Build and check your rotation in RotaFlow, then export an .ics calendar file or use the supported Add to Calendar action. An exported .ics file is a snapshot, not a live subscription or two-way sync.
Apple Calendar is useful for seeing work beside appointments, school events and family plans. RotaFlow is where your repeating pattern, swaps and special days are resolved. Keeping those roles separate avoids editing the same work schedule in two places and wondering which copy is right.
1. Check the source rota first
Confirm the repeating Day / Night / Off cycle and an anchor date where you know the correct shift. Check at least one work block and the next rest block against your published rota.
Apply known leave and swaps before exporting. If a change exists only in a message or a note, it cannot appear in a calendar export from the app.
2. Choose a useful range and export method
RotaFlow’s free image and calendar export covers seven days. Pro adds 14-day and 30-day ranges and additional export controls. Choose a range you can review rather than building a large calendar copy you will struggle to maintain.
The .ics file is portable calendar data. The app also offers a direct Add to Calendar action with permission. Managed calendar functionality is a separate Pro capability; it should not be confused with exporting a file.
| Method | What it creates | What to remember |
|---|---|---|
| .ics export | A calendar-file snapshot | Export again after a relevant change. |
| Add to Calendar | Events written to a device calendar | Grant permission and review the selected dates. |
| Managed Calendar features | RotaFlow-managed calendar updates | Pro; verify settings and ownership of events. |
3. Keep work events in their own calendar
When importing or adding events, use a dedicated work calendar where supported. That makes it easier to hide your rota, review duplicate dates or replace an old import without touching personal appointments.
The exact .ics import flow differs across Apple devices and the app opening the file. Do not assume every share-sheet route behaves the same way. Use the direct Calendar action where appropriate, or follow Apple Calendar’s supported import workflow on your device.
4. Recheck after a change
An .ics snapshot cannot learn about a later swap. Update the rota in RotaFlow, then refresh or replace the affected exported dates. Re-importing blindly can create duplicates.
Check a day shift, a night shift, a rest day and a known exception. Also check the first normal date after that exception. Keep RotaFlow as the source for schedule edits rather than expecting Apple Calendar edits to rewrite the rotation.
Feature FAQ
Does an .ics export update automatically?
No. It is a snapshot of a date range. A later shift swap requires a new export or a supported calendar-update workflow.
Can I share the file with family?
Yes. You can share an exported image or .ics file. The recipient does not receive a live link to your rota merely by opening that file.
Should I edit a shift in both apps?
Keep rota changes in RotaFlow and update the calendar copy through the appropriate export or managed-calendar workflow. Avoid maintaining two conflicting sources.