Process Boards

Process Boards let you track work visually. When someone submits your IntakeBot, a card is created automatically. Drag cards through phases as work progresses, everyone on your team sees the same view.

Why Use Process Boards?

Without Process Boards: Submissions pile up in a list. You lose track of what’s been handled and what’s still pending.

With Process Boards: Every submission becomes a card. You see at a glance: 5 new leads, 3 in discovery calls, 2 proposals sent. Nothing falls through the cracks.

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Understanding Boards

The Basics

Term	What It Is
Board	A workflow view (e.g., “Sales Pipeline” or “Support Queue”)
Phase	A column/stage on the board (e.g., “New,” “In Progress,” “Done”)
Card	An individual item moving through phases

How Cards Flow

Submission → Card Created → Phase 1 → Phase 2 → Phase 3 → Done

When someone submits your IntakeBot, a card automatically appears in the first phase. As you work on it, drag it through phases until complete.

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Creating Your First Board

Step 1: Open Process Boards

1. Go to your FlowApp
2. Click Process Boards in the left sidebar
3. Click New Board

Step 2: Name Your Board

Give it a clear name that describes the workflow:

• ✅ “Lead Pipeline”
• ✅ “Client Onboarding”
• ✅ “Support Queue”
• ❌ “Board 1”

Step 3: Add Phases

Click Add Phase to create columns. Most boards need 3-5 phases.

Example phases:

Board Type	Suggested Phases
Sales Pipeline	New Lead → Qualified → Discovery Call → Proposal → Won/Lost
Support Queue	New → In Progress → Waiting on Customer → Resolved
Client Onboarding	Intake → Documents Received → Setup Complete → Active
Job Applications	Applied → Phone Screen → Interview → Offer → Hired/Rejected

Step 4: Connect to Your IntakeBot

1. Go to your IntakeBot settings
2. Find Default Board or set up Workflow Routing
3. Select this board and the starting phase

Now submissions automatically create cards.

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Working with Cards

What’s on a Card?

When you click a card, you see:

• Contact info: Name, email, phone from submission
• Submission data: All their answers
• Linked Contact: Click to view full contact profile
• Linked Records: Related data entries
• Comments: Internal team notes
• Activity: History of changes

Moving Cards

Desktop: Drag and drop between columns
Mobile: Tap card → Select “Move to…” → Choose phase

Quick Actions

Without opening the card:

• Hover to see quick details
• Right-click for actions menu
• Double-click to open

Card Menu Options

Click the ⋮ menu on any card:

Action	What It Does
Assign	Set team member responsibility
Set Priority	Low, Medium, High, Urgent
Add Comment	Internal note
Move to Phase	Change status
View Contact	Open linked contact
Archive	Remove from active view
Delete	Permanently remove

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Team Collaboration

Assigning Cards

Every card should have an owner. To assign:

1. Open the card
2. Click Assign (or the avatar placeholder)
3. Select a team member
4. They’ll receive a notification

Tip: Use Workflow Routing to auto-assign based on rules.

Adding Comments

Keep communication in one place:

1. Open the card
2. Scroll to Comments section
3. Type your note
4. Click Post

Comments are visible only to your team, the original submitter never sees them.

Good comment examples:

• “Called, went to voicemail. Will try again tomorrow.”
• “Budget confirmed at $15k. Ready for proposal.”
• “Missing tax forms, sent follow-up email.”

Mentions

Tag team members in comments:

• Type @ followed by their name
• They’ll be notified about the mention

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Organizing Your Board

Phase Order

Phases should flow left to right in the order work progresses:

Early stages → Middle stages → Final stages

Drag phase headers to reorder them.

Phase Limits (Optional)

Limit how many cards can be in a phase to prevent bottlenecks:

1. Click the phase header ⋮ menu
2. Set Card limit (e.g., 10)
3. The phase shows a warning when at capacity

Archiving

Keep your board clean by archiving completed work:

1. Move cards to your final phase (e.g., “Done” or “Closed”)
2. Periodically, archive cards in that phase
3. Archived cards can still be searched and restored

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Multiple Boards

One FlowApp can have multiple boards for different workflows.

When to Use Multiple Boards

Scenario	Board Setup
Different processes for different submissions	Board per process type
Same items, different views	Filters on one board (coming soon)
Team-specific workflows	Board per team

Example: Recruiting FlowApp

Board 1: Candidate Pipeline

• Applied → Phone Screen → On-site → Offer → Decision

Board 2: Position Tracking

• Open → Sourcing → Interviewing → Filled

Routing to Different Boards

Use Workflow Routing to send submissions to the right board:

• Engineering applicants → Engineering Pipeline board
• Sales applicants → Sales Pipeline board
• Support applicants → Support Pipeline board

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Real-World Board Examples

Example 1: Freelancer Client Pipeline

Phases:

1. Inquiry: New contact form submissions
2. Discovery: Scheduled or completed discovery call
3. Proposal: Sent proposal, awaiting response
4. Negotiation: Discussing terms
5. Won: Signed contract
6. Lost: Didn’t proceed

Example 2: Support Ticket Queue

Phases:

1. New: Just submitted
2. Triaged: Assigned to team member
3. In Progress: Actively working on it
4. Waiting: Waiting for customer response
5. Resolved: Issue fixed

Example 3: Event Registration

Phases:

1. Registered: Completed registration
2. Confirmed: Payment received (if applicable)
3. Reminded: Sent reminder email
4. Attended: Showed up to event
5. No-Show: Didn’t attend

Example 4: Content Approval

Phases:

1. Submitted: Draft submitted for review
2. In Review: Being reviewed
3. Revisions Needed: Feedback given
4. Approved: Ready to publish
5. Published: Live

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Best Practices

Keep It Simple

Start with 3-5 phases. You can always add more later. Too many phases create confusion.

Name Phases Clearly

❌ “Phase 1,” “Phase 2”
✅ “New Lead,” “Discovery Call,” “Proposal Sent”

Anyone looking at the board should understand what each phase means.

Define “Done”

Have clear criteria for when a card moves to the next phase:

Phase	Move to Next When…
New Lead	Initial outreach sent
Discovery	Call scheduled or completed
Proposal	Proposal delivered
Won/Lost	Decision made

Keep Cards Moving

A card sitting in one phase for too long is a red flag. Review regularly and either:

• Move it forward
• Reach out for an update
• Archive if stale

Use Assignments

Cards without owners tend to be forgotten. Assign everything, even if it’s just to yourself.

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Tips for Different Team Sizes

Solo / Freelancer

• One board is usually enough
• Phases track your personal workflow
• Comments = notes to yourself

Small Team (2-5)

• Assign cards to specific people
• Use comments for handoffs
• Consider WIP limits to manage capacity

Larger Team (5+)

• Multiple boards by team or function
• Clear assignment rules
• Regular board reviews

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Troubleshooting

”Cards aren’t being created”

• Check that your IntakeBot is connected to the board
• Verify the FlowApp is published
• Check Workflow Routing rules (if using)

“I can’t find a card”

• Check other phases (including Done/Closed)
• Search by contact name or submission data
• Check archived cards

”Board is too cluttered”

• Archive completed cards regularly
• Consider adding a “Done” phase for quick archiving
• Use filters (if available) to focus on relevant cards

”Team isn’t using the board”

• Simplify, fewer phases, clearer names
• Add board reviews to team meetings
• Show the value: “This is how we know nothing falls through”

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Next Steps

• Workflow Routing: Auto-create and route cards
• Records: Link structured data to cards
• Contacts: View all interactions per contact