Questions and answers

• FloGent is the whole work program on your PC (time sheets, tasks, invoices, diary and more).
• FloDrive is the company drive. In Windows it appears as FloDrive with a purple Flo logo.
• FloSync is the part of FloGent that keeps the company folders in step between computers. Its page is the FloSync button in the left sidebar.
• Flo is the AI assistant. It is not part of the file syncing.

FloSync uses an open-source sync engine to move files between computers. FloGent runs it hidden, so you never open or manage it. A second open-source tool lets FloSync talk to Google Drive, OneDrive and network storage. Both come with FloGent and need no setup by you.

The oval picture on the FloSync page. The online computers sit around the edge, the server sits in the middle and the clouds sit above.

The always-on company computer. It holds the full master copy of every company folder, runs the cloud copying, hosts the optional Flo project manager and makes the monthly backup. On the ring it is called "Server" with its computer name.

The owner is the FloGent company owner. An admin is a staff member whom the company has given the admin role in FloGent. Both may change who gets which folder. Some actions are for the owner only (see section 22).

A box on the folder pop-up. A tick means that computer (or the server, a cloud or a phone) gets that folder.

A file that shows in its normal place with its real name, size and date, but whose contents are not on your PC yet. Opening it downloads it.

A computer that keeps every file of a folder (normally the server). "Free up space" is only allowed when a holder has the latest version of the file.

Silently deleting a folder's files from one PC after the folder was unticked or removed for that PC (see section 9).

It is the shared drive where all company folders live, such as Admin, Projects and Invoices. In Windows Explorer ("This PC") it appears as FloDrive with the purple Flo logo, usually with the drive letter Q: (the letter is chosen at setup). In this FAQ it is called the company drive.

So that every path is identical on every computer. CAD drawings store the paths of the files they refer to (xrefs). If one PC used Q: and another used D:, those references would break. Setup stops and tells the administrator if the chosen letter is already used by something else.

On a staff PC it is a real local disk. Technically it is one big file called FloDrive.vhdx that Windows mounts as a disk with the label "Flo". It is not a network drive and not a cloud drive, so it works without internet.

A mounted virtual disk behaves like a genuine local disk. It can carry the Flo name and logo, it works with every program, and files can be downloaded on demand. A mapped network drive or a folder given a drive letter could not do all of that.

In a folder called FloDrive on the disk chosen at setup, for example C:\FloDrive\FloDrive.vhdx or D:\FloDrive\FloDrive.vhdx. Setup recommends the disk with the most free space.

It is a "dynamic" disk. It only takes the space it needs, and grows as files arrive, up to a ceiling of 2 TB. With placeholders (section 11) most PCs hold far less than the whole company drive.

Not by hand. Do not drag it, rename it or double-click it. Ask your administrator. The repair tools check that the file is the right one (label and serial number) and will not accept a copy.

Windows will attach it with another drive letter. That does not restore the company drive and can confuse the repair tools.

On the server the company drive letter is a direct alias for the real data folder on the server's disk. The server does not use a VHDX file. It holds the full master copy of everything.

A second doorway to the same company disk. Some tools (for example folder pickers in some AI desktop tools) cannot browse a virtual drive, but they can browse a normal folder. C:\Flo opens the same disk. Nothing is copied or moved, it is one disk with two names. It is made when the drive is created or repaired, and skipped if C:\Flo already holds real content.

Yes, for everything already on your PC. Changes made offline are sent when the PC is back online. A file that is only a placeholder cannot be opened offline.

No. It is where you work, kept in step between computers. Deleting a file there deletes it everywhere (with the recovery routes in section 13). Backups are described in section 13.

Your company folders, for example Admin, Invoices, Projects and General. The General folder also holds FloGent's own shared data.

It is FloGent's own shared data. It holds the shared project and staff lists, the installers, the FloSync lists and the drive health reports. Do not rename, move or edit files in there. If you break something there, FloGent can misbehave for everyone.

In a FloSync folder inside FloGent's shared data. It holds the folder list, the list of who gets which folder, the computer names, the computers that keep every file, the change record, and each computer's small "I am here" file. Only FloGent writes to them. Never edit them by hand.

Those were symptoms of older ways of making the drive (a network share or a folder given a letter). The FloGent installer removes those leftovers. Running Restore FloDrive or the drive "Create/repair" step brings the proper drive back.

It depends on what your PC keeps. With placeholders on (the default for staff PCs), your PC keeps only the files you opened or told it to keep, plus anything you "Always keep". The server always keeps everything in full.

No. FarmGent is an optional farm module. A PC set up only for FarmGent has no company drive, no FloDrive and no FloSync, and shows only the FarmGent module.

1. Get Flogent-Setup.exe from the Installer folder in FloGent's shared data on a PC that already has the company drive, or from a copy your administrator sends you.
2. Double-click it and follow the prompts. The default install path is fine. Windows asks for administrator permission.
3. Open FloGent from the Start menu and enter your name and email.
4. FloGent says "Set up the Flo drive first". Click Set up now and sign in with your FloGent account.
5. In the setup screen, create the Flo drive (Windows asks permission) and then connect the PC to the company folders.

Yes, for installing and for creating the Flo drive. If your Windows account is not an administrator, Windows asks for an administrator's name and password. A PC without administrator rights cannot update itself silently, so new versions have to be installed on it by hand by someone with the password.

FloSync is built in and starts by itself when FloGent starts. Your PC then appears on the ring on the FloSync page. The owner or an admin decides which folders it gets by ticking them (section 9). Nothing more is needed on your side.

The owner or an admin, straight away. A new computer gets nothing until its folders are ticked. The first job for a new PC is to right-click it on the ring, tick the folders it should have, and press Save.

On a brand-new PC, FloGent needs its own shared data (in the General folder) before it can start. The message appears while that folder downloads for the first time. Leave it open, it can take a few minutes. If it does not finish, the screen lets you open the Flo drive setup again, keep waiting, choose the folder by hand (the FloGent data folder inside General, which must contain Global and Personel), or exit.

A FloGent sign-in (ask your administrator) and a Windows account that can approve the administrator prompt.

Yes. The installer has a ticked-by-default choice "Start Flogent automatically". FloSync runs inside FloGent, so FloGent running is what keeps your PC in step.

Only one FloSync can run per machine. If a second Windows user opens FloGent while the first user's FloSync is running, the second sees "running for another Windows user". Also, folder ticks are per computer, not per person (section 21).

No. The FloGent installer adds Windows Firewall rules called "Flogent FloSync" for the FloSync program only, on every network profile. The server setup does the same. If your network has its own firewall, see the ports in section 19.

FloSync finds other computers over the internet as well as on the office network, so a laptop away from the office still connects when it has internet. Traffic between computers is encrypted.

Use the Restore FloDrive shortcut. Every current FloGent installation puts it on the Windows desktop and in the Start menu.

1. Double-click Restore FloDrive.
2. Approve the Windows administrator prompt.
3. Wait. It safely pauses syncing, restores the VHDX as the company drive, starts syncing again and opens the General folder.

It works from the local computer and does not need FloGent or the drive to be running.

Mounting a disk is a Windows administrator action.

It checks the saved VHDX file is the right one (exact path, volume label and serial number), refuses to touch a drive letter that belongs to something else, pauses syncing for your Windows user, mounts the disk, restarts syncing and opens General. If anything is unclear it stops and says so rather than guessing.

Stop. Do not force it. Tell your administrator. The helper deliberately does not replace an unknown drive, because the wrong drive on a sync PC could cause files to be deleted elsewhere.

The failure window is scrollable and has a Copy report button. Copy the report and send it to your administrator or to flo@flogent.app. The same report is also saved on your PC. It includes Windows storage evidence, which is how faults such as "access denied" are diagnosed.

The shortcut on your desktop points to the installed copy. A shared copy, RestoreFloDrive.exe, is in the Installer folder in FloGent's shared data. It is a single standalone file. If the drive is missing, use the desktop shortcut, not the shared copy.

FloGent will not run its shared-data workers when the company drive is not healthy. This is a safety gate. Use Restore FloDrive, or the repair window's options to open the repair, keep waiting, or exit.

This is on purpose. If a sync program saw an empty or missing drive, it could treat the missing files as deleted and spread that deletion to everyone. So FloGent pauses syncing and shows a tray warning until the drive is back. FloSync also keeps a hidden marker folder, .stfolder, in every folder for the same reason. A missing marker pauses the folder instead of spreading deletions.

Two scheduled tasks. A task called FloDriveMount runs as the system at start-up, before anyone signs in, and re-mounts the disk with the company drive letter. A one-minute watchdog task repairs it if it drops during the day. A small companion also starts at sign-in and resumes any pause that the recovery put in place.

Windows forgets the letter of a mounted disk file. The mount script gives the disk its company letter at every mount, retrying for up to two minutes. If the letter is occupied by something else (a USB stick, a card reader), it cannot take it, so remove or re-letter the other item.

No. It mounts the existing disk file. It never creates an empty replacement when the real one is missing.

Do not recreate it yourself. Tell your administrator. Creating a new empty disk and letting a sync program connect to it is exactly the situation the safety rules guard against.

Small diagnostic reports that FloGent and the watchdog write when the drive has trouble. They go to a Drive Health Reports folder in FloGent's shared data (with a History sub-folder). They are the last observations of the drive, not a live heartbeat, and they help your administrator find out why the drive failed.

Yes. The file Check-This-Computer.cmd in FloGent's shared data is read-only. It collects the Windows version, Smart App Control status and installed FloGent and installer evidence into a report under %LOCALAPPDATA%\Flogent\TrustReports and tries to copy it to the shared trust reports folder. It changes nothing.

Check the FloSync page. If your PC is "Offline" or the folders say "starting", it is probably still checking files after an update. Wait a few minutes. If it persists, tell your administrator.

FloGent stopped syncing on purpose because it could not confirm the Flo drive was healthy. It resumes by itself once the drive is confirmed again.

On some PCs, Windows 11's Smart App Control blocks programs it does not recognise. It can block the FloGent installer, Flogent.exe or one of its DLL files.

FloGent installers are signed with the software maker's own signing certificate. Windows trusts that for FloGent's updater, but Smart App Control only trusts certificates from publishers that Microsoft recognises. On a PC with Smart App Control switched on, it can therefore still block FloGent.

Ask your administrator first. Windows warns that once switched off, Smart App Control cannot be switched back on without resetting Windows. A managed application control policy that trusts FloGent's signed programs is the other route, and that is for your IT person to set up.

Do not click around in security settings. Run Check-This-Computer.cmd from FloGent's shared data if you can, and tell your administrator or flo@flogent.app which message appeared.

Yes, because FloSync runs inside FloGent. If FloGent cannot start, neither can FloSync.

FloGent's own file-sync system, built into FloGent. It keeps the shared company folders in step between the server, the staff PCs and (for chosen folders) Google Drive, OneDrive and network storage. It is controlled entirely from the FloSync page in FloGent.

No. The FloGent installer includes it, and FloGent starts and stops it. The server setup does the same on the server.

On every staff PC (inside FloGent) and on the server (inside the FloDrive server service). The server is a normal member of the group.

In FloGent's left sidebar, labelled FloSync. It is visible to everyone except on a PC set up only for FarmGent.

Computers in the same office find each other directly on the network. A PC without internet and without any other PC reachable keeps working on what it has, and catches up later.

Usually within seconds on the office network, as long as both PCs are online and the folder is idle. FloSync also reviews its settings once a minute. A big folder that has just been added or restarted may take longer while it re-checks its files.

PCs that get a folder still sync with each other directly. Placeholders can only be opened if some online PC holds the file. A PC that fetches a folder from a cloud (section 14) gets it from the cloud when the server does not hold it.

Yes. Every FloSync folder has a hidden .stfolder marker. If the marker or the drive is missing, syncing pauses for that folder and never spreads deletions. Do not delete .stfolder yourself.

The folder list allows up to 200 entries. Each folder is independent, so a problem in one never stops the others.

No. It is automatic.

1. The title "FloSync" with a summary line such as "12 folders up to date, 1 syncing", and the + Add storage button.
2. The ring picture, with the computers in an oval, the server in the middle, and Google Drive and OneDrive above.
3. A line under the ring while the server is uploading to a cloud, such as "Server to Google Drive: 1.0 of 6.7 GB, 4.7 MB/s".
4. The folder list, with one slim row per folder and an arrow to open the panel for that folder.
5. The drag box and + Add folder (owner only).
6. Recent activity (the last 20 file events), the Conflict copies card, My personal storage and the two tick boxes for the tray icon.

The online computers sit evenly on an oval, in name order, so a computer is always in the same place. The server sits in the middle, and a thin faint line runs from it to every online computer. Google Drive and OneDrive sit above the top gap. Your own PC is marked "This PC". It works for 2 to 15 computers.

• A faint line is a connection that exists but is idle.
• A bright line with moving dots means data is moving right now. The dots move in the direction of the data and an arrowhead shows where it arrives. Faster transfers get thicker lines and quicker dots.
• Two computers next to each other on the oval light up the arc between them. Two computers that are not neighbours get a straight line, which disappears 3 seconds after the last byte.
• A line to a cloud lights up only while bytes really move. While the cloud copy is only listing or comparing, the cloud says "Checking..." and the line stays faint.

It is offline (switched off, asleep, or FloGent is not running). Offline computers leave the ring and stack in a column on the right, still labelled, with the word "Offline". They slide back into the ring when they return.

FloSync is not running on it or it cannot reach anyone. Typical reasons are that FloGent is closed, the company drive is not healthy (section 4), Smart App Control blocked FloGent (section 5), or the PC has no network. The tray icon (section 17) shows the same state.

Its name, online or offline, when it was last seen, its download and upload speed, the program and version it runs (for example "Flogent" with a version number or "FloDrive server" with a version number), its problems, and, for your own PC only, how many files are on this PC out of the total.

It opens a read-only details pop-up for everyone. It shows the name, whether it is online or when it was last seen, the version line, since when it ran that version, and an "Error" block listing each problem with its date. A button opens its folders (see section 9).

It opens a small dark pop-up beside the computer, titled with its name, with the version line and any errors at the top and the folder tree with tick boxes underneath. The owner or an admin can change any computer. Everyone else can only open their own PC, read only. Right-click works on the server, on each cloud and on a phone too.

If the right-click does nothing for you as owner, you are probably signed out of FloGent, because the check "am I the owner?" needs your sign-in. Sign in again and it returns. Someone who is not the owner or an admin can still open their own PC, read only.

A computer going offline slides out to the side column and one coming back slides in, and the ring spaces itself again. It takes about 0.4 seconds. A narrower window is laid out again immediately.

It is designed for pages down to 560 pixels wide. Thirteen or more online computers on a very narrow page can overlap. Widen the window.

One row per folder, ordered problems first, then paused, then syncing, then up to date, each alphabetically. Each row has a status dot, the folder name, a short status word if it is not up to date, "N of M computers" and "On this PC: all" or "On this PC: N of M files" (when placeholders are on). There is a search box once there are more than 8 rows.

• Up to date means everything has arrived.
• Syncing means files are moving or being scanned.
• Paused means stopped on purpose, for example because the drive is not healthy, or the folder is linked and the original is missing.
• Error or Problem means something needs attention. The text says what.
• starting means the PC added the folder to its sync engine and has not yet been quiet twice in a row (scanning or pulling files). On a big folder this can take 10 to 30 minutes on a laptop.
• Original missing means a linked folder (see section 10) no longer exists where it was.

They are progress words while FloSync scans a folder after a start or a big change. "Recounting 11,204 of 17,591 files" means the first count of the folder is still growing. A percentage means a scan is running. Neither needs any action. Keep FloGent open until the folder says Up to date.

A panel opens under it with a status line, an Open button, the "Computers that get this folder" (online or offline), the cloud rows, and the Keep all on this PC tick. A "From..." line says where this PC gets the folder from, for example "From the server", "From Google Drive, last sync 7 Oct 16:30" or "Kept in full on this computer". Only one panel is open at a time.

A tick in a folder's panel. When on, every file of that folder is kept on this PC. When off, a file is a placeholder until you open it or keep it in Explorer (section 11). It is locked (greyed) if the owner marked this PC "always keep", or if this PC does the cloud copy, because the cloud copy needs every file.

An owner or admin option in a computer's "..." menu (and the computer's pop-up). It marks the computer as always-keep. It keeps the real files of every folder, uses no placeholders, and counts as a safe holder when others free up space. Use it for server-like PCs that should hold everything.

The last 20 file events (which files were updated, added or removed by which computer). It is meant for checking that something arrived.

About every 2 seconds. The search box and any panel you opened stay as they are.

The server has a Control Centre tray icon. Opening it shows the same FloSync screen, read only for everyone. A Change button asks for a sign-in. The owner or an admin can then make the same changes as on a PC, except adding folders, which stays on a PC. Sign out when you are done.

Right-click it (or open its details) and choose Rename. The name can be up to 40 characters. Leave it empty to go back to "user (MACHINE)". The owner may rename any computer, and anyone may rename their own PC. The name is shared with everyone and also appears in conflict copy names and pop-ups.

Left-click the computer on the ring. The details show, for example, "Flogent" with a version number, or "FloDrive server" with a version number for the server, or "Flogent version unknown" if it has not reported yet. It also says since when it has run that version.

A problem marker. Hover or click the computer to read the problems. The rules are:

1. Out of date. The computer runs an older version than the newest one in the Installer folder, and that newest one has been out for more than 24 hours (online or offline).
2. Folder problem. The computer reported a problem with a folder.
3. Cloud not syncing. The computer that the owner chose to do a cloud copy has had no good run for 2 hours.

A computer that has been offline for more than 30 days (or never seen) is left out.

Computers on a very old version do not report their version at all, so they are shown as older than the first version that does.

Updating happens by itself (section 19). If a PC stays out of date, FloGent is probably closed, the PC is off, or the user has no administrator rights for the silent installer, in which case install by hand with an administrator password.

Tell your administrator at once. The owner or an admin can use Remove PC from network (section 9), which stops that computer getting anything and makes it remove its FloSync folders the next time it is online. Change FloGent passwords if needed.

Computers that have left the registry and are offline are not drawn. Also a computer removed from the network is drawn dimmed under the offline ones with the label "Removed".

The owner or an admin removed that PC from the network. It gets nothing, takes part in no lines, and is not offered in "Who gets this folder?". Opening it shows an Add PC back link.

By a tick. The owner or an admin right-clicks the computer, ticks the folder (or only a sub-folder) and presses Save. The folder then appears on that computer under the same path. Unticking a folder takes it away again.

A small dark Explorer-style window beside the computer you clicked. The computer's name is at the top. A breadcrumb shows where you are (click a part to go up). There is an up button, a search box for the current folder, and rows with a tick box, a folder icon and the name. A summary line says things like "Anna's laptop gets 3 folders". There are Save and Cancel buttons, and an amber "Not saved yet" note when you have changed ticks.

Ticked means the folder and everything inside it. Partly ticked means some folders inside are ticked. Empty means nothing is ticked. Clicking a partly ticked folder ticks all of it.

Double-click a folder to open it. Backspace goes up. Enter opens the highlighted folder, Space ticks it and Escape clears the search. A double-click on the tick box itself is not an "open".

Yes. A ticked sub-folder lands on that PC under the same path. Nothing else from its parent folders is shared with that PC. There are two limits. Files directly inside the parent are not included when only a sub-folder is ticked, and folders created later inside a split parent are not shared until the parent is ticked as a whole.

Common reasons are the following:

• You are not the owner or an admin. You see a "View only" label and can only open your own PC.
• The folder is a protected folder that FloSync does not share. Inside a folder, the reason is shown on the row ("cannot be shared").
• The access list could not be read just now. The pop-up says "The access list could not be read just now, so nothing can be changed. Close this and open it again in a minute."
• You are looking at a phone and you are not the owner or that phone's own person.
• A phone can never get more than its person's computers get.

Because that is the rule. The company owner or a company admin may change who gets which folders. Everyone else can look at their own computer only.

No. When the owner adds a folder through Add folder, the "Who gets this folder?" step comes first and nothing syncs until the owner confirms. After that, the folder goes only where it is ticked. A computer with no entry yet in the access list gets nothing until its folders are ticked.

When you save, you are asked first (the question names the computer and the folders). Then, with the PC's next check (within a minute if it is on), the following happens.

1. The PC first sends any changes it has not sent yet.
2. It stops sharing the folder and takes it out of its sync engine.
3. It permanently deletes the folder's files from that PC. Nobody is told. The folder simply disappears. It does not go to the PC's recycle bin.
4. If a file is in use, that file stays and is tried again at the next check.

The server and the other computers keep their copies.

Unticking a whole ticked folder for one computer asks you to choose.

• Stop syncing on the PC, leave the files there. That computer stops getting changes. Every file it really has stays as a normal folder. Only files that were never downloaded (placeholders) disappear, because they cannot be fetched any more. Nothing is deleted anywhere else.
• Remove it from the PC (red). The folder is deleted from that PC for good, as described above. The copy cannot be recovered there. It stays on every other computer and the server.

"Stop syncing" is greyed out for a PC that runs an older version that cannot do it. It is also not offered when you untick only part of a ticked folder ("Only whole folders can stop syncing and keep their files").

Yes, but only by the owner. Once a folder is stopped on a computer, the user of that computer cannot add it back. The owner gives access again by right-clicking that computer on the FloSync picture, ticking the folder and pressing Save. The computer then joins the folder again and keeps the files it already had (the sync engine compares them and fetches only what is different).

No. The removal is silent. Make sure the user knows beforehand if you are removing a folder they work in.

It happens at the next switch-on, once FloGent runs.

Changes made in the short window between "stop sharing" and "delete" can be lost. Warn the user.

The server is shown as a target. A tick means the server keeps that folder. The server receives every company folder by default and keeps full files (see section 11). Unticking is allowed, but see the next question.

You get a warning. The folder is then kept in full only where it is still ticked, such as a cloud or the computers. If it ends up in full only in one place, the warning says "if that one place is lost, the files are lost. Save anyway?" If it would be kept in full nowhere, the warning says so.

It tells the computer that runs the cloud copy to copy that folder to Google Drive, OneDrive or the network storage. See section 14.

An owner or admin option in a folder's "..." menu, with a warning. The server then holds placeholders for names it does not hold, and files live only on PCs that keep them and in the cloud. It is meant for archives. Without a copy somewhere the files cannot be opened. The default is "server keeps every file".

In an access list file in the FloSync folder of FloGent's shared data. It lists, for each computer, the folders it gets. A missing or unreadable file never means "remove everything". Each computer keeps the last good list and changes nothing.

Yes. Every change to who gets which folder (and adding or removing folders) is recorded. The record shows who made the change, from which computer, when, for which computer, and which folders were added or taken away. Open a computer's pop-up and choose History. "Back to the folders" returns. If nothing has changed it says "No changes have been recorded for this computer yet."

Yes. Admins make the same changes on their own PCs as on others, and every change is recorded.

Per computer. On a shared Windows login this is tidiness, not strong security.

They can decide which folders your PC gets and see the change history. They cannot read files through the tick screen. The server (and anyone who can sign in to it) can see everything on it.

Only the owner, and only from a PC. Admins can make the tick changes and set up clouds, but cannot add folders. Anyone else sees one inline line, "Only the owner adds company folders."

Drag the folder onto the box "Drag a folder here to share it with the company", or press + Add folder. The wizard asks, in order:

1. Which folder.
2. Its name. It is suggested from the folder name, can be up to 60 characters, may not contain \ / : * ? " < > |, may not start with a dot, and must be different from every other folder's name.
3. Move it into the company drive (the default) or link it where it is (advanced).
4. The server copy, either full files (the default) or "placeholders only" (with a warning).
5. Who gets this folder? A tick list of computers, the server and the clouds. Nothing is written or shared before you press Start.
6. A summary and Start.

The files are moved into the company drive so that every PC gets the folder in the same place. If the folder is already on the same drive it is a quick rename. Otherwise the files are copied into a hidden staging folder and every file is checked (size and a SHA-256 fingerprint). The original is scanned again (a changed or new file stops the move), the copy is renamed into place, and only then the verified, unchanged originals are deleted.

A record is written before each phase, so a crash resumes or is undone safely. Locked or unreadable files, shortcuts and disk images stop the move and are listed. Free space is checked first. Unfinished moves show on the page with Continue and Undo.

The folder stays where it is on your PC. A pointer (a junction) in the company drive leads to it, so the same files appear in both places. Every other PC gets a normal real folder. It is an advanced option. If you later move, rename or delete the original, syncing pauses and the page says "Original missing". FloSync never re-creates the original. A new empty folder without FloSync's marker also pauses it.

Yes. It stays where it is and is only added to the list. The sync engine makes its own hidden marker.

The company drive itself, a folder that is a shortcut or link, system folders, a folder that overlaps one already in the list (nesting is not allowed), and protected folders. The list holds at most 200 folders.

In the folder list, the owner or an admin uses Delete for everyone.... You are asked what should happen to the folder.

• Stop syncing it, keep the files. FloSync stops syncing the folder on every computer and the server. Every computer keeps its copy exactly where it is, as a normal folder. Only files that were never downloaded on a PC (placeholders) disappear from that PC. Nothing is deleted anywhere else.
• Delete it from every computer. A second red pop-up asks whether you understand that this will permanently delete the folder from all computers with no way to recover it, except through the server's deleted items. The buttons are "Yes, delete it everywhere" (red) and Cancel. Cancel is the default, so Enter or Escape never deletes by accident.

Each choice is recorded in the change history.

• Every PC deletes its own copy permanently (not to the PC's recycle bin), in two steps once the server has any last changes of that PC. Computers that are off do it when they are next on. The server waits for PCs that still hold the folder and for running cloud copies.
• The server moves its copy into FloDrive Deleted Items (next question), so the delete is instant whatever the size and can be undone.
• The cloud copies are deleted too, after the server has safely boxed its own copy. Google Drive's copy goes to Google's bin and OneDrive's to OneDrive's recycle bin. Network storage has no bin, so a delete there is permanent.
• Computers on a very old version do not understand the removal and keep syncing the folder until they update.

The owner or an admin opens the Deleted folders list on the FloSync screen. It shows each folder, who deleted it and when, its size, the days left and a Restore button. The server restores at its next check (about a minute). It refuses if a folder of that name exists now or if a surrounding folder is still being deleted. After a restore, the owner ticks the computers that should get it again.

The folder disappears from your PC only and your tick for it switches off (it is recorded as a "declined" folder). It stays on every other computer and the server. Ask an admin to tick it again if it was a mistake.

Do not. FloSync sees the old name vanish (treated as your PC declining it) and a new name appear that is not in the list, which FloSync does not share. Ask your administrator.

Yes. Renaming files and folders inside a shared folder syncs as a rename. If the file is only a placeholder, it costs one download of that file the first time.

No. A folder keeps the name it was added with.

The folder is in the list but ticked for no computer any more. The panel offers to take it off the list. Nothing is deleted.

The folder exists on the company drive but is not in the FloSync list yet. The owner adds it with + Add folder.

Open the row. The text says why, for example the folder or .stfolder is missing, or the sync engine could not be reached. If the drive is unhealthy, fix the drive first (section 4).

A file shown in its normal place with its real name, size and date, but whose contents are not on your PC yet. It takes almost no space. When you open it, Windows downloads it from the server or another PC that has it, and it then stays on your PC. This is the "files on demand" idea, built into FloSync.

The cloud means "this file is not on this PC". It is a placeholder. Opening it downloads it.

They are Windows' own status icons, as in OneDrive.

• A cloud outline means the file is not on this PC.
• A green tick means the file is on this PC ("Available on this device").
• A solid green tick means the file is always kept on this PC ("Always available on this device").
• Blue "sync pending" arrows mean the file is waiting for sync, for example a file just edited that has not been taken over yet.

Yes. The release keeps a switch to turn them off. Ask your administrator.

Windows' own icons cannot be re-coloured or replaced, so FloSync uses Windows' normal icons.

This is a known quirk. The folder root itself does not get the in-sync mark yet. Files and sub-folders do.

On a file or folder in a FloSync folder you get the familiar Always keep on this device and Free up space.

It keeps the file or the whole folder on this PC. A pinned folder keeps everything under it, new files included. A placeholder that is pinned on its own is filled in.

It turns a file you hold back into a placeholder to save space. It is allowed only when the local version is the same as the company version, the file has not changed, and a computer that keeps every file (normally the server) is connected and holds the current version. If not, it says "not yet" and tries again for 30 minutes. The cloud does not count for this on purpose. If nobody keeps every file, Free up space is refused. A file that a program has open is finished later.

By the "Free up space" rule above. The server keeps full files by default, so there is always a full copy on the server. The only way to change that is the owner or admin choice "server keeps only placeholders of this folder", which shows a warning, and then the same rule applies to the PCs that keep everything.

Storage Sense (Settings, System, Storage) can turn files you have not opened for a while back into cloud-only files, as with OneDrive, and now in FloSync folders too. Nothing is lost, they just download again when opened. If you prefer files to stay, set that option to "Never". The server never gives up its files.

The open fails with an error. It never hangs and never opens a file full of zeros. Switch on the computer or server that has it, or ask someone to open the file there.

No. Listing, sizes, dates, attributes and deleting a placeholder never fetch data. But any program that reads a file (also a virus scan or a backup tool) downloads it, and reading anywhere in a placeholder fills the whole file.

Only files that are on your PC. Before travelling, right-click the folders you need and choose Always keep on this device, or tick Keep all on this PC for the folder on the FloSync page, and wait until it finishes.

No. The file is filled in completely before the program gets it.

Yes. Open it (it downloads), edit it and save. The file is then yours to sync. A file edited in the first moments after being read, before the sync engine has taken it over, can end as a conflict copy.

It counts as a delete for everyone. FloSync announces the deletion to the others without downloading anything. See section 13 if it was a mistake.

FloSync re-makes placeholders that vanished because another program removed them. If they disappear again within 2 minutes it waits (1 minute, doubling up to 30 minutes) instead of fighting. A very large sudden disappearance (more than 50 items and more than half of everything) is read as a lost folder and the placeholders are made again, never as a mass delete.

Windows reported a broken placeholder. FloSync removes only data-less broken placeholders, retrying after 10 minutes, doubling up to 6 hours. Do not delete them by hand.

Yes. "Keep all" is a per-folder FloSync setting (or an owner mark on the computer) that makes the PC hold real files for the whole folder and switches the placeholder engine off for it. "Always keep" is Explorer's own pin for chosen files or folders and works alongside placeholders.

No. The server keeps full files by default. Only if the owner picks "placeholders only" for a folder does it run the placeholder engine for that folder.

When two computers change the same file before they have heard from each other, FloSync cannot pick a winner, so it keeps both. The main file keeps the normal name and the other version is saved next to it with a clear name. Nothing is lost.

• Two PCs edit at once. The copy is named like Report (conflict copy, main file has edit from Anna, 7 Oct 14.32).docx. The name of the computer is the one whose version became the main file. The copy holds the other version. The extension stays last so it still opens. Collisions get " (2)", " (3)".
• A cloud and a PC edit at once. The copy is named like Report (conflict copy from Google Drive, 7 Oct 14.32).docx.

The sync engine's raw name for a conflict copy. FloSync renames it to the friendly form within about a minute. Only the PC whose id appears in the raw name renames it, so two PCs never rename the same file. It skips files changed in the last 10 seconds and files that are open or locked, and tries again later. A cloud conflict can appear raw as x.txt.flosync-conflict1 before it is renamed.

Open both files, keep the right content (copy the missing changes from one into the other), then delete the extra copy. The delete reaches everyone.

On the FloSync page. The Conflict copies card ("Two PCs changed these files at once. Both versions are kept.") lists up to 10 names and "and N more". The tray icon can also pop up a notice, once per conflict.

Do not edit the same file at the same time as a colleague. Watch for the "being edited by" lock (section 16). The sync engine has no file locking of its own, FloGent adds the locks.

You edited a file offline while someone else changed the same file. Both versions are kept when you reconnect.

That should not happen on a current version. An older bug let a PC keep renaming a conflict copy that another computer shared, which produced numbered copies. Update all PCs and the server, then delete the extra identical copies.

Yes, in most cases. Try these in order.

1. Check your own PC's Windows Recycle Bin. Files you delete in Explorer may sit there on your PC, but the delete has already spread to others.
2. Look in the folder's hidden .stversions folder (turn on hidden items in Explorer). FloSync keeps files that were removed or replaced there for 30 days.
3. Ask your administrator or an admin to look in the server's copy (the same folder's .stversions on the server) and in the cloud copies (section 14). The server sees every change that reached it.
4. For a whole folder, see "FloDrive Deleted Items" in section 10.
5. For older history, use the monthly company backup (below).

FloSync's trash can keeps replaced or removed files for 30 days in each folder's .stversions. Cloud copies keep their own history (below). Deleted Items keeps folders 90 days by default.

Inside each FloSync folder (for example Admin\.stversions on the company drive and on the server). It is hidden. Do not delete it or its marker files. It is excluded from syncing, and the sync engine cleans it by itself after 30 days.

When a cloud sync replaces or deletes a file, the old one goes to FloDrive/.versions/<stamp>/<folder name> in the cloud, and on the PC that ran it to <folder>\.stversions\flosync-cloud\<provider>\<stamp>. Google Drive's own trash keeps items about 30 days and OneDrive's recycle bin up to about 93 days.

There are several layers, none of them a full guarantee.

• The server keeps a full copy of every company folder.
• Google Drive and OneDrive copies of the folders that are ticked for them (with version history).
• The monthly company backup run by the FloDrive server service. For the previous calendar month it saves the complete invoice tree, the shared project and staff lists, a safe copy of the personnel database, the protected server configuration, and the FloGent cloud data and stored files. It checks every file with a SHA-256 fingerprint before publishing a monthly manifest and never deletes older completed months. It writes to a Backups folder on the server's data disk. That is on the same disk as the live data, so it is not an off-site disaster-recovery copy. Copy it off-site yourself if you need that.
• Your own backup tool, if you use one. Backup tools often keep working folders named _gsdata_, which FloSync ignores.

Restoring from backups should be rehearsed by your administrator before you need it.

If it happened within 30 days, the older version is in .stversions (yours on your PC if your PC applied the replacement, otherwise the server's). If two edits were at the same time, you have a conflict copy instead (section 12).

See "If I delete a top-level folder on my own PC" in section 10. The files are still on the server and other PCs. Ask an admin to tick the folder for your PC again.

No. Only the owner or an admin can restore from FloDrive Deleted Items.

Yes. That is deliberate. They are removed for good from that PC (not to its recycle bin). The server and other computers keep their copies.

They act as extra "computers" that keep a copy of the company folders you tick for them. The idea is that files stay reachable even when the server is off. The clouds are a storage copy and a safety net. They are not where you work.

Google Drive, OneDrive and network storage (a Synology or any NAS through SMB). Other services such as Dropbox, Box, pCloud, MEGA, Amazon S3 and Backblaze B2 are listed dimmed as "not available yet".

The owner or a company admin. Everyone else sees only the status.

1. On the FloSync page, click the cloud on the ring that says Connect (or use the ... menu on a cloud row and choose Connect..., or use + Add storage).
2. A window asks "How should Google Drive be used?" Choose Company share ("Everyone in the company shares it. You sign in once here, then choose the computer that stays on and does the syncing."). The Personal choice is greyed and points to the Add storage button.
3. A browser opens. Sign in to the company Google (or Microsoft) account. This takes at most 5 minutes.
4. FloGent checks it is the same company account as before. If not, it says "This is a different Google account from the one <machine> uses. Sign in with that account."
5. A window asks "Which computer does the syncing?" It should stay switched on. The server is listed first and preselected ("server, recommended").
6. The sign-in is locked for that one computer only and handed over. The server picks it up within a minute, keeps it in its own protected store and deletes the hand-over file.

Because it is always on and has every file. The owner signs in on their own PC and allocates an "always on" computer, so one computer talks to the clouds and the other PCs do not. A server without a screen needs no local setup after the one-time install.

The sign-in is never put on a command line and is not stored in a plain file. On a PC it is protected by Windows (per Windows user). The hand-over to the server is encrypted so that only that computer's own key can open it. On the server it lives in a protected area that only SYSTEM and Administrators can open. The owner's PC keeps no copy unless the owner chose itself.

• Synced by <name>, last sync <time> means the allocated computer is running it.
• Up to date, last sync 6 Oct 08:30 means all is good.
• Syncing... means bytes are moving. On the ring you see moving dots and "Syncing N files (x MB/s)".
• Checking... means it is only listing and comparing.
• Waiting (folder not ready) or Waiting (cloud not checked yet) is temporary, clears itself and is retried after 60 seconds. If it keeps waiting for 15 minutes it becomes a Problem.
• Handover to <name> is waiting for that computer means the computer has not picked up the sign-in yet.
• Handover to <name> failed is followed by the reason.
• Problem is followed by the reason and needs attention. After 2 hours without a good run it says "<name> has not synced since <time>". Nobody takes over automatically.
• Not linked means nobody has connected it.
• Waiting for sign-in... means the sign-in is not available.

Yes. A long upload (more than 35 minutes) is shown as syncing with its progress, not as a problem. Its progress appears under the ring, for example "Server to Google Drive: 1.0 of 6.7 GB, 4.7 MB/s".

The owner or an admin uses the cloud row ... menu and chooses Change syncing computer....

The owner or an admin uses the ... menu and chooses Unlink company cloud.... It asks first. It clears the allocation, deletes the hand-over file, and the computers remove their copy of the sign-in. Files in the cloud are never deleted. A PC connected the old way can use Unlink this PC... ("Files in Google Drive stay as they are.").

Each folder you tick for the cloud is copied to a folder called FloDrive in the company cloud account, with one sub-folder per company folder (for example FloDrive/Admin). It is a two-way sync (a change in the cloud also comes down), every 5 minutes, one folder after the other. These are not copied. The sync engine's own folders (.stfolder, .stversions, .stignore), Office lock files (~$*), *.tmp and backup tool working folders (_gsdata_).

Technically the sync is two-way, so a change there comes down to the server. Do not work there. Changes in two places create conflict copies, and cloud-side edits can race with local edits.

Yes. Adding a folder to FloSync does not tick the clouds. Right-click the cloud on the ring, tick the folder and Save (owner or admin).

Each cloud does one folder at a time and runs in rounds of about 5 to 7 minutes. A big first copy blocks the others until it finishes. For example, a first full copy of a 6.7 GB folder at about 4.7 MB per second takes a long time before the cloud moves on to the next folder.

You can. The line from the server to the cloud shows moving dots, and a bar under the ring says things like "Server to Google Drive: 1.0 of 6.7 GB, 4.7 MB/s". On a normal PC, the tray icon shows only that computer's own progress. The FloSync page shows everything, including clouds, with "x of y GB" and "n of m files".

The old version goes to FloDrive/.versions/<stamp>/<folder name> in the cloud. A file replaced or deleted on a computer by a cloud sync goes to <folder>\.stversions\flosync-cloud\<provider>\<stamp> on that computer.

• If more than half the files would be deleted in one sync, it stops ("too many deletes"). This stays until the deletion is undone.
• It never empties the last file of a folder from either side, and refuses ("refusing to empty the cloud copy") if the local folder has no files while the cloud has.
• It refuses a folder whose .stfolder marker is missing.
• If everything looks changed ("Safety abort: all files were changed") it retries once with normal two-way rules and checks the local folder did not lose files.
• It checks the account is the same company account every 6 hours.

The cloud row shows the last sync time. If the allocated computer has no good run for 2 hours, the row says Problem and the computer shows a red dot.

The row goes to "Waiting for sign-in..." and then Problem. The owner or an admin connects again. Microsoft may rotate the OneDrive sign-in, so a reconnect can occasionally be needed.

When the server does not keep a folder in full (for example an archive set to "placeholders only" and stored in a cloud), a PC can fetch it straight from a ticked cloud. The folder row says things like "From Google Drive, last sync 7 Oct 16:30", "Waiting for a cloud connection (Google Drive)" or "No server, storage or computer that keeps every file holds this folder". The rules are the following.

• If the server keeps the folder in full, PCs always get it from the server (also while the server is offline, it comes back).
• If a computer marked always-keep (or the cloud runner) holds it, the others get it from there.
• Otherwise one PC fetches it from a ticked cloud and the others get it from that PC.

A limited copy of it, sealed for that one PC, only if a folder it gets is ticked for that storage and no server keeps it in full. It is removed again when it is not needed. That sign-in can open the whole company cloud folder, not only the ticked folder.

Press + Add storage, choose Network storage (Synology, NAS), then Company (owner or admin). Enter the address of the share (\\name\share\folder, name/share or smb://name/share all work), the user name, the domain if any, and the password. FloGent checks the box ("Checking the network storage...", then "Network storage checked.") before anything is saved. The password is converted to a scrambled form inside FloGent, kept protected, and never put on a command line. Each folder then goes to <share>/FloDrive/<folder>.

No. A delete there is permanent. Keep that in mind when deleting a folder everywhere.

Yes. It works like the clouds. The allocated computer (normally the server) syncs it. It shows as a third storage on the ring with its own icon once set up.

Only on PCs that keep it and in the cloud copy. If the folder is then deleted, the real files live only in the cloud's own bin.

Yes. Use + Add storage, choose Google Drive or OneDrive, then Personal. Everyone may do this. A browser opens to sign in to your own account. Then you choose a folder of your PC to keep there.

To a folder called FloSync in your own cloud, in a sub-folder with the name you gave it. The folder stays where it is on your PC. Nothing moves. The company cloud folder is called "FloDrive" and the personal one is "FloSync".

Any folder on your PC except the company drive, Windows, program folders, application data, a folder that FloSync itself syncs, and a folder that overlaps another link. The name must be unique for that cloud.

Yes, using the same careful method as the company cloud copy. Old or replaced files are kept in a hidden .stversions\flosync-cloud\<provider> folder inside your folder and pruned after 30 days.

It waits instead of syncing. An emptied folder is refused so a mistake does not empty your cloud.

No. It is only on your PC, never in the ring picture or on another PC. It is listed in your own My personal storage card.

Press Unlink on the card. Nothing is deleted. When the last link of a cloud is removed, your sign-in is removed too.

No. Personal storage works with Google Drive and OneDrive only.

A way to stop two people saving over each other. When you open a Word, Excel, PowerPoint or CAD file in a company folder, FloGent notes that you are editing it. Other PCs then make their copy read-only and tell them who is editing.

1. You open a file. Office or AutoCAD creates its own hidden marker file (~$name.docx, or .dwl for CAD).
2. Your PC records "<your name> is busy with this file" in the FloGent cloud and puts a small zero-byte note file beside it (named like name.[Anna Smith 2026-10-07 1430].flock) as a backup for offline PCs.
3. Other PCs see this within seconds and set their copy of the file read-only. When someone opens it, the file opens as a read-only copy and a balloon says who is editing it.
4. You close the file. The note disappears after 45 seconds of the marker being gone, and the file is normal again.

No. It is a read-only flag and a warning, not an unbreakable lock. Windows, Word, Excel, AutoCAD and Civil 3D can still open a file in unusual ways. Only Office files get a clean read-only open. PDF and CAD files cannot be hard-blocked.

FloSync itself has no file locking and keeps conflict copies. FloGent's lock covers every FloSync folder in the list. A FloSync placeholder can also be marked read-only before it is downloaded.

A leftover. A crashed program can leave its marker behind. The rules are the following.

• A lock is ignored after 12 hours.
• A running FloGent re-stamps a genuine open document every 6 hours, so a long edit stays locked.
• A leftover marker whose document is not open on that PC is released.

Wait a minute after the person closes the file. If it persists for more than 12 hours, ask an admin (there is a force-unlock option in the FloDrive setup screen).

Do not, unless the lock is clearly stale. The file belongs to the PC that made it, and that PC deletes it when the document closes or FloGent exits.

The second person's copy becomes read-only. If both saved before hearing from each other, you get a conflict copy (section 12).

No. The only message is the balloon when you open a file someone else is editing, plus a warning if a genuine simultaneous edit happens.

Locks of documents that are still open are kept across an update restart. When FloGent exits normally it removes its own notes. If you shut down while a document is open, the note is released after the sweep.

A stale CAD marker (.dwl) copied from another PC could make a PC think it was editing every drawing locked by someone else. A current version requires a running CAD process and a marker from this PC's own current session, so update the PC.

A second tray icon, separate from FloGent's own icon. It shows FloSync's state, which is Synced, Syncing, Offline (no other PC connected) or Error. The tooltip is a short sentence, at most 63 characters. On a normal PC it shows only that computer's own progress, for example "downloading 2.0 of 5.0 GB, 3,000 of 5,000 files".

When files are updated by other PCs (combined, for example "3 files updated in Admin"), when a new error appears, and for each conflict copy once. There is at most one pop-up every 30 seconds and none for what already existed at start-up.

Right-click the icon and untick Pop-ups, or choose Hide this icon. Or tick or untick Show FloSync pop-ups and Show FloSync tray icon at the bottom of the FloSync page. Both default to on. The setting is per PC and per Windows user, stored in %LOCALAPPDATA%\Flogent\FloSync\tray.json. A missing or damaged file gives the defaults.

Tick Show FloSync tray icon on the FloSync page.

Open FloSync, Pop-ups (tick) and Hide this icon.

The server's Control Centre. It shows the FloSync screen to anyone who opens it (read only) and lets the owner or an admin sign in and make changes with the Change button. The same icon lets you open and close it.

Yes. While a computer removes a folder you took away from it, the FloSync page counts it down, for example "Removing Admin: 3,240 of 8,855 files left", under that computer and in the folder's list of computers. A computer that is still letting go of a folder also says why, on its details in the FloSync picture.

Through the FloGent phone app. The bottom bar starts with Drive (FloDrive). Tap a file. It shows "Preparing on the server..." and then "Downloading to your phone...", and downloads like any file so you can open it in the right app.

Yes. A phone is a light member that holds nothing and fetches a file when you tap it. It shows as a small node beside its person's PC (the same user name), online for three minutes after its last "here". Your phone appears once your own PC runs the current version and is signed in.

A dark screen in the phone app where you can tick your own phone's folders, rename the phone, see and remove what is kept on it, and sign out.

The owner, or the phone's own person. A phone can never get more than its person's computers get. A new phone starts with the same folders as the person's PC, with nothing kept.

Right-click it on the ring. Everyone gets a read-only tick view. The owner also gets Remove this phone and Sign <name> out everywhere (for a lost phone). A removed phone is blocked. Sign out everywhere ends that person's sessions in FloGent on computers and phones, and it can take up to an hour for an open app to notice.

Anything the phone app kept is deleted at the phone's next contact when the phone is removed. A file you saved to the phone's own Downloads folder is outside the app, and nothing can delete that remotely.

The server copies a file list to the FloGent cloud every hour. When you tap a file, the server prepares it and uploads it to private cloud storage, and the phone downloads it from there. So a file travels twice, and a large file can take a moment.

On the phone app the sign-in screen has Forgot password?. The email link opens a "Set a new password" screen. The desktop sign-in has the same Forgot password? button, together with a "Remember my password on this computer" tick.

No. Sign out affects only the device you are on. Use the owner's "Sign out everywhere" if you need every session ended.

No. A "signed out on purpose" marker means a saved session is never restored silently after a sign-out.

FloGent checks the shared installer, Flogent-Setup.exe in the Installer folder of FloGent's shared data, on a regular schedule (an in-app timer plus a scheduled task called FlogentUpdate). It installs silently when the installer is a newer version.

FloGent closes and starts again by itself. It does not close while a meeting recording, its processing or filing is in progress. It waits. After the restart FloSync re-checks the folders, which can take a few minutes on a big folder.

Common reasons are the following.

• The PC is off or FloGent is closed.
• The PC has no administrator rights for the silent installer, so it must be installed by hand with the administrator password.
• A previous install failed. The same installer is then not retried for 24 hours, but a new version bypasses that.
• Windows blocked it (section 5).

Versions first. Only a strictly newer version installs. The installer's timestamp is set equal to the program's, which prevents a reinstall loop.

Yes, with the software maker's own certificate. It is not a public certificate from a publisher Windows knows, so Windows can still show "unknown publisher" on a manual install.

The FloDrive server has its own installer (FloDrive-Server-Setup.exe) in the same Installer folder and its own version number. It checks regularly, plus on update requests. It only installs a newer version and rolls back by itself if the new worker is not healthy.

• On a PC at %LocalAppData%\Flogent\flogent.log.
• On the server at C:\ProgramData\Flogent\FloDriveServer\catalogue-worker.log and server-update.log.

When asked for the log, copy it (do not move it) into the Drive Health Reports folder in FloGent's shared data.

They sit in a FloSync folder inside the FloGent program folder on a PC, and are protected on the server under C:\ProgramData\Flogent\FloDriveServer\FloSync. The engine's home folder (keys and settings) is %LOCALAPPDATA%\Flogent\FloSync\home on a PC. Its control page runs only on the PC itself and is not meant for users. Browser opening, usage reporting, crash reporting and automatic upgrades are switched off.

TCP and UDP 22000 for syncing, and UDP 21027 for finding computers on the local network. Windows Firewall rules called "Flogent FloSync" are added by the installers. Global discovery, relays and NAT stay on so that laptops away from the office can connect.

Yes, the connections between computers are encrypted, also when they go via a relay. FloSync does not encrypt the files stored on a disk, which is a Windows matter.

Each running copy writes a small file <MACHINE>__<user>.json into a devices folder in the FloSync folder of FloGent's shared data every 10 minutes. It holds the device id, machine name, user name, version and cloud abilities. That is how computers find and add each other. Files older than 30 days are ignored. A second kind of file records which computers are connected and their speeds, so everyone's ring picture agrees.

No. The FloGent cloud holds only lists (folders, computers, who gets what, phones). File contents travel between your computers, the server and the clouds you connected. The one exception is the phone route, which passes a file you tapped through private cloud storage (section 18).

During the first scan of a big folder, or after a restart, the engine hashes the files, which uses disk and some processor for several minutes (10 to 30 on a laptop). That is the "starting" and "recounting" you see. Day to day it is light. Some PCs also run a placeholder engine that watches the folder.

A program that reads every file (a full virus scan, a backup tool) downloads every placeholder it touches. Keep scans away from the company drive or expect downloads.

Yes, a little. A PC with a clock far ahead can wrongly treat fresh locks as stale. Keep Windows time on automatic.

The ring draws 2 to 15 online computers at a time. More computers can be in the company, but they may not all fit in the picture.

The sync engine is open source (MPL 2.0) and the cloud tool is MIT licensed. Their licence texts are shipped beside the programs.

Run Flogent-Setup.exe from the Installer folder of FloGent's shared data with an administrator password. Close FloGent first (tray icon, Exit).

Right-click the FloGent icon near the clock and choose Exit. Closing the window may leave it in the tray. FloSync only syncs while FloGent is running.

A hidden marker that tells the sync engine the folder is really there. If the marker or the drive disappears, syncing pauses instead of spreading deletions. Never delete it.

The sync engine's hidden list of names it must not sync. FloSync writes it. Do not edit it.

The 30-day safety copies of removed or replaced files (section 13), and the place where the cloud sync saves old versions.

A zero-byte note beside a document that says who is editing it (section 16). It is named name.[User yyyy-MM-dd HHmm].flock.

Word, Excel or PowerPoint's own owner marker while a document is open. It is deleted when you close the file. Syncing ignores it on purpose (so are *.tmp files).

AutoCAD's lock markers. They must sync, so other PCs can see the lock.

Working folders of a backup tool. FloSync ignores _gsdata_ everywhere, so they do not travel to other PCs, and nothing deletes them.

Temporary files Excel leaves behind when a save is interrupted. They are harmless. Delete them whenever you like.

Ordinary Windows housekeeping files.

They are leftovers from another sync program that was used before. FloSync never copies them between computers. Real files do not have these endings, so do not delete real files to tidy up.

They are FloGent's working notes, for example a folder waiting to be wiped from a PC. Leave them alone.

If a file differed between two copies when a folder first joined FloSync, both versions are kept. The version from the reference computer keeps the normal name. The other is kept beside it with the other computer's name added before the extension. Delete the extra one only after checking which is right.

Anyone whose PC has been ticked for that folder by the owner or an admin, plus the server. Everything inside a ticked folder is visible to that PC. The tick is per folder, not per file, and per computer, not per person.

Only if they are inside a shared company folder. Your own folders outside the company drive are never shared by FloSync. Your personal storage links (section 15) are private to your PC and your own cloud account.

The tick screen only decides who gets which folders. It does not show file contents. But the server holds a full copy of every company folder, and whoever can sign in to the server or has the company Google or OneDrive account can see company folders there.

Only the people the owner ticks. Nothing is shared by default, so a folder you do not want shared widely should be ticked only for the computers that need it.

No. FloSync records who changed which computer's folder access (the change history), not who opened or read files.

Its name, user name, FloGent version, whether it is online and its speeds, because they appear on the ring.

The row and its status are visible. Connecting is limited to the owner or an admin. The files inside the cloud account are visible to whoever can sign in to that Google or Microsoft account.

FloSync itself does not read file contents beyond what syncing needs. The optional Flo project manager on the server is a separate program. For projects Flo manages, it reads the project folders on the server to write summaries. That is covered in the Flo part of this FAQ.

Cloud sign-ins and the cloud hand-over keys are protected by Windows (per user on a PC, per machine on the server) and never printed or put on command lines.

Check both PCs show Online on the ring and the folder says Up to date. A big or just-restarted folder may still be checking ("starting", "recounting"). Check the file is not one of the ignored kinds (~$*, *.tmp). If it is a placeholder on their side, the name appears at once but the contents download when they open it.

Maybe your PC is not ticked for that folder or sub-folder, or it is a placeholder (cloud icon). Ask an admin to check your ticks.

You are not ticked for it. An admin can tick it.

It must be downloaded from a computer that has it. Check you are online, the server or another PC with the file is on, and the file is not "online only" at the one place that has it.

Either an admin unticked it for your PC (silent), or you deleted a top-level folder (it counts as declined), or the folder was removed for everyone. Ask an admin. The files may still exist on the server, and in FloDrive Deleted Items for 90 days.

Hover or click it. Most often it is not on the latest version for over a day. Let FloGent update, or install by hand if you have no administrator rights.

See "Why does my PC say Offline when it is on?" in section 7.

After an update, a restart or a new folder, the engine re-checks every file. 10 to 30 minutes on a laptop is normal. Keep FloGent open.

The server holds a full copy, and for chosen folders so do Google Drive and OneDrive. The monthly company backup holds FloGent data and invoices. Replaced and deleted files are kept 30 days in .stversions.

There is no off switch for the sync itself, only for the tray icon and pop-ups. If a PC must stop syncing, an owner or admin unticks its folders (choosing "stop syncing, leave the files" if the files should stay) or removes the PC from the network.

Your administrator, or email flo@flogent.app. Include the computer name, what you did, what you saw, and, for drive problems, the Restore FloDrive "Copy report" text or the log file.

• Never delete FloDrive.vhdx, .stfolder or .stversions folders by hand.
• Never rename a top-level company folder by hand.
• Never edit the files in the FloGent data folder inside General.

The owner or an admin right-clicks that colleague's computer on the ring, finds the folder (double-click to open folders), ticks it, and presses Save. The folder then appears on their company drive (as placeholders unless the PC keeps everything).

Right-click their computer, open Projects, tick only that project's folder, and Save. They get that folder under the same path and nothing else from its parent.

Right-click their computer, untick the folder, Save. You are asked whether to stop syncing and leave the files, or remove the folder from their PC. Warn them first, because the removal is silent.

Right-click it. The tree shows what is ticked and the summary line says "<name> gets N folders". The same list is in the folder rows ("N of M computers") and in the folder's panel under "Computers that get this folder".

Open the computer's pop-up and press History (owner, admin or the PC's own user).

Not directly. Recent activity on the FloSync page lists the last 20 file events by computer. A conflict copy's name also says whose edit is in the main file.

Recent activity shows deletes only for the last few events. There is no permanent record of file reads or deletes. The change history only records changes to folder access and folders.

In File Explorer right-click the folders you need and choose Always keep on this device (or tick Keep all on this PC for a folder on the FloSync page). Wait until the page says Up to date and the folder row says "On this PC: all". With the Explorer icons you see the green ticks.

Open the folder row on the FloSync page and tick Keep all on this PC. It is locked if the owner marked the PC always-keep.

Right-click the file or folder in Explorer and choose Free up space. It only works when the server (or another computer that keeps everything) has the same version. Untick Keep all on this PC if you set it.

Right-click your computer, choose Rename, type up to 40 characters, and press OK.

Ask the owner or an admin to tick it for your PC. You cannot do it yourself.

Ask the owner. Only the owner can add a folder. They choose "Move it into the company drive" and who gets it.

Open the folder's row on the FloSync page and look at the cloud rows in the panel ("Up to date, last sync...", or "Waiting", "Problem"). Or look in the company Google Drive for a folder named FloDrive.

See section 14. It is for the owner or an admin.

The cloud row says "Synced by" followed by the name of the computer.

See section 17.

You do not need to, because the server and clouds hold the company copy. For folders outside the company drive, use personal storage (section 15) or ask your administrator.

Install FloGent on a new PC, sign in, create the Flo drive and let the owner or an admin tick your folders. Files come back as placeholders or full files. A PC that has been replaced should be removed from the network so the old one gets nothing.

• A Windows PC (the program is built for 64-bit Windows).
• A FloGent login. If you do not have one yet, ask your administrator (see section 14).
• Permission to approve an administrator prompt. The installer installs for the whole PC, so Windows asks for administrator approval. If your own Windows account is not an administrator, Windows asks for an administrator password and you need someone who has it (see section 3).
• Classic Outlook, if you want to use Email backup. The "new Outlook" cannot be read by FloGent's email backup.
• Internet, so FloGent can fetch your list of company folders when it first starts.

Your company keeps one installer file, Flogent-Setup.exe, in the Installer folder inside the shared FloGent data folder on the company drive. On a PC that does not have the company drive yet, open the same folder from the server across the network, or ask your administrator for a copy on a USB stick. The file is about 100 MB. Always use the copy from that folder, never an old copy someone emailed you last month.

Two other files live there. Do not run them unless you were told to.

• FloDrive-Server-Setup.exe is the server program. It is for the server only. Never run it on a staff PC.
• RestoreFloDrive.exe is the emergency helper that brings the company drive back (section 21). It is already installed with FloGent, so most people never need this copy.

1. Double-click Flogent-Setup.exe.
2. Approve the Windows administrator prompt. Windows may say the publisher is unknown. That can be expected (see section 9).
3. Click through the wizard. The defaults are fine. Two tick boxes matter, "Create a Desktop shortcut" and "Start FloGent automatically when Windows starts". Both are normally ticked.
4. Let it finish. Do not close it while it is working. The last step sets up the PC's drive-recovery helper and background tasks, and the installer tells you if that step fails.
5. FloGent opens by itself at the end.

Under Program Files, in a folder called Flogent. An update keeps whatever folder the first install used. You do not choose anything.

• Start menu entries for FloGent, Restore FloDrive and Uninstall FloGent, plus desktop shortcuts for FloGent (if ticked) and Restore FloDrive.
• A protected folder C:\ProgramData\Flogent holding the recovery helper, the recovery scripts and logs.
• A Windows Firewall rule called "Flogent FloSync" for the sync program that ships with FloGent. It applies to that one program only, so you should never see a firewall pop-up for it.
• Background tasks that keep the company drive mounted, watch it, and update FloGent. The installer registers these with administrator rights (section 6).
• A start-up entry called "FloDrive Recovery" for all users, which quietly watches for a lost drive.

On purpose. The installer runs with administrator rights, but FloGent must run at ordinary level, otherwise Windows blocks it from talking to your Outlook. So the installer asks Windows Explorer to start FloGent, which always starts it at ordinary level. If you ever see Outlook errors saying it cannot connect right after an install, exit FloGent from the tray icon and open it from the Start menu.

The program files were copied but the last step, which registers the drive recovery tasks, failed. Keep two files and send them to support (see section 22). They are C:\ProgramData\Flogent\machine-task-repair.log and the installer's setup log. Do not run the installer again and again.

Yes. The installer always writes one into the temporary folder of the Windows account that ran it, named Setup Log yyyy-mm-dd #nnn.txt. Type %TEMP% into the File Explorer address bar to get there. Silent automatic updates also write one, under the account that ran the update.

No. The desktop program is Windows only. Phones use the web-based FloGent phone app (see section 11).

No. FloGent carries everything it needs inside itself.

Yes. Run the installer from an administrator command prompt with these switches, exactly as the automatic updater does: Flogent-Setup.exe /VERYSILENT /SUPPRESSMSGBOXES /NORESTART /NOCLOSEAPPLICATIONS. Close FloGent first. The last switch stops the installer closing programs for you, which is how a running meeting recording is protected.

Normally no. One file, the recovery helper in C:\ProgramData\Flogent, can be locked because it runs all day. The installer stops that copy first, and if Windows still holds it, swaps it in at the next restart. FloGent works either way.

It cannot replace a program that is running. Choose to close it, or exit it from the tray yourself first. Automatic updates do this by asking FloGent to close politely.

1. A "Welcome to FloGent" window asks for your name and email, and a few choices. These are your projects folder, how often to remind you to review your time, the idle timeout in minutes and the capture interval in seconds. Click Start Using Flogent.
2. If this PC is not yet connected to the company drive, FloGent shows a box called "Set up the Flo drive first" (see below).
3. You are asked to sign in with your FloGent login (section 11).
4. FloGent finds its shared data folder by itself and starts.

Type your full name the way the company knows you. FloGent matches you to the staff list by name. Roles such as Manager are matched by name too, so a spelling difference means FloGent will not recognise you as that person.

Choose the Projects folder on the company drive. If you are not sure, ask your administrator before clicking through.

It appears when this PC is not connected to the company drive yet. It explains three steps. They are to create the company drive, to start the sync program, and to connect your company folders. Choose Yes to set up now (recommended). No or Cancel takes you to a manual folder chooser instead. Cancel or Escape counts as "choose manually", not as "quit".

1. Create the company drive. Windows asks permission. This creates a drive file on a disk with room (the setup recommends the roomiest disk) and mounts it with a drive letter. The drive shows in This PC as FloDrive.
2. Start the sync program. FloGent installs and starts the sync engine that copies company files onto the PC.
3. Connect this PC. Tick the company folders you need. The General folder must be ticked because FloGent itself needs it. Add your project folders at the same time. The list shows only the folders you have been given access to.

Folders are only listed for people the owner has allowed to see them. Ask your administrator to give you access, then click Refresh folder list in FloGent.

No, it is downloading the General folder for the first time. Leave it open. If it really does not move, the waiting screen lets you open the drive setup again, keep waiting, choose a folder by hand, or exit.

Choose the FloGent folder inside the General folder on the company drive. That folder must contain subfolders named Global and Personel. If it does not, you picked the wrong folder.

Nothing has been changed on the PC. Open FloGent again and you will be offered the setup again.

It is the shared company folder FloGent inside the General folder of the company drive. It holds the shared project and staff lists (Global), each person's timesheets (Personel), the installers, and reports. There is no screen to change it. If a PC still points at an old copy of the data elsewhere, FloGent switches itself to the company drive at start-up when the drive is valid, and shows a one-time notice. If the notice appears, that is normal.

Every launch opens on the Time screen so everyone works from the same place. The Flo AI, Time Sliver Allocator and Diary buttons are currently not shown on the sidebar.

FloGent keeps a small icon in the Windows notification area near the clock. Double-click it to open FloGent. Right-click gives Open Flogent and Exit. Exit really closes the program, while closing the window only hides it. Use Exit before a manual re-install.

Yes. Open Windows Settings, then Apps, then Startup, and switch FloGent off. Or delete the FloGent shortcut in your Startup folder (press Windows key + R and type shell:startup). Time capture only runs while FloGent is open, so most staff should leave it on.

The company drive is not available yet. FloGent will not open its main window without the shared data folder, because anything you typed could not be saved. Your files have not been deleted. FloGent has paused syncing and asked Windows to mount the drive again, and it opens automatically when the drive is healthy. If it does not, use Restore FloDrive (section 21).

FloGent allows only one copy per Windows user. If it is already running (look for its icon near the clock, you may need to click the small arrow to show hidden icons), a second launch just brings the first one to the front. If the first one is hidden or stuck, right-click the tray icon and choose Exit, then open FloGent again. If there is no tray icon either, FloGent may still be starting, so wait a minute. If it still does not open, see section 22.

Click the tray icon. If you see "FloDrive is offline", the company drive is missing (see section 21).

FloGent is set up per Windows user. Each Windows user who runs it keeps their own local settings and sign-in. The company drive itself is per PC. Two people on one Windows account would mix their sign-ins, so do not do that.

Only with help. The installer needs administrator approval. If your Windows account is not an administrator, Windows asks for an administrator password and someone who knows it must type it. Never share your Windows password in a chat or email to get around this.

It depends on how the PC was set up.

• On a PC where the background update task exists and works, updates are silent and nobody types anything.
• On a PC where the user has no administrator rights, the update task cannot be created, so FloGent never updates by itself there. Every new version has to be installed by hand with an administrator password.

1. Close FloGent fully (tray icon, right-click, Exit).
2. Double-click Flogent-Setup.exe in the Installer folder on the company drive.
3. When Windows shows the administrator box, an administrator types the password.
4. Wait for the installer to finish. FloGent opens by itself.

If your Windows account has no administrator rights, that is the known effect. Your PC stays on the old version until someone installs the new one by hand. Until then, newer features are not available on your PC.

The update task needs administrator rights to exist, so an administrator would have to create it on that PC. Ask your administrator. Do not try to do it yourself.

They cannot approve Windows prompts for the Restore FloDrive helper either, because that also asks for administrator approval. Keep an administrator's name handy for recovery days.

It is a PC used by someone who only works on a farm using FarmGent, an optional farm module. They sign in with a phone number and password, FloGent opens straight on the FarmGent screen, and nothing else is shown. It looks like the office program but without the office modules.

By the login, not by the PC. A login that has an active FarmGent farm membership and no company of its own opens as a farm-only desktop. A login that belongs to a company always opens the full FloGent. If the cloud cannot be reached, FloGent never assumes "no company". It waits and asks again.

It does not record time and does not need the company drive, FloDrive, the sync program or Outlook. It has no Planner, invoices, personnel, email backup or meeting recorder, and shows no reminders. It shows only the FarmGent button and the account badge.

With their South African phone number and the password they use on the phone app. All of these work for the same number: 082 123 4567, 0821234567, +27 82 123 4567, 27 (82) 123-4567. FloGent converts the number to the international form. Anything that is neither a valid number nor an email gives "Enter a valid South African phone number or email address."

Check that the number is the one registered, and check the password. A phone-number login cannot reset its own password. Ask the farm owner or your administrator (section 12).

The farm-only window shows a waiting panel with Sign in or Try again, and reconnects every minute by itself. When it gets a sign-in, FarmGent opens. FloGent starts with Windows on that PC, so the farm worker normally just sees it ready.

Online, not from the company drive. Two minutes after start and then every four hours it asks the vendor's private release storage for a newer version. If one exists, it downloads it, checks its size and fingerprint, and hands over to the installer. Windows asks for approval once per update.

If the approval is declined or ignored, FloGent keeps running on the old version and will not retry that same installer for 24 hours. A newer installer is tried straight away.

By hand. The installer must be put on the farm PC once, because it has no company drive to find it on. After that it updates itself online.

FloGent says "This login belongs to a company, so Flogent will now restart and open the full Flogent for it" and restarts into the full program.

No. When the installer was run by someone else's administrator account, the farm-only start adds a per-user start-up entry itself, so FloGent comes up each time the farm user signs in to Windows.

In the company cloud database, shared with the phone app. The farm-only desktop does not read photos from the company drive. See the FarmGent part of this FAQ.

Exit FloGent from the tray icon first. Then open Windows Settings, Apps, Installed apps, find Flogent and choose Uninstall. The uninstaller also removes the FloSync firewall rule and stops the sync program that runs from FloGent's folder.

No. The uninstaller has no clean-up step for your local data. Your local FloGent data in %LOCALAPPDATA%\Flogent, the protected folder C:\ProgramData\Flogent, the company drive and the company files on it are not removed. Still, ask your administrator before uninstalling a working PC.

Yes. Running Flogent-Setup.exe again over an existing install is how updates work. Exit FloGent first.

1. Install FloGent on the new laptop (section 1), set up the company drive, then sign in with the same login. Your timesheets are saved to your folder on the shared drive (Personel\<your name> inside the FloGent data folder) and to the cloud, so they appear again.
2. The raw captures kept on the old laptop in its local database do not move across by themselves. Leave the old laptop's data alone until your administrator confirms your timesheet is complete.
3. Tell your administrator so the old PC is dealt with. Its folder access and sync entries should be removed.

Tell your administrator at once. They decide what to switch off, such as the person's login and the PC's folder access, and whether to change the password.

It is possible technically, but company files then sit on that PC. Ask your administrator first.

Your administrator puts a newer Flogent-Setup.exe into the Installer folder on the company drive. Each PC compares its own version to that file's version. If the installer is strictly newer, a background task named FlogentUpdate (which has administrator rights, so no password box appears) tells FloGent to close, installs silently, and starts FloGent again.

Every few minutes. Two things check.

• FloGent itself, shortly after it starts and then regularly while it runs.
• The Windows task FlogentUpdate, which also works when FloGent is closed.

Usually within a few minutes after the new installer file has reached your PC's company drive. The file itself has to sync to your PC first, and that time depends on the network.

FloGent closes, the installer runs silently, and FloGent opens again. You should see no windows or prompts. At most about 30 seconds of not-yet-saved capture is at stake, because your time is saved to the shared files every 30 seconds.

No. While a meeting is being recorded, transcribed, reviewed or filed, FloGent marks itself busy with a lock file (%LOCALAPPDATA%\Flogent\meeting-active.lock). Both FloGent and the update task see it and postpone the update until the meeting work is finished. The log says "update postponed: meeting recording/transcription/review active".

It compares version numbers read from the installer file and from the installed Flogent.exe. Only a strictly newer version installs, so a re-copied file of the same version never causes a loop. If either file has no readable version, it falls back to a time-stamp check with an 8-minute grace.

The update task judges the result, not the installer's exit code. After the installer finishes it checks the installed Flogent.exe. If it is at or above the installer's version, it counts as installed, even if the exit code was not zero. If not, that installer is recorded as failed and not tried again for 24 hours, so it cannot loop. A changed installer, or a changed installed program, always lifts the hold.

When an installer genuinely fails on a PC, a small marker file (C:\ProgramData\Flogent\Flogent-Update.failure.json) records which installer failed and what was installed at the time. For the next 24 hours that same installer is not tried again on that PC. The log shows "update postponed: this installer failed recently, waiting for its 24-hour backoff to expire". Installing by hand ignores the hold.

Not from inside FloGent, there is no switch. An administrator could disable the Windows task FlogentUpdate, but a protected watchdog re-creates a missing update task, and every installer run registers it again. If a version is causing problems, tell your administrator, who can stop a release by replacing the installer file.

See section 3. The silent update task needs administrator rights to exist.

It cannot see the installer, so it does not update. It resumes checking when the drive returns.

That is a sync stand-in (a "cloud-only" placeholder) for the real file. Double-clicking it makes the sync program download the real file and then run it. The automatic check only treats a real installer of a sensible size (between about 1 MB and 500 MB) as valid.

No. It replaces program files only. Your sign-in, settings and local data stay.

Yes. Every desktop installer is signed with the vendor's own certificate. See section 9 for what that does and does not do.

Only for farm-only PCs (section 4). The office PCs update from the company drive.

The server updates itself, see section 10.

The update check reads the installer file from your local company drive. So the laptop updates once the new installer file has synced onto it, which happens whenever the sync programs are running and can reach the others. With no sync, there is no new file and no update. It does not download the installer from the internet (only farm-only PCs do that).

It is a Windows scheduled task named FlogentUpdate. It starts wscript.exe with a one-line launcher, C:\ProgramData\Flogent\Flogent-Update-Launcher.vbs, which runs the protected script C:\ProgramData\Flogent\Flogent-Update.ps1 with no window. An administrator can see it in Task Scheduler. A normal user opening Task Scheduler or running schtasks may get "Access is denied" for it. That only means you cannot read it, not that it is missing.

Two places. The window title bar reads "Flogent v" followed by your version number. The sidebar also shows a small version label under the logo.

Compare your number to the newest one your administrator announced. The newest installer sits in the Installer folder on the company drive. Right-click Flogent-Setup.exe, choose Properties, then the Details tab, and read "Product version". If yours is lower, wait 5 to 10 minutes with FloGent open and the company drive connected. If it is still lower, go to section 8.

The version number in the title bar changed. For proof there are logs. The last lines of C:\ProgramData\Flogent\flogent-update.log should say "update installed, relaunching Flogent". Also %LOCALAPPDATA%\Flogent\update_log.txt has a line each time FloGent itself starts an update.

Yes. The plain-English change history is the text file VERSION_HISTORY.txt in the Global folder inside the FloGent data folder, newest version first.

The first number is a major milestone, the middle number is a new feature people will notice, and the last number is a fix. Numbers only go up.

No. Everyone should be on the same version. The exception is a PC that cannot update by itself (section 3).

This once happened because an installer was marked a few seconds too new. Since then the version number decides, not the time stamp, so it should not happen. If you see it, send support the last 30 lines of C:\ProgramData\Flogent\flogent-update.log.

Older versions flashed a PowerShell window at every update check. Current versions run the task without a window. If you still see it, your PC may be on an older version, or a Windows app-control block is stopping the installer (see section 9).

On a PC protected by Windows Smart App Control this can be Windows blocking the update program. See section 9.

Work down this list.

1. Is the company drive there? Open the Installer folder in File Explorer. If the drive is missing, use Restore FloDrive (section 21).
2. Is FloGent open? The task also works with FloGent closed, but opening it helps.
3. Wait 5 to 10 minutes. Checks run every few minutes.
4. Is a meeting recording or review still open? Updates wait for it.
5. Look at the end of C:\ProgramData\Flogent\flogent-update.log. Lines to look for are the following.
   • "update postponed: meeting recording/transcription/review active". Wait for the meeting work to finish.
   • "update postponed: this installer failed recently". This is the 24-hour hold, so wait or install by hand.
   • "setup size suspicious". The installer is a stand-in or damaged, so double-click it to download it, or ask your administrator to re-copy it.
   • "Flogent did not acknowledge graceful shutdown; no process was forced closed". FloGent was busy. Close it from the tray and the next check will install.
   • "ERROR: installer exit code ...". The installer genuinely failed. Send the log to support.
6. Install by hand. Exit FloGent, double-click Flogent-Setup.exe in the Installer folder, and approve the administrator box.

No. It asks FloGent to close and waits up to 30 seconds. If FloGent does not agree, it postpones. It never kills the process, so you cannot lose an open recording or a half-typed entry to an update.

If the task is missing, FloGent falls back to asking for your administrator password once. During that same password box it registers the task so later updates are silent. A protected watchdog can also re-create the task by itself.

Older versions failed with exit code 5 because the installer could not replace a recovery helper that was running. That was fixed. Newer versions install that file at the next restart if needed and judge the update by the result, not the exit code. If you still see exit code 5 and the version did not change, install by hand and send the log to support.

It should not. Your sign-in survives updates. If it still asks, see section 13.

Open the same day again after a minute, because FloGent rebuilds blocks. If hours are really missing, tell your administrator. Do not edit CSV files yourself.

Updates install whenever a newer installer appears. The check runs every few minutes and nothing waits for the evening. Only an active meeting recording postpones an update.

See "Why does the installer start FloGent in a strange way?" in section 1. Exit FloGent from the tray and start it from the Start menu.

Windows 11 has a protection called Smart App Control. It only lets programs run that Microsoft's reputation service already knows. FloGent is a business program, so it can be blocked. The block comes from Windows, not from FloGent. It can stop the installed Flogent.exe and the installer.

1. Do not keep clicking and do not try to switch security off yourself.
2. Run the read-only checker Check-This-Computer.cmd (double-click). It sits in the FloGent data folder on the company drive. It writes a report of the Windows version, Smart App Control state, policies and recent blocks to %LOCALAPPDATA%\Flogent\TrustReports and, if the company drive is available, copies it to the Drive Health Reports\Trust folder. It changes nothing on your PC.
3. Tell your administrator and send the report.

Yes. The installer, its uninstaller and the program files are signed with a certificate made by the vendor. The server program is signed with a separate certificate and a public time stamp.

Because the certificate is not one bought from a public authority, Windows does not know it. So the permission box can still say the publisher is unknown, and Smart App Control still does not trust it. The signing lets the company's own checks confirm the file is genuine. It does not fix Smart App Control.

Your administrator has two routes.

• Use a publicly trusted code-signing certificate, if the vendor provides one.
• Replace Smart App Control on affected PCs with a company-managed application-control policy that trusts the vendor's signer. This needs an attended session on each PC and must be tested before it goes to anyone else.

Only if your administrator tells you to. Switching it off lowers the PC's protection. Windows Defender stays on regardless.

It can be. Smart App Control treats every program it does not know the same way. The recovery helper RestoreFloDrive.exe is signed, but that does not make Smart App Control trust it.

FloDrive-Server-Setup.exe is the program that runs on the company server. It contains the Control Centre window, the background worker (folder catalogue, Flo Project Manager, the monthly backup and FloSync) and the self-update system. Only the owner or an administrator installs it, and only on the server.

The "Flogent Server Control Centre" window on the server. It shows whether the background service is running, the installed server version, the last and next Flo Project Manager run, the server update status and FloSync. It has buttons to run Flo Project Manager now, check for a server update and refresh status. The server keeps working when the window is closed, and there is a tray icon.

Anyone sitting at the server can look. To change anything (for example folder sharing and access) you must click Change and sign in with your FloGent login. Only the company owner or an admin can make changes, your password is not saved, and you stay signed in until you sign out or close the Control Centre. Folder sharing and access is owner only and has its own lock ("Lock folder sharing" and "Unlock folder sharing").

There are two completely different passwords. Check which one you mean.

• The FloGent login used by the Control Centre. Use the reset steps in section 12.
• The Windows password for the server computer itself. FloGent cannot reset it. Another administrator on that computer has to reset it in Windows.

A protected Windows task called "Flogent - FloDrive Server Update" runs every 4 hours with full system rights. It looks in the Installer folder on the company drive for FloDrive-Server-Setup.exe and installs it only if all of these are true. The file is strictly newer than the installed one, it is signed by the exact pinned company certificate, and a copy staged in a protected folder passes the same checks again. Then it stops the background worker, backs up the installed release, installs the new one and starts the worker. If the new worker is not healthy afterwards, it rolls back to the previous version.

No. The update stops the worker (and any Flo Project Manager pass underway), takes the Flo Project Manager lock so no pass starts mid-update, marks that pass as stopped, installs, and the next pass runs at its normal scheduled time. A stopped pass is not repeated when the new worker starts.

Every 5 hours, counted from its saved schedule. A restart does not cause an extra run. It runs only for projects where Flo is appointed project manager.

On the server, open the Control Centre and click Check for server update. Otherwise wait for the 4-hourly task.

The Control Centre shows the installed server version, and the server log server-update.log has a line "UPDATE APPLY OK".

Tasks run on the server for the catalogue worker, the 4-hourly update, a 5-minute drive watchdog and a Control Centre launcher. Do not disable, rename or alter them. The installer refuses to install ("INSTALL BLOCKED: a different scheduled task already uses the name ...") if one of its tasks was changed, and rolls back to the previous version.

In C:\ProgramData\Flogent\FloDriveServer on the server. The files are server-update.log (updates) and catalogue-worker.log (worker, FloSync lines contain "[FloSync]"). The status file is Control\Public\server-control-status.json.

The update is built to prevent it. Updates are checked, rolled back if the new worker is not healthy, and the server restores its configuration from the newest saved copy if it is ever missing. This is why nobody should edit server files by hand.

When FloGent starts without a saved sign-in, a window called Sign in opens. Type your work email address (or your phone number if your login is a phone-number login), type your password, and click Sign in. After that FloGent remembers that you are signed in on this PC (see section 13), so you do not type it again each day.

The email your FloGent login was created with. It is shown, read-only, in your Account panel once you are in. It is not necessarily the email you use for Outlook. If you do not know it, ask your administrator.

The starting password your administrator gave you. Change it as soon as you are in (section 12). Passwords must be at least 8 characters.

Three possibilities.

• A typing mistake. Check the email letter by letter and that Caps Lock is off.
• The password was changed or forgotten. Use the reset steps in section 12.
• No login exists for that email yet. Ask your administrator to create or invite you.

The cloud login service limits sign-in attempts per office internet connection. After an update the whole office relaunches FloGent at the same moment, and that can trip the limit. Do not reset anything. Wait 5 minutes and try again. A phone-number login shows a similar message, "Too many sign-in attempts in a short time. This is a temporary block, NOT a wrong password. Wait 5 minutes and try again."

They are two links at the bottom of the sign-in box.

• Create a new company makes a separate, brand new company with you as its owner. Staff of an existing company must never click it, because you would end up in an empty company with none of your company's data.
• Invited? Create your account is for a new staff member who received an invitation email from the owner. You type the same email you were invited with, choose a password, and you are added to the company automatically (section 14).

Yes. The sign-in box takes an email address or a South African phone number. A phone number is for logins created with one, for example on a farm. Office logins normally use email.

FloGent still starts, but the parts that need the cloud do not work. These include Planner sync, invoices, Sensitive, Company settings and the farm screen. The Settings menu then asks you to sign in when you try to open them. If FloGent still looks signed in after you cancelled, see section 13.

Yes, for the first sign-in on a PC. After that, if the internet is down when FloGent starts, FloGent carries on silently with the saved sign-in and tries again every 2 minutes, up to 20 times. It only asks you to sign in again when the login service clearly refuses the saved sign-in.

No. FloGent keeps you signed in with a renewable sign-in key kept on that PC, not your password.

Password managers cannot see inside FloGent's sign-in window, so they cannot fill it in or offer to save it. This is how the window is built and it cannot be switched on from the password manager.

Open the FloGent phone app address in the phone browser (your administrator can give you the web address), sign in with the same email and password (or your phone number and password), then add it to the home screen from the browser menu. The phone app and the desktop use the same login.

Yes. But note the current sign-out behaviour in section 13, because signing out on one device can sign you out of all of them.

No. Do not. Time, tasks, permissions and the audit trail follow the login.

Not you. The Account panel says the sign-in email cannot be changed there and to contact your administrator.

You can, as long as your login is an owner or admin login. The Control Centre uses the same FloGent login. If it is refused, you may not be an admin, or you are typing a different password. The Windows password of the server computer is a separate thing.

Click Settings, then Sign out, say Yes, and FloGent reopens at the sign-in box. Sign in as yourself. Do not book time while signed in as someone else, because entries follow the login. If you did, tell your administrator.

The sign-in is only one half. The PC also needs the company drive with the General folder synced, and your login must be linked to your staff entry (section 14). Check that the FloGent folder in the General folder exists and has Global and Personel inside.

The phone app and the desktop use the same login, so a wrong password fails on both. If only one fails, check the internet on that device, wait 5 minutes if you saw the "temporary block" message, and check you typed the same email or phone number on both.

The sign-in box says your FloGent account syncs the Planner and Diary modules with the cloud. The cloud is the company's online database where logins, tasks and invoices are stored. Nothing for you to do.

Pick the first route that works for you.

1. On your phone. Open the FloGent phone app, type your email on the sign-in screen and tap Forgot password?. An email arrives for the address you typed. Open the link in it. It opens a page called "Set a new password" in the phone app. Type the new password twice (at least 8 characters). The page then says "Password changed. You can now sign in to Flogent with it." and signs that browser out. Then sign in everywhere with the new password.
2. Ask your administrator to send you a reset email or to set a new starting password.

The cloud login service sends reset links to the main website unless the app that asked is on its approved list. Emails asked for from the FloGent phone app land on the reset page. If a link still opens the website, ask your administrator for help, and do not show or send that link to anyone, because it lets whoever has it set your password.

Reset links last about an hour. Ask for a new one. If the phone app says "Too many reset emails were asked for in a short time", wait a few minutes.

The reset email sender only allows a couple of reset emails per hour. A second request soon after the first can fail. Use the first email, or wait. Also look in your Junk or Spam folder.

To the email address of the account, which is the address you type in the box. The phone app's message is worded "If [your address] has an account, a reset email is on its way", so it does not tell you whether the address has an account.

A phone-number login cannot reset its own password. The phone app says "Type the email address you sign in with. A phone-number login cannot reset its own password, ask the farm owner or the office." Ask your administrator or the farm owner.

In FloGent, click the round purple badge with your initial at the bottom of the sidebar (tooltip "Your account"). In Your account click Change password, type the new password twice (at least 8 characters) and click Set new password. You must be signed in. A confirmation appears in the panel.

Yes, in the same Your account panel. Change Your name and click Save. Your sign-in email cannot be changed there.

After a change, check your phone and other PCs. If one asks you to sign in, use the new password.

No. Nobody can see anybody's password. Your administrator can set a new one for you, which you should change straight away.

No. FloGent has no such screen. Your administrator does it in the login service, or you use the reset-email route above.

At least 8 characters is the only rule enforced. Pick something long that you do not use elsewhere. Do not write it in a chat or email. Nobody at FloGent support will ask for your password.

Click the Settings button at the bottom of the sidebar and choose Sign out at the bottom of the menu, or click your account badge and use Sign out. FloGent asks "Sign out of Flogent? The app will close and reopen at the sign-in screen so you can sign in as a different account." Choose Yes.

Yes. After you sign in, a renewable sign-in key is stored on that PC, in FloGent's local settings and not as your password. FloGent uses it to renew your sign-in in the background. You only type your password again if you sign out or the login service clearly rejects the saved sign-in.

Signing out on the desktop (and the phone app's Profile sign-out) can end your sign-in on every device. If you sign out on one PC, expect to sign in again on your other devices.

In some versions the Account panel keeps showing your email and offers Sign out even though the saved sign-in was cleared. Close FloGent from the tray, open it again, and sign in properly.

Yes. A restart, an update or a temporary network failure does not clear your saved sign-in. Only a clear rejection from the login service does. A temporary block or a failed connection (for example the "too many attempts" limit, or no internet yet) keeps it, and FloGent tries again in the background every 2 minutes, up to 20 times.

Possible reasons, most likely first.

• You, or the owner, signed you out on another device (signing out can end all devices).
• You reset or changed your password and the saved sign-in was rejected.
• The login service was busy or the connection was unstable. Wait, because FloGent retries.
• You clicked Cancel on the sign-in box earlier, so FloGent is running without a sign-in.
• The PC clock is far wrong. Fix the date and time.

If it asks on every start even after signing in properly, send support %LOCALAPPDATA%\Flogent\flogent.log.

It is an owner-only button on the FloSync phone screen that ends a person's sign-ins on all devices. A sign-in that was already issued can stay valid for up to an hour after it is used.

FloGent does not sign you out by itself. There is no automatic sign-out of any kind.

You should not use FloGent on a PC you do not control. If you did, sign out and check the PC does not keep your login.

Think of seven kinds of people. A person can be several at once.

• Owner. The one person who owns the company in FloGent. Exactly one per company. The owner can do everything, including things nobody else can, such as Company settings, Invite staff, the owner lock on folder sharing, and automatic company backup settings.
• Admin. A FloGent role for office administration. Admins see every invoice screen including the Invoice Permissions tab and Reporting, see everyone's hours in Reports, and may make changes in the server Control Centre and connect clouds on the FloSync screen.
• Finance. A FloGent role for the money side. Finance sees invoices, payouts and the Invoice Reporting tab, and sees everyone's hours in Reports. Salary, banking and payroll rights are given separately (section 17).
• Manager. A person whose Role in the staff list is "Manager". They get Projects, Assignments, Personnel and Backup Now in the Settings menu and see everyone's hours in Reports.
• Project manager. Appointed per project. They get Projects and Assignments, the invoices and hours of their own projects, and can add active staff to their own project.
• Head of the administration department. This person sees every person's hours in Reports. They get nothing else extra from that.
• Staff. Everyone else. Time, Planner, their own reports and their own FloDrive setup.

Flo, the AI assistant, can also be appointed project manager of a project. That is not a person's login and gives nobody extra rights.

The Permissions screen (Settings, Permissions) gives every person a position that sets default rights. The positions are Tenant Owner, CEO, Director, Finance Head, Project Manager, Engineer and Staff. The owner can also add roles with Manage role defaults and then override single rights for a single person. See section 17.

Two routes.

1. The owner creates it for you. The owner creates the login and gives you the email and a starting password. There is no "create a staff login" button in the program, it is done in the cloud login service.
2. The owner invites you. In FloGent, the owner chooses Settings, Invite staff, types your email and a role (Member, Manager, Finance or Admin) and clicks Send invite. You get an email. On your PC you click Invited? Create your account on the sign-in box, type the same email, choose a password and you are added to the company automatically.

Member is normal staff. Manager, Finance and Admin set the matching role when you join. The owner can adjust rights afterwards on the Permissions screen.

Only the company owner. The "Invite staff" item only shows in the owner's Settings menu.

Use exactly the email address the invitation was sent to. The invitation is matched by that email. If it still fails, ask the owner to check that the invitation exists and has not been used.

For someone to see anything company-wide, they must be linked to the company's staff list. A login that exists but has no active, linked staff entry sees nothing company-wide. Ask your administrator to link your login to your staff entry.

The administrator marks them inactive in the staff list. Inactive staff drop off the Permissions screen and cannot use old rights, because their access stops when they are marked inactive. Their old timesheets stay. Their FloSync computers and folder access also need to be dealt with, so tell your administrator.

Yes. Rights add together.

Because menu items are shown by role. Hidden items are not broken, you simply do not have that role. Ask your administrator if you think you should have it.

The Role column in the company staff list (the employees.csv file in the Global folder, edited through the Personnel screen by a Manager). Because it matches by name, a misspelt name means no Manager menu.

There is exactly one owner per company, recorded in the company's cloud settings. Changing it is not an action inside the program. Do not expect a button for it.

It means your company in the cloud database. FloGent is built so several companies can share the same system without seeing each other's data. The "Create a new company" link on the sign-in box makes a second, empty company, so staff must not use it.

Someone who is appointed as project manager on the project (in the project's setup, and in the Invoice module's role tools). Several people can be project managers of one project.

The table says who sees or may use each thing. "Everyone" means every signed-in office login.

Individual rights can be set to Inherit, Off, View, Edit or Allow per person. The screen shows the Default, your Override and the Effective result.

Not yet. The cloud checks these rights for the Sensitive HR data, timesheet reports, invoices and leave. Some menu items still follow the older checks (the Manager flag, project manager, finance, admin). If a menu item seems to disagree with the Permissions screen, tell your administrator.

No, not because they are a Manager. Salary and banking need Sensitive access or the matching right on the Permissions screen.

Only the hours on their own projects.

No. Only Managers, Finance, Admins, the owner and the head of the administration department see everyone's hours.

Leave approvers are set in Company settings and need the "Approve leave" right.

There is no single rule for every delete, each screen has its own. Invoices can be cancelled (not just deleted), and cancelling asks for a reason. Ask your administrator before deleting anything shared.

At the bottom of the sidebar, a gear button called Settings. Click it and a menu opens. The round purple badge under it is your account.

For everyone are Preferences, Reports, AI usage, AI engine, Connect Microsoft 365 and Email backup (only if the company has email backup on).

The management group, shown only to the right roles, has Projects, Assignments, Personnel and Permissions.

The admin group has Sensitive, Company settings, FloDrive setup (everyone), Invite staff and Backup Now.

Always last is Sign out.

Menu items are hidden, not greyed out, when you do not have the role. A divider disappears when everything under it is hidden.

• Review reminder frequency, which is every hour, every 2 hours, or end of day only.
• Idle timeout in minutes. After that many minutes with no keyboard or mouse you are asked about the gap when you return.
• Capture interval in seconds. The owner can set a company rule per person, which wins over your own setting.
• Time slot duration in minutes (the size of each block on the timeline). The owner can also set this per person.
• Additional time alert threshold in percent.
• Working hours. A tick box "Don't remind or prompt me outside my working hours (and never on weekends)", with start and end times in 24-hour form.
• Private chats. A list of WhatsApp chats whose messages are never kept, and only the chat name is recorded. Type the chat exactly as it appears at the top of the chat. This list stays on your computer.

Not in Preferences. The owner can set "Capture off" for a person in Company settings, Time capture per person. That also stops that person's timesheet reminders. Manual entries and other modules keep working.

It lets FloGent create real Teams meetings and send invites for you. You sign in with Microsoft once using a device code. Without it FloGent falls back to your Outlook. Each staff member connects their own account.

A screen with your own AI use this month. The owner and people with Sensitive access also see a company breakdown.

It chooses which AI engine Flo uses by default (and per project). Leave it alone unless your administrator asks you to change it.

It opens the "Projects linked" overview. For each project it shows whether your PC can archive its email to the project folder. Archiving is automatic. FloGent checks Outlook every 5 minutes and runs once a day on every PC. You need classic Outlook open.

You are not marked as Manager or project manager. Personnel also opens for people with Manage permissions or Sensitive access.

Sensitive is for the owner and people the owner has given access. Company settings is for the owner only.

It lets you create your own company drive and join the folders you have been given. Everyone has it. The server side is a separate tool for the owner.

It is for the owner and Managers.

The owner-protected area for confidential staff and pay information. Its tabs are Salary History, Chargeout Rates, Pay Package, Payroll, Banking and Other (addresses, emergency contacts, IDs and similar records). It lives under Settings, Sensitive.

The owner always can. Anyone else only if the owner has given them access. The company's cloud database enforces it, not just the menu, so hiding or showing a button changes nothing about who can actually read the data.

Two screens do this.

• Company settings, Permissions section (owner only). It lists the people who may open the Sensitive area, with Grant access and Remove selected. The text says who, besides the owner, can open the Sensitive area (salaries, banking, leave records) and approve or reject leave.
• Settings, Permissions (the owner, or anyone with the Manage permissions right). Set each person's position and detailed rights, such as Salary and rates, Payroll and payslips, Banking and ID, Warnings and reviews, Approve leave, and Personnel documents. A finance person can, for example, be given salary and banking as "View" without being given everything.

Manage permissions, All staff hours, Department hours, Project hours, Invoices, Project invoices, Salary and rates, Payroll and payslips, Banking and ID, Warnings and reviews, Approve leave, Personnel documents, Projects, Planner, Diary, Email archive, Health and Safety, and Flo AI. Levels are Off, View, Edit and Allow, and an override can be Inherit (use the position's default).

Use whatever the person's position gives by default. Only set Off, View or Edit when this person should differ.

You can save their position, but it only takes effect after they have a login and sign in.

Inactive staff are removed from it on purpose, and cannot use old rights.

An owner-only window with these sections.

• Data backup. How often the company backup runs, where it goes, and a Back up now button (section 19).
• Company basics. VAT percentage, currency code and currency symbol.
• Leave approvers. Who is emailed when someone applies for leave.
• Office closure days. Days the whole office is closed (for example a year-end shutdown). They are taken off every staff member's leave balance automatically.
• Permissions. The Sensitive access list and a button to open the full Permissions screen.
• Time capture per person. For each person, the capture mode, the interval, and whether their AI-chat text and open-document text may be used to help allocate time.

In Company settings, Time capture per person, pick the person, choose the capture mode and the interval, and click Save capture settings. The setting is written to a small file in that person's folder on the company drive and applies the next time that person's FloGent starts. A larger block size never re-cuts days already captured, so submitted timesheets stay exactly as they were. "Capture off" stops that person's time capture and timesheet reminders only. Their manual entries, leave and other modules keep working. The Time capture part of this FAQ goes deeper.

They have a local setting, but the owner's per-person setting wins when there is one.

Yes, it needs you signed in. It says "Please sign in to open Company settings" if you are not.

Each company decides which FloGent modules it has switched on. At sign-in FloGent reads the company's list and hides the buttons for modules that are off. The company name is shown under the FloGent logo.

The list is timesheets, Planner (Tasks), diary, invoice, email backup, the Flo AI assistant and FarmGent. FarmGent also needs a farm membership.

It is not a screen in FloGent. Your administrator does it in the company's cloud settings. Tell them if a module is missing for everyone.

Either the company has not switched the Invoice module on, or FloGent could not read the list. If FloGent cannot read the list (offline, signed out) it shows everything, so a missing Invoice button when you are signed in means it is off for the company. If you can see the button but only an empty Invoices tab, you have no invoice role.

Those buttons are currently not shown on the sidebar, whatever the company settings say.

You are an active member of a farm in FarmGent.

The Email backup module is off for your company, or you are signed out.

Five different things. They are not the same.

1. The company backup run by the owner's FloGent (Company settings, Data backup). A full snapshot of local files and cloud tables.
2. The server's monthly backup. Automatic, on the server, once a month.
3. A daily copy of your own local database on every PC (a small safety copy, not a company backup).
4. A permanent timesheet audit archive, which keeps the original captures and every change to an allocation (a record, not a backup of everything).
5. File versions and the deleted-items bin kept by the sync systems. Syncing is not a backup. If a file is deleted everywhere, only the versions and bin keep it.

Company settings has a Data backup section at the top. Frequency is Daily, Weekly or Monthly (the default is Monthly). Location is where backups go, with a Change... button. Back up now runs one straight away. It only runs on the owner's PC, and it is checked when FloGent starts there and the owner is signed in. If a backup is due (30 days since the last one for monthly, 7 for weekly, 1 for daily), it runs by itself in the background. If the owner's FloGent is not opened, no backup is made.

Yes, by choosing Off, which sits at the bottom of the dropdown. FloGent shows a serious warning that the whole company's data is at risk, defaults to No, and puts the setting back if you decline.

• The local FloGent database (without the short-lived evidence tables).
• Every shared CSV in Global (projects, assignments, historic hours, staff, companies).
• Every person's folder in Personel (their monthly timesheets and planner file).
• Every company table in the cloud database (timesheets, time entries, planner tasks, invoices, payouts, diary, farm, identity and more), taken in pages so large tables are complete.
• A manifest saying which version, user and computer made it.

It does not include diary photo files, which live in the project folders.

To a timestamped folder inside the backup location chosen under Company settings. The owner should open Company settings, Data backup and confirm that Location points where they want.

No. Backups are only written. Restoring is a careful manual job done by your administrator, so do not copy files back yourself.

The manual version of the above, for the owner and Managers. Run a backup before big data work and check the backup exists before risky corrections.

Automatically on the server, from just after midnight on the first of each month, for the month that just ended. It saves a folder per month in the company's backup location on the server, containing the following.

• Local, which holds the shared Global and Personel folders, the whole Invoices folder and the personnel database.
• Server, which holds the server's protected configuration.
• Cloud, which holds every table of the company cloud database and every stored file.
• manifest.json, which lists every file's size and a fingerprint, with "state": "Complete" at the top.

Open the month's folder and look for manifest.json with "state": "Complete". A success email also goes to the owner and a failure is emailed too, at most once a day. If a backup fails it is tried again an hour later.

No. The server writes to a staging folder, checks every file's size and fingerprint, and only then publishes the month's folder. An incomplete one is set aside in a .incomplete folder.

Until someone removes them. Nothing in the server deletes a completed month, so watch the disk space.

Once a day, when FloGent starts, it copies flogent.db to flogent_backup_yyyymmdd.db in %LOCALAPPDATA%\Flogent and keeps the 5 newest. This is for a damaged local database, not a company backup.

The original captures and every allocation decision are kept in monthly CSV files under Timesheet Audit, locally and in the FloGent data folder on the company drive. Nothing is automatically thrown away. It does not change official hours.

Three working days, in CSV files on your own PC (%LOCALAPPDATA%\Flogent\Workflow Audit). They are not sent to the cloud and are left out of new database backups. Friday's evidence survives Monday.

Partly. FloSync keeps versions, and the server keeps a recycle bin for folders removed for everyone. Still, treat syncing as a copy and not as a backup.

Click Settings, Backup Now (owner or a Manager), wait for it to finish, then confirm the backup folder exists.

In three places at once.

• A local database on your PC, %LOCALAPPDATA%\Flogent\flogent.db. It holds raw captures, your blocks and settings.
• Your folder on the shared drive, Personel\<your name>\yyyy-MM.csv inside the FloGent data folder, plus your Planner file and (if the owner set it) capture-settings.json. Reports read these.
• The company cloud database (time entries, tasks, invoices and more).

In the FloGent data folder are Global (projects.csv, assignments.csv, employees.csv, companies.csv, historic_hours.csv and VERSION_HISTORY.txt), Personel (one folder per person), Installer (the installers), Drive Health Reports, Timesheet Audit and Check-This-Computer.cmd.

Logins and profiles, the company staff list, permissions, invoices and payouts, planner tasks, time entries, project details, diary and FarmGent records, phone registrations and more. The cloud is a database hosted in a European region.

As a renewable sign-in key in FloGent's local settings (the database flogent.db), not as a password.

No. FloGent never logs passwords or sign-in keys.

Your PC writes a small drive-health status file and history to the Drive Health Reports folder in the FloGent data folder. It can also write a sanitised diagnostic copy of your timesheet data, which leaves out your settings, credentials, Flo chats and tables that are not timesheet data. That copy is temporary.

C:\Program Files (x86)\Flogent (older PCs) or C:\Program Files\Flogent.

An emergency helper that brings the company drive back when it has disappeared or FloGent will not open. It works from your own PC and does not need FloGent or the drive to be running. It reconnects the existing drive file recorded for that PC. It never creates a replacement drive, never moves the file and never changes Windows security settings.

On the desktop and in the Start menu as Restore FloDrive, installed with FloGent at C:\ProgramData\Flogent\RestoreFloDrive.exe. A shared copy is in the Installer folder. If the company drive is down, open that folder from the server across the network and copy the file to your PC before running it.

When FloGent will not open, the company drive is missing from This PC, there is a red cross on it, or you see "FloDrive is offline". Do not run it just to test a healthy PC.

1. Double-click Restore FloDrive.
2. Approve the Windows administrator prompt. A person without administrator rights needs an administrator to do this.
3. Wait and read the window. It shows progress.
4. When it succeeds, the drive is back, syncing resumes by itself and the General folder opens.

It safely stops the sync program, reattaches the recorded drive file after checking it is the right disk (a non-system disk, one NTFS partition, labelled FloDrive or Flo, and with the matching saved serial number), then starts syncing again. A hidden helper resumes any sync it paused even if FloGent is closed.

No. Windows may attach it under a different drive letter, which does not restore the company drive path.

Stop and tell your administrator. It deliberately does not replace a drive it does not recognise.

The window stays open with a Copy report button. Click it, paste the text into a message to support, and say which computer it is. If it said access denied, say so. The helper then stops retrying the storage check and collects evidence for support.

No. It does nothing about Smart App Control or SmartScreen (section 9).

The commonest known cause is the PC switching off badly (power cut, flat battery, holding the power button, blue screen) while the drive was in use. Windows can then refuse to open the drive file even after a restart. Other disappearances can happen without a proven cause, which is why drive health reports exist.

A protected Windows task mounts the company drive when the PC starts and at sign-in, and a watchdog checks every minute. If the drive is missing, FloGent pauses syncing (to avoid sync deleting things that only look missing) and asks Windows to remount it. FloGent starts when the drive is healthy.

Evidence about the drive, kept so a problem can be diagnosed. In the Drive Health Reports folder each PC has a status file that is refreshed about every 5 minutes while healthy, and History folders (Desktop, Watchdog, Recovery) with a record of every fault, state change and recovery. Trust holds Windows trust check reports. The same records are kept on your PC first and copied to the company drive when it is healthy, so a PC that cannot reach the drive still has its own record.

No. A report is a record, not a fault.

Restore FloDrive on the desktop and Start menu is manual. A separate all-users start-up entry "FloDrive Recovery" runs the quiet watcher at every sign-in.

Send these, in this order.

1. What you were doing and what you saw. Say the exact words of any message.
2. The time it happened.
3. A screenshot of the whole window (not of passwords). For sync problems, a screenshot of the FloSync page helps.
4. Your FloGent version (title bar) and your PC name (Windows Settings, System, About, "Device name").
5. The right log, from the table in section 20. Use flogent.log for most things. Use flogent-update.log for updates. Use flodrive-mount.log and the Restore FloDrive "Copy report" text for the company drive.
6. For a Windows block, the report from Check-This-Computer.cmd.

For sync problems the log is %LOCALAPPDATA%\Flogent\flogent.log. Copy it (do not move it) into the Drive Health Reports folder in the FloGent data folder.

Never. Nobody at FloGent support will ask for your password.

The last 50 to 100 lines from the time of the problem are enough. Do not edit the lines.

To your administrator, or email flo@flogent.app. Reports saved by FloGent to the Drive Health Reports folder can also be read by support without you sending them.

The drive health reports (the drive state, the FloGent version, recent faults) and, if enabled, the temporary diagnostic copy of timesheet data. Both are described in section 20.

• Never delete FloDrive.vhdx, .stfolder, .stversions or .sync folders by hand.
• Never choose a sync tool's "delete files" or "remove from all devices" options.
• Never edit anything in the FloGent data folder by hand.
• Never rename a top-level folder on the company drive.
• Do not edit the same file as a colleague at the same time.
• Do not put private or personal files into a shared company folder.
• Do not disable or uninstall FloGent to "stop" syncing. Ask your administrator.

Every 30 seconds it notes which program and window is in front of you. For some programs it also notes what is open inside it, such as the document path, the email folder or subject, or the chat or project name. It does not take screenshots and does not record keystrokes. These notes are grouped into blocks of time, and each block is matched to a project. That is your timesheet.

Every 30 seconds. The owner sets this for the whole company so everyone's results are comparable. The interval is separate from the block size.

A block (also called a slot) is one stretch of your day with one project. The default size is 15 minutes. The owner can set a different size for each person, from 3 to 120 minutes, in Company settings under "Time capture per person". A block is always one project. The project that held the most time in that block wins.

The owner, per person, in Company settings. If the owner has not set anything for you, FloGent uses your own choice (default 15 minutes). A change of block size applies from the next restart of FloGent. A change of interval is picked up while FloGent is running.

Only if the owner has left your setting on "Their own setting". If the owner has fixed it, the owner's setting wins and you cannot override it.

You cannot. Only the owner can, per person, in Company settings under "Time capture per person", by choosing "Capture off". With capture off, FloGent stops recording time and stops all timesheet reminders for that person. Manual entries, leave and every other part of FloGent keep working. It applies from the next restart.

Open Preferences (the gear at the bottom left, then Preferences) and tick "Don't remind or prompt me outside my working hours (and never on weekends)". Then set your morning and evening times. Outside that window FloGent goes quiet. This changes reminders and prompts, not whether time is captured.

Yes. A call is detected only when both of these are true.

• Your microphone or camera is in use.
• A meeting window is open (Teams, Zoom, Google Meet in a browser, Webex and similar).

A meeting app that is merely open all day does not count. The meeting window does not need to be in front. During a call you are not treated as idle. FloGent then tries to decide the project from the meeting title, your Outlook calendar entry at that time and the attendees. If it is sure, it books the time. If it only has a good guess the block is amber. If it cannot tell, the block is red.

The usual reasons are the following.

• The call was on a phone or in a program that did not use your microphone or camera, so FloGent saw no call.
• The meeting title or calendar entry did not name a project.
• You were away long enough to count as idle without a call being detected.

Fix it by clicking the block, choosing the project and saving. If you were away, the "away" pop-up lets you pick Meeting or Phone Call.

No keyboard or mouse use for 5 minutes (unless a call is detected). Idle time is never counted as work. When you return, an "away" pop-up asks what you were doing.

After you return from being idle it offers Meeting, Phone Call, Break / Private, a project, or Skip, then Save. It books the gap you were away. If the gap crosses midnight it is split at midnight so each day gets its own part.

No. It sees only the computer it runs on. Use the manual route (click an empty block, or the Missing days button) to book that time.

Yes, on every computer where it is installed and you are signed in. Each computer's blocks are tagged with the computer's name. The Reports "Hours by machine" section only splits your existing hours by computer. It is not extra hours.

A lock per database stops two recorders from writing at once. If you still see doubled entries for the same minute, tell your project manager or administrator.

• Red (solid) means FloGent could not place this block on any project. It needs you.
• Amber means FloGent has a suggestion but is not certain enough to treat it as settled. It still counts in your hours (see section 9), but please check it.
• The project's own lighter pastel colour means the block was placed with confidence (a folder path, a learned rule, a project code or name in the title, a confirmed AI decision) or confirmed by you.
• Grey means idle, you were away.

Nothing in that block pointed clearly at one project. Common causes are the following.

• A program whose title does not name a project (a blank browser tab, WhatsApp, Remote Desktop).
• A file that is not inside any mapped project folder.
• A document opened from an Outlook attachment (a temporary folder).
• A ChatGPT or Claude chat with no project in its name.
• The project is not on your project list yet (see "I cannot find project X when booking time").

FloGent has a best guess but did not meet its own rules for certainty. For a block to turn green on its own, all of the following must hold.

• The block is closed.
• The winning project holds at least 40% of the block.
• The winning project leads the second project by at least 20% of the block.
• It beats everything else that is not idle.
• It still wins when one soft guess is removed.

Anything that fails stays amber. Amber means "please look", not "wrong".

Blocks decided only by the AI currently stay amber so that you can check them. Each one records why in its background evidence. Blocks decided by hard rules (folder path, learned rule, project code or name in the title) can go green.

Click the block and Save. To accept every amber suggestion on the day at once, use the button "Accept all suggested" under the day totals. That only confirms what FloGent suggested and changes no project. Right-clicking an amber block also offers Accept, and right-clicking a red one offers Allocate.

Amber blocks, yes. Red working time is kept as its own line, "Unallocated", under your name. See section 9.

The current block has not closed yet. Automatic blocks are finalised only when their time is over. The in-progress time is shown separately and is counted in the percentage so your day does not look better than it is. Blocks you saved yourself count immediately, even if their end time is still in the future.

How much of your captured time is placed on a project rather than left red. It is a guide to how much is left for you to look at.

Click the block. In the Block Edit window choose the project from the dropdown, add a short description if you want, then Save. Your Work Times totals update straight away.

• The project.
• A description (your last description is offered as a link to click and reuse).
• The project stage (Stage 1 Inception, Stage 2 Concept and viability, Stage 3 Design development, Stage 4 Documentation and procurement, Stage 5 Contract administration and inspection, Stage 6 Close-out, or none).
• A confidence choice (Auto (Confirmed), Uncertain, Unknown).
• "Mark as Additional Time".
• Delete, Cancel and Save.

It records which project stage you worked on. The first time you pick a stage that differs from the project's current stage, nothing is asked. The second time it asks "Mark this as the project's stage going forward?" Yes sets the project's stage. No is remembered and it never asks again. The counter starts over whenever the project's stage advances.

Confirm the block, tick "Mark as Additional Time", then enter the percentage (150 for time-and-a-half, 200 for double), the reason, and the name of the person who authorised it. Save. The Detail report shows the flag. When additional time on a project passes a threshold, the project manager or a manager gets an alert.

Yes. Drag a block to move it, or drag its edge to resize it. This works on automatic blocks as well as confirmed ones. Dropping an automatic block confirms it at its new position.

It overwrites. The block you drop takes the time underneath it, so nothing is counted twice. Blocks are never split into two fragments. If you would land inside a longer booked block, FloGent snaps yours to that block's nearest edge so the longer block stays whole. Ctrl+Z or the Undo button puts everything back.

Yes. Use the "Undo" button next to "Today", or Ctrl+Z. One undo reverses one drag or edit.

Open it and choose Delete in the Block Edit window.

A block is one project by design. For an amber block that mixes two projects there is a split action that books it with one click. Otherwise resize the block and add a second one beside it.

Use the arrow buttons or "Today" at the top of the timeline to go to the day, click the block, change it and Save. The change flows to the timesheet file and the cloud copy. Past days that were sliced under an older block size are not re-sliced.

Click the orange "Missing days" button in the Work Times header (or wait for the reminder), pick the date, choose the project or Leave, adjust the hours if the day was shorter than 8, and click Log.

In the Missing Day window choose Leave, Public Holiday or Break / Private, then Log. FloGent saves a full 8-hour entry for that date unless you change the hours.

Not at present. What you can do is log leave by hand through the Missing Day window. The owner can also set leave approvers and office closure days in Company settings. Ask your administrator how leave balances are handled in your company.

Days the whole office is closed, such as a year-end shutdown. The owner lists them in Company settings. They reduce everybody's annual leave balance automatically (annual leave only), so nobody has to apply.

There are four likely causes, most likely first.

1. You are not assigned to it. Ask your project manager or the owner to add you (Settings, Assignments).
2. Your computer has an old project list because the shared project files have not finished syncing. The block editor shows an amber line saying the list "may be out of date" when this happens. Wait for your company drive to finish syncing.
3. The project is archived. The picker has an "Old / archived projects" section.
4. The project was created but never reached the project list.

FloGent re-reads the shared lists every five minutes, so a new project or assignment should appear without a restart.

The button at the top of the timeline. It re-runs FloGent's rules over the day you are looking at and then asks the AI about blocks that are still red or amber. It never touches blocks you confirmed or saved by hand. It also covers the previous six days (the status line says "+N on earlier days"). It runs when you click it, in addition to the automatic review described next.

Yes, for closed blocks. Once a block closes the normal rules run first, and a block still red or amber is then handed to the AI. Project managers get the same automatic review for their own blocks, including today and the previous two days, and the owner's own timesheet is included. Results stay visibly marked AI. If the AI is not sure, the block stays red. A block whose attempt failed is tried once per session, and tried again when new evidence arrives.

It looks at the program, window title, file path, email subject and folder or sender, and calendar entry. For some programs it also looks at a bounded amount of text. That is your own typed messages in ChatGPT, Claude or Grok, and up to about 2,000 characters of the open document when the block would otherwise stay red. It must answer with an exact active project name and cite its basis from the evidence. Otherwise it answers "none" and the block stays red. A second batched check ("which listed project, or cannot tell") must agree. It never books WhatsApp, Remote Desktop, inbox lists, drive roots or untitled chats to a project.

No. A generic single word does not suggest a project, and a project name must be cited from the evidence. The largest single activity in a block is authoritative. One minute of a project path plus nine minutes of a generic chat stays unallocated.

For blocks it works on it writes a 5 to 10 word description using words found in the evidence. It shows on the block and is pre-filled in the Edit window. Change it if it is wrong.

Click the block, choose the correct project and Save. Your choice beats any rule or AI result and the AI never overwrites it later. If the same mistake keeps happening, find the activity in the Time Sliver Allocator (section 4) and correct or delete its rule.

Typical causes are the following.

• A learned rule from an earlier choice.
• A file name or window title containing another project's name.
• A document opened from an email attachment and later saved into another project.
• A genuinely close call between two projects.

Tell your project manager the date and time so the evidence record can be checked. Nobody edits your timesheet for you.

If you opened a file from an Outlook attachment (a temporary folder) and later saved it into a project folder, FloGent re-books that same day's earlier captures of the same file name to the project of the saved file. This applies only to the same person, same day and same file name, and never to confirmed or manually edited blocks.

The "Slivers" screen in the sidebar. It shows the day's small pieces of activity by Activity, Pie or Time so you can see exactly what the unplaced time was and assign it. It has a search box, a "Learned rules" button, and an "Old / archived projects" section in the project picker.

"Today" places that activity on a project for that day only. "Permanent" (or ticking "Always send this activity here (remember it)") teaches FloGent a rule so the same activity goes to that project from then on. The rule is stored on your own computer and is not shared with colleagues.

A rule that names a person (a WhatsApp contact, an Outlook sender, a Teams chat with one person) can never be permanent. A person is not a project, and one such rule would mis-book every future conversation with them. For those you get "Today" only.

Yes. A rule lapses 60 days after you last confirmed it. A lapsed rule is ignored but not deleted. It is renewed when you confirm a block it placed, when you allocate the same activity to the same project again, or with the Renew button. The Learned rules screen shows "Confirmed N days ago, lapses in N days".

Open Slivers, click the "Learned rules" button, select the rule and delete it. Deleting also un-stamps the activities that rule had tagged, so they are checked afresh.

No. They are per person and per computer, in your local FloGent database. Where a project's folder lives is shared knowledge. Individual activity rules are not.

Yes. An allocation is reflected on the day. Affected blocks re-book to the project of their dominant activity and the day is re-saved to the timesheet file and the cloud. A block you already confirmed on the main timesheet is never overwritten by Slivers.

It un-allocates the sliver. The raw captures are marked as manually cleared so no rule, AI or old booking quietly puts them back.

By where it is saved. Each project has a main folder, and a file under that folder belongs to that project (the longest matching folder wins). That is the first and strongest check. A file not under any mapped project folder is Unknown, not guessed. If a folder in the path exactly equals a known project name, that project is used even on a drive FloGent has not mapped yet.

That is fine. Each computer finds each project on its own drive. When a colleague maps a project, other computers find it automatically if it is in a normal place for them. FloGent asks you to point at the top folder only when it genuinely cannot find it. Only the top folder is ever machine-specific. The structure inside is standard.

The email folder, the subject and sender, some body text, attachment names, and whether you were reading or composing. A person alone never makes a permanent project rule. A client's parent folder is not a project, but the project sub-folder inside it is.

Meeting windows and, for ordinary use, meaningful titles. A generic Teams screen with no title information stays unplaced. A Teams meeting title carrying a project name (for example "Riverside progress meeting") can be placed.

It captures the project name shown on the chat (the "Project" chip in ChatGPT), the chat or session title, and your own typed messages only (never the AI's replies). Your messages are kept on your own computer for up to three working days and are used so the AI can place a block that would otherwise stay red. They are not sent to the cloud database and not in the shared copies, except as the approved Workflow Evidence record described in section 9. A chat whose name equals a project name (or a single project's distinctive word) can be placed by rule. Generic chats stay unplaced.

The owner can switch chat-text capture on or off per person in Company settings (the "Chat text" column). You can also mark individual chats as private in Preferences under "Private chats". For a private chat only the chat name is captured, and anything already stored for it is deleted straight away.

The chat name. Only your own outgoing messages can be kept for review, and only if the chat is not on your Private chats list. WhatsApp time is never booked to a project by the AI. You place it, or it stays red.

The full file path when the program provides it, otherwise the window title. It also reads the active section or sheet and, when the evidence is weak, a little of the text. Names the Office programs hand out themselves (Document1, Untitled, Presentation1, Copy of ...) and file names shorter than 8 characters are never used to infer a project.

From the browser it captures the page title and a web address with secrets removed. Social-media style titles are deliberately not guessed into projects. For File Explorer it uses the folder path of the visible tab. Windows' own shell windows (Program Manager, copy dialogs, the tray) are treated as junk and never create a red block by themselves.

Only in two bounded ways. First, short text from the open document or chat is used for the automatic AI review of blocks that would otherwise stay red, and is kept locally for three working days. Second, the shared Workflow Evidence record that the owner approved (section 9) can include it. Email bodies and attachment names appear in the local audit record. They are not put into the timesheet or the cloud database.

An orange button in the Work Times header. It appears when recent working days have no time logged or still have unplaced (red) time. Click it for a list and double-click a day to open it. The reminder looks back 20 working days and the list shows up to 30 days.

• One missing day gives one reminder per session.
• Two or three missing days give a reminder every 2.5 hours.
• More than three missing days give a reminder every 2.5 hours, brought to the front.

Reminders appear at start-up and during the day, and stay silent outside your working hours if you set quiet hours in Preferences.

Click "Snooze 2.5 hours" on the reminder.

A day counts as incomplete when it has unplaced (red) blocks, not only when it has no entries. Amber suggestions do not cause reminders. Open the day and place the red blocks.

Not from your own settings. They stop if the owner turns your capture off, and they go quiet outside your working hours if you use the quiet-hours setting.

An outstanding-time check about one hour and five hours after start-up. Manual meeting recording is available when you want to record a meeting yourself.

The panel on the left of the timeline. It shows your running total for the day by project, the "Missing days" button and the allocation percentage. A "Total Project Time" list shows hours per project.

Totals count every non-idle block with a project (amber included), plus the in-progress block shown separately. Red time appears as Unallocated. After a change, wait about 30 seconds, because the day is re-saved to the timesheet every 30 seconds.

Because someone booked it that way through the Missing Day window.

Open Settings (gear), then Reports. Choose the date range, employee, project, company and Active, Old or All staff, then "Run Report". The tabs are the following.

• Summary (hours, days, entries and additional-time hours per employee and project).
• Detail (every block with start, end, description and additional-time flags).
• "Unallocated hours (not on any project)".
• "Hours by machine".

You see everyone's hours only if you are the owner, a manager, finance, an admin, or the head of the Admin department. A project manager sees their own hours plus hours on the projects they manage. Everyone else sees only their own. If you should see more, ask the owner to check your position in Permissions.

A head of the Admin department is a "timesheet admin". That role has read access to everyone's timesheet hours and nothing else. No salaries, banking, HR records, invoices or settings.

Yes. A project manager sees every person's hours on the projects they manage. Hours only, no costs.

No. Reports show hours. Salaries and rates live in the owner-locked Sensitive area and are never in Reports or shown to Flo.

It filters the employee picker for managers and above. Active shows current staff, Old shows ex-staff, and All shows both. It changes the picker only. Totals and rows are not altered. Ex-staff whose hours exist only in a pre-FloGent history file appear under Old.

Use "Export CSV" or "Export Excel" at the top of the Reports window. The Excel export of all staff is available to people who can see all staff.

They must, because both read the same booked data. Hours from before FloGent (a historic hours file, if your company imported one) are included only up to their "as of" date. If they disagree, wait a few seconds and run the report again. Then close and reopen FloGent, which heals days whose local record never reached the file. If they still disagree, give your project manager the date.

A re-slice of hours already in the summary, by the computer that captured them. It is not additional hours and must never be added to totals. It shows only when two or more computers are in scope. "(unknown)" means entries from before the computer tag existed. It is smaller than the top total because imported history hours carry no computer tag.

A button in Reports that opens a manager view of the team's day, read from the cloud copy, so it covers everyone you are allowed to see.

Working time you left red. It is booked as its own line, "Unallocated", under your name so it is visible. It is never part of any project or invoice total.

Every non-idle block that has a project counts, whether green, amber, AI, learned or confirmed. It counts in the timesheet file, the cloud copy, Reports, Work Times and the Invoice project summary. Only red time is not on a project, and it is recorded as "Unallocated". Idle never counts. Confirming a block only changes its colour.

In several places.

1. A working database on your own computer (in your FloGent AppData folder).
2. A monthly timesheet CSV file. Your own copy is kept in your local FloGent data folder and is replaced a day at a time, so a crash cannot leave a half-written day.
3. The company cloud database, which is the master copy used for team reports.
4. Backups (below).

The CSV works offline and fast. The cloud copy lets managers and finance see the team and survives a lost computer. FloGent writes both. Offline, it keeps the local data and catches up when you reconnect. The team Reports view shows a "connect" banner when it cannot reach the cloud.

You can, on your computer. The company data folder holds limited records, namely the timesheet, a permanent audit archive and a short-lived evidence record (below). The owner and the project manager can read those. Ordinary staff cannot see colleagues' evidence.

Short-lived CSV records on your computer under %LOCALAPPDATA%\Flogent\Workflow Audit\, in a folder for your Windows user. They hold what FloGent saw and what it decided, such as active work text, program and title changes, failures and allocation decisions. They keep three working days (so Friday is still there on Monday). A window change never adds time. They exist so a wrong block can be explained. They are not sent to the cloud.

Each local audit row is also appended to a shared "Workflow Evidence" folder in the company data folder, organised by person and computer, with one file per day. It keeps three working days and is capped at 25 MB a day. It is there so the project manager can find out why a block went where it did. Private chats are excluded.

A permanent record of the original title, detail and path of each capture and each allocation decision. It is kept in monthly CSV files locally and in the company data folder, per person and computer. It is never cut by age. It holds no conversation text, settings or passwords. It does not change your official hours.

A cleaned copy of recent allocation records (a rolling 72 hours, at most 500 rows) placed on the company drive so the project manager can check accuracy. It strips free-form decision notes and contains no chat text, document text, settings or passwords.

Yes, in several ways. There is the cloud copy, the monthly CSVs, FloGent's own local database backup copies (chat and document text kept for review is left out of new backup copies), and the owner's company backup (below). Ask the owner or your project manager for a restore.

The owner's computer runs a full automatic backup (the database, all timesheets, leave, personnel records, planner and the cloud tables). The frequency is set in Company settings under "Data backup" and can be Daily, Weekly, Monthly (the default) or Off. Choosing Off shows a warning about whole-company data loss and defaults to No. The owner can change the backup location and use "Back up now". Managers also see "Backup Now" in the Settings menu. The server also makes a separate monthly backup.

The phone app has Drive, Flo, Diary and Planner. It does not show the timesheet. Time is captured and edited on the desktop.

Your timesheet is in the cloud and the shared files, so Reports show it. Your learned rules and raw captures stay on the old computer. A new computer starts its rules afresh.

Capture runs once FloGent is started on the computer. If you are signed out, time is kept locally and sent when you sign in again.

No. It checks for a newer installer and installs it quietly, waiting while you record a meeting. If a computer falls behind, run the FloGent installer from your company's shared installer folder, or ask your administrator.

Open Settings, then Projects, then "+ New Project". The wizard asks for the following.

• Project type.
• Municipality or client (or "New municipality").
• Contract number.
• Project description (for example "Riverside Sewer").
• Company, department, project manager and which employees are assigned.
• The location, where you choose the parent folder on your company drive. That exact relative location is saved, and every recipient inherits it and cannot change it.
• The folder structure.
• Project emails.

Then a review page appears and you create the project.

Whatever is listed under "Company filing systems" from your company's templates library. A standard set is "ECSA Folder Structure" (preselected, six stages) and "Traditional Folder Structure" (numbered 01 to 09, 51 folders). Any further folder named "zz <name>" put in that library appears as a new choice by itself. If the library has not synced to your computer the wizard says so, and a built-in ECSA list is used instead. The template is cloned folder for folder, and sync leftovers are not copied.

In the ECSA structure they go to 99 Ai\Email backup. In the Traditional structure they go to 02 Correspondence\01 Emails. If a structure has no email folder, the wizard says so and does not point Outlook at the project root.

Whether to create or reuse the normal Outlook project folder automatically, to use an existing Outlook folder, to pick one, or to skip for now. The disk folder is fixed by the project. Later a recipient may change only their own Outlook source, after a warning, and it never changes the project's disk folder.

Flo is appointed as the project manager of record so the server writes the project summary. The wizard always appoints Flo. In the Projects list a PM button shows whether Flo is PM, and an authorised person can appoint or remove Flo with a confirmation that defaults to No. Removal affects future summary passes, and one already underway may finish. Existing project files, backups and human PM grants are unchanged.

The server runs a summary pass about every ten hours over every project that is active and has Flo appointed. It reads the project's folders and writes a summary and memory file into the project's hidden "99 Ai" folder. It does not change your project files. If a new summary fails its checks, the last good one is kept. The owner is emailed at most once a day about projects needing attention. The Flo and server parts of this FAQ give the detail.

Open Settings, then Projects. The tabs are Active, All and Archived.

Managers and project managers see the Projects and Assignments screens. The owner, managers and admin can manage all teams. A project manager can add active staff to their own project but cannot edit project details. Deleting a project is a managerial action. See section 17.

Open Settings, then Assignments (tick the people and click "Save Assignments"), or use "Edit Project" for the cloud team. The picker shows only active staff linked to an active login. Saving changes only the people you changed and never removes your own PM access.

They must be active staff linked to an active login. A person with no login, or a deactivated one, does not appear. Ask the owner to check the Personnel record.

In the Projects list choose Archive. Reactivate brings it back. Archived projects drop out of the booking pickers (they stay under "Old / archived projects"). Delete is for mistakes and is a manager action. Never delete a project that has time or invoices on it.

A button listing projects with near-identical names (for example "Harbour - Midbrak" and "Harbour - Midbrak Sewer"). You can mark one as a duplicate of the other so FloGent treats them as one for email links. It never merges anything.

An exact duplicate name is blocked. Find the existing project in the list. The wizard also does not repeat the municipality if the name already starts with it.

That is the new-project prompt. It appears for everyone who has not yet responded, asking you to accept the project and point at its folder on your computer. It runs at start-up and hourly, and is not silenced outside working hours.

It opens the wizard that links a project's purposes (diary, emails, meetings, invoices and so on) to folders. Managers and project managers may use it on their own projects. Wording in the app is always "linked / not linked yet". The folder it sets is also the one used to place your time.

The company-wide default template used for new projects. A project can override it with its own filing structure.

Click Filing structure (or "Set folder") and point at the project's top folder on your drive. Only the top folder matters. Check that your company drive is connected first.

They are booking-only buckets with no folder, on purpose.

How many of the project's purposes are linked. The email purpose is the minimum needed for email backup.

Projects are named "<Client> - <Description>". The text before the " - " is only a name prefix. Invoices use it to group payments by client.

Below the projects folder on your company drive, in the parent you choose in the wizard. On the server it is the same folder.

The Tasks tile on the left sidebar. It opens filtered to your own tasks, with your oldest overdue item at the top. FloGent alternates between opening on Time and on Tasks.

Click "+ New Task". Enter the title, the project (required), one or more people to assign to, a due date, optionally "Email me one day before", and optionally a first note. Then click Create.

Open the email in Outlook, then use "+ From email" in the Tasks header. It opens the New Task window pre-filled. You check it and click Create. Flo can do it from chat too.

Tick their name under "Assign to". Ticking several people creates a copy of the task for each. The People filter then adds them so you can see what you created.

Project, Stage, Task, Notes, Status, Due and Assigned. It sorts new tasks first, then overdue, then waiting, then the rest, by due date. Click a heading to re-sort. The Stage column appears only when you are online and shows the stage name, not a number.

Use the People filter (it starts as just you and resets each time you open), the Projects filter (remembered between sessions), the search box, and the Active and Completed tabs with counts.

Double-click it. You can edit the title, assignee, due date and reminder. The buttons are Save edits, Mark Completed, Set Waiting, Restore and Delete. Unavailable ones are dimmed.

Open the task, type in the Post box at the bottom and click Post. Notes are date-stamped and listed newest first.

It puts the task on hold until a date. Type "Why are we waiting?" (posted as an ordinary note), choose a number of days or a specific date, optionally tick "Email me one day before", and press Set Waiting (Enter in the days box also submits).

On the day before the resume date the assignee gets an email titled "FloGent" followed by the project name. It shows the project, the task, the two latest notes and the resume date. It is sent from the assignee's own computer while FloGent is running. If the computer was off, it is sent when FloGent next starts. If email fails (no address, no network) a tray balloon appears instead. It is sent once per reminder date.

The likely reasons are the following.

• FloGent was not running on your computer that day.
• You are not the assignee.
• You did not tick the reminder.
• The task has no resume date.
• The email address on file is wrong.

Open FloGent and it sends.

Open it and choose Mark Completed. It moves to the Completed tab.

Open the Completed tab, find it, open it and click Restore. Deleted tasks are only soft-deleted, so the same applies.

The stage of the project, for example Inception, Concept and viability, Design development, Documentation and procurement, Contract administration and inspection, or Close-out. The Stage dropdown in the task window sets the project's current stage directly for everyone. When a project moves forward a stage, FloGent also creates a "Stage X completed, invoice" task for the project manager and finance so billing is not forgotten.

Anyone who can open a task on that project.

Yes. Each person's task events are written to their own task log in the shared company folder, and every computer folds everyone's logs together. A cloud copy feeds the phone Planner. A change can take up to about a minute to appear elsewhere.

Note the title and tell your administrator or project manager. Do not recreate the task, because that creates a real duplicate.

Completed and deleted states are pushed to the cloud, so it should clear within a minute or so. If it does not, tell your administrator the task title.

When an invoice with a linked sub-consultant payout is marked paid, FloGent creates a "Pay subbies" task for finance.

Tasks are shared across the company, so anyone can see a task's title and notes. Keep confidential matters out of titles and notes. Flo will not repeat task notes to outsiders.

Only people with an invoice role. Staff with no role see an empty Invoices tab. Project managers see and edit invoices for their projects. Finance sees everything. Admin manages permissions. The owner has full access. The Reporting tab is finance and admin only, and the Permissions tab is admin only.

Open the Invoices tab and click "+ New Invoice". Pick the project, type the amount (either excluding or including VAT, and the other fills in), pick the date and optionally attach the PDF. The number is assigned automatically.

From a running counter, reusing freed numbers first. Cancelled numbers go into a "gap" pool and are reissued in order before a new number is used.

A number that was issued and then cancelled or renumbered. FloGent offers the lowest free gap first so the sequence has no holes.

Open the invoice, then click Renumber. A number already in use, including by a cancelled invoice, is rejected. The old number is released back to the pool.

Open it and choose Cancel. You must give a reason. The number stays on record for the audit trail and returns to the reuse pool.

Double-click it, then click Mark paid. The wizard records the date and amount received. If a sub-consultant payout is attached, it moves to the Subbies to Pay tab and a Planner task is created for finance.

Use "Reconcile payment". Pick the client (grouped by the project name before " - ") and enter the amount paid. FloGent finds which combination of that client's outstanding invoices adds up exactly, to the cent, VAT included.

• If exactly one combination fits, it ticks them for you to confirm.
• If several fit, it lists them for you to choose.
• If none fits, it shows the closest combination and the difference and changes nothing. Over means an uncaptured invoice, and under means a part-payment or a missing one.

It will not run for a client with more than 20 outstanding invoices. There is no all-or-nothing undo when several are marked, but it reports any that failed.

• Total invoiced.
• Total paid.
• Total unpaid.
• Unpaid subbies (red, owed to sub-consultants on paid invoices).
• Net outstanding (unpaid minus subbie liability).
• The count of outstanding invoices.
• The oldest unpaid date.

Figures exclude VAT.

No. The Invoice project summary counts booked project hours only. Red "Unallocated" time never appears in project or invoice totals. All booked project hours, confirmed or not, do.

It opens the invoice's attached PDF from the project's folder (using the project's filing structure), or from the Sensitive invoices folder for directors when the file is kept there. A picture of the first page is kept in a private cloud folder for previews.

Pending Subbies holds sub-consultant invoices received before your own invoice exists, and you link them later. Subbies to Pay lists payouts whose own invoice is paid and which are now due to the sub-consultant. Mark the payout paid when settled.

Every invoice and payout write is mirrored to a local CSV backup. Invoice files are also covered by the server's monthly backup and the owner's company backup. A disaster-recovery dialog can restore from the mirror.

No. Cancel, mark paid, renumber and delete are done in the app so the audit trail is correct.

FloGent copies project emails from your Outlook into the project's folder on the company drive, so correspondence lives with the project and not only in mailboxes. It reads Outlook and writes only to the linked disk folder. It never deletes or moves your email.

Automatically, in the background on your own computer, about once an hour while FloGent and classic Outlook are both open. If Outlook is closed it waits five minutes and tries again. It does not need you to open the Timesheet or the email screen. A run that fails or is incomplete is not marked successful and is retried.

Classic Outlook on your own computer. Each person's computer backs up that person's own mailbox.

Yours. The Outlook source folder is personal to you and your computer, which is why every person sets up their own link. A colleague's folder from another mailbox shows as "not on this PC".

Into the project's linked email folder, usually 02 Correspondence\01 Emails (or 99 Ai\Email backup in the ECSA layout). Open Settings, then Email backup to see the exact path per project.

Open Settings, then Email backup, and click "Back up now" (a normal catch-up). You can also ask Flo to back up email.

A one-off full re-copy of everything in the linked folders straight from the Exchange server, bypassing a local cache that has not synced. It is for gaps or old mail. You choose which projects, it shows a count and an estimate, and it asks you to confirm. Normal hourly backups then resume.

Open Settings, then Email backup, find the project under "Not linked yet", and choose "Set up email link" (it opens the filing structure wizard). Pick the Outlook source folder and the disk destination.

It needs both an Outlook source folder and a disk folder on your computer. Common causes are the following.

• No link is set up on your PC.
• The Outlook folder moved or was renamed.
• The disk folder is missing, or your company drive is not connected.
• The link belongs to a colleague's mailbox.
• The project is marked as a duplicate.

The status screen gives the reason for each project.

No. The backup never creates a project folder. If a disk folder is missing it skips that project and tells you, and then reminds you every two days.

Every two days you get one reminder listing assigned projects that are not backing up on your PC. For each you can set up the link, be reminded again in two days, or stop that project's reminders permanently (stored on your own PC).

Yes. Messages are identified by their stable Internet message identity and copied once. Meeting requests, tasks and reports are archived too, with a type label.

The backup only copies files. The server later reads the files in project folders to write the Flo project summary. The backup itself sends nothing anywhere.

No, but the project folder must be reachable (your company drive connected). The server is only needed for the Flo summary.

A full archive writes an audit CSV of skipped items in %LocalAppData%\EmailArchive\AuditLogs so skips can be checked.

Calls on a phone or in programs FloGent cannot detect leave no project evidence. Book them by hand, or use the away pop-up's Phone Call option.

A generic chat gives FloGent nothing to go on. Name the chat, or keep it in a ChatGPT Project that carries the project name, and it can be placed.

Explorer in a folder not under a mapped project folder is Unknown. Map the folder once (Filing structure).

Check for an in-progress block (shown separately), red time (look at the Unallocated line) and idle time (not counted).

No. You edit your own. Managers can see others' hours in Reports, but nobody edits another person's time.

Only through the records in section 9. Ordinary managers do not browse raw captures. The owner approves what is kept and may examine the evidence to check allocation accuracy.

The automatic AI review is part of the product. The owner can switch off chat-text and open-document reading per person, or capture entirely.

• Quiet hours (no reminders outside working hours, never weekends). Preferences. You.
• Private chats list. Preferences, Private chats. You.
• Block size, interval, capture on or off, chat text, open documents. Company settings, Time capture per person. Owner only.
• Data backup frequency, location and Back up now. Company settings, Data backup. Owner.
• Leave approvers, office closure days, VAT and currency. Company settings. Owner.
• Who can see salaries, timesheets and projects. Permissions. The owner, and people the owner allows.
• Learned rules (see, delete, renew). Slivers, Learned rules. You.
• Projects, Assignments, Filing structure and template. Settings, Projects or Assignments. Managers and project managers.
• Email backup status, Back up now, Force pull. Settings, Email backup. You, on your own PC.
• Reports. Settings, Reports. Everyone sees their own hours, with more for people who have the rights.
• Invoices. Invoice tile. People with an invoice role.
• Tasks. Tasks tile. Everyone.

• See and edit your own timesheet. Everyone.
• See all staff hours in Reports. The owner, managers, finance and the Admin department head (hours only). Project managers see hours on their own projects. Ordinary staff cannot.
• Edit someone else's timesheet. Nobody.
• Switch capture off or set block size per person. The owner only.

• Create a project. The owner, managers and project managers. Finance or the Admin department head only if given the screen. Ordinary staff not normally.
• Edit project people. The owner and managers for all projects. Project managers for their own projects, adding active staff only.
• Appoint or remove Flo as PM. The owner, managers and project managers (with a confirmation), and finance if permitted.
• Archive or delete a project. The owner and managers.
• Use Filing structure on a project. The owner, managers, and project managers on their own projects.
• Set a project's stage from a task. Everyone who can open a task on that project.
• Create, complete and restore tasks. Everyone.

• See invoices. The owner and finance see all. Project managers see their own projects. Managers and the Admin department head follow their invoice role. Ordinary staff cannot.
• Mark paid, renumber or cancel invoices. The owner and finance. Managers and the Admin department head follow their invoice role. Project managers can create and edit invoices on their own projects.
• Invoice Reporting tab. The owner, finance, and admin-role holders.
• Invoice Permissions tab. The owner and admin-role holders.
• Reconcile payments. The owner and finance. Managers and project managers follow their invoice role.

"Follows their invoice role" means it depends on the invoice role assigned in the Invoice Permissions tab.

• Company settings. The owner only.
• Salaries, banking and HR (the Sensitive area). The owner. Managers and finance only if granted. Ordinary staff see their own record only.
• Email backup on your own PC. Everyone.
• Company "Backup Now". The owner and managers.

The exact rights per position are in the Permissions screen, where the owner can change them for each person.

Flo is the assistant built into FloGent. You type (or speak) a request in ordinary language. She either answers from what she knows about FloGent and your projects, or uses one of her tools to do something for you, such as search a project folder, create a task or prepare an email.

On your phone, Flo has her own tab in the phone app. On the desktop, the Flo screen is not shown in the sidebar in the current version, and every launch opens on the Time screen. This is by design and is not a fault or a permissions problem. Ask your administrator if you need to know whether Flo's desktop screen is switched on for your company.

They are not shown in the sidebar of the current desktop version. Everybody has the same sidebar in this respect. Nothing was deleted, and the phone app is unaffected, so you can still use Flo and Diary there.

Flo's tools work on your behalf and always within your own rights. In plain words, she can do the following:

• Projects and files. List projects, find a file, list a folder, read a file, open a file in its normal program, move a file, file a dropped attachment (she always asks first) and suggest where a file should go.
• Project memory. Read a project's summary, index and open items, add a reminder to a project, update a project's notes, and read and update a project's standing instructions.
• Tasks. Create, list, update and complete Planner tasks, and turn an open Outlook email into a task.
• Email and meetings. Prepare an email from your own Outlook (you review it first), send a meeting invitation, run the email backup for a project and look up a colleague in the staff directory.
• Hours. Answer questions about timesheet hours.
• Memory. Remember a fact, forget a fact, list what she remembers and review the company memory queue.
• Navigation and status. Open a FloGent screen for you and tell you what is outstanding.
• Propose changes. Propose a change to a project for a person to approve.

• She cannot see salaries, banking details, ID numbers, warnings, sick leave or any other sensitive personnel information. This is blocked for everyone, including the owner.
• She does not send the contents of your files to the AI unless you explicitly ask for something that needs it (such as reading a file). File and folder names are fine.
• She does not change the database, security rules or Windows settings.
• She never overwrites an existing file silently.
• She cannot see another person's private memory.
• She does not allocate your timesheet blocks. Allocation is done by the timesheet screens and the automatic allocation, not by chatting to Flo.

No. If the AI service cannot be reached she says "No internet, try again when you are online". FloGent itself keeps working and nothing breaks.

Flo can use more than one AI engine. A company default is set up for you, and if the default engine fails before Flo has done anything, she falls back to the alternative. When the fallback is used, Flo tells you, because the alternative can cost more.

In Settings (the cog at the bottom of the sidebar), open AI engine. An owner can also pin a single project (for example one with legal content) to a chosen engine.

It switches Flo to the strongest model for ten minutes or until you start a new chat. It costs more, so use it for a genuinely difficult question.

The AI service is supplied with FloGent, so you do not need your own AI account for Flo. Costs are managed centrally. If a monthly spending limit on the AI account is reached, Flo can stop answering until the limit is raised.

In Settings, open AI usage. Everyone sees their own month-to-date usage. The owner and anyone with Sensitive access also see the company roll-up, broken down by engine.

Your private Flo conversation is stored on your own computer, not in the cloud. There is one single private conversation, with a Clear button in its header.

A button on the Flo screen where you write your own standing instructions for Flo (kept as a small file on your computer). The owner also gets the Company brief, which applies to everybody. Both need you to click Save, because nothing is saved while you are typing. It also has a Memory tab.

There are two kinds of memory.

• Personal memory is private to you. Flo loads it only in your own private chat. Nobody else can see it, including the owner.
• Company memory is shared knowledge for everybody. It loads in every chat, so it has to be safe to share.

The test Flo uses is "will this still matter in a month?". If not, she does not store it. Pay, banking and HR-type facts are blocked from the company tier.

Tell her "Remember that ...". She answers "Noted, I will remember that unless you tell me to forget it". She can also pick up lasting facts by herself after a quiet chat, and she tells you at the start of the next chat what she learned.

Say "Forget that ...", or open Personalise, then Memory, and use Forget next to the item. She confirms what was forgotten. "List my memory" shows everything she holds about you.

When an ordinary member asks Flo to remember something for the whole company, it goes into a pending queue. Owners, administrators and finance (the curators) approve, edit, reject or remove entries (open Personalise, then Memory, or ask Flo to review company memory). Nobody can approve their own proposal. Approved facts become visible to everyone, and some can be marked management-only.

• Your personal memory is visible only to you.
• Pending company memory is visible to you and the curators.
• Approved company memory is visible to everybody.
• Management-only facts are visible to management and finance.

Weaker AI models can sometimes write "Done, there are no new emails" without actually running the tool. FloGent protects against this in several ways.

• If you ask for an email backup and Flo answers without running it, FloGent retries once and forces the email backup tool to run.
• Flo's standing instructions say she must never claim an action she did not perform, and must report the tool's real result.
• The "Used:" badge under a reply shows which tool actually ran. No badge means no tool ran, so treat a "done" with suspicion.

Calendar and task actions are not retried automatically (to avoid junk entries), so check your calendar or Planner afterwards. If you catch a wrong "done", send the exact message to flo@flogent.app.

For a real project she should say that its folder is not on your PC yet, never that it does not exist. If she says it does not exist, ask her to list the projects and tell your administrator.

No. She prepares the email and shows a review window. Nothing sends until you click Send. It goes from your own Outlook, so Outlook must be open. Some set-ups show a one-time Outlook warning that a program is trying to send mail. Click Allow.

Yes, if you have connected Microsoft 365 (Settings, then Connect Microsoft 365, a one-time sign-in). She then creates a real Teams meeting with a join link and sends the invitation. The invite window shows a plain-English preview (weekday, date and length) so you can catch a wrong date before sending. Without Microsoft 365 she uses Outlook instead.

When you drop a file into Flo she proposes the project, purpose, date and file name and waits for your confirmation. A folder picker always appears before anything is written. If you cancel, nothing is filed.

No. Flo inside FloGent does not read your WhatsApp or your private chats.

Yes, for example "how many hours did I spend on project M7 in May?". If you are allowed to see everyone's hours she can answer for the team and for named people. Otherwise she answers only for you.

Yes. She can open the New Task window pre-filled for you to confirm, or complete and update existing tasks. A project name she cannot match is refused, with the closest suggestion, so she does not create phantom projects.

An optional check for things that are outstanding. They are off by default because they would otherwise create Planner tasks. Asking Flo "what is outstanding" runs the same checks on demand without creating tasks.

Send the exact words you typed and the answer you got to your administrator or to flo@flogent.app. Do not include salaries or passwords.

A background job on the FloGent server, not on your PC. For each project Flo is appointed to, it reads the files, meeting minutes and notes and writes an up-to-date plain-language summary of the project. The summary covers status, what is outstanding, what changed and the health of its sources.

No. Only the server writes project summaries. Your PC reads them and offers the appointment control in Projects.

Every 5 hours. The 5 hours counts from the saved schedule and from when the previous pass finished. It is not a fixed clock time.

A restart does not trigger a rerun. The next start time comes from the saved schedule, and an interrupted pass waits for its next time. There is no catch-up burst. Your administrator can make an explicit request to run now.

No. The updater stops the worker and installs. The interrupted pass is marked Stopped and waits for its next time.

Only projects that are both active and have the Flo role set to PM. Internal "house" projects, such as admin, leave, private time and public holidays, deliberately have no Flo PM.

The New Project wizard appoints Flo as PM on real projects automatically.

In the project's hidden 99 Ai folder. The server's narrative is 99 Ai\server-memory.md, and 99 Ai\server-update-status.md records the last check, last publication and outcome for that project.

Normal protections can cause it.

• The project has unreadable sources, such as scanned PDFs or empty files. The server can read English and Afrikaans scans with OCR, but some files can still be unreadable.
• The AI draft was rejected by the safety checks (for example a claim that there are no minutes when minutes exist) and the last valid summary was kept.
• The project failed recently and is waiting out a short delay (1, 2, 4 and 6 hours for repeated failures on unchanged input).
• Nothing changed, so no AI call was made.

A changed file or a new note lets it retry at once.

Every candidate passes fixed checks before it replaces the last good one. If it fails, Flo gets up to two correction attempts using the exact errors. If it still fails, the last good summary stays and the project is flagged as needing attention.

After a scheduled pass that needs attention, the server sends one email to the owner, at most once every 24 hours. It names each project with a plain reason, including "folder not found" with repair steps. A failure to send never affects the run.

In the Projects screen. The control asks for a confirmation (the default is No), checks the exact role, verifies the change by reading it back and refreshes the PM list. Removing her affects future passes, and a pass already running may finish. Human PM grants and backups are separate and unaffected. If the cloud state cannot be read, the indicator shows unknown instead of guessing.

The owner and administrators, and managers or PMs who have been given the right. If you do not see the control, you do not have the right. See the table in section 6.

No. The server has no live Outlook or calendar scanner. It reads what has been archived into the project folder. Your PC's email backup is what brings Outlook mail into the folder, so an email that has not been backed up cannot appear.

A normal staff desktop cannot queue the protected server run. Ask your administrator.

It makes AI calls only for changed projects, and backs off after repeated failures. Unchanged projects cost nothing.

No. It reads project files and writes only its own notes in 99 Ai. Hand-written notes there (such as project instructions) are read, not modified.

Summaries stop updating until it is back, and the last summary stays visible. The server has a protected updater and a watchdog that restart it, and a damaged state file cannot stop it permanently.

The site record system for construction-phase work. It holds daily entries, site check-in and check-out with odometer, photos, voice notes, registers (Instructions, NCRs and Approvals), a monthly logsheet and a programme-driven list of activities. The phone app and the desktop module share the same cloud tables.

It is not shown in the sidebar of the current desktop version. The phone app is the normal way to use the Diary and is unaffected.

1. Open the browser on your phone (Chrome on Android, Safari on iPhone).
2. Go to https://flogent-diary.vercel.app.
3. Use the browser menu and choose Add to Home screen, or Install app.
4. Open it from the new icon and sign in.
5. Allow microphone, camera and location when it asks.

Install from that web address, not from an old test address, or offline use will not work.

It caches itself strongly so that it works offline. Close it completely and reopen, or clear the site data for the address. After a big update, remove the home-screen icon and add it again so the phone refreshes the icon and files.

Four bottom tabs, in this order: Drive, Flo, Diary and Planner. It opens on Drive after sign-in. FarmGent has its own separate entry (see section 5).

It lets you browse and search the company file catalogue. Tapping a file downloads it, and nothing else. There is no preview and no "open in Word". The row shows "Preparing on the server..." while the server prepares the file, then "Downloading to your phone...". If it fails it says "Could not fetch this file. Tap to try again.", and tapping the row retries. Folders simply open.

The server first copies the original to a private temporary location. If it is already ready, the download starts at once. Otherwise the app asks the server and checks every 5 seconds for up to 5 minutes.

No. The Drive tab on the phone is download only.

Phones can appear next to their person's PC with a tick pop-up that lets you choose what the phone shares. This is new, so ask your administrator whether it is switched on for your company before relying on it. Only the owner or the phone's own person changes a phone's ticks. Removing a phone and signing out everywhere are owner-only.

It is one private conversation with Flo. Flo's answer is written by your own phone while the app is open.

No. The app gives a local sound or vibration only while it is open.

It shows your tasks from the cloud.

In Diary, add a site from the project list (only projects marked Active appear), then tap Check in and enter the start odometer if asked. Check out records the end odometer. An open visit shows as "On site".

Open the site and date. Tick Started and add a description for each active programme activity, then fill in personnel, materials and so on. The Setup button (top right of a site) lists which sections apply, and the project manager can lock those choices. Weather fills in automatically. There is a "No work today" banner and a major-delay note. A permanent bar at the bottom adds photos, voice notes, instructions, NCRs and meetings.

Use the Photo button in the capture bar. Photos are compressed on the phone, uploaded to the cloud store, and mirrored by a desktop into the project folder on disk, after which the cloud copy is freed.

Photos go to the project's site photos folder and voice notes to its voice notes folder. Meeting recordings go to the project's meeting recordings folder, normally under Meetings. All follow that project's filing structure. Register PDFs go to the instructions, NCRs and approvals folders if mapped, otherwise to the diary folder. If the destination is not available, the mirror skips it and keeps the cloud copy. It never creates a stray folder.

The mirror runs on a desktop that has the project folder and is signed in, not on the phone. If no machine is running it, or the folder is not linked, the files wait safely in the cloud.

Yes. After mirroring, it is transcribed and a matching text file is saved beside the audio. The cloud audio is only freed after the transcript is saved. A company setting can switch transcription off.

AAC inside MP4 (.m4a) on phones, which plays natively on Windows. On the desktop it is an AAC file, with a plain WAV fallback.

• Instruction. It can be verbal, an SI (site instruction) or an agreement. A verbal one can be escalated to an SI, which creates a linked new SI, and can be marked as confirmed in writing.
• NCR. It is raised, then the contractor responds, then corrective action is taken, then it is closed and verified.
• Approval. It is requested, inspected, then approved or rejected with optional conditions.

Each gets a formal reference (SI-001, NCR-001, APR-001). Each item is filed as a PDF and emailed to its listed recipients.

A monthly table of site visits with start and end odometer and trip kilometres, a missing-odometer count and a closed-period marker.

There is a company edit window (for example this week, or today and yesterday). Outside it the entry is read-only. Administrators can bypass it.

Yes. It writes to the phone first and syncs when you are online. Sync runs when you open the app, when you come back online, when you return to the app, every 60 seconds and after saves. A small sync chip in the site header shows pending, error or done, and tapping it syncs now.

Get signal and tap the chip. Errors usually clear on retry, because a parent record has to arrive before its photos. Do not clear browser data until everything has synced, because unsynced data lives only on the phone.

The database allows one entry per person per site per day. If a phone and a desktop both created one, the phone adopts the server's entry and merges its text and photos instead of failing.

In your company's cloud database and storage, and the files end up in your project folders on the company drive. The cloud tables are covered by the owner's backup.

Only the owner, and people the owner has granted the right to through Permissions or the Sensitive access list. Salary, rate, banking and payroll data are locked in the cloud so ordinary staff cannot even read them. Flo never sees them.

In Settings (the cog), open Personnel (the roster), Permissions (who may do what) or Sensitive (the locked data). What you see in that menu depends on your rights.

Salary history, chargeout rates, banking, the pay package (gross, pension, car allowance, medical aid and bonus), a payroll calculation (PAYE, UIF, SDL, bonus tax and net pay) and the yearly tax tables. Invoice cost and chargeout rates depend on this data.

Treat it as decision support, not as the payslip of record. The owner must keep the tax tables up to date with the current tax authority tables before relying on the results.

The owner and people given the warnings right. A company setting controls whether staff may see warnings about themselves.

Permissions decide who may do what. They cover positions such as owner, CEO, director, finance head, PM, engineer and staff, with per-person overrides. Sensitive is the locked data itself. Permissions decide who may open it and which parts.

The owner is decided from the cloud, not from a typed name. A local user name never grants ownership. The owner is the root, and everything else is switchable, including what the CEO position may do.

In Personnel, backed by a cloud staff master. A person without an active staff row linked to their login can see nothing company-wide.

They need a login and an active staff row linked to it. Use Invite staff (owner) so the link is automatic.

It is owner-only. Enter an email address and a role and FloGent emails an invitation. When the person creates their account with that email they join the company with that role.

FarmGent is an optional farm module, a farm diary kept apart from the construction diary. A farm supervisor records weather, watering, animals, labour, crops, tools, stock, herd counts and animal weights, even without signal. The owner and farm managers review it.

On a phone, open https://flogent-diary.vercel.app/?app=farmgent. It has its own install icon and logo. On the desktop, a FarmGent button appears in the sidebar for active farm members only.

Active members of the farm. On the desktop the rule is anyone assigned to the farm project. A supervisor can have farm access on the phone with no access to the construction diary.

In order, they are Weather, Watering, Animal problems and notes, Labour, Crops, Tools equipment and machinery, Stock, Herd counts and Animal weights. Any day other than today starts on a read-only Day overview. Beside them are the To do and Purchases lists, a Photo button and a Sync button.

Swipe. A finger moving left goes to the next screen and right goes to the previous one. The dots above the card show where you are and can be tapped. There is no Save button. Complete screens save automatically about 2 seconds after the last change, and also when you swipe, change day, lock the phone or switch app.

Today and yesterday. Earlier days are closed and read-only, except that the farm owner may correct any day.

Open the Animal weights screen, type the animal number, then the weight, then tap OK (or press Done on the keyboard). A confirmation such as "Saved: 230302, 100 kg" shows for 3 seconds and the form clears for the next animal. The animals weighed that day are listed below, and tapping one lets you correct it.

Animal numbers are unique across the whole farm, not per species. New numbers follow the pattern YYMM## (year, month and a sequence). A prefix such as "5/" is part of the number, so 5/230607 and 230607 are different animals. Type-ahead offers numbers from the register and earlier weights.

Open the Labour screen and enter the person (it offers existing names), the hours (compulsory, used for payment) and the task. The day's other labour entries show as one line each beneath the form. Half-typed names are not saved.

You enter a total, or sheep and goats separately (the total then fills in automatically). The Friday count is a physical count. The reminder shows only on Monday (overdue), Thursday or Friday.

A stock record is either a count (opening, usage and closing) or a receipt (added when a purchase is marked delivered). The estimate comes from earlier counts and receipts.

They are shared lists for the farm. A purchase goes from "to buy" to "bought" to "delivered". When you mark one delivered and its title matches a stock item, the app asks "Add to stock?".

On the phone, yes. Everything saves to the phone first and syncs when there is signal. The status line says "Everything sent", "N waiting to send" or "Offline". The desktop copy works online only.

The server writes a daily text report and the photos to the farm's diary folder on your company drive after it has verified the saved record. If an entry is removed, the report skips it once your server is up to date. Until then the report shows only a "removed" line for that entry.

Photos taken in the app go to the cloud, are verified in the farm's diary folder on the company drive, and the temporary cloud copy is then removed. The desktop shows photos from the company drive.

Yes, in the FarmGent module. It has Diary, Lists and a company drive folder tab, and it copies the phone screens. Owners may correct any day.

It is a Windows computer running FloGent for a login that has a farm membership and no company. It opens FarmGent only, with no time capture, no company drive, no Outlook, no Planner and no Flo. It uses the same module and the same screens as the full program.

With an email address or a South African phone number, and a password. The phone number is cleaned up the same way as on the phone.

From a private online release store rather than the company drive. Updates are checked for size and integrity. It looks two minutes after start and then every four hours, and installs with one Windows prompt. It waits if a FarmGent entry is unsaved. The first install is done by hand.

Yes. FloGent adds a start-up entry for that login if the installer did not.

FloGent restarts into the full program for that person.

The owner may correct any day. Others may only change their own entries for today and yesterday.

This table is a guide. The Permissions screen is the real authority on your own rights, and an owner can change most of these settings.