inside Slack. Keep everyone in the loop with automatic daily absence notifications and clear visibility into team availability. 🎉 Celebrate your team with automatic birthday and work anniversary tracking that builds connection. 🎯 Get up and running in minutes with instant Slack integration. No complex onboarding, no user training needed. ## Perfect for Growing Teams Whether you're a startup of 5 or a scale-up of 500, Spock grows with your team. Designed specifically for **small to medium-sized businesses** who use Slack and want to eliminate the administrative burden of leave management while building a more transparent, connected workplace culture. ## Get Started in Minutes Follow our step-by-step setup guide to get Spock running in your Slack workspace Set up leave types, approval workflows, and allowances that match your company culture Watch as your team seamlessly manages time-off without leaving Slack Ready to transform your leave management? Let's get started with the complete setup guide. ## Ready to Transform Your Leave Management? Join thousands of teams who've already discovered the joy of stress-free leave management. With Spock, you're not just tracking time-off – you're building a more transparent, connected, and happy workplace. Start your free trial today. No credit card required, setup takes just minutes. *** **Need help?** Our documentation covers everything you need to know, but if you get stuck, our support team is here to help you succeed. # Billing Information Source: https://docs.spockoffice.com/spock/billing/billing-information Learn how to update your organization's billing information in Spock Dashboard. When you want to change billing information, follow these steps. ## How to Change Billing Information Update Billing Information button

Click **Update Billing Information** button to submit. Keep your billing information current to ensure you receive invoices and billing communications without interruption. # Cancel Subscription Source: https://docs.spockoffice.com/spock/billing/cancel-subscription Learn how to cancel your Spock subscription. When you want to cancel your subscription, follow these steps. ## How to Cancel Subscription Sign in to Spock Dashboard. Click **Account** tab. Click the **Cancel Subscription** button. Cancel Subscription button

Please enter your reason to cancel and feedback to help us with further development. Thank you. Cancellation feedback form

Click the **Submit** button. ## After Cancellation You can still use Spock unlimited until subscription ends. Your subscription will remain active until the end of your current billing period, and you'll continue to have full access to all features during this time. # Payment Method Source: https://docs.spockoffice.com/spock/billing/payment-method Learn how to update your payment method to ensure uninterrupted service. Keeping your payment information up-to-date is essential for ensuring uninterrupted service and avoiding any potential disruptions due to an expired credit card. Whether your current card is nearing its expiration date or you've received a new one, it's important to update your payment method in our Billing System promptly. ## How to Change Payment Method Change Payment Method button

Click the **Update Payment Method** button to submit. Update your payment method before your current card expires to avoid service interruptions. # Upgrade to Professional Plan Source: https://docs.spockoffice.com/spock/billing/subscription Learn how to upgrade Spock to a monthly subscription and manage your billing information. When you want to upgrade Spock to monthly subscription, follow these steps to complete the process. ## How to Upgrade to Monthly Subscription Sign in to Spock Dashboard. Click **Account** tab. Account tab with Upgrade Now button

Click **Upgrade Now** button. Enter your **billing** and **payment** information. Billing and payment information form

## Billing and Payment Details The email address you enter is where we send invoices and receipts. ### Supported Payment Methods We support the following credit cards: * Visa * Mastercard * Maestro * Discover ## Completing Your Subscription When all information has been entered, click **Upgrade Now** button. To finish payment you will be prompted to do **Purchase Authentication**. After successful authentication, your subscription is created. ## After Upgrade Once your subscription is successfully created, you will receive several communications: 1. **Subscription confirmation** - We will send you an email to confirm your subscription 2. **Payment receipt** - We send you the payment receipt immediately 3. **Invoice** - Invoice is sent in several hours by email Keep these emails for your records. You can also access your invoices and receipts at any time through the Account section in the Spock Dashboard. # Sign in to Spock Dashboard Source: https://docs.spockoffice.com/spock/getting-started/dashboard-signin Learn how to access the Spock Dashboard using your Slack account and troubleshoot common sign-in issues. Follow these simple steps to access your Spock Dashboard: Go to [https://spockoffice.com/spockapp](https://spockoffice.com/spockapp) Click the **Sign in with Slack** button On the Slack authentication page, **select your Slack workspace** Click the **Accept and Continue** button

You are now **signed in** to Spock Dashboard and can start managing your leave requests. ## Troubleshooting Sign-in Issues If you're having trouble signing in, check these common causes: **Double-check** that you have **selected the correct Slack workspace** on the Slack authentication page and try again. You are **not allowed to use Spock**. Please contact your HR manager or Spock Administrator to give you permission to use Spock. **Spock was not installed** in your workspace. Please install Spock by clicking the "Add Spock to Slack" button on the [Spock homepage](https://spockoffice.com/). Make sure you're using the same Slack account that has access to your organization's Spock installation. # Birthdays and Anniversaries Source: https://docs.spockoffice.com/spock/integrations/birthdays-anniversaries Set up and manage birthday and work anniversary celebrations to elevate your workplace culture by celebrating important special dates directly within Spock. The Birthdays & Anniversaries feature allows users to set birth dates 🎂 and hire dates 🎉 in their profile. Spock then calculates and automatically announces these special dates in the "Who is on leave" section in Slack, a dedicated "Birthdays and Anniversaries modal", in announcements, and in the Spock Dashboard. ## Prerequisites * **Spock Professional Plan** subscription * **General Manager** role to manage settings and permissions ## Enabling the Feature The function is available if visibility of birthdays or anniversaries is enabled in **Privacy Settings** and **Date of birth** and **Hire Date** are filled in for the user. ## Privacy Settings General Managers can manage the visibility of Birthdays and Anniversaries: Go to **Settings** > **Privacy** in the Spock Dashboard. Find the Birthdays and Anniversaries Visibility settings. Dashboard Settings Privacy Birthdays and Anniversaries Visibility

Dashboard Settings Privacy Birthdays and Anniversaries Visibility

Toggle the visibility to ON or OFF for each as per your organization's privacy policy. Save your changes to apply the new settings. When toggled OFF, birthdays or anniversaries will not be displayed in the designated places. ## Managing Birth Dates and Hire Dates To set up or edit a user's Birth date and Hire date: Navigate to the user's profile in the **Work** tab. Fill in the **Birth Date** and **Hire Date** fields using the calendar picker. Dashboard Settings Privacy Birthdays and Anniversaries Work Tab

Dashboard Settings Privacy Birthdays and Anniversaries Work Tab

Save your changes to update the user's information. You can also adjust other work information such as "Occupation Type", "Employee status", etc., in the same section. ## Viewing Announcements Birthdays and Anniversaries are announced in four places: ### Who is on Leave Section (Slack) This section in Spock Home provides a convenient overview of team members who are currently on leave or away from work. Additionally, apart from listing individuals on leave, it also includes a daily digest naming upcoming birthdays and work anniversaries. ### Birthdays and Anniversaries Window (Spock Home) Dedicated section for displaying all birthdays and anniversaries. Not only can you view birthday and anniversaries dates, but you also have the option to filter them by month. ### Announcements Birthdays and anniversaries appear in leave announcements in Spock notifications (Morning Report). ### Spock Dashboard Birthdays and anniversaries are displayed in Calendar, member's profile and welcome page. ## Troubleshooting Check if the Birthdays & Anniversaries visibility are toggled **ON** in **Privacy Settings** (Settings > Privacy). Verify and correct the Birth and Hire dates in the affected user's profile in the **Work** tab. # Calendar Integration Setup Source: https://docs.spockoffice.com/spock/integrations/calendar-integration Connect Spock with your calendar app to display leave information using iCal format, supporting Google Calendar, Apple Calendar, and Microsoft Outlook. Spock allows you to display leave information directly in your calendar app using the iCal format, which is supported by all major calendar applications including Google Calendar, Apple Calendar, and Microsoft Outlook. ## Calendar Types Spock offers two types of calendars for synchronization: Displays all approved leaves for all active workspace members across the entire organization. Displays all approved leaves for members of a selected team only. ## Integration via Slack The quickest way to subscribe to your calendar: Navigate to the Spock app within your Slack workspace. Click the **"Subscribe Calendar"** button in the Spock interface. Subscribe calendar in Slack

Agree to subscribe to the calendar when prompted. ## Integration via Dashboard ### Company Calendar Sign in to the [Spock Dashboard](/spock/getting-started/dashboard-signin). Click the **Calendar** tab in the main navigation. Click **"Subscribe Company Calendar"** on the right side of the page. Agree to subscribe to the calendar. ### Team Calendar Sign in to the [Spock Dashboard](/spock/getting-started/dashboard-signin). Click the **Calendar** tab in the main navigation. Choose the team by clicking on the team tab. Click **"Subscribe Team Calendar"** on the right side. Agree to subscribe to the calendar. ## Manual Integration via iCal URL For more control or to add to multiple calendar applications: Sign in to the [Spock Dashboard](/spock/getting-started/dashboard-signin). Click the **Calendar** tab. **Right-click** on **"Subscribe Company Calendar"** (or team calendar after selecting a team). Select **"Copy Link Address"** from the context menu. Copy iCal URL

The **iCal URL** is now in your clipboard. Paste it into your preferred calendar application's import or subscription feature. To get a team-specific iCal URL, follow the same steps but select your desired team first. ## Google Calendar Integration Specific steps for Google Calendar integration: Open [Google Calendar](https://calendar.google.com) in your web browser. Click the **+** button next to "Other calendars" in the left sidebar. Google Calendar add option

Choose **"From URL"** from the dropdown menu. Google Calendar from URL option

Paste the iCal URL you copied from Spock into the URL field. Paste iCal URL in Google Calendar

Click **"Add calendar"** to complete the integration. Complete Google Calendar integration

The Spock calendar should now appear in your Google Calendar with all leave events. Spock calendar in Google Calendar

## Benefits of Calendar Integration Calendar events automatically update when leave statuses change View leave schedules across all your devices and calendar apps See team availability at a glance when planning meetings Make informed decisions about project timelines and resource allocation ## Supported Calendar Applications Full support with real-time synchronization and event updates. Native support on macOS and iOS devices with automatic refresh. Compatible with both desktop and web versions of Outlook. Works with any calendar application that supports iCal/ICS format. ## Related Topics Learn how to set up teams for team-specific calendar subscriptions. Configure additional notification methods for leave updates. Learn how to access the Spock Dashboard for calendar setup. Understand how leave requests appear in your integrated calendar. Calendar integration automatically syncs approved leave requests, so you'll always have an up-to-date view of team availability without manual updates. # Personal Notifications Source: https://docs.spockoffice.com/spock/integrations/notifications Stay informed about team absences and leave requests with Spock's personal notification system, featuring daily morning reports and real-time event alerts. Spock's personal notification system keeps you informed about leave activities that matter to you. Receive daily morning reports summarizing who is on leave, plus instant alerts when leave requests require your attention or involve your team. ## Morning Report The Morning Report is a daily Slack notification that provides a summary of who is on leave for the current day. This helps you start your day informed about team availability and plan accordingly. ### How Morning Reports Work * **Delivery time**: Sent every morning at 9:00 AM by default (customizable in your preferences) * **Content**: Lists all team members who are on leave for the current day * **Scope**: Can be configured to show your team members or the entire company * **Frequency**: Sent every working day automatically The morning report ensures you always know who is unavailable before you start planning meetings or assigning tasks. You can customize your morning report delivery time and scope in your [Notification Preferences](/spock/preferences/notifications#morning-report-notification). ## Instant Event Notifications Instant notifications alert you in real-time when important leave-related events occur. These notifications keep managers informed about approval requests and notify employees about their leave request status. ### 1. New Leave Registered When a team member submits a leave request that **does not require approval**, Spock instantly notifies all General Managers and Team Managers. **Who receives this notification:** * General Managers * Team Managers of the requesting employee **Why it matters:** This keeps management aware of team availability without delays, even for auto-approved leave types. ### 2. Request for Approval Sent When a team member submits a leave request that **requires approval**, Spock promptly sends a notification to all approvers. **Who receives this notification:** * General Managers * Team Managers of the requesting employee **Why it matters:** Approvers can quickly review and respond to requests, ensuring employees receive timely decisions about their time off. ### 3. Leave Request Was Approved When a leave request is approved by a manager, Spock notifies all relevant parties to ensure everyone is informed about the updated leave schedule. **Who receives this notification:** * The employee who submitted the request * General Managers * Team Managers of the employee **Why it matters:** Everyone stays synchronized on team availability and can adjust plans accordingly. ### 4. Leave Request Was Deleted, Canceled, or Changed When a leave request is deleted, canceled, or modified, Spock notifies all affected parties about the change. **Who receives this notification:** * The employee who made the request * General Managers * Team Managers of the employee **Why it matters:** Keeps everyone informed when availability changes, allowing for quick replanning. ### 5. Substitute Was Assigned When a substitute is assigned to cover for an employee on leave, Spock notifies all involved parties to establish clear coverage responsibilities. **Who receives this notification:** * The substitute who will provide coverage * The employee going on leave * General Managers * Team Managers **Why it matters:** Ensures workflow continuity and clear communication about who is covering responsibilities during the absence. ## Personalizing Your Notifications All personal notifications can be customized to fit your individual needs and preferences. ### Customize Your Settings You can control: * **Morning report timing**: Choose when you receive your daily summary * **Morning report scope**: Select whether to see team members or entire company * **Instant notifications**: Enable or disable real-time alerts For detailed instructions on configuring your personal notification preferences, see [Notification Preferences](/spock/preferences/notifications). ### Who Should Enable Instant Notifications Instant notifications are especially important for: * **Managers and Team Leads**: Need to approve leave requests promptly * **General Managers**: Require organization-wide visibility of leave activities * **Team Members**: Want real-time updates about their own request status Disabling instant notifications means you won't receive alerts about leave requests requiring your approval. If you have approval responsibilities, keep this setting enabled to avoid delays. ## Channel Notifications In addition to personal notifications, Spock can post leave summaries and event notifications directly to Slack channels for broader team visibility. ### Organization-Wide Channel Notifications Automatically post daily and weekly summaries of upcoming leave to a designated Slack channel for your entire organization. This provides centralized visibility of all leave across your workspace. **Key features:** * Daily summaries showing today's and tomorrow's leave * Weekly summaries showing upcoming leave for 7, 14, or 30 days * Customizable delivery times and timezones * Single channel for organization-wide awareness For setup instructions and best practices, see [Channel Notifications](/spock/leave-management/channel-notifications). ### Team-Specific Channel Notifications Configure dedicated Slack channels for individual teams to receive notifications about their team members' leave activities. **Key features:** * Team-focused daily and weekly summaries * Real-time event notifications (requests, approvals, rejections, cancellations, deletions) * Independent configuration for each team * Private or public channel support To learn how to set up team channel notifications, see [Team Notifications](/spock/team-management/team-notifications). ## Related Topics Customize your personal notification settings and preferences. Set up organization-wide Slack channel notifications. Configure team-specific Slack channel notifications. Automatically update your Slack status when on leave. # Integration Settings Source: https://docs.spockoffice.com/spock/integrations/settings Configure organization-wide integration settings for Slack user imports and external calendar content. Integration Settings allow administrators to control how Spock integrates with Slack and external calendar applications. These organization-wide settings determine user access permissions and what information is shared with external calendars. This page is for administrators only. These settings affect your entire organization and require admin privileges to modify. ## In this article * [How to Access Integration Settings](#how-to-access-integration-settings) * [Slack Users Import Settings](#slack-users-import-settings) * [External Calendar Integration](#external-calendar-integration) * [Saving Your Settings](#saving-your-settings) ## How to Access Integration Settings Sign in to your Spock Dashboard with administrator credentials Navigate to **Settings** > **Integrations** Adjust integration settings according to your organization's needs Click **Save Changes** to apply your settings You can access Integration Settings directly at: [Open Integrations in Dashboard](https://spockoffice.com/spockapp/settings/integrations/)

## Slack Users Import Settings ### Control how imported Slack users access Spock When you import users from Slack to Spock, you can control whether they can access the system immediately or require manual activation first. This setting helps you manage user onboarding and maintain control over workspace access. **Setting:** Slack Users Import Settings **Default:** Imported users can access Spock immediately **Important:** Guest users (Single or Multi Channel Guests) always require manual activation regardless of this setting. Activate them in Settings > Users. ### Configuration Options You can choose between two options: When this option is selected: * Users imported from Slack are automatically activated in Spock * They can start using Spock right away without administrator intervention * They receive access to all features according to their role * No manual activation step is required **Use this option when:** * You want to streamline user onboarding * You trust all Slack workspace members to access Spock * You want to minimize administrative overhead * Your organization has a small to medium-sized team When this option is selected: * Users imported from Slack are created but remain inactive * They cannot access Spock until an administrator manually activates them * Administrators must activate each user individually in Settings > Users * This provides tighter control over workspace access **Use this option when:** * You want to control exactly who has access to Spock * You need to review user permissions before granting access * You have compliance or security requirements for user activation * You want to onboard users in phases or groups ### How to Select Import Behavior Find the **Slack Users Import Settings** section at the top of the Integrations page Select one of the radio button options: * **Imported users can access Spock immediately** (recommended for most organizations) * **Imported users require manual activation before accessing Spock** (for controlled onboarding) Click **Save Changes** at the bottom of the page to apply your selection ### Guest User Activation Guest users in your Slack workspace are handled differently from regular members: * Guest users are never automatically activated, even if you select "Imported users can access Spock immediately" * Administrators must always manually activate guest users in the Users section * This provides additional security control for external or limited-access users To activate guest users: 1. Navigate to **Settings** > **Users** 2. Find the guest user in the user list 3. Click to activate their account 4. Configure their permissions and access level Guest users typically have limited access to your Slack workspace. By requiring manual activation, you can ensure these users receive appropriate permissions in Spock as well. ## External Calendar Integration ### Select what appears in external calendar Control what information from Spock appears in external calendar applications when users subscribe to Spock calendars. This setting determines the types of events that are included in the iCal feed for Google Calendar, Apple Calendar, Microsoft Outlook, and other calendar applications. **Setting:** External Calendar Integration **Default:** All options enabled (all content types visible) ### Content Options You can choose to include or exclude the following types of information in external calendars: **Checkbox:** Show approved leave requests When enabled: * All approved leave requests appear in external calendars * Users can see when team members are on leave * Leave events include relevant details like leave type and duration * Only approved requests are shown (pending or rejected requests are excluded) When disabled: * Leave requests are hidden from external calendars * Users must check the Spock Dashboard to see leave information * Calendar integration focuses only on other event types **Recommendation:** Keep this enabled. This is typically the primary reason for calendar integration and helps teams coordinate schedules. **Checkbox:** Show public holidays When enabled: * Public holidays configured in Spock appear in external calendars * Users can see official non-working days in their calendar app * Holiday events are clearly marked and visible across all platforms * Holidays reflect the holiday calendar assigned to each user When disabled: * Public holidays are hidden from external calendars * Users must reference other sources for holiday information * Calendar only shows leave requests and other selected event types **Recommendation:** Enable this to help users plan around official non-working days. **Checkbox:** Show team member birthdays When enabled: * Team member birthdays appear in external calendars * Users receive reminders about upcoming birthdays * Helps promote team culture and recognition * Birthday information must be added to user profiles in Spock When disabled: * Birthdays are hidden from external calendars * Users won't see birthday reminders in their calendar app * Birthday information remains private **Recommendation:** Enable this if your organization celebrates birthdays and wants to promote team engagement. **Checkbox:** Show team member work anniversaries When enabled: * Work anniversaries appear in external calendars * Users receive reminders about team members' milestone dates * Helps recognize employee tenure and loyalty * Anniversary dates must be configured in user profiles When disabled: * Work anniversaries are hidden from external calendars * Users won't see anniversary reminders in their calendar app * Anniversary information remains private **Recommendation:** Enable this to celebrate employee milestones and promote team recognition. ### How to Configure Calendar Content Find the **External Calendar Integration** section on the Integrations page Review the four checkbox options: * Show approved leave requests * Show public holidays * Show team member birthdays * Show team member work anniversaries Check or uncheck each option based on what you want to include in external calendars Click **Save Changes** at the bottom of the page After saving, inform users that they may need to re-subscribe to their calendars (see warning below) ### Re-subscription Requirement **Important:** To include holidays, birthdays, and anniversaries in external calendar app, all users will need to re-subscribe to their calendar. [Learn how to subscribe to calendar](/spock/integrations/calendar-integration) When you change the external calendar integration settings: * Users who have already subscribed to Spock calendars may not see the changes immediately * Calendar applications cache iCal feeds and may not refresh automatically * Users should unsubscribe and re-subscribe to their Spock calendars to see updated content #### How Users Should Re-subscribe Direct users to follow these steps: In their calendar application (Google Calendar, Apple Calendar, etc.), users should remove the existing Spock calendar subscription Users should sign in to the Spock Dashboard Click the **Calendar** tab in Spock Click **Subscribe Company Calendar** or **Subscribe Team Calendar** to add the calendar again with updated settings Users should verify that the new content types (holidays, birthdays, anniversaries) now appear in their calendar For detailed calendar integration instructions, refer to the [Calendar Integration Setup](/spock/integrations/calendar-integration) documentation. Plan calendar setting changes during a low-activity period and communicate with your team in advance. This gives users time to re-subscribe and minimizes disruption to their workflows. ## Saving Your Settings After adjusting any integration settings, you must save your changes: 1. Review your selections for both Slack Users Import and External Calendar Integration 2. Click the blue **Save Changes** button at the bottom of the form 3. Alternatively, click **Cancel** to discard any changes and revert to previous settings Changes to integration settings take effect immediately upon saving: * Slack import behavior applies to all future user imports * External calendar content changes require users to re-subscribe to their calendars ## Use Cases and Best Practices ### Recommended Settings for Most Organizations For standard organizations: * **Slack Users Import:** Imported users can access Spock immediately (streamlined onboarding) * **External Calendar - Approved leave requests:** Enabled (essential for team coordination) * **External Calendar - Public holidays:** Enabled (helps with planning) * **External Calendar - Birthdays:** Enabled (promotes team culture) * **External Calendar - Work anniversaries:** Enabled (celebrates milestones) ### Recommended Settings for Security-Conscious Organizations For organizations with strict access controls: * **Slack Users Import:** Imported users require manual activation (controlled access) * **External Calendar - Approved leave requests:** Enabled (essential for team coordination) * **External Calendar - Public holidays:** Enabled (helps with planning) * **External Calendar - Birthdays:** Disabled if privacy is a concern * **External Calendar - Work anniversaries:** Disabled if privacy is a concern ### When to Require Manual Activation Choose manual activation for imported Slack users if: * Your organization has compliance requirements for system access * You want to verify user roles before granting access * You're onboarding a large number of users and want to control the rollout * You have a mix of full-time employees, contractors, and consultants with different access needs * You need time to configure individual user permissions before they access Spock ### When to Show All Calendar Content Enable all external calendar content options if: * Your organization values team culture and recognition * You want to maximize calendar integration benefits * Privacy concerns about birthdays and anniversaries are minimal * Your team actively uses external calendars for planning and coordination ### When to Limit Calendar Content Disable some external calendar content options if: * Your organization has privacy policies restricting personal information sharing * You want to keep external calendars focused only on leave and holidays * Your team doesn't celebrate birthdays or anniversaries organizationally * You want to minimize calendar clutter Integration settings are organization-wide and affect all users. Consider surveying your team or consulting with stakeholders before making significant changes. ## Related Topics Learn how users can subscribe to Spock calendars in their calendar applications. Manage user accounts and manually activate imported Slack users. Configure birthday and work anniversary tracking for your organization. Set up public holiday calendars that appear in external calendar apps. After changing integration settings, communicate the changes to your team. For external calendar changes, provide clear instructions on how to re-subscribe and include a timeline for when they should complete the re-subscription. # Slack Status Updating Source: https://docs.spockoffice.com/spock/integrations/slack-status Automatically update Slack statuses when users are on leave to enhance communication and transparency within your team. This functionality enhances communication and transparency within your team by automatically updating Slack statuses when a user is on leave. By activating this feature, Spock will indicate a user's leave type and the duration of leave directly within Slack. ## Setup Slack Status Updating (Administrators) The following steps guide administrators through the process of enabling the Slack Status Update feature within Spock: Navigate to **Settings** in your Spock dashboard and click on **Leave Types** to view the different leaves available. Select the specific **Leave Type** you wish to modify. Within the Leave Type settings, locate the **"Allow Slack Status Update"** toggle switch and switch it on to enable the feature for that particular leave type. Dashboard Settings Leave Types Allow Slack Status Update

Dashboard Settings Leave Types Allow Slack Status Update

Once enabled, you can select a **Status Emoji** that best represents the leave type and enter the **Status Text** that will appear alongside the emoji in Slack to describe the leave status. After configuring the emoji and text, click **Save** to apply the settings. The Slack Status Update is now enabled for the selected leave type. ## Authorize Spock to Update Slack Status for User Each user must grant permission for Spock to update their Slack status. Here's how users can authorize this feature: In Slack, navigate to the **Spock home tab** and click the **"Allow Status Update"** button. Authorize Spock in Slack

You'll be redirected to the **authorization page**. Click on the **"Authorize"** button to proceed and follow the prompts to give Spock permission to update your Slack status. After completing the authorization, Spock will now have the ability to automatically update your Slack status when you submit a leave request. Once approved, your Slack status will reflect the type and duration of your leave automatically. For the Slack Status Update feature to work effectively, all users planning to use this feature must go through the authorization process individually. ## Managing Slack Status Update Settings You can manage your Slack Status Update authorization at any time through the Spock Dashboard: Navigate to **Settings** > **Notifications** > **Slack Status Update** in the Spock Dashboard. Dashboard Settings Notifications Slack Status Update

Dashboard Settings Notifications Slack Status Update

From this page, you can: * **Re-authorize** Spock to update your Slack status if authorization has expired or been revoked * **Switch off** Slack status updating temporarily if you need to disable it without removing authorization If you only need to temporarily disable Slack status updates, use the switch-off option rather than revoking authorization. This makes it easier to re-enable the feature later without going through the full authorization process again. # Accruals Source: https://docs.spockoffice.com/spock/leave-management/accruals Distribute leave allowances gradually over the year with monthly or weekly accrual, instead of granting the full balance on January 1st. Accrual distributes an employee's yearly leave allowance gradually over the year instead of granting it all at once. You can configure accrual per employee from the **Allowances** tab. Before setting up accrual, make sure the leave type has allowance tracking enabled and a default allowance configured. See [Allowances](/spock/leave-management/allowances) for details. ## Accrual Frequencies Spock supports three accrual modes: | Mode | How it works | Example | | -------------------- | ------------------------------------------------------------------------ | --------------------------------- | | **Yearly** (default) | Full allowance available from day one of the year | 25 days available on January 1st | | **Monthly** | Yearly target divided into 12 portions, accrued on the 1st of each month | 24-day target = 2 days per month | | **Weekly** | Yearly target divided into 52 portions, accrued every Monday | 26-day target = 0.5 days per week | ### Why Use Accrual? * Prevents employees from using their entire annual leave early in the year and then leaving the company. * Aligns with legal requirements in jurisdictions where leave must be earned over time. * Gives managers better visibility into how much leave an employee has actually earned versus what they plan to use. ### Key Concepts | Term | Meaning | | ----------------- | -------------------------------------------------------------------------------------------------- | | Yearly Target | Total days the employee will earn over the full year | | Per-Period Amount | Days added each period (Yearly Target / 12 for monthly, / 52 for weekly) | | Start Date | Date from which accrual begins (typically the hire date); past periods are automatically caught up | | Pro-rate | When enabled, the first partial period is reduced proportionally | | Accrual Schedule | Timeline showing completed, current, and planned accrual periods for the year | ## Setting Up Accrual for an Employee Navigate to the employee's profile and go to the **Allowances** tab. You will see each leave type with its current accrual configuration. Employee allowances tab showing leave types with accrual panels

Employee allowances tab showing leave types with accrual panels

Click the **Configure Accrual** button on the leave type you want to set up. A dialog titled **Configure Accrual Policy** opens. Check **"Override default accrual policy"** to enable per-employee accrual settings that override the company default. Select the **Accrual Frequency** from the dropdown: * **Yearly** — full allowance granted at start of year * **Monthly** — accrues on the 1st of each month * **Weekly** — accrues every Monday Enter the **Yearly Target (days)** — the total number of leave days the employee should earn over the full year. Spock shows the calculated per-period amount below the input. For example, a yearly target of 24 days with monthly frequency shows: *"Per-period accrual: 2.000 days/month"*. Enter a **Start Date** for the accrual. This is usually the employee's hire date or the date from which the new policy should begin. * If the start date is in the past, Spock shows how many past periods will be automatically accrued as catch-up. * The start date is also used for pro-rating the first partial period when pro-rate is enabled. Check **"Pro-rate for partial periods"** to reduce the first period when the start date falls partway through it. **Example:** Monthly accrual with a start date of January 15. The full monthly amount is 2 days. With pro-rating enabled, January accrual = 2 x (17/31) = 1.097 days. Without pro-rating, the full 2 days are granted. If the employee already has a non-zero allowance balance, Spock asks whether you want to reset it to zero before starting accruals. * **Check the box** to reset to zero — accruals will build the balance from scratch. * **Leave unchecked** to keep the existing balance and add accruals on top. Configure Accrual Policy dialog with frequency, yearly target, start date, and pro-rate options

Configure Accrual Policy dialog with frequency, yearly target, start date, and pro-rate options

Click **Save Accrual Policy**. Spock saves the configuration, processes any catch-up accruals for past periods, and updates the employee's balance. **Required Role:** Administrator or General Manager access is needed to configure accrual policies. ## Viewing the Accrual Schedule After setting up monthly or weekly accrual, an **Accrual Schedule** button appears next to Configure Accrual. Click it to see a timeline of the entire year showing: * **Summary stats** — total Accrued (completed), Planned (future), and Yearly Target * **Timeline** with each period displayed as a row: * Green check = **Completed** (already accrued) * Clock icon = **Current** period (in progress) * Empty circle = **Pending** (future, planned) * Minus icon = **Skipped** (before start date) * **Pro-rated** periods are marked with an info badge showing the calculation reason Accrual schedule showing completed, planned, and pending monthly periods for the year

Accrual schedule showing completed, planned, and pending monthly periods for the year

Monthly accrual follows calendar months. Weekly accrual follows Monday–Sunday periods. If the leave type uses **Yearly** mode, there is no periodic schedule to display. ## Changing an Existing Accrual Policy When you modify any accrual setting on an employee that already has accrual history, Spock shows a **policy change warning** panel: > *"Changing this accrual policy will recalculate historical accruals."* ### Effective Date Choose the date from which the new policy takes effect. Spock can align the recalculation start to a clean accrual boundary: * A monthly change can align to the first day of the month * A weekly change can align to Monday * Switching to **Yearly** can recalculate from January 1 * Changing the yearly target inside an active periodic policy can also recalculate from January 1 ### Reason for Change Optionally enter a note explaining the policy change (for example, *"Promoted to senior role, increased PTO"*). This is recorded in the audit trail. ### Recalculation Preview Spock automatically shows a preview of the impact before you save: * **Balance change** — current balance vs. recalculated balance (with the difference shown as +/- days) * **Periods affected** — how many existing accrual periods will be replaced and how many new ones will be created Manual adjustments, carryover, and booked leave are preserved. Only accrual-generated balance is recalculated. ### Confirmation You must check the box **"I understand this change will recalculate accrual history from the effective date"** before saving. ### Reverting to Company Default To remove the per-employee accrual override: 1. Open **Configure Accrual**. 2. Uncheck **"Override default accrual policy"**. 3. Click **Save Accrual Policy**. This returns the allowance to the company default policy and clears the custom accrual history tied to the employee override. ## Accrual Panel and Change History After configuration, the Accrual panel on the employee's Allowances page displays: | Field | Meaning | | ----------------------- | --------------------------------------------------------------- | | Mode | Current accrual frequency (Yearly / Monthly / Weekly) | | Yearly Target | Total days to be earned over the year | | Per Period | Calculated amount per accrual period | | Start Date | Date accruals began | | Pro-rate Partial | Whether the first partial period is pro-rated | | Badge: Default / Custom | Whether the employee uses company defaults or a custom override | Accrual panel showing custom monthly configuration with change history entries

Accrual panel showing custom monthly configuration with change history entries

All accrual-related events appear in the **Change History** section: * **Accrual** — each time a period is accrued (automated) * **Accrual policy change** — when the policy is modified * **Accrual reset** — when custom accrual is disabled * **Accrual reconciliation** — when historical accruals are recalculated after a policy change Each entry shows the balance change, timestamp, and whether it was automated or performed by a specific admin. Detailed change history showing individual accrual entries with dates and amounts

Detailed change history showing individual accrual entries with dates and amounts

## What Carries Into the Next Year * **Frequency** carries forward * **Yearly Target** carries forward * **Pro-rate for partial periods** carries forward * **Start Date** does not carry forward — it is treated as a one-time date for the year being configured ## When Accruals Run | Frequency | Schedule | | --------- | ------------------------------ | | Monthly | 1st of each month at 00:05 UTC | | Weekly | Every Monday at 00:05 UTC | Accruals are processed automatically — no manual action is needed after setup. ## Related Topics Configure default leave allowances and adjust individual employee balances. Understand how unused balances transfer to the next period. Set up leave categories including allowance tracking. Configure which days count as working days for leave calculations. # Allowances Source: https://docs.spockoffice.com/spock/leave-management/allowances Configure default leave allowances for leave types and adjust individual employee allowances to accommodate unique circumstances. A leave allowance is the total number of paid days off an employee is entitled to for a specific leave category over a year. Spock allows you to set default allowances for each leave type and manually adjust them for individual employees. By default, the full allowance is available from January 1st. If you want to distribute it gradually over the year instead, see [Accruals](/spock/leave-management/accruals) to set up monthly or weekly accrual for individual employees. ## Understanding Leave Allowances Leave allowances provide structure and consistency to your organization's time-off policies while allowing flexibility for special circumstances. The system automatically assigns default allowances to eligible employees and tracks all adjustments for auditing purposes. Default allowances are automatically assigned to all employees at the beginning of each leave period or when a new employee joins the company. ## Configuring Default Allowances Set standard allowances that apply to all employees for specific leave types. Go to **Settings** > **Leave Types** in your dashboard. Choose the leave type you wish to configure from the list. Toggle the **"Has Allowance"** option to enable allowance management for this leave type. Enter the default number of days for the yearly allowance. (Optional) Enable **"Allow Overrun"** to permit employees to request leave beyond their accrued balance, resulting in a negative balance. Leave type allowance configuration

**Required Role:** Administrator or General Manager access is needed to configure default allowances. ## Adjusting Individual Employee Allowances Sometimes you need to modify an individual's leave allowance for special circumstances such as: * Rewarding long-term service * Carrying over unused days from previous periods * Accommodating contractual agreements * Addressing unique employment situations Navigate to the **Members** section in your dashboard. Find and select the employee whose allowance you want to adjust. Go to the **"Allowances"** tab in the employee's profile. Locate the specific leave type you need to adjust. Click the **"Make Adjustment"** button to open the adjustment dialog. Employee allowance adjustment interface

Input the new allowance value in the dialog box. (Recommended) Add a note explaining the reason for the adjustment for audit trail purposes. Allowance adjustment dialog

Click **"Make Adjustment"** to save the change. **Required Role:** General Manager access is required to adjust individual employee allowances. ## Calculate Prorated Allowance for Employee When an employee starts partway through the year or has a change in employment status mid-period, you may need to prorate their allowance to reflect the actual time they're eligible for leave. The proration calculator automatically determines the appropriate allowance based on the employee's start date and the default yearly allowance. Common scenarios for prorated allowances include: * New employees joining mid-year * Employees returning from extended unpaid leave * Changes in employment status affecting leave eligibility * Mid-year adjustments to leave policies Navigate to the employee's **Allowances** tab and click **"Make Adjustment"** for the relevant leave type. In the adjustment dialog, click the **"Prorate Allowance"** button to open the proration calculator. Prorate Allowance button in adjustment dialog

Prorate Allowance button in adjustment dialog

Select the date to which the allowance should be prorated (typically the employee's start date or the date when the change takes effect). Prorated allowance calculation showing date, default allowance, and calculated prorated value

Prorated allowance calculation showing date, default allowance, and calculated prorated value

The system automatically calculates the prorated allowance based on: * The default yearly allowance for the leave type * The number of days remaining in the year from the selected date Click **"Use Prorated Allowance"** to insert the calculated value into the adjustment dialog. The system automatically adds a note documenting the proration details. Review the prorated allowance value and note, then click **"Make Adjustment"** to save the change. The proration calculation uses the formula: (Default Allowance × Days Remaining) ÷ Days in Year. For example, if an employee starts on July 1st with a 10-day default allowance, their prorated allowance would be approximately 5 days (10 × 184 ÷ 365). ## Best Practices Always add notes when making allowance adjustments to maintain a clear audit trail and explain the reasoning behind changes. Establish clear policies for when and why allowance adjustments should be made to ensure fair treatment across your organization. Periodically review allowance settings to ensure they align with your organization's current policies and legal requirements. Carefully consider whether to allow overruns, as this can impact payroll and budgeting processes. ## Related Topics Learn about configuring different types of leave in your organization. Understand how unused allowances can be carried forward to the next period. Manage user roles and permissions for allowance management. Generate reports on allowance usage and adjustments. The system maintains a complete history of all allowance adjustments, making it easy to track changes and ensure compliance with your organization's policies. # Approvals Source: https://docs.spockoffice.com/spock/leave-management/approvals Set up and manage approval workflows for leave requests, including automatic assignment based on organizational hierarchy and manual approver selection. Spock streamlines the **approval process** for any type of leave request. When a submission requires approval, each request is automatically directed to the appropriate approver based on your organizational hierarchy or manually assigned approvers. Upon submission, Spock promptly notifies designated approvers who can review and approve requests directly from Slack notifications or via the Dashboard. Once a decision is made, Spock immediately updates the requestor and informs other relevant approvers. Assigned approvers in member profile

## Setting Up Approval Workflow Configure which leave types require approval before they're processed: Go to **Settings** > **Leave Types** in your dashboard. Choose the leave type you want to add approval requirements to. Set **Approval is required** to **ON**. Enable approval for leave type

From this point forward, approval will be required whenever this leave type is requested. ## How to Approve Leave Requests Approvers can process requests through three convenient methods: Notification messages contain action buttons that allow immediate approval or rejection. Approval buttons in notification

A list of pending approvals is displayed in the Spock Home Tab for easy access. Pending approvals in Slack Home

In the dashboard's **Leaves** section, pending approval requests are prominently displayed. Pending approvals in Dashboard

## Approval Reminders If an approver doesn't act, Spock can follow up automatically. While a request is still waiting for a decision, approval reminders re-notify the approvers on a schedule you choose, tell the requester their request is still pending, and — optionally — escalate to your General Managers once the reminders run out. Approval reminders are configured workspace-wide by a General Manager in **Settings** > **Policies**. Choose the reminder interval, how many reminders each request generates, and whether unanswered requests escalate to General Managers. ## Approval Policy Each member can have an individual approval policy that determines how their leave requests are routed. You can configure these policies in the member's profile under the **Approval** tab (**Members** > select member > **Approval**). Spock supports three approval policies: ### 1. Manager Approval (Org Structure Based) Requests are automatically routed to the member's Team Manager(s) when a team is assigned; otherwise, they are sent to the General Manager(s). This is the default policy for all members. This policy leverages your organizational hierarchy: * **Team Members**: Requests go to their assigned Team Manager(s) * **Members without a Team**: Requests go to the General Manager(s) * **General Managers**: Requests are auto-approved (no further review required) Manager Approval policy showing automatically assigned approvers

Manager Approval policy showing automatically assigned approvers

### 2. Custom Approvers Manually select one or more approvers. This overrides the default routing to Team Manager(s) or General Manager(s). Use this option when you need specific individuals to approve a member's requests, regardless of the organizational structure. Custom Approvers policy with manually selected approver

Custom Approvers policy with manually selected approver

To configure custom approvers: 1. Select the **Custom Approvers** option 2. Click **Manage Approvers** 3. In the modal, search and select one or more approvers 4. Click **Save** to apply Select Approvers modal for choosing custom approvers

Select Approvers modal for choosing custom approvers

Once set, these approvers will handle all future leave requests from this member. ### 3. Auto-Approve Auto-approve all requests. Skips approval workflow entirely. When enabled, the member's leave requests are approved automatically without requiring any manager review. This is useful for trusted employees or specific roles that don't require oversight. Auto-Approve policy selected

## Approval Workflow Rules The approval workflow follows these rules based on the member's configured approval policy: | Approval Policy | How Requests Are Routed | | ---------------- | -------------------------------------------------------------------------------- | | Manager Approval | Routed to Team Manager(s) if assigned to a team, otherwise to General Manager(s) | | Custom Approvers | Routed to the manually selected approver(s) | | Auto-Approve | Approved automatically without review | ### Special Cases * **General Managers**: Leave requests from General Managers are always approved automatically, regardless of their approval policy setting. * **Team Managers**: By default, Team Manager requests are approved automatically. This can be changed in **Settings** > **Policies** > **Auto-Approval for Team Managers' Leave Requests** to require General Manager approval instead. * **Approver Authority**: General Managers can approve any leave request in the organization, regardless of the requester's team or approval policy. ## Related Topics Learn how to organize teams and assign managers. Manage user roles and permissions. Configure different types of leave and their requirements. How managers can submit requests for team members. By adhering to these rules, Spock ensures that your approval process is both streamlined and adherent to your organizational hierarchy and policies. # Balances Source: https://docs.spockoffice.com/spock/leave-management/balances View and track your current leave balances across all leave types to make informed decisions about your time off. Leave balances are real-time indicators of your current status for each leave type, showing how many days you've used, what remains available, and any carryover from previous periods. Understanding your balances helps you plan time off effectively and ensures you stay within your allocated allowances. ## Why Balances Matter Monitoring your leave balances is essential for: * **Planning ahead**: Know exactly how much leave you have available before requesting time off * **Avoiding surprises**: Stay informed about your remaining allowance to prevent declined requests * **Tracking usage**: See at a glance how much leave you've used throughout the year * **Managing carryover**: Monitor expiring carryover days to use them before they're lost * **Making decisions**: Understand approval requirements for different leave types Your balances update automatically whenever leave is approved, rejected, or cancelled, ensuring you always have accurate information. ## Viewing Your Balances in Slack Access your personal leave balances directly within the Slack app for quick reference. Navigate to the Spock app from your Slack sidebar and go to the **Home** tab. Click the **My Balances** button to open your balances overview. My Balances button in Spock Slack home tab

My Balances button in Spock Slack home tab

The balances modal displays comprehensive information for each leave type. You can view all your leave balances with detailed breakdowns. Leave balances modal in Slack showing detailed breakdown

Leave balances modal in Slack showing detailed breakdown

Use the **Year** dropdown at the top of the modal to view balances from previous or future years. Click **Close** when you're finished reviewing your balances. ## Viewing Balances in the Dashboard Access detailed balance information through your user profile in the Spock Dashboard. Navigate to the [Spock Dashboard](https://spockoffice.com/spockapp) and go to **Profile** > Select your name. Scroll down to the **Balances** section in your profile. This displays a comprehensive table with all your leave types. Balances section in user profile on Spock Dashboard

The table shows key metrics for each leave type across multiple columns. Use the **Year** dropdown in the top-right corner of the Balances section to view historical or future year balances. ## Viewing Team Member Balances Managers can view team member balances when reviewing leave requests to make informed approval decisions. When a team member submits a leave request, you'll receive a notification in Slack. In the leave request notification, click the **Member Balances** button to view the requester's current balances. Member Balances button in leave request notification

Member Balances button in leave request notification

The member's balances modal opens, showing their complete leave status to help you make an informed approval decision. Managers with appropriate permissions can view balances for their team members to understand leave availability when processing requests. ## Understanding Balance Components Your leave balances include several key metrics that provide a complete picture of your leave status. The total number of days you've already used for this leave type during the current year. This includes all approved leave requests. The total number of days allocated to you for this leave type for the entire year. This is your baseline entitlement set by your organization. Unused days from the previous year that have been carried forward. Carryover days often have an expiration date (e.g., "Expires on: Mar 31, 2025") after which they'll be lost if not used. The number of days currently available for you to request. This is calculated as: (Yearly allowance + Carryover - Spent this year). Indicates whether requests for this leave type need manager approval or are automatically approved. This helps you understand the request workflow. A color-coded bar showing your usage at a glance. The yellow/orange portion represents used days, while the green portion shows remaining available days. ## Best Practices Always review your balances before submitting a leave request to ensure you have sufficient days available and avoid declined requests. Pay attention to carryover expiration dates and prioritize using those days before they expire to maximize your time off. Review your yearly allowance at the beginning of each year to plan your time off strategically throughout the year. Periodically check your balances to stay aware of how much leave you've used and what remains available. Note which leave types require approval to set appropriate expectations for request processing times. Use the year dropdown to review previous years' balances for personal recordkeeping or to identify usage patterns. ## Related Topics Learn how to submit leave requests through Slack or the Dashboard. Understand how leave allowances are configured and adjusted. Learn how unused days are carried forward to the next period. Explore different leave types and their configurations. Your balance information is always up-to-date and reflects real-time changes. Any approved, rejected, or cancelled leave automatically updates your available balance. # Carryover Source: https://docs.spockoffice.com/spock/leave-management/carryover Set up and manage carryover policies to transfer unused leave balances to new periods, with customization options for individual employees. Spock allows the carryover of unused balances to a new period through a structured carryover process. You can configure carryover policies for each leave type and customize them for individual members when needed. You must have a **General Manager** role to process carryover. The carryover process can be executed from the start of the year until the end of March. ## Understanding Carryover Carryover amounts are visible in: * Members' profiles under the "Balances" section * Slack in "My Balances" view Carryover display in member profile

## Carryover Policies Choose from three carryover policies to determine how unused balances transfer to new periods: Unused balances will not be transferred to a new period. **Example:** Balance of 5 days at year-end results in zero carryover. The entire unused balance transfers to the new period. **Example:** Balance of 5 days at year-end results in 5 days carryover. Only a specified maximum number of days transfer to the new period. **Example:** With a 3-day limit, a balance of 5 days results in 3 days carryover. ### Carryover Expiration For "Remaining Count" and "Limited Count" policies, you can set an expiration period: Carryover expiration defines how many days after the new period starts that carryover will expire. After expiration, leave requests are covered from the new period's allowance rather than carryover. **Example:** With 31-day expiration and 5 days carryover, the carryover remains available until January 31st, then expires. ## Setting Up Carryover Policies Configure carryover policies for each leave type that has allowances enabled: Go to **Settings** > **Leave Types** in your dashboard. Choose a leave type that has allowance tracking enabled. Check **"Allow carryover of current balances to next period"**. Select your desired carryover policy from the available options. If using "Limited Count" policy, enter the maximum carryover limit. (Optional) Check **"Carryover expires"** and enter the number of days until expiration. Carryover policy configuration

Click **Save** to apply the carryover policy. ## Executing the Carryover Process Once policies are configured, execute the carryover process to transfer balances: Navigate to **Settings** > **Carryover**. Check **"Do Balances Carryover"** to initiate the process. Click **"Proceed"** to start the balance transfer. Carryover process execution

The process may take some time to transfer all balances across your organization. After completion, you can verify carryover amounts in members' profiles under the "Balances" section, where a "Carryover" column will display the transferred amounts. ## Customizing Carryover for Individual Members Override the default carryover policy for specific employees when needed: Go to **Members** and select the employee's profile. Click on the **"Allowances"** tab. Member allowances tab

Locate the leave type you want to customize carryover for. Click the **"Override"** button next to the default policy. In the dialog that appears, check **"Customize Carryover Policy"** and configure the new policy. Carryover override dialog

Click **"Save and Proceed Carryover"** to recalculate the carryover according to the new policy. ## Best Practices Set up carryover policies before the end of the year to ensure smooth transition to the new period. Inform employees about carryover policies and expiration dates to help them plan their leave effectively. Review and adjust carryover policies annually to ensure they align with your organization's needs and legal requirements. Maintain records of custom carryover overrides for individual employees for audit and compliance purposes. ## Related Topics Learn how to configure and manage employee leave allowances. Understand different types of leave and their configuration options. Generate reports on carryover usage and patterns. Manage user roles required for carryover administration. # Channel Notifications Source: https://docs.spockoffice.com/spock/leave-management/channel-notifications Automatically post daily and weekly summaries of upcoming employee leave directly into Slack channels for better team coordination and visibility. Channel Notifications allow you to automatically post summaries of upcoming employee leave directly into designated Slack channels. You can configure both organization-wide notifications and team-specific notifications to keep everyone informed about planned absences. ## Organization-Wide Channel Notifications Organization-wide notifications send leave summaries to a single Slack channel for your entire workspace. This provides centralized visibility of all upcoming leave across your organization. ### Accessing Channel Notification Settings Sign in to the [Spock Dashboard](/spock/getting-started/dashboard-signin). Click the **Settings** tab, then select **Notifications** in the left menu under Leave Policy category. Slack Channel Notifications configuration interface

Slack Channel Notifications configuration interface

### Channel Selection Before configuring notifications, you must select the Slack channel where summaries will be posted. Spock must be invited to your selected Slack channel before notifications will work. In your chosen channel, type `/invite @spock` to add Spock to the channel. Select your preferred channel from the **Slack Channel** dropdown menu. If you haven't already, go to your selected Slack channel and run: ``` /invite @spock ``` If you don't see private channels in the list, the Spock Administrator/Installer may need to reinstall Spock from the [pricing page](https://spockoffice.com/web/pricing/). ### Daily Summary The Daily Summary sends a concise overview of leave every workday, helping your team stay informed about daily absences. Check the **Enable Daily Summary** checkbox to activate daily notifications. Set the **Send at** time when you want the summary delivered each workday. Choose a time that works best for your team, such as early morning before work begins. Choose the appropriate **Timezone** to ensure summaries are sent at the correct local time. Select what leave information to include from the **Include** dropdown: * **Today**: Only include leave occurring today * **Tomorrow**: Only include leave occurring tomorrow * **Today & Tomorrow**: Include leave for both today and tomorrow (recommended for comprehensive daily awareness) Daily Summary include options

Click **Save Changes** to activate your Daily Summary configuration. Daily summaries are sent on workdays only, based on your organization's working days configuration. ### Weekly Summary The Weekly Summary provides a broader view of upcoming leave, helping teams plan ahead for coverage and project coordination. Check the **Enable Weekly Summary** checkbox to activate weekly notifications. Select the **Send every** day of the week when you want the summary delivered. Common choices include: * **Sunday**: Review upcoming leave before the work week * **Monday**: Start the week with leave visibility * **Friday**: Plan for the following week Configure the **Send at** time for weekly summary delivery. Choose the appropriate **Timezone** for your organization. Select the time range from the **Include** dropdown: * **Next 7 Days**: One week ahead (ideal for short-term planning) * **Next 14 Days**: Two weeks ahead (better for medium-term coordination) * **Next 30 Days**: One month ahead (comprehensive long-term visibility) Weekly Summary include options

Click **Save Changes** to activate your Weekly Summary configuration. You can enable both Daily and Weekly summaries simultaneously. They serve different purposes and complement each other well. ## Team-Specific Channel Notifications In addition to organization-wide notifications, you can configure dedicated Slack channel notifications for individual teams. This allows each team to receive notifications about their team members' leave in their own dedicated channels. Team notifications offer more granular control, including: * Team-specific Slack channels * Daily reports with customizable send times * Event-based notifications (requesting, approving, rejecting, canceling, or deleting leave) For detailed instructions on setting up team-specific channel notifications, see [Team Notifications](/spock/team-management/team-notifications). ## Best Practices ### When to Use Daily Summaries Daily summaries work best for: * **Small to medium teams** (under 50 people) where daily absences significantly impact operations * **Operations teams** that need real-time awareness of staffing levels * **Customer support teams** that must ensure adequate coverage every day * **Project teams** with tight deadlines where daily coordination is critical **Recommended settings:** * Send time: 8:00 AM (before work begins) * Include: Today & Tomorrow * Timezone: Your primary office location ### When to Use Weekly Summaries Weekly summaries are ideal for: * **Large organizations** where daily updates would be overwhelming * **Management teams** that need strategic visibility without daily details * **Planning and scheduling** departments that work on longer timelines * **Cross-functional teams** that need advance notice for coordination **Recommended settings:** * Send every: Sunday or Monday * Send time: 6:00 PM Sunday or 8:00 AM Monday * Include: Next 14 Days (balances detail with actionability) * Timezone: Your primary office location ### Combining Organization-Wide and Team Notifications For optimal results, consider this approach: 1. **Organization-wide channel**: Use for leadership visibility and company-wide awareness * Enable Weekly Summary (Next 14-30 Days) * Post to a general channel like #announcements or #team-updates 2. **Team-specific channels**: Configure for operational coordination * Enable Daily Reports in team channels * Enable event notifications (requests, approvals) for real-time updates * Each team manages their own channel preferences ### Channel Selection Strategy * **Public channels**: Use for organization-wide summaries to maximize transparency * **Private team channels**: Use for team-specific notifications to maintain focus * **Dedicated leave channel**: Consider creating a #leave or #out-of-office channel specifically for organization-wide summaries Avoid sending both organization-wide and team notifications to the same channel, as this may create duplicate notifications and confusion. ## Related Topics Configure team-specific channel notifications with granular control. Learn about personal notification settings and morning reports. Customize your individual notification preferences. Configure working days that affect when summaries are sent. # Cancel Leave Source: https://docs.spockoffice.com/spock/leave-management/delete-request Learn how to delete or cancel your leave requests through Slack or the Spock Dashboard. You can cancel a leave request through either Slack or the Spock Dashboard. This is useful when your plans change or you no longer need the time off. Once you delete a leave request, this action cannot be undone. Make sure you really want to cancel before confirming. ## Delete Request in Slack Navigate to the Spock application within your Slack workspace. Click the **My leave** button to view your current requests. Hometab My Leave

Locate the leave request you want to delete from the list. Hometab My Leave Delete Leave Action

Click the **Delete** button next to the leave request. Hometab Delete Leave Dialog

Confirm the action when prompted to permanently delete the request. ## Delete Request in Dashboard Access the [Spock Dashboard](/spock/getting-started/dashboard-signin) using your Slack credentials. Click the **Profile** tab in the main navigation. Locate the list of approved leaves section on your profile page. Find your leave request and click the **Delete** button next to it. Dashboard Profile Delete Action

Confirm the deletion when prompted to complete the cancellation. ## Important Considerations You can typically delete leave requests that are: * Pending approval * Already approved (depending on company policy) * Rejected requests (for cleanup purposes) Deleting a leave request may trigger notifications to: * Your manager or approvers * Team members who were notified of your absence * Colleagues assigned as substitutes If you have calendar integration enabled, deleting the request will also remove the associated calendar events. ## Related Topics Learn how to submit new leave requests. Understand the approval process for leave requests. If you need to modify a leave request instead of deleting it, consider canceling the current request and submitting a new one with the updated details. # Public Holidays Source: https://docs.spockoffice.com/spock/leave-management/holidays Configure and manage public holiday calendars for your organization across different countries and regions. Public Holidays are government-approved days that an organization provides for its employees as a day off from work. Holidays act as **non-working days**. When you request leave and there is a holiday between the start and end dates, this day is not counted to your leave. If your team is multinational or geographically spread across more countries you would need to manage holidays for all these groups. Spock offers **Holiday Calendars** to solve this issue. You can easily create multiple holiday calendars and assign them to a specific group of employees. See the full list of [Supported Countries](/spock/leave-management/supported-countries) for automatic holiday import. ## In this article * [How to Create a Holiday Calendar](#how-to-create-a-holiday-calendar) * [How to Import Holidays](#import-holidays) * [How to Add Holidays Manually](#how-to-enter-holidays-manually) * [How to Set Holiday Calendar as Primary](#how-to-set-primary-holiday-calendar-the-default-calendar) * [How to Delete Holiday Calendar](#how-to-delete-holiday-calendar) * [How to Assign Members to Calendar in Bulk](#how-to-assign-members-to-calendar-in-bulk) * [How to Assign Holiday Calendar to User](#how-to-assign-holiday-calendar-to-user) You can manage Holidays in **Dashboard** > **Settings** > **Holidays** Link: [Open Settings in Dashboard](https://spockoffice.com/spockapp/settings/holiday-calendars/) ## Holiday Calendars Holiday Calendar represents a list of holidays. You can have multiple holiday calendars, but one has to be **primary** (default calendar). ## How to create a Holiday Calendar Navigate to **Settings** > **Holidays** There is a list of all Holiday Calendars Click **Add Holiday Calendar** Holiday Calendar Add

Enter **Calendar Title** and submit the form Holiday Calendar Title

Holiday Calendar was created ## How to add holidays to the holiday calendar You can either manually enter holidays manually or import holidays for a specific country. ### Import holidays Select the Holiday Calendar you want to add holidays to Holiday Calendar Import Holidays Button

Holiday Calendar Import Holidays Country

Holidays for specific country and year are imported ## How to Enter holidays manually Select the Holiday Calendar you want to add holidays to Holiday Calendar New Holiday Button

Click **Save** Repeat until all holidays are entered You can anytime change the name of the holiday or delete it from the holiday calendar. If you want to **change the date** of the holiday, you have to delete it first and then create a new one. ## How to set primary holiday calendar (the default calendar) One holiday calendar has to be Default Calendar. This calendar is used for all members who do not have been assigned to any holiday calendar. To set holiday calendar as default: Select the Holiday Calendar you want to set as default Click the **Set as Default Calendar** button Holiday Calendar Set as Default Calendar

Holiday Calendar Set as Default Calendar

Holiday Calendar is now the primary calendar ## How to delete Holiday Calendar If the holiday calendar is not in use anymore you can delete it. Click **Delete All Holidays** to delete holidays from the calendar Holiday Calendar Delete All Holidays

You can change the year in the top bar by selecting from the dropdown. Repeat until all holidays are deleted. Then click **the Edit Calendar** button Holiday Calendar Edit Calendar Button

Click **Delete Holiday Calendar** and confirm to delete All the changes are **instantly propagated** in Spock and affect requesting leaves and displaying calendars. ## How to Assign Members to Calendar in Bulk You can assign multiple members to a holiday calendar at once: Select the Holiday Calendar you want to assign members to Click the **Assign Members to This Calendar** button Holiday Calendar Assign Members to Calendar Button

Holiday Calendar Assign Members to Calendar Button

In modal dialog, select members to assign Holiday Calendar Assign Members to Calendar Modal Dialog

Click **Save Assignments** ## How to Assign Holiday Calendar to User You can assign any holiday calendar to user: Navigate to **Members** section Select Member, you want to assign new Holiday Calendar Dashboard Members Holidays Tab

You see the current active calendar and list of holidays Choose a new Holiday Calendar from the dropdown Dashboard Members Assign Holiday Calendar

Dashboard Members Assign Holiday Calendar

Click **Change Calendar** The new holiday calendar is already active for given user # Leave Types Source: https://docs.spockoffice.com/spock/leave-management/leave-types Learn how to set up and configure different types of employee leave in Spock, including vacation, sick leave, and custom leave policies. ## What Are Leave Types? Leave types categorize different kinds of employee absences, such as vacation, sick leave, parental leave, and more. Each leave type has specific conditions, entitlements, and approvals associated with it, ensuring that leave management is clear, fair, and consistent across the organization. ## Why Are Leave Types Important? Clearly categorized leave types help in streamlining the approval process and provide a snapshot of who is out of office and why. Ensures that all leave requests adhere to organizational policies and legal regulations. Simplifies the leave request process for employees, ensuring their entitlements are easily accessible and fairly managed. Accurate leave tracking helps in workforce planning, reducing the risk of understaffing during critical periods. ## Video Tutorial Watch this video to learn how to manage leave types effectively in Spock: [https://www.youtube.com/watch?v=pFuzULEQBlY](https://www.youtube.com/watch?v=pFuzULEQBlY)