Actions

Create trackable tasks and next steps that drive mutual accountability in your rooms.

Actions are interactive tasks inside a Flowla room that guide users toward clear next steps. They turn a room from a static document repository into a structured, outcome-driven experience.

What are actions?

Actions are the “to-do” items in your room. Unlike content (which informs), actions require completion and help move the process forward.

Actions help you:

• Guide users through a process step by step
• Collect input or confirmations
• Track progress and completion rates
• Trigger workflows and automation
• Create accountability with assignments and due dates

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Types of actions

Prospect-facing actions

These actions are visible to external users and help move a deal, onboarding, or project forward.

Common examples:

• Fill out a form
• Book a meeting
• Sign a document
• Watch a required video
• Download important files
• Invite additional stakeholders

Prospect-facing actions make it clear what the user needs to do next and reduce back-and-forth communication.

Internal actions

Internal actions are visible only to your team and hidden from external users.

Use internal actions to:

• Assign follow-ups to team members
• Track internal preparation tasks
• Coordinate handoffs between Sales and CS
• Add private notes and context
• Manage behind-the-scenes work

Internal actions keep your prospect experience clean while allowing your team to work from the same room.

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Creating actions

1. Navigate to a section

   Open your room and go to the section where you want to add an action.

2. Click 'Add action'

   Use the add new action button.

3. Configure the action

   • Title, description, action type, dates and assinees

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Action assignments

Assign actions to specific people to create accountability.

Assignment types:

Type	Description
Internal team member	Assign to someone on your team
External contact	Assign to a prospect
Primary contact	Auto-assign to the room’s primary contact
Target company	Assign action to whole company

Assignment notifications:

• Assignees receive notifications (if notification is checked) when actions are assigned
• Reminders are sent for upcoming and overdue actions
• Completion notifications keep everyone informed

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Due dates and reminders

Set due dates to create urgency and accountability.

Due date features:

• Set specific dates or relative dates (e.g., “3 days after room creation”)
• Automatic reminders before due dates
• Visual indicators show status at a glance

Task status:

Status	Description
To do	Not started
In progress	Work has begun
Done	Completed
Cancelled	No longer needed

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How actions work with automation

Actions can trigger and be triggered by workflows.

Actions as triggers:

• When an action is completed → Send a notification
• When an action becomes overdue → Alert the team
• When a specific action is done → Unlock the next section

Actions from workflows:

• Automatically create actions when rooms are created
• Change action status based on CRM events

Learn more about workflow triggers and actions.

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Best practices

1. Use clear, descriptive names - “Review pricing proposal” is better than “Review document”

2. Order actions logically - Arrange in the sequence you expect completion

3. Limit prospect-facing actions - Only include what’s truly necessary

4. Use internal actions generously - Keep your team coordinated without cluttering the prospect view

5. Set realistic due dates - Create urgency without being unreasonable

6. Connect to workflows - Automate follow-ups and notifications for key actions