Question 1

When can I start using Datopia Flow for my jewellery repairs?

Accepted Answer

Datopia Flow is available now for UK jewellery and watch workshops. Flow has been used and refined in real jewellery workshops for several years. It is designed to support the wider UK jewellery and watchmaking sector with clear workflows and long-term support. You can book a demo now to map Flow to your current process and start with the plan that fits your workshop.

Question 2

Is Datopia Flow available outside the UK?

Accepted Answer

Flow is currently focused on UK workshops. Flow is being built around how UK jewellery workshops operate, including terminology, workflows, and expectations. This UK-first focus helps us provide stronger onboarding and support. If you are based outside the UK, contact us and we can discuss current suitability.

Question 3

How quickly can we start once we’re invited?

Accepted Answer

Once your account is activated, you can start adding jobs immediately. Before using Flow, your user account needs to be activated. Once activated, you can add jobs, upload photos, and use the core features straight away. If you’re on a paid plan, additional features become available as soon as your first payment is made.

Question 4

Do you help with setup and onboarding?

Accepted Answer

Yes - we provide simple guidance, plus direct support during onboarding. Flow is designed to be self-explanatory for workshops, but we also provide light guidance via email and checklists. During onboarding, we offer phone or Teams support where needed while full user guides continue to expand. The aim is to get you to first value quickly, without overwhelming you with documentation.

Question 5

Can I start using Flow for free?

Accepted Answer

Yes — the Starter plan gives free access with clear limits. Starter gives free access with up to 20 jobs per month and one upload per job. Paid plans are billed from day one and run for one calendar month at a time. You can start small, then move up to a paid plan when you’re ready.

Question 6

Do I need special equipment to use Flow?

Accepted Answer

No — Flow works on any device with a modern web browser. We've designed Flow to be accessible on any iOS or Android device, as well as on desktop computers. All you need is internet access and Chrome, Safari, or Edge to get started. You will also need a built-in camera to make the most of Flow's upload and scanning features, but this is standard on most smartphones and tablets.

Question 7

Can I move from an older Datopia workflow into Flow?

Accepted Answer

Yes. We can help existing Datopia users transition into Flow. If you currently use an older Datopia workflow, we can review your setup and map a practical migration path. The aim is to preserve continuity while moving you onto the current Flow workflow. Migration planning is handled case-by-case so we can fit your team and job volume.

Question 8

What does migration from an older Datopia setup involve?

Accepted Answer

Where possible, relevant job data can be migrated into Flow with a planned handover. Data migration scope is agreed up front so your team knows what will transfer and what may need manual handling. Images and customer records are typically the highest-priority items for continuity. A transition window is planned so your team can verify records before older workflows are retired.

Question 9

Who is Datopia Flow designed for?

Accepted Answer

Retail and trade jewellers, goldsmiths, silversmiths, and watchmakers. Flow is built specifically for jewellery and watchmaking workshops where jobs are handled individually and tracked carefully. This includes retail workshops, trade workshops, and independent makers. The system reflects how jewellery and watch work actually moves through a workshop - from booking jobs in to completion.

Question 10

Is Datopia Flow suitable for solo jewellers or small workshops?

Accepted Answer

Yes — Flow works just as well for one bench as it does for many. Flow is designed to add clarity without adding admin. Solo jewellers can use it to track jobs, photos, and status without changing how they work. As a workshop grows, Flow scales naturally without needing a different system.

Question 11

Does Flow work for both retail and trade jewellery workshops?

Accepted Answer

Yes — Flow supports both retail-facing and trade-only workflows. Retail workshops benefit from clearer job records, photos, and customer communication. Trade workshops benefit from visibility, accountability, and consistent handovers. Flow doesn’t assume how you take in work — it adapts to both models.

Question 12

Is Datopia Flow suitable for watchmakers?

Accepted Answer

Yes — Flow supports watch repair and servicing workflows. Watch jobs often involve multiple stages, parts, and careful documentation. Flow helps track progress, store reference images, and reduce misunderstandings. The system is flexible enough to support both jewellery and watchmaking work side by side.

Question 13

Is Flow designed for other types of repair businesses?

Accepted Answer

No — Flow is focused specifically on jewellery and watchmaking. Flow is not marketed toward general repair shops, manufacturing lines, or unrelated trades. Its terminology, structure, and features are designed around jewellery and watch work. By staying focused, Flow avoids becoming a generic system that doesn’t quite fit anyone.

Question 14

What job statuses does Flow use?

Accepted Answer

Flow uses a simple, workshop-proven set of statuses that cover repairs, orders, and offsite work without adding complexity. Flow uses the same status list for every workshop to keep things consistent and easy to train. The statuses are designed around real jewellery and watchmaking workflows, including paused jobs, parts and stones on order, offsite work, and final return/collection stages. Not every workshop needs every status — you can skip stages and Flow will still work exactly as expected.

Question 15

Do jobs have to follow a strict order through the statuses?

Accepted Answer

No. Jobs can skip stages and move forwards or backwards without breaking anything. Flow is designed for real workshop life, where jobs don’t always move in a neat straight line. You can skip “On Hold” or “Quality Control” if you don’t use them. You can also move a job back from “Completed” to “In Progress” or “On Hold” if new work is required.

Question 16

What does “On Hold” cover in Flow?

Accepted Answer

Anything that pauses progress — including parts, stones, CAD, or jobs that have gone offsite. On Hold is a clear signal that work isn’t currently moving forward on the bench. Flow includes specific “pause” statuses such as Parts on Order, Stones on Order, Awaiting CAD, and Jobs Offsite. This makes it easy to see what’s blocked, why it’s blocked, and what needs to happen next.

Question 17

Can Flow show where a job is physically — not just its progress?

Accepted Answer

Yes. The status structure is designed to reflect both progress and where the job is in real life. Flow helps answer the everyday workshop questions: where is this job, what stage is it at, and what’s stopping it? Statuses like Jobs Offsite and the Returned stages make it clear when work is no longer on site. This reduces time lost searching, chasing updates, or re-checking paperwork.

Question 18

How does Flow help with handovers and reducing interruptions?

Accepted Answer

By keeping the key facts in one place: what came in, what was agreed, where it is now, and what’s next. Flow is designed to reduce the common interruptions: “Where’s this up to?”, “Who’s on it?”, and “What did we agree with the customer?” A clear job record with status + photos means fewer questions back to the bench and fewer misunderstandings at booking-in or collection. When a job is ready, the status makes it obvious — so the team can stay proactive with customer updates.

Question 19

Do we have to use the Quality Control stage?

Accepted Answer

No. It’s there if you want it — Flow won’t force it. Some workshops prefer a QC step; others handle checks informally. Flow supports both styles without slowing anything down. If you use QC, it becomes an easy visibility point before a job is marked Completed.

Question 20

What’s the difference between Completed and Returned?

Accepted Answer

Completed means the work is finished but still on site. Returned means it has left the workshop. Completed is used when the job is finished and ready — but still physically in your possession. Returned stages are used when the job has left your site, whether collected, posted, or otherwise returned. This distinction makes it easier to manage collections, posting, and ‘ready for pickup’ communication.

Question 21

What does RUD mean in Flow?

Accepted Answer

RUD is used when a job has been returned to the customer without being completed, including by post. RUD provides a clear, consistent way to mark jobs that were returned unfinished for any reason. Flow includes both RUD and RUD by Post to reflect what actually happened. This keeps job history accurate and prevents confusion later.

Question 22

Do we have to upload photos for every job?

Accepted Answer

No — photos are recommended, but optional. Flow doesn’t force you to upload photos for every job. Photos are recommended because they reduce misunderstandings and make handovers clearer. You can choose when photos add value and when they don’t.

Question 23

What file types can we upload to Flow?

Accepted Answer

Images and common workshop documents are supported. Flow supports image files such as JPG, PNG, and WebP. PDF documents are also supported. Only practical, workshop-relevant file types are allowed to keep records clear and secure.

Question 24

Is there a size limit on uploaded images?

Accepted Answer

Yes — images are currently limited to 6MB each. A 6MB limit allows clear, high-quality reference photos without slowing the system down. This limit may be reviewed over time as devices and technology improve. If limits change, they will be communicated clearly.

Question 25

Can Flow generate insurance or job summary packs?

Accepted Answer

This is currently under development. We’re exploring the ability to generate structured job summaries that combine images, notes, and key job details. This work is being developed alongside discussions with insurance partners. Final format, structure, and availability will depend on those discussions.

Question 26

How long are job records and uploads kept?

Accepted Answer

Records are kept while your account is active, with a clear deletion window after inactivity. While your account is active, job records and uploads remain available according to your plan. If an account is cancelled and inactive, records may be permanently deleted after a period of inactivity. We provide clear warnings before any permanent deletion takes place. You can request deletion sooner at any time in line with data protection requirements.

Question 27

Do I need to install an app to use Datopia Flow?

Accepted Answer

No — Flow runs in a web browser. No app install is required. Flow is designed to work on everyday workshop devices without extra installs. For the smoothest experience we recommend using Google Chrome. Flow will usually work in other modern browsers too, but Chrome is the browser we test most extensively.

Question 28

What devices do I need to get started?

Accepted Answer

A modern phone, tablet, or computer is enough — most workshops can start with what they already have. Flow works on phones, tablets (including iPad), and desktop/laptop computers. Modern devices tend to give the best experience, especially for uploading images and documents. Flow will often work well on older devices too, but newer hardware and up-to-date browsers are recommended for the smoothest performance.

Question 29

Can we share one device between staff on the bench?

Accepted Answer

Yes — either log out between users, or use a shared login if that suits your workflow. Flow supports individual logins, which is best for accountability and assigning work to specific people. If your workshop shares one or two devices, you can log out between users — or choose to use a shared login to save time. If you use a shared login, some features become less specific (for example, assigning jobs to individuals or tagging people in notes).

Question 30

Can I use the same Flow account on multiple devices?

Accepted Answer

Yes — you can use Flow across phone, tablet, and desktop as needed. Many workshops use Flow on a phone for quick updates, and a tablet or desktop for detailed job records. Your account can be used on multiple devices. If anything ever looks out of sync, logging out and back in will refresh the session.

Question 31

Do I need anything else set up for emails and updates?

Accepted Answer

Flow can work alongside your existing email setup — and modern email apps give the best formatting. Flow is designed to fit into real workshop communication, not replace everything you already use. If you regularly send structured updates, modern email apps (such as Outlook or Gmail) tend to display rich formatting more reliably. Workshops often keep WhatsApp alongside Flow for quick messages, while Flow keeps the job record clean and consistent.

Question 32

Can Flow use the camera for photos and QR codes?

Accepted Answer

Yes — Flow supports camera uploads and QR code scanning on compatible devices. Flow is designed for workshop use, including photographing items and documents. QR codes can be used for jobs and courier workflows where appropriate. For best results, use a modern phone or tablet with a good camera.

Question 33

What does Datopia Flow cost?

Accepted Answer

Starter is free. Paid plans start from £40/month + VAT (when applicable). Starter: free, with limits (20 jobs per month, and one upload per job). Workshop: £40/month + VAT (when applicable). Includes up to 5 users. Workshop+: £45/month + VAT (when applicable). Includes up to 10 users. If your team works across multiple sites, a multi-site licence add-on is available for £10/month + VAT (when applicable).

Question 34

Do you charge VAT?

Accepted Answer

Not currently — but prices are shown as + VAT so you know what to expect if VAT becomes applicable later. At the moment, we are not VAT registered, so VAT is not charged on your subscription today. Prices are shown as + VAT (when applicable) so workshops aren’t surprised if VAT becomes relevant in future. If we become VAT registered, VAT will be added to future invoices in line with UK rules.

Question 35

Do I have to sign up to a long contract?

Accepted Answer

No. Flow is month-to-month with no annual plans and no long-term commitment. We don’t lock workshops into annual contracts. You pay monthly and can cancel at any time. Cancelling stops the next payment — your access remains open until the end of your current billing period.

Question 36

When do subscriptions renew?

Accepted Answer

Paid plans renew monthly on your subscription date. Your plan renews each month on the date you subscribed. If your renewal date doesn’t exist in a month (for example, the 31st), renewal falls on the last day of that month. This keeps billing consistent: one payment per billing cycle.

Question 37

If I cancel, do I get a refund for the rest of the month?

Accepted Answer

No — cancellations stop future payments, but the current billing period is not refunded. When you cancel, no further payments are taken. Your access stays open until the end of your current billing period. Because the service remains available until the period ends, we don’t refund partial months.

Question 38

Are there limits on how much we can use Flow?

Accepted Answer

Starter has clear limits. Paid plans are designed for normal workshop use, with fair usage protections where needed. Starter includes limits (20 jobs per month, and one upload per job). Paid plans are designed for everyday workshop use without restrictive job caps. If unusually high usage affects system performance or costs, we may apply fair usage protections to keep Flow reliable for everyone.

Question 39

How do upgrades and add-ons work?

Accepted Answer

Upgrades can take effect immediately. Some changes are prorated; others start a new billing cycle. Upgrading from Workshop to Workshop+ takes effect immediately and is charged on a prorated basis for the remainder of your billing period. Adding multi-site licences takes effect immediately and is charged on a prorated basis. Moving from Starter to a paid plan starts a new billing cycle from the date you upgrade (not prorated).

Question 40

What is a multi-site licence, and when do we need it?

Accepted Answer

If the same team needs to work across more than one site, you’ll need a multi-site add-on. Some businesses operate across multiple physical sites or workshop locations. If your Flow users need access across more than one site, a multi-site licence add-on applies. The add-on is £10/month + VAT (when applicable).

Question 41

Do you offer discounts or referral rewards?

Accepted Answer

Not at the moment — but we may introduce rewards for referrals in future. We keep pricing simple and transparent. In future, we may introduce referral rewards where it genuinely helps workshops and stays fair for everyone.

Question 42

What user roles does Flow have?

Accepted Answer

Each company has one Admin user, who counts as one of the available user seats. Each company has a single Admin user who manages users and basic account settings. The Admin user counts as one of the user seats included in your plan. All other users are standard users, designed for day-to-day workshop work without unnecessary permission complexity.

Question 43

What can standard users do in Flow?

Accepted Answer

Standard users can create and manage jobs, update statuses, and upload files. All users can create jobs, edit job details, update statuses, and upload images/documents. Flow is designed for workshops where responsibilities overlap and strict role separation often slows people down. More granular roles may be explored in future only if there’s strong demand — without compromising simplicity.

Question 44

Can we delete customers, jobs, or uploads?

Accepted Answer

Not permanently. Records are kept and can be deactivated instead. Customers, jobs, and uploads are not hard-deleted from the system. Instead, records can be marked inactive so they no longer appear in day-to-day use. This helps prevent accidental loss of important job history and workshop records.

Question 45

Who can edit the price list in Workshop+?

Accepted Answer

Only the Admin can edit price list values. Workshop+ supports adding a price list to speed up quoting and consistency. To prevent mistakes, price list values can be edited only by the Admin user. All other job and customer records remain accessible to the wider team.

Question 46

What information is shared with trade partners?

Accepted Answer

Only what you choose to share — customer contact details are not shared by default. Flow is designed so the data owner controls what is shared with a trade partner. Customer contact details are not shared as part of trade sharing by default. If you choose to share uploads (for example, job photos or documents), you should avoid sharing files that contain customer personal data unless it’s necessary and appropriate.

Question 47

How do job assignments work?

Accepted Answer

Jobs can be assigned to a user, and assignment can be changed at booking-in or later. By default, jobs can be assigned to a user within your company. Many workshops assign jobs at booking-in, but this can be changed later as work progresses. Assignments are designed to support accountability without forcing a rigid structure.

Question 48

Does Flow keep a history of what happened on a job?

Accepted Answer

Yes — Flow keeps an activity history using notes and system-generated events. Flow keeps a running job history through notes, including system-generated events where appropriate. This helps teams understand what changed, when it changed, and what the latest agreed position is. It’s designed for workshop clarity and continuity — especially during handovers and customer updates.

Question 49

What happens when a staff member leaves?

Accepted Answer

The Admin should deactivate their user account. Past history remains visible, but they can’t be assigned new work. When someone leaves, the Admin should mark their user account inactive. Inactive users can no longer access Flow and won’t appear as selectable options for future assignment or tagging. Their name can still appear on historical notes and job history to preserve continuity. Account security is ultimately the responsibility of the workshop — especially if a shared login is used.

Question 50

Can our workshop use a shared login?

Accepted Answer

Yes, but individual logins are recommended for accountability. Some workshops choose a shared login to save time on shared devices. If you use a shared login, the workshop is responsible for access control (for example, logging out, changing passwords, and removing access when staff leave). Individual logins are recommended where possible because they enable clearer accountability and user-specific features.

Question 51

Who owns the data stored in Datopia Flow?

Accepted Answer

You do. Datopia stores and processes your data on your behalf. You remain the owner and controller of your job and customer data. Datopia acts as a data processor, storing and processing information only to provide the Flow service. This means your data is used only for the purposes you expect, and in line with data protection law.

Question 52

How can I access my data?

Accepted Answer

Your data is accessible directly inside Flow and through the records it generates. All job and customer information is available within the Flow interface while your account is active. Flow also generates structured records such as emails, updates, and job summaries where appropriate. Flow does not currently provide bulk data exports outside the system.

Question 53

How does Flow support customer data access requests (SARs)?

Accepted Answer

Flow supports providing customer personal data in a clear, readable format. If one of your customers requests access to their personal data, Flow supports providing that information using the records held in the system. This can include job details, communications, and uploaded documents relating to that customer. Data is provided in a readable format suitable for meeting data protection requirements.

Question 54

How does sharing jobs with trade partners work?

Accepted Answer

Jobs are shared intentionally, with safeguards and explicit acceptance. A data sharing agreement must be in place before jobs can be shared with a trade partner. The job owner initiates sharing, and the trade partner must accept the job before it appears in their system. When accepted, the job is added to the partner’s system as a new job, with a reference linking it back to the original. Each company manages its own copy of the job and assigns it internally.

Question 55

What information is shared with trade partners?

Accepted Answer

Only what you choose to share — customer contact details are not shared by the system. Customer contact records are never shared automatically. Uploads are shared only when you explicitly choose to share them. If an upload contains customer personal data (for example, a job packet image), you should only share it where necessary and appropriate for the work being carried out.

Question 56

What happens to my data if I cancel my subscription?

Accepted Answer

Your account reverts to the Starter plan, and data remains accessible for a period. If you cancel a paid plan, your account reverts to the Starter plan with its limits. Your data is not immediately deleted. If an account remains inactive, data may be permanently deleted after a period of inactivity, with clear warnings provided in advance.

Question 57

Can I request deletion of data?

Accepted Answer

Yes — deletion requests are handled in line with data protection requirements. You can request deletion of customer personal data where required under data protection law. Some records may need to be retained for legal or operational reasons. Deletion requests may include safety checks or short confirmation windows to prevent accidental loss.

Question 58

Can deleted or inactive records be recovered?

Accepted Answer

Inactive records may be recoverable for a limited time. Records are normally marked inactive rather than permanently deleted. This helps protect against accidental loss of important job history. Recovery options may be limited over time and are subject to system constraints.

Question 59

How do users log in to Datopia Flow?

Accepted Answer

Users log in with email and password, with password resets available by email. Each user has a login for your company account. Password resets are handled securely via email. The Admin can remove access by deactivating a user if someone leaves the business.

Question 60

Can other workshops see our jobs or customer records?

Accepted Answer

No — your data is kept separate and access is restricted to your company. Flow is designed so each workshop’s records are isolated from other businesses. Only users within your company can access your jobs and customers by default. Trade sharing is opt-in and controlled, and customer contact details are not shared automatically.

Question 61

Is data encrypted in Datopia Flow?

Accepted Answer

Yes — data is encrypted in transit and encrypted at rest. Flow uses industry-standard encryption for data moving between your device and the service (in transit). Stored data is encrypted at rest on the platform. This helps protect records and uploads as part of a secure-by-default approach.

Question 62

Is Flow backed up?

Accepted Answer

Yes — backups are in place to reduce the risk of data loss. Flow is built on managed infrastructure that supports regular backups. Backup and recovery features are designed to reduce the risk of accidental loss or service issues. We avoid making unrealistic promises about recovery times, but we prioritise restoring service and protecting data if an incident occurs.

Question 63

Will Flow change over time or have downtime?

Accepted Answer

Yes — we ship improvements regularly, and we’ll communicate if planned maintenance is needed. Flow is actively developed, so you’ll see improvements and refinements over time. Most updates are designed to be seamless. If planned maintenance or downtime is required, we’ll communicate as early as possible.

Question 64

What support does Datopia Flow provide?

Accepted Answer

Support is available by email and WhatsApp, with Teams support where essential. Email and WhatsApp are the primary support channels for Datopia Flow. Where an issue is complex or time-sensitive, Teams calls may be used when necessary. Support is designed to be practical and focused on real workshop needs.

Datopia Flow FAQs for Jewellery Repair Workshops

Frequently asked questions

Getting started

When can I start using Datopia Flow for my jewellery repairs?

Is Datopia Flow available outside the UK?

How quickly can we start once we’re invited?

Do you help with setup and onboarding?

Can I start using Flow for free?

Do I need special equipment to use Flow?

Can I move from an older Datopia workflow into Flow?

What does migration from an older Datopia setup involve?

Who Flow is for

Who is Datopia Flow designed for?

Is Datopia Flow suitable for solo jewellers or small workshops?

Does Flow work for both retail and trade jewellery workshops?

Is Datopia Flow suitable for watchmakers?

Is Flow designed for other types of repair businesses?

Workflow & job management

What job statuses does Flow use?

Do jobs have to follow a strict order through the statuses?

What does “On Hold” cover in Flow?

Can Flow show where a job is physically — not just its progress?

How does Flow help with handovers and reducing interruptions?

Do we have to use the Quality Control stage?

What’s the difference between Completed and Returned?

What does RUD mean in Flow?

Photos & job records

Do we have to upload photos for every job?

What file types can we upload to Flow?

Is there a size limit on uploaded images?

Can Flow generate insurance or job summary packs?

How long are job records and uploads kept?

Devices & access

Do I need to install an app to use Datopia Flow?

What devices do I need to get started?

Can we share one device between staff on the bench?

Can I use the same Flow account on multiple devices?

Do I need anything else set up for emails and updates?

Can Flow use the camera for photos and QR codes?

Pricing & billing

What does Datopia Flow cost?

Do you charge VAT?

Do I have to sign up to a long contract?

When do subscriptions renew?

If I cancel, do I get a refund for the rest of the month?

Are there limits on how much we can use Flow?

How do upgrades and add-ons work?

What is a multi-site licence, and when do we need it?

Do you offer discounts or referral rewards?

Teams & permissions

What user roles does Flow have?

What can standard users do in Flow?

Can we delete customers, jobs, or uploads?

Who can edit the price list in Workshop+?

What information is shared with trade partners?

How do job assignments work?

Does Flow keep a history of what happened on a job?

What happens when a staff member leaves?

Can our workshop use a shared login?

Data, exports & ownership

Who owns the data stored in Datopia Flow?

How can I access my data?

How does Flow support customer data access requests (SARs)?

How does sharing jobs with trade partners work?

What information is shared with trade partners?

What happens to my data if I cancel my subscription?

Can I request deletion of data?

Can deleted or inactive records be recovered?

Security & reliability

How do users log in to Datopia Flow?

Can other workshops see our jobs or customer records?

Is data encrypted in Datopia Flow?

Is Flow backed up?

Will Flow change over time or have downtime?

Support & updates

What support does Datopia Flow provide?

How quickly do you respond to support requests?

Do you offer onboarding or setup help?

Can we request new features or changes?

When is support available?