For a quick look, share an image of the dates your family needs. For calendar planning, export an .ics file or use a supported Calendar action. Images and .ics files are snapshots: they do not update when your rota changes. Keep RotaFlow as the source of truth, share only the necessary detail and send a fresh copy after relevant changes.
Sharing a rota is less about sending every detail and more about giving the right person a reliable view of the right dates. A partner planning childcare may need the next two weeks; relatives arranging a visit may need one weekend. Choose the smallest useful range, decide whether they need a picture or calendar events, and tell them whether the copy can change by itself.
Start with the decision they need to make
Ask what the recipient is trying to plan before choosing a format. An image is often enough for a conversation about school pickups or dinner. Calendar events are more useful when someone wants your work blocks beside appointments, travel or a shared household calendar.
Set the date range deliberately. A shorter range is easier to verify, reveals less information and makes later corrections simpler. Check that Day, Night and Off labels match the active schedule, including swaps, leave and overtime that matter to the plan.
Choose the sharing method by its update boundary
A shared image is the clearest visual reference, while an .ics file gives the recipient importable calendar events. RotaFlow can also write selected events through Add to Calendar with permission. Supported managed-calendar functionality is a separate Pro capability for events RotaFlow manages.
None of these choices turns every copy into a universal live, two-way rota. The practical question is who owns the shared events and what must happen after a change. State that boundary when you send the schedule so nobody assumes an old copy is current.
| Method | What the recipient gets | Update boundary | Best for |
|---|---|---|---|
| Shared image | A visual snapshot of the chosen dates | Never updates itself; send a new image after changes. | Quick reference in Messages, email or a family chat |
| .ics export | Importable calendar events for a selected range | A snapshot; export again after changes, and review before re-importing to avoid duplicates. | Putting a defined rota range into a calendar app |
| Add to Calendar / managed flow | Events written to a permitted device calendar | Add to Calendar writes selected events. Supported managed features may update events RotaFlow owns; this is not general two-way sync. | Ongoing calendar visibility when ownership and permissions are clear |
Treat images and .ics files as dated snapshots
An image records what was visible when you created it. An .ics file records the events included when you exported it. Neither one can learn that you later swapped Saturday, booked leave or added overtime, even if the original RotaFlow schedule is now correct.
Include the covered dates in your message and, when it helps, the day you sent the copy. After a relevant change, send a replacement rather than relying on the recipient to remember a correction buried in conversation. With .ics, agree whether the old events should be removed or replaced before another import so duplicate shifts do not accumulate.
Keep one source of truth
Make changes in RotaFlow first. The shared image or calendar copy should describe the rota; it should not become a separate schedule that you edit independently. This matters most after a swap, special day or profile change, when two plausible-looking versions can easily diverge.
Before sharing again, confirm the active profile, the anchor and pattern, the selected date range, and every visible exception. If you use a device calendar, put work events in a distinct calendar when practical. That makes them easier to review, replace, hide or remove without disturbing personal appointments.
Use a privacy checklist before sending
Check four things before anything leaves your device: the date range is no wider than necessary; visible labels reveal no confidential employer, patient, client or coworker information; personal notes and pay details are excluded; and the recipient is someone you intend to receive it.
Then check the delivery channel. A family chat may include more people than you remember, a forwarded .ics file can travel beyond its first recipient, and a shared calendar may have existing members. Prefer simple Day, Night and Off information when that is all the plan requires, and review any screenshot for notifications or other unrelated details.
Agree on a small update routine
A useful family system can be simple: RotaFlow holds the current rota, one person shares the relevant view, and everyone knows that snapshots are replaced after meaningful changes. Add a short note such as “current through 18 October” when certainty matters.
Review the shared view before travel, childcare handovers or other time-sensitive plans. Calendar access and managed features still depend on device permissions, account setup and the selected workflow. When there is doubt, check the current schedule in RotaFlow and confirm the change directly rather than trusting an old attachment.
Feature FAQ
What is the quickest way to share my shifts with family?
Share an image covering the dates they need. It is easy to read, but it is a snapshot, so send a new one if those shifts change.
Does a shared .ics file update automatically?
No. An exported .ics file is a snapshot of the selected date range, not a live subscription. Update RotaFlow first, then export the affected range again.
Is Add to Calendar the same as live two-way sync?
No. Add to Calendar writes selected events with permission. Supported managed-calendar functionality can update events RotaFlow owns, but it is not a general two-way sync for every calendar edit.
What should I leave out of a shared rota?
Avoid private notes, pay details and confidential employer, patient, client or coworker information. Share the shortest useful date range with the intended recipient.
What should I do after a swap or overtime change?
Correct the schedule in RotaFlow first. Then replace the image, export a fresh .ics range or use the appropriate managed-calendar update flow so the shared view does not become a second source of truth.