Slack
Slack is a digital workplace that connects you to colleagues, external partners and systems, allowing you to feel connected no matter where you are working from.
We use an Enterprise Grid version of Slack, which means we have access to more features and control of specific settings that we can set for the organisation.
Key features
- Direct message colleagues to avoid unnecessary emails.
- Create channels for departments, projects or topics and reduce email chains. These provide everyone with a shared view into the work being done, so teams can stay in sync and new members have full context when they join.
- Use collaborative features like @mentions, threaded conversations, and reactions.
- Integrate your other tools such as Google Calendar to automatically set your availability, for example if you’re in a meeting or out of office.
- Set automated reminders.
- Create to-do lists.
- start an audio or video call in direct messages or channels.
- A mobile app is available on the Apple App Store and Google Play.
Access instructions
Use the desktop app for the best experience.
- For University managed devices, you can install the Slack desktop app from the Software Center (Windows) and Self Service (Mac).
- For other devices, download and install Slack for Windows or Slack for Mac.
- You can also use the Slack web app.
To sign in:
- Enter the Grid URL: uoy.enterprise.slack.com (if using the web app, open the link instead).
- Sign in with Google. If not already logged in, you’ll be prompted for your University email address and password.
Available to students and staff (restrictions apply)
You can use this service on University-managed and personal devices.
App and web-based
Compatible with Windows, Mac, Android and iOS. This service also works in your web browser.
Funded by the University
There isn’t a cost to you for standard use.
Additional information
- University staff with ResourceLink records and postgraduate students are automatically given a Slack account when they join the University.
- Other University members of staff (associate/temp pool) are potentially eligible for a full Slack account.
- External collaborators and organisations can join us in Slack through Slack Connect.
- Undergraduate students can be invited as a guest.
For more information on access, see how users get access to Slack.
Public channels promote open and transparent communication within workspaces and are encouraged where appropriate. They make it easier to find information, ask questions, submit ideas and participate in discussions.
- Public channels can be viewed or joined by any member of the workspace that channel has been created in, so you should ensure you are happy for the content to be seen.
- Public channels have a # next to the channel name.
Private channels should be used for discussions that should not be visible to all members of a workspace, for example team-specific chat or finance or legal matters.
- Members of private channels have to be added directly by someone already part of that channel.
- Private channels have a lock icon next to the channel name.
Access instructions
Use the desktop app for the best experience.
- For University managed devices, you can install the Slack desktop app from the Software Center (Windows) and Self Service (Mac).
- For other devices, download and install Slack for Windows or Slack for Mac.
- You can also use the Slack web app.
To sign in:
- Enter the Grid URL: uoy.enterprise.slack.com (if using the web app, open the link instead).
- Sign in with Google. If not already logged in, you’ll be prompted for your University email address and password.
Guides and help
How-to guides and set up
- Once you’ve logged in to Slack you’ll be added to a few public channels by default.
- Keep an eye out for a message which will take you through the basics of using Slack and help you get your profile and settings set up.
- Getting started with Slack.
Training and best practice
We offer a variety of Slack training sessions, including basics and best practice, getting started and interactive team training.
Accessibility
- Accessibility in Slack (slack.com)
Contact for support
If you're experiencing technical issues and need advice, log your problem in the #help-slack channel within Slack or contact IT Services.
Service commitments
Records of Slack messages may be subject to a Freedom of Information or Subject Access request. You should be particularly careful when discussing details relating to other individuals.
- Sharing personal data or sensitive information – ensure that you only share personal data or sensitive information to relevant colleagues in private channels or direct messages when necessary to do so.
- Sharing information that’s contained in other systems – when referring to information held in another system such as SITS or e:Vision, you should when possible refer colleagues to check the system rather than copying information into Slack.
- Sharing files and documents – when possible use sharing links to files and documents in Google Drive, Docs and Sheets rather than downloading and attaching them.
- If you’ve downloaded the Slack desktop app on an unmanaged device, make sure to check for updates.
Data retention: Slack has a data retention policy, which sets out how long data is stored by the University before it is deleted. You have flexibility to make changes, but this should be done with caution and only when necessary for business needs. Read the full Slack data retention policy.
The following policies apply to all IT services provided by the University.
Availability
- This is a live service, available 24/7.
- Check the status of this service and any planned maintenance.
Support
- This service is managed by a third party.
- They are responsible for monitoring, identifying and fixing faults. We provide advice and support for local issues during our opening hours.
Standards
- Our service performance and standards have been produced in consultation with our customers, and we monitor the delivery, performance and availability of facilities and services.
We appreciate feedback as it helps us review and continually improve our service.
Page last reviewed: 9 September 2024