Connecting Your AroFlo Account to Worx Safety

What It Does

Worx Safety links directly to your AroFlo Office account so your jobs, people, and safety paperwork stay in step across both systems — no double entry. When work is scheduled in AroFlo, matching projects appear in Worx automatically. When your team completes safety documents in Worx, they flow back onto the AroFlo task. The connection works in both directions and keeps itself up to date on a daily schedule, with a Sync Now button whenever you need an immediate pull.

You can link more than one AroFlo Business Unit to the same Worx account — each Business Unit becomes its own integration with its own settings, all sharing a single API token.

What Gets Synced

From AroFlo into Worx

• Tasks → Projects — each AroFlo task becomes a Worx project, named from the job number and task name, with the customer name, full site address (street, suburb, state, postcode, country), and a time zone. When a task's status changes, the matching Worx project is archived or restored to match.
• Users → Worx accounts — AroFlo users are created as Worx users and accounts so your team can log in. (A user must have an email address in AroFlo to be imported.)
• Clients → Contractor invites — AroFlo clients are turned into Worx contractor invitations and emailed automatically, so your subcontractors get onboarded without manual data entry.
• Task documents → Project documents — documents attached to an AroFlo task can be imported into the matching Worx project. (A document must be shared in AroFlo Office before Worx can import it — see the FAQ.)

From Worx back into AroFlo

• Contractors → AroFlo clients — contractors you approve in Worx are pushed to AroFlo as clients (name, email, ABN, phone, address), and kept updated.
• Safety documents → AroFlo task documents — completed SWMS, form submissions, ITPs, and site diary entries are rendered to PDF and uploaded to the linked AroFlo task, so your compliance records live alongside the job in AroFlo.

Every synced item is linked back to its AroFlo source by ID, so nothing is ever duplicated — even if the same record is picked up more than once.

How to Connect

Setup takes a few minutes and only needs to be done once. You'll need Site Administrator access in AroFlo Office and admin access in Worx Safety.

Step 1 — Generate an AroFlo API Token

1. Log in to your AroFlo Office site as a Site Administrator.
2. Go to Site Administration → Settings.
3. Open General → AroFlo API.
4. Select API v2 and create a new Personal Access Token (name it something like "Worx Safety Integration").
5. Copy the generated Bearer token — you'll need it in the next step. AroFlo will not show it again.

Step 2 — Enter and Validate Your Token in Worx

1. In Worx Safety, go to Integrations → AroFlo.
2. Paste your Personal Access Token, and optionally add a display label.
3. Worx validates the token immediately against AroFlo — you'll see a confirmation if it's working. (If the token is rejected, regenerate it in AroFlo and try again.)

Step 3 — Select Your Business Unit(s)

1. Worx shows every Business Unit your token can see.
2. Tick one or more to link. Each linked Business Unit becomes its own Worx integration with its own sync settings.
3. Click Connect — the link is live.

To add more Business Units later, use + Connect Another Business Unit on the AroFlo integration screen.

What Happens Next

Once connected, the sync runs on its own:

• Automatic daily sync. Every night Worx pulls the latest from AroFlo — tasks, then users, then clients — and creates or updates the matching Worx records.
• Sync Now. Don't want to wait for the overnight run? Use the Sync Now buttons on the integration screen to pull tasks, users, or clients on demand.
• Real-time document push. When your team signs off a SWMS, submits a form, completes an ITP, or logs a site diary entry in Worx, that document is pushed to the AroFlo task straight away (for each document type you've enabled).

There's no import to run and no spreadsheet to upload — it works in the background.

Sync Settings

Each linked Business Unit has its own settings so you control exactly what flows, in each direction:

• Create projects from tasks — turn AroFlo tasks into Worx projects.
• Import users — bring AroFlo users in as Worx accounts on the nightly run.
• Import clients as contractor invites — onboard AroFlo clients as Worx contractors.
• Push contractors to AroFlo — send Worx contractors out to AroFlo as clients.
• Push safety documents — separate toggles for SWMS, forms, ITPs, and site diary entries.
• Active task statuses — choose which AroFlo task statuses keep a project active in Worx (by default OPEN, IN PROGRESS, and BOOKED); tasks outside these are archived.

Reliability & Security

• No duplicates. Every record is matched to its AroFlo ID (task, Business Unit, user, or client), so re-running a sync never creates a second copy.
• Automatic retries. Syncs run as background jobs that retry automatically if AroFlo is briefly unavailable or rate-limits a request, so nothing is silently missed.
• Encrypted credentials. Your AroFlo API token is encrypted at rest — it is never stored in plain text.
• Secure transport. All communication with AroFlo uses verified, encrypted (TLS) connections.

Frequently Asked Questions

Can I connect more than one Business Unit? Yes. One API token can link several Business Units to the same Worx account. Each is managed separately, with its own sync settings.

Can I disconnect AroFlo later? Yes. On the AroFlo integration screen, use Disconnect on any Business Unit. Projects, user accounts, and documents already created in Worx are kept. Your API token is only removed once the last Business Unit is disconnected.

Will it overwrite work I've already done in Worx? No. Records are matched by their AroFlo ID, so existing projects, users, and contractors are updated rather than duplicated, and disconnecting never deletes what's already in Worx.

Why couldn't I import a task document? AroFlo only lets Worx import a document once it has been shared in AroFlo Office. Every document still appears in the Worx list, but importing an unshared one fails with "couldn't be downloaded — share them in AroFlo Office first, then retry." Open the task in AroFlo Office, share the document (Link icon → Set Duration), then run the import again. See the "Importing Documents from AroFlo" guide for the full process.

How often does it sync? Inbound (AroFlo → Worx) runs automatically every night, and on demand via Sync Now. Outbound safety documents (Worx → AroFlo) are pushed as soon as they're completed in Worx.

A user wasn't imported — why? AroFlo users need an email address to become a Worx account. Add the email in AroFlo and they'll be picked up on the next user sync.