Welcome to the All Hours mobile app.
This guide walks you through everything you need: installing the app, signing in for the first time, clocking events, submitting absence requests and for managers approving them.
Note: The available features, event types and absence types are defined by your administrator. If you cannot see an option described here, your account most likely does not have it enabled or you do not have the required permissions.
1. Download the app
Search your mobile store for Spica All Hours (publisher: Spica International) and install it on your phone.
2. First login
Before you can sign in for the first time, your administrator has to add you to the company account and send you an invitation email.
1. Open the invitation email and click the link to set your password.
2. Choose a password that meets the security requirements shown on screen.
3. Open the app and sign in:
Username: unique email address
Password: set any password, considering requirements for safety
• If the invitation link has expired, ask your administrator to send it again.
• If the invitation is not in your inbox, check your spam folder.
• The same username and password also work in the web app at pro.allhours.com.
3. Forgotten password or password change
1. On the login screen select Forgot password?
2. Enter your email address and select Send instructions.
3. In the email you receive, select Change password and enter a new one.
4. Clocking events
After a successful login the Home screen opens with the clocking buttons. Tapping a button records the event immediately, with the current time.
Tap More to open additional event types (for example business trip, work from home, break). The list depends on your company settings.
The last recorded event is shown on the screen, so you can easily check that your clocking went through.
Important: Always start and end your working day with a clocking. If you started the day with a Work from home event, end it with a Departure event. A day that is not closed will not be calculated correctly.
5. Profile and reminders
Open your profile by tapping the icon in the top left corner. There you can set clocking reminders:
Location reminder you get a notification when you arrive at or leave the company location. It only works if your company has geolocation clocking points set up and location access is enabled.
Time reminder you get a notification at the times and on the days you choose, for example at the start and end of your shift.
Every user sets their own reminders. More details: How to set reminders on the mobile app.
6. Timelines
Timelines show the record of the events you have clocked, your daily balance and your running balance for a selected period.
Tap a single day to see its details: all events, calculated hours and any absences.
To remove an event, tap it and select Delete. If you do not see this option, you do not have the permission; contact your administrator.
Adding a forgotten event
In the timeline, tap the + button (blue button bottom right corner).
Select the type of the forgotten event, plus the date and time.
Optionally add a comment (for example “forgot to clock out”).
Confirm with Add clocking.
If you are an administrator, the event is confirmed immediately and included in the calculation. If your permissions are limited, the request is forwarded to your supervisor for approval; you can follow its status in the timeline.
By clicking on More each user can add favourite events to list of events they use daily.
7. Absences
The Absences section shows your remaining vacation balance in days and the status of every request you have submitted (approved, pending, rejected).
Submitting an absence request
1. Tap the + button.
2. Select the absence type (vacation, sick leave, special leave …).
3. Select the date or the time period.
4. Optionally add a comment and confirm with Add.
If you are an administrator, the absence is approved and recorded immediately. Otherwise the request is forwarded to your supervisor and you are notified of the decision.
Tip: An absence that has already been approved, or that you can no longer change yourself, can be corrected or deleted by your supervisor or administrator.
8. Presence
The Presence section shows the status of your colleagues at work (present, absent, missing …). Who can see whom is defined by the permission settings in your company.
9. Administration
Users with the manager or administrator role can do the following directly in the mobile app:
approve or reject absence requests and added clockings;
select several requests at once (tap the circle in front of a name) and approve or reject them in bulk;
review other users’ data, tap the blue user icon in the top right corner and pick a user from the list to open their timeline;
Select one or multiple requests (click on circle before the name) to bulk approve or reject requests.
Users can view other users’ data by tapping the blue user icon in the top-right corner. Select a user from the list to open their timeline.
Administrators or managers can select any day in the timeline to check how that user inserted events.
Example: Open a user’s timeline for Wednesday the 17th to see all events recorded for that day.
10. Frequently asked questions
Why can’t I see a button for a certain event or absence type? The list of event and absence types is defined by your administrator in the company settings.
What does the balance mean? The daily balance (daily difference) is the difference between the hours you worked and the hours planned for that day; the running balance is the sum of those differences over the selected period.
Why is my added event missing from the calculation? It is most likely still waiting for your supervisor’s approval. Check its status in the timeline.
Can I see the same data on a computer? Yes, in the web app at pro.allhours.com, using the same username and password.
Can I register without an invitation from my administrator? No. Without an invitation you create a separate account that is not connected to your company.