To keep one shift calendar consistent across iPhone and iPad, first confirm the rota on one device, then enable RotaFlow’s optional iCloud sync and let the second device finish loading before editing. Apple Watch and widgets show refreshed schedule snapshots, so they may update after the main app rather than at the same moment.
Cross-device sync works best when there is one known-good rota before another device joins in. Take a minute to verify the repeating pattern, anchor date, active profile and a recent exception on your primary device. That small check prevents an old or incomplete schedule from looking authoritative simply because it appeared first elsewhere.
Start with one schedule you trust
Open RotaFlow on the device where your rota is most complete. Compare a known work block, its following rest days and at least one recent swap or leave entry with the schedule published by your workplace. If the base pattern or anchor date is wrong here, sync will only reproduce the wrong answer more consistently.
If you use schedule profiles, select the one you actually want on your other devices. Profiles keep their own patterns, special days, swaps, overtime and settings. A device can be technically up to date while displaying a different active profile, so read the profile name before diagnosing a sync problem.
Enable optional iCloud sync deliberately
RotaFlow is local-first: core schedule data is stored and calculated on the device unless you choose to enable iCloud sync. You do not need a separate RotaFlow account. When sync is enabled, supported data uses Apple’s iCloud services and the Apple account configured on each device.
Turn sync on from the known-good device first. Keep the app available long enough for its initial cloud work to complete, then open RotaFlow on the second device. Avoid alternating edits between devices during first setup; two deliberate checks are easier to reason about than several nearly simultaneous changes.
Bring the second device in one step at a time
Use the same verification sequence on iPhone and iPad. The goal is not merely to see some shifts, but to confirm that the cycle identity and its exceptions match. A future month can look plausible even when the anchor is one position out.
After the initial load, make one harmless, easy-to-recognize change if you need to test the connection, then wait for it to appear on the other device before continuing. Use a genuine schedule change only when it belongs on your rota; do not create fictional leave or overtime that you may forget to remove.
| Step | What to check | Why it matters |
|---|---|---|
| 1. Primary device | Pattern, anchor date and active profile | Establishes the schedule that should be treated as correct |
| 2. Recent dates | One swap, leave day or overtime record | Confirms that exceptions arrived with the base rota |
| 3. Second device | The same work block and exception | Checks actual agreement instead of a similar-looking month |
| 4. Other surfaces | Widget and Watch next-shift display | Verifies the refreshed snapshot after the main apps agree |
Treat Watch and widgets as views, not editors
The main iPhone or iPad app is the right place to verify and edit a rota. Home Screen and Lock Screen widgets show system-managed timelines, while Apple Watch and complications receive supported schedule snapshots. Those surfaces can refresh later than the main app because Apple controls background delivery and update opportunities.
After changing a shift or switching profiles, open the main app and confirm the result there first. Then allow the widget or Watch time to refresh. Connectivity, Low Power Mode, background limits, whether the Watch app is installed and the system’s own scheduling can affect when a new snapshot becomes visible.
Diagnose disagreement without overwriting good data
When two devices disagree, pause edits. Capture the profile name, a known anchor date and the most recent correct exception on each device. This gives you evidence about which state is complete instead of turning the newest visible screen into the winner by assumption.
Check iCloud service availability and the Apple account in use, then reopen the receiving device and give it time to load. If the main apps agree but a widget or Watch does not, the remaining issue is usually snapshot delivery rather than the rota itself. If the main apps still differ, preserve the known-good device and contact support before making broad replacements.
| What you see | Check next | Avoid |
|---|---|---|
| Different active schedules | Profile name on both devices | Editing dates before selecting the intended profile |
| Whole cycle shifted | Pattern and anchor date | Repairing every day with one-off overrides |
| Only recent changes are missing | iCloud availability and time of last edit | Making the same change again on both devices |
| Apps agree; widget or Watch is older | Active profile, connectivity and refresh time | Replacing correct cloud data to fix a display snapshot |
Use Sync Recovery with a clear stopping point
Sync Recovery creates local safety snapshots around supported situations where cloud data may replace a device’s current state. In Settings, inspect the available snapshot and its date before choosing to restore. A restore is a meaningful data change, so confirm that the snapshot contains the rota you intend to recover.
Do not use Sync Recovery as routine undo, permanent archive or proof that every edit exists somewhere. It does not promise unlimited history or recovery from every failure. If both devices contain useful changes, or you cannot tell which state is authoritative, stop and ask support for guidance rather than repeatedly restoring and syncing.
Feature FAQ
Do I need iCloud to use RotaFlow?
No. Core planning is local-first and works without a RotaFlow account. Turn on optional iCloud sync only when you want supported schedule data to follow you between Apple devices signed in to the relevant iCloud account.
Will my Apple Watch update at exactly the same time as my iPhone?
Not always. The Watch app and complications receive supported schedule snapshots through Apple’s device services, so connectivity, background delivery and system refresh timing can create a short delay.
What should I do if my iPhone and iPad show different shifts?
Stop editing on both devices, identify which device has the correct pattern and recent exceptions, confirm iCloud availability, then reopen the other device and allow it to finish loading. Check the anchor date, active profile and a known changed day before making another edit.
Is Sync Recovery a complete backup history?
No. Sync Recovery keeps local safety snapshots around supported cloud-replacement flows. It may help restore a prior state from Settings, but it is not unlimited version history and cannot guarantee recovery from every form of loss.
Why does a widget still show an older shift?
A widget reads a system-managed timeline or snapshot rather than the live editor. Open RotaFlow, confirm the active profile and correct shift, then allow iOS or iPadOS time to refresh the widget.