Welcome to the All Hours web app.
This guide walks you through the basics, from joining your company account to clocking your working time, submitting absences and reviewing your hours.
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. Joining your company account
For your first login, your administrator has to add you to the company account and send you an email with a link for setting your password.
Open the email you received and click the link to set your password.
Choose a password that meets the security requirements shown on screen.
Sign in at login.spica.com your username is your email address.
Important: Do not sign up on your own, without the invitation email. Doing so creates a new, empty account that is not connected to your company, and you will not see any of your data in it.
2. Forgotten password or password change
On the login screen select Forgot password?
Enter your email address and select Send instructions.
In the email you receive, select Change password and enter a new one.
The new password applies to all future logins, both in the web app and in the mobile app.
3. Overview of the app
After signing in, these are the main sections available to you:
Home clocking buttons, adding forgotten clockings and absences, and your remaining annual leave.
Timelines the record of individual days, your daily and running balance, and a monthly overview.
Calendars a yearly overview of events and absences.
Requests list of all request inserted
Clocking working time
When you enter the application you are taken to the Home view, where you will find the clocking buttons.
Clicking any of the buttons immediately records a real-time event, according to the clock shown in the top right corner above the buttons. This type of clocking is called web registration.
Important: A working day must be started by selecting a button and ended by selecting a button. A day that is not closed will not be calculated correctly.
Forgotten registration
You can also enter clockings at a later date and time.
On the home page, click + Add clocking.
In the window that opens, select the event you want to enter.
Registration event will be in pending state until manager approves it.
To enter a clocking for custom date on Home view, first select the date and then click + Add clocking.
Adding an absence
The same applies to the Add absence button, use it for sick leave, annual leave, business trips, maternity leave and other absence types.
On the home page, click + Add absence.
Select the absence type.
Select the date or the time period of the absence.
Valid on: Days with scheduled hours enters the absence only on working days (usually Monday–Friday). If you select All days, the absence is entered on Saturday and Sunday as well.
In the same window on the home page you can also check the status of your remaining days of annual leave.
4. Timelines
By clicking Timelines you can review the records of individual days and manually add forgotten or pre-scheduled events (for example planned leave).
My Day
Daily balance plus or minus hours on a specific day, compared to the planned hours.
Running balance total overtime or deficit of hours over a longer period.
Each event also shows its origin (web, mobile app, terminal)
My Time
A monthly overview with the hours planned by your work plan.
Paid attendance (clock-ins and clock-outs).
Paid absences (leave, sick leave …).
5. Calendars
Calendars offers a yearly overview.
By selecting Prevalent Category in the top left corner you can filter the display by specific types of events, this is the quickest way to review, for example, all of your days missing an registration event.
6. Requests
Review the event entry requests you have submitted and their current status.
7. Frequently asked questions
Why is my entry missing from the records? Manual entries wait for the administrator’s or supervisor’s approval; until then they are “pending”.
What does the balance mean? The daily balance 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 a longer period.
Where can I see how a clocking was made? In the timeline, each event shows its origin: web registration, mobile registration or a registration terminal.
Can I submit leave in advance? Yes, planned absences and events can be entered in advance using the Add absence button or directly in the timeline.
Can I sign up without an invitation from my administrator? No. Without an invitation you create a separate account that is not connected to your company.