Team features: Automatic out-of-office calendar

Ever been surprised by an out of office teammate or strolled over to a colleague's desk only to realize they're working from home that day? Clockwise automatically syncs your team's out of office and work from home events to the team calendar, so you all can focus on your work, not your calendar.

How it works

Instead of updating your primary calendar and your shared team calendar, each teammate will only have to update their own calendar and the OOO or WFH days will automatically sync with your team availability calendar, making sure it is always up to date. 

From now on, you can use this calendar as your single source of truth for your team's availability.

Event titles

In order for the event to sync to the team calendar it has to make the inference fairly obvious in the title.  Make sure your event has words like the following in the title:

• Out of Office, OOO, PTO, Vacation
• WFH

Event duration

• Events that are blocked off on your calendar will be treated differently depending on the duration. 

  Duration of event block	Team availability calendar Sync
  0-90 min	Will not sync
  90 min - 6 hours	All day event with time range included
  6+ hours	All day event with no time range

Turning your team availability calendar on

• Go to Menu>My Teams
• Click on the team that you'd like the shared team calendar added to
• Go to the Manage the team tab
• Toggle on the feature "Create a shared calendar "[Team name] Calendar" for this team

• You can access your team availability calendar from your list of My Calendars on the left pane of your Google Calendar.
• Toggle this calendar on or off to change your view of the team availability calendar

Please note that Clockwise's 3 week syncing will apply to the team availability calendar so you will begin to see the Out of Office event syncing to your team calendar within three weeks of the start date of when you start your vacation. 

Turning on Slack sync for team availability calendar

In addition to having access to your team availability calendar, you can set up daily notifications in Slack to keep everyone up to date on your team's availability.  Head over to "Manage the team" to turn on your Slack sync.  From here you'll need to decide which Slack channel you'd like to send the update to and what time you'd like the update to be sent on a daily basis:

Updates will include who is working from home, out of the office for a longer duration and out of the office for a portion of the day.

Removing synced events

If an event was incorrectly synced to your team availability calendar, you can always remove it from the view of your team.

• Click on the event
• Click on "Stop syncing this event" in the Clockwise pane to the right

Removing a team calendar from your "My Calendars" list

If your team decides to use the team availability calendar but you'd rather keep your list of My Calendars simple, each user has the option of disabling their own view of the Team Calendar.  Your events will still sync so your team will still understand your availability, but you won't have access to the calendar in your list of My Calendars.

Click on Menu>Your Teams>Click on Team Name>Your Settings>Toggle your access to your team calendar off.

This update will only reflect on your own calendar, the team calendar will still be available to the rest of your team. 

Stop syncing all events to the team availability calendar

To stop syncing events to the team availability calendar, you will have to remove yourself from the team.  For more information on how to remove yourself from the team, click here.

If you have any questions or feedback, please email us at support@getclockwise.com.