Download your data

Overview

You may request a copy of all data FlowRota holds about you once every 24 hours. To do this, open the FlowRota app and navigate to My Account → Settings

Under Your data in FlowRota select Request download. A confirmation modal will appear—press Request to proceed.

FlowRota will then email you a unique link to download your data. This link is private—do not share the email or link with anyone else.

File format and how to view

The downloaded file will be in JSON format. You can open it using a text editor such as WordPad (Windows), TextEdit (Mac), or any text-viewing app on your smartphone*. For a more structured view, you can use a free online JSON parser, such as jsonviewer.stack.hu

What’s included in your data

The file contains all personal records held about you, including: shift comments, day comments, shifts, leave requests, submissions, timesheets, clock cards, memos, swaps, and more.

If FlowRota stores any data externally with trusted third parties—such as Wasabi (for file storage) or ImageKit (for user profile photos)—a direct link to that file’s source will be included in the JSON.

Link expiry and security

Due to the sensitivity of stored files, any download links generated by Wasabi will expire after 2 hours from the time your JSON file is issued. If a link expires before you access it, you’ll need to request a new data download in the FlowRota app. This mechanism ensures that your data remains secure and cannot be accessed indefinitely.

FlowRota enforces this expiry policy strictly to protect user privacy and prevent unauthorised access to personal information.

For security, the link in your email will only allow you to download your data within 24 hours. Once you have downloaded it, the link will no longer work. If you need to download your data again, please request a new download from within the FlowRota app after 24 hours have passed since your last request.