Features
One system for the work that moves between people.
Each part of Flow Pilot exists to remove a specific kind of delay: unclear ownership, manual routing, waiting for sign-off, or not knowing where something stands.
01 · Visual workflow builder
Draw the process the way you'd explain it.
THE PROBLEM
Processes live in people's heads, slide decks and half-maintained wiki pages, so every request is handled slightly differently.
WHAT FLOW PILOT DOES
Lay out stages on a canvas, add branches for exceptions, and set an owner and target time for each stage. What you draw is what runs.
WHY IT MATTERS
New team members follow the same path as experienced ones, and changes to the process happen in one place.
Stages, branches and parallel paths
Form-based intake with required fields
Draft, test and publish versions of a flow
Flows
/
Vendor onboarding
/
v4 draft
DRAFT
Publish
INTAKE
Vendor request form
Anyone
STAGE
Procurement review
Jon · target 1d
Spend > $25k?
YES
PARALLEL
APPROVAL
Finance sign-off
Priya
APPROVAL
Security review
Sam
HANDOFF
Accounts payable
Ada · target 1d
END
Vendor ready
NO
SKIPS APPROVALS → HANDOFF
Fig. 01 — Builder canvas, Vendor onboarding v4 (draft)
02 · Task and project coordination
Every run on one board, with one owner each.
THE PROBLEM
When work is tracked across inboxes and chat threads, nobody can say for certain who is holding a request right now.
WHAT FLOW PILOT DOES
Each run moves across a board of stages. Its card shows the owner, the time spent at the current stage and any checklist items still open.
WHY IT MATTERS
Teams stop asking for status updates because status is already visible.
Board, list and calendar views
Checklists and sub-tasks per stage
Saved views per team or owner
Operations
/
All open runs
Office cleaning supplier
FP-1046 · REVIEW
JN
3D LATE
Harbor & Pine Supply
FP-1042 · APPROVAL
PR
4h
Translation agency
FP-1047 · REVIEW
JN
6h
Packaging materials
FP-1039 · HANDOFF
AD
2h
Courier contract renewal
FP-1051 · INTAKE
TK
2h
Fig. 02 — List view, sorted by time waiting
Spend over $25k → Finance
ACTIVE
When
A vendor request is submitted
If
Annual spend is over $25,000
Then
1.
Add Finance lead as a required approver
2.
Request a security questionnaire
3.
Set a 3-day target for review
FIG. 03 — RULE ANATOMY: TRIGGER, CONDITION, ACTIONS
03 · Rules and triggers
Routing that follows your policy, not someone's memory.
THE PROBLEM
Policies like 'anything over $25k needs Finance' rely on people remembering them, and exceptions slip through.
WHAT FLOW PILOT DOES
Rules combine a trigger, conditions and actions. They read as plain sentences and run every time a run matches.
WHY IT MATTERS
Policy is applied consistently, and anyone can read a rule to understand why a run went where it did.
Triggers from forms, stage changes, dates or connected tools
Conditions on any field, with and/or groups
A run log showing which rule fired and why
04 · Automated approvals
The right approvers, in the right order, with the full story.
THE PROBLEM
Approval requests arrive without context, sit in inboxes, and get chased in meetings.
WHAT FLOW PILOT DOES
Approval steps can be sequential or parallel, chosen by rules, and include the request, its history and the reason the approval is needed. Reminders and escalations are automatic.
WHY IT MATTERS
Approvers decide faster because they don't have to go looking for information.
Sequential and parallel sign-off
Thresholds, delegates and out-of-office cover
Approve, reject or ask a question from email or chat
FP-1042 · VENDOR ONBOARDING
YOUR APPROVAL
Harbor & Pine Supply
Annual spend
$38,400
Category
Packaging
Requested by
Maya
Why you: rule “Spend over $25,000” requires Finance sign-off.
APPROVAL CHAIN
JN
Jon · Procurement
Approved · Mon 11:40
PR
Priya · Finance
Approved · Tue 11:02
SM
Sam · Security
Reviewing · 4h
AD
Ada · Accounts payable
Next · receives handoff
SM
Do they store any of our customer data? If not, I can approve today.
SAM · 10:48
MA
No customer data — packaging only. Questionnaire attached.
security-questionnaire.pdf
Approve
Ask a question
Reject
Fig. 04 — Parallel approval with rule context
PR
AD
Handoff to Ada
FP-1042 · ACCOUNTS PAYABLE
NEW
INCLUDED IN THIS HANDOFF
Vendor request form
12 answers
Approvals · Finance, Security
2 of 2
security-questionnaire.pdf
Signed
Payment terms
Net 30
EXPECTED FROM YOU
Set up the vendor for payment — target 1 day.
Daily digest
18:00–08:00 quiet
2 runs moved to your stage
1 approval waiting on you
FP-1039 closed by Ada
Fig. 05 — Handoff packet and daily digest
05 · Notifications and handoffs
When work changes hands, the context goes with it.
THE PROBLEM
A handoff that arrives as 'see thread above' costs the next person an hour of catching up — or a round of questions.
WHAT FLOW PILOT DOES
Each handoff includes a packet: what was requested, what was decided, what's attached and what the next owner is expected to do. Notifications are batched so people aren't interrupted for every update.
WHY IT MATTERS
The next owner can act immediately, and fewer requests bounce back.
Handoff packets defined per stage
Notification digests and quiet hours
Mentions and replies kept on the run
06 · Reporting and analytics
See where work waits, not just how much there is.
THE PROBLEM
Activity dashboards count tasks but can't show you which stage is slowing everything down.
WHAT FLOW PILOT DOES
Flow Pilot records time at every stage of every run. Reports show cycle time, waiting time by stage, on-target rate and workload per owner.
WHY IT MATTERS
You can fix the stage that actually causes delays, and check whether the fix worked.
Cycle time and time-in-stage
On-target rate per flow and per team
Scheduled reports and CSV export
Reports
/
Vendor onboarding
LAST 6 WEEKS
MEDIAN CYCLE TIME
2.6 d
18% vs prior period
ON TARGET
87%
+9 pts
RUNS COMPLETED
142
+12
Median hours in each stage, by week
Intake
Review
Approval
Handoff
66
W14
63
W15
63
W16
50
W17
39
W18
34
W19
Median hours per stage, W19
Intake
3h
Review
· LONGEST WAIT
12h
Approval
13h
Handoff
6h
Fig. 06 — Cycle-time report, Vendor onboarding (illustrative data)
07 · Team ownership
A named owner and a backup for every stage.
THE PROBLEM
Shared queues mean shared responsibility — which often means nobody picks the request up.
WHAT FLOW PILOT DOES
Assign each stage to a person, a team with round-robin, or a role. Set a backup for absences and a target time for each stage.
WHY IT MATTERS
Accountability is clear without micromanaging, and absences don't stall work.
Person, team or role ownership
Backups and out-of-office routing
Workload view to balance assignments
Intake
PQ
Procurement queue
ROUND-ROBIN
—
4h
2/8
Review
JN
Jon
PERSON
Kofi
1d
7/8
Approval
PR
Finance lead
ROLE
Deputy
1d
3/8
Handoff
AD
Ada
PERSON
Tomás
ADA AWAY
1d
1/8
Fig. 07 — Stage owners and backups
08 · Integrations
Works between the tools you already use.
THE PROBLEM
Every new tool adds another place to check, and copying data between them is where mistakes happen.
WHAT FLOW PILOT DOES
Connect your chat, email, CRM, issue tracker, storage and finance tools. Use their events as triggers and their actions as steps in a flow. Anything else can be reached with webhooks or the REST API.
WHY IT MATTERS
Flow Pilot coordinates the work without asking people to change where they do it.
Events from connected tools as triggers
Actions back into those tools
Webhooks and a REST API for everything else
EVENTS IN · TRIGGERS
Form submitted
Email received
Record updated in CRM
Issue status changed
File added to a folder
Webhook received
Flow Pilot rules
WHEN → IF → THEN
ACTIONS OUT · STEPS
Post to a chat channel
Create or update a record
Send an email
Open an issue
Generate a document
Call an API
Chat
Email
CRM
Issue trackers
Docs & storage
HR systems
Finance tools
Calendars
Webhooks
REST API
Connector categories shown are illustrative. Replace them with your product's actual integrations.
Features in practice.
Where teams usually start, and the features each workflow uses.
Purchase requests
Intake form, spend-based approval rules and a handoff to accounts payable.
Builder
Rules
Approvals
Content review
Brief to launch with parallel legal and brand review, and a hold on the launch date until both approve.
Approvals
Handoffs
Release readiness
A checklist gate that blocks deploy until every item has an owner and a tick.
Coordination
Rules
Reporting
Questions about the product.
If you can't find what you need here, our team can walk you through it.
Yes. A flow can split based on a condition, run stages in parallel and join again before the next stage. Parallel approval is the most common use.
Flows have draft and published versions. You can run a draft against sample data and see which rules would fire before publishing it.
External people can submit requests through forms and approve steps from a secure link, without needing a seat. They can't see the board.
To email, chat or the Flow Pilot inbox — each person chooses. Digests and quiet hours keep the volume manageable.
Runs, timelines and report data can be exported as CSV at any time, and the REST API gives programmatic access on Growth and Scale.
See your own process in Flow Pilot.
Bring one workflow to a walkthrough and we'll build it with you.
Flow Pilot
Workflow automation for operations teams.
© 2026 Flow Pilot. Demonstration template — Flow Pilot is a fictional product; names, prices and figures are sample content.