Pay only for active users
Each active employee costs £1 per month; archived users cost nothing.
Manage employee records and documents alongside the rota Complete user profiles, flexible billing and controlled file sharing
Keep each employee’s job, working pattern, contracted hours, leave, pay, teams and clocking settings connected to the same profile used throughout FlowRota.
Employees can upload documents to their own profile, while managers can review those files, share documents with whole teams and control whether individual files are visible to staff.
£1 per active user per month
One user profile for the employment details that shape every schedule
FlowRota uses the employee profile throughout rota planning, leave, pay, clocking and reporting. Managers maintain the details once, while documents stored against users and teams remain available to the people permitted to view them.
Keep user administration practical as the workforce changes
Add the details FlowRota needs, stop paying when somebody is archived, and keep workforce documents connected to the relevant person or team.
Archive and reinstate
Change a user’s status whenever people leave or return.
Configure one complete profile
Store the work, leave, pay, team and clocking details behind the rota.
Let users upload evidence
Employees can add their own documents for managers to review.
Share files with teams
Give every employee in a team access to useful shared documents.
Control individual visibility
Show or hide each team or user file from staff as required.
Simple per-user pricing that responds when the workforce changes
Active users cost £1 per month. Archiving removes the user from chargeable access, while reinstatement makes the profile active again.
£1 per active user
FlowRota charges a fixed £1 per active user each month after the 30-day free trial.
The pricing stays clear- One clear monthly price for each active user
- No charge for users while they are archived
- User profiles connect to the full FlowRota workflow
- Document storage is included within the user profile
- Team document storage is included for each team
Archived users are not charged
Archive a user when they should no longer remain active in FlowRota. Archived users are not included in the monthly charge.
Archiving helps when- An employee leaves the organisation
- A seasonal worker is temporarily inactive
- A user should no longer be available for scheduling
- The business wants to stop the ongoing user charge
- The profile may need to be reinstated later
Mid-month archiving is pro-rated
If a user is archived partway through the billing month, the chargeable amount for that user is calculated on a pro-rata basis.
This means- The user does not remain charged for the full month
- The charge reflects the chargeable part of the billing period
- Archiving can take place when it is actually needed
- The billing treatment follows the status change
- The user can still be reinstated at another time
Active users cost £1 per month; archived users cost £0.
If archiving happens midway through the billing month, the
chargeable amount is pro-rated.
Configure the employment details behind each employee’s rota
The user profile gives FlowRota the information needed to schedule, cost, track and report on the employee’s work.
Role and working pattern
Set how the employee fits into the organisation and the ordinary pattern their working week follows.
Profile settings include- The employee’s job title
- Their working pattern
- Contracted working hours
- Historical hours data
- The information used during rota planning
See how these details support staff scheduling .
Leave and allowance settings
Set the allowances and working information used when the employee requests or receives time away.
The profile can hold- Annual-leave allowance
- Custom leave allowances
- Contracted-hour context
- Historical hours used by connected calculations
- The team responsibility behind leave approval
Explore leave allowances and manager approvals .
Pay, teams and clocking
Connect the employee to the teams where they work and choose the pay and clocking settings that apply.
Managers can configure- Salaried or hourly-paid status
- The employee’s hourly rate where applicable
- Primary and secondary team memberships
- Individual clock-on settings
- The profile used across shifts and reports
Learn how teams and permissions control scheduling and manager responsibilities.
| Profile area | Example information | Connected workflow |
|---|---|---|
| Employment | Job title, working pattern and contracted hours | Scheduling and shift planning |
| Leave | Annual and custom leave allowances | Requests, approval and allowance tracking |
| Pay | Salaried status or hourly rate | Shift costing, pay and reports |
| Teams | Primary and secondary team membership | Rotas, managers and approval boundaries |
| Clocking and history | Clock-on settings and historical hours | Attendance and connected calculations |
Give every employee their own document area
Employees can upload documents directly to their user profile, keeping useful evidence connected to the person it belongs to.
Let employees upload files for their managers to review
Users can upload their own documents of any file type. Their managers can then see the files stored against that employee, making the profile useful for proof of work and other workforce records.
User document storage includes- Uploads by the employee themselves
- Support for any file type
- Up to 5GB total storage for each user
- A maximum size of 50MB for each individual file
- Manager access to files uploaded against the user
- Proof of completed work
- Documents that relate to one employee
- Keeping evidence beside the relevant profile
Share documents with everybody in a team
Managers can upload a file once to a team rather than distributing a separate copy to every employee who belongs to it.
Keep shared files connected to the working team
Managers can upload documents to teams they manage. When a file is visible to staff, every employee who belongs to that team can view it from FlowRota.
Team document storage includes- Uploads by managers of the team
- Support for any file type
- Up to 5GB total storage for each team
- A maximum size of 50MB for each individual file
- Access for every employee in the team when visible
- Shared instructions and reference material
- Documents relevant to one department or location
- Making the same current file available to a whole team
Decide which individual files staff can see
Uploading a document and making it visible are separate decisions. Managers can control employee access file by file.
Team-file visibility
For every file stored against a team, the manager can choose whether it is shown to or hidden from staff.
When shown- Every employee in the team can view the file
- The file acts as a shared team document
- Staff receive one consistent version
- Access follows current membership of the team
- The manager can change visibility later
- The file is not displayed to team employees
- Managers can retain it without sharing it with staff
- Visibility can be enabled when the document is ready
User-file visibility
Files stored against an individual user have the same manager visibility control, allowing each file to be shown to or hidden from that employee.
This gives managers- Per-file control rather than one setting for the profile
- A way to share employee-specific documents
- A way to retain a file without displaying it to the user
- Control that can be changed as circumstances change
- The same clear visibility principle used for team files
Benefit: document access can match the purpose of each individual file.
Clear storage allowances for every user and every team
User and team document areas have separate 5GB total allowances, while every individual upload is limited to 50MB.
| Document area | Total storage | Maximum file size | File types | Staff access |
|---|---|---|---|---|
| Individual user | Up to 5GB per user | 50MB per file | Any file type | The manager controls whether each user file is shown or hidden |
| Team | Up to 5GB per team | 50MB per file | Any file type | Visible files can be viewed by every employee in the team |
The 5GB allowance applies separately to each user and each team. The 50MB limit applies to every individual uploaded file.
Keep workforce details connected without making user costs inflexible
FlowRota gives each employee a detailed working profile while allowing the business to archive inactive users and share documents at the right organisational level.
Manage changing headcount
Archive inactive users without charge and reinstate them when needed.
Keep settings in one profile
Store the role, hours, leave, pay, teams and clocking information used across FlowRota.
Collect employee evidence
Let users upload documents that their managers can review against the relevant profile.
Share at the right level
Store files against one employee or make them available to a whole team.
Explore the features connected to user profiles
User settings determine how employees are scheduled, paid, assigned to teams and represented in leave, attendance and reporting workflows.
Frequently asked questions about users and documents
How much does each FlowRota user cost?
Each active user costs £1 per month after the 30-day free trial.
Are archived users charged for?
No. Archived users are not charged for.
What happens if a user is archived midway through a billing month?
The chargeable amount for that user is pro-rated for the billing month.
Can an archived user be reinstated?
Yes. Users can be archived and reinstated at any time.
What can be configured in an employee profile?
Profiles can include job title, working pattern, leave allowances, contracted hours, salaried or hourly pay details, teams, clock-on settings and historical hours data.
Can a user be assigned to more than one team?
Yes. FlowRota supports primary and secondary team membership.
Can employees upload their own documents?
Yes. Each employee can upload files to their own FlowRota profile.
Which file types can be uploaded?
FlowRota accepts documents of any file type, subject to the individual file-size and total storage limits.
How much document storage does each user receive?
Each user receives up to 5GB of document storage.
What is the maximum document upload size?
Each uploaded file can be up to 50MB.
Who can see documents uploaded by an employee?
The employee’s managers can see files uploaded to that user’s profile.
Can managers upload documents for a team?
Yes. Managers can upload files to teams they manage for the employees in those teams.
How much document storage does each team receive?
Each team receives up to 5GB of document storage, with a maximum file size of 50MB.
Can everyone in a team view team documents?
Team documents can be made visible to every employee in the team, and managers can hide individual files from staff when required.
Can managers control the visibility of files stored against a user?
Yes. Managers can control whether individual files stored against a user are shown to or hidden from that employee.
Give every employee one complete working profile
Configure the details behind the rota, store user and team documents, and archive inactive employees without an ongoing charge. The trial is free for 30 days, no credit card is required, and each active user costs £1 per month.
Start your free trial