Flows allow you to create automated sequences of actions that streamline your business processes. Whether you want to automate your entire client journey or just specific phases, flows give you the flexibility to design systems that work for your business.
Overview of flows
The Flows app consolidates all project flows into one central location. This provides a clear, real-time overview of all active and completed automated processes across all of your projects, alongside enhanced editing capabilities.
Flows can take all your existing templates—emails, forms, invoices, and more—and organize them into a cohesive sequence. When properly set up, flows can automatically:
Send emails
Apply forms
Create invoices
Apply payment plans
Add tasks
Change project status
Apply tags
And more
Before creating flow templates, you'll need to build out the individual templates you want to include in your flow.
Accessing flows
To access your flows, head to Flows in the main sidebar.
The Flows app is divided into primary views accessible via the left navigation pane:
All Flows: Shows all flows applied across all projects, regardless of status
Approval Required: Displays flows containing actions currently awaiting your manual approval
In Progress: Displays flows that are currently running and awaiting completion of an action
Paused: Displays flows that have been paused
Errored: Displays flows where an action has failed and requires attention
Complete: Displays flows where all actions have successfully run
Flow Templates: The centralized area for creating, editing, and managing flow templates
Active [Time]: Displays the currently configured Active Hours for automated flow execution
You can sort the list by Title or Recent (last updated/created) in ascending or descending order. You can also filter the list by Project.
Understanding flow lifecycle states
Flows move through distinct states during their lifecycle:
Active: Flow is running and executing actions based on their triggers
Paused: Flow execution is temporarily stopped; can be resumed
Complete: All actions in the flow have successfully executed
Archived: Flow is no longer active and has been archived
Flow list details
Each entry in the flow list displays:
Project Name: The name of the project the flow is applied to
Flow Name: The name of the flow itself, which is inherited from the Flow Template
Next Action Preview: A brief description of the next action scheduled to fire within the flow, along with its current status icon
Progress Bar: A visual representation of the overall completion status of the flow, with different colored segments indicating the status of individual actions:
Blue: The action has triggered but is currently waiting due to a delay (e.g., waiting 2 days after a previous action)
Gray: The action has not yet triggered
Green: The action is completed
Purple: The action is waiting for manual approval
Red: The action has failed (e.g., email failed to send, or retry needed)
Setting active hours
Active hours let you control when flow actions are allowed to fire automatically. This prevents clients from receiving emails at inappropriate times, such as the middle of the night.
To set your active hours:
Click Active [Time] at the bottom of the left navigation pane (e.g., Active 9:00 AM - 5:00 PM)
Toggle All day off to enable custom hours
Select the desired Start time and End time
Click Save
Any automatic flow actions will only execute during these specified hours.
👋 Here's a tip… When active hours are enabled, flows will only run within the specified times. If you need an action to fire outside active hours, use the Force Now option on the specific action.
Viewing flows
To view your flows:
Navigate to Flows in the main sidebar
Select a pre-filtered view from the left navigation pane (e.g., In Progress or Approval Required)
Review the flow list. Each listing displays the project name, flow title, a preview of the next triggered action, and an action status bar
To see all flows related to a specific template, navigate to Flow Templates, click the desired template, and click the link above the list indicating how many projects use it (e.g., "10 steps - Used in X projects")
Managing active flows
Once you click into an active flow, you can manage the overall flow state and individual actions.
Flow-level actions
Actions available at the top right of the flow interface:
Resume: If the flow is paused, click this to restart execution
Delete: Permanently deletes the flow from the project
Edit: Opens the node-based flow editor
Individual action controls
Actions available on each action node:
Force Now: Forces a pending action to run immediately, overriding any delays or timing rules
Skip and mark complete: Marks the action as complete without actually executing the action (e.g., useful for tasks already completed manually)
Approve: If the action is waiting on manual approval (purple status), click this to proceed with execution
Creating a new flow template
To create a new flow template:
Navigate to Flow Templates in the left navigation pane
Click the + icon at the top of the list of flow templates
A new, empty flow template will be added to your list with a default title
The editor for this new template will immediately open
You can then add and configure actions as desired
Managing flow templates
From the Flow Templates view, you can:
Click on a template name to view its steps
Click Edit in the top right to access the node-based editor
Click the link showing how many projects use the template to see an overview of all active flows using it
Building your flow
When in the flow editor, a right sidebar labeled Flow Actions displays all available actions that can be added to your flow. These actions are grouped into categories for easy navigation:
Communication
Send Email: Sends an automated email using a template
Forms & Contracts
Send Form: Sends a form to collect information from the client. Delivery options include:
Send email and apply to portal (default)
Apply to portal
Add to project only
Send Contract: Sends a contract for client signature. Delivery options are the same as Send Form
Start a New Workflow
Triggers a new flow to begin, allowing you to select another flow template to start
Adding a flow action
To add actions to your flow:
Click on the desired action in the sidebar—it will be added to the bottom of the current flow
Once added, you can drag and drop the action into the desired position within the flow
You can add as many actions as needed to complete your business process.
Configuring flow action triggers
When editing a flow, you can define when an action should trigger using the "When" section in the configuration panel:
Relative: Triggers based on a time relative to an event
Fixed: Triggers based on a fixed date/time
A dropdown menu allows you to select the event that will trigger the action. Trigger timing options include:
Workflow
"All previous actions complete"
"Workflow started"
Project Dates
"Before the project start date"
"After the project start date"
"Before the project end date"
"After the project end date"
Form/Contract
"Form is completed" (requires selecting a specific form from a dropdown list—only forms already sent within the flow are watchable)
"Form is not completed" (requires selecting a specific form from a dropdown list)
"After the contract is signed by the client" (does not require the contract to be selected; this trigger is applicable whenever a contract is signed since projects may only have one contract)
Primary invoice
"After a primary invoice installment is paid" (requires an "Apply Payment Plan" action to be present in the flow, and then you select the specific installment to watch)
"After the primary invoice is paid in full" (watches the project's primary invoice)
Appointments
"Appointment is booked" (requires selecting a specific scheduler from a dropdown list—only schedulers already sent within the flow are watchable)
"Before an appointment starts" (requires selecting a specific scheduler from a dropdown list—only schedulers already sent within the flow are watchable)
"After an appointment ends" (requires selecting a specific scheduler from a dropdown list—only schedulers already sent within the flow are watchable)
Configuring manual approval
When configuring an action, you can enable the Manual Approval toggle. When enabled, this requires you to manually approve the action before it can trigger.
Reordering actions
After adding multiple actions to your flow, you can:
Click and drag actions to reorder them
Use the Up/Down arrows on each node to adjust positioning
Zoom and mini-map controls
At the bottom right of the flow editor, you'll find controls for navigating the visual flow:
Zoom In/Out Buttons (+/-): Adjust the zoom level of the flow
Fit to View Button: Resets the zoom and position to show the entire flow within the current view
Mini-Map Toggle: Toggles a small overview map of the entire flow, indicating your current position within it
Editing a flow
To edit an existing flow:
Navigate to Flows and select the desired flow, or a flow template from the list
Click Edit in the top right corner
Reorder actions by clicking and dragging them, or by using the up/down arrow buttons on the action card
To modify an action's configuration, click the action node to open the right-hand configuration panel
Make changes and click Save
👋 Here's a tip… Actions that have been completed cannot be edited.
Applying a new flow to a project
You can apply a flow to a project using two methods:
Method 1: From the Flows app
Click Start a Flow in the top left corner of the Flows app
In the modal, select a Flow template to apply from the dropdown menu
Select a project from the dropdown menu. If you are already inside a project, this will be pre-selected
Choose how to apply the flow:
Start Flow: Applies the flow immediately and starts execution based on the template's timing rules
Add and Edit: Applies the flow in a Paused state, allowing you to enter the edit view and customize the flow before manually clicking Resume
Method 2: From a flow template
Navigate to a Flow template
Click Use this flow at the top right of the template
In the modal, Select a project you wish to apply the flow to. If you are already inside a project, this will be pre-selected
The Flow template will be preselected
Choose how to apply the flow:
Start Flow: Applies the flow immediately and starts execution based on the template's timing rules
Add and Edit: Applies the flow in a Paused state, allowing you to enter the edit view and customize the flow before manually clicking Resume
Updating existing flows
When you make changes to a flow template that's already in use, you can apply your changes to all active flows using this template.
To update existing flows:
Make changes to your flow template
Click Update X projects button
In the modal that appears, click Update projects to confirm
Exercise extreme caution when updating templates in use. When you update a template, any new actions added will immediately evaluate their trigger conditions on all active flows. If those conditions are already met (including past dates or completed events), the actions may execute immediately without additional warning. Always review which projects are using a template before making updates.
How updates work
When you update a flow template that's in use:
Only flows that are not yet "Complete" receive updates
Flows in "Archived" state are not updated
Actions that have already fired (executed) are preserved and not modified
New actions added to the template may fire immediately if their trigger conditions are already met
Actions are automatically reordered to keep fired actions first, followed by pending actions
FAQ
Actions are not firing when expected
Check active hours configuration:
Actions will only execute during configured active hours unless they have been forced to run. If an action is scheduled outside active hours, it will automatically be delayed until the start of the next active period.
Navigate to Active [Time] at the bottom of the left navigation
Verify your active hours match your expected execution window
If you need an action to fire outside active hours, use the Force Now option on the specific action
Verify trigger conditions are met:
Actions wait for their configured trigger conditions before executing. Common triggers include:
Form completion: The specific form must be completed by the client
Invoice payment: The specific installment must be paid
Contract signing: The project's contract must be signed
Appointment scheduling/completion: The appointment must be scheduled or completed
Previous actions complete: All prior actions in the flow must have finished
Check that the expected trigger event has actually occurred in the project.
Check for paused flows:
If a flow is paused, no actions will execute until it's manually resumed.
Navigate to the Paused view in the left navigation
Find the relevant flow and click Resume to restart execution
Why is an action showing as "Failed"?
When an action fails, it will display in the Errored view with a red status indicator. To resolve the issue:
Navigate to the Errored view in the left navigation
Click into the flow to see which action failed
Review the error message for details about what went wrong
Make any necessary corrections to the flow or project
Use the Force Now option to retry the action