Start with the handoff that keeps getting stuck
Suppose a design needs approval before someone orders the materials. A message saying looks good may leave the buyer wondering whether that means the drawing, the price or the final order. Give the review its own step and make the decision explicit.
A Flow can move through tasks and approvals according to your rules. People can complete work, approve it or send it back for changes. The aim is a clear next action, without appointing yourself Chief Person Who Chases Everyone.
Write the steps with the people doing them
The UK's Health and Safety Executive recommends walking through procedures with their users and matching the detail to the task and the reader. Its guidance concerns safety procedures, not business software. The design principle is useful here too: build the handoff with the person who will receive it. (Health and Safety Executive: writing usable procedures)
Ask what they need before they can begin. Test the answer on one real job. A missing drawing may matter more than another required box on a form.
Three places to try a first Flow
Choose one familiar process to try. These examples are separate starting points; you don’t need to build all three.
Review before ordering
Prepare the job details, request approval, then pass the confirmed work to the person placing the order.
Close out a project
Check the remaining work, resolve the open items and record the final decision.
Prepare for a new customer
Collect the details, review what is missing and give the next task to the right person.
Leave room for “this needs fixing”
Work doesn't always move forward on the first pass. A request for changes needs a reason the previous person can act on. Confirm the paint color with the customer is a clearer instruction than needs work.
Use the review and return steps to keep the decision with the job. Automation can hand work along; it cannot decide that an unclear customer answer is good enough.
Use each tool for the job it does
A project template saves familiar steps. A recurring calendar item repeats a date. A Flow handles a sequence with handoffs and decisions. You can use one without building the others.
Bizzy, our fun character, represents that background automation. He's a bot who wants more humans in his life, not more bots. There is no generative AI writing or approving the work; Flows follow your rules. Keep the useful rules, change the ones that create fuss and leave ordinary tasks ordinary.
Sources
Health and Safety Executive: writing usable procedures
Questions & answers
Does every project need a Flow?
No. Use ordinary projects and tasks when that is enough. A Flow is useful when work repeatedly passes between people or needs a review before the next step.
Can someone send work back for changes?
Yes. Review steps support decisions such as approval, rejection or a request for changes. Give the person receiving it clear feedback.
Can Flows automate any outside app?
Do not assume that. Flows organize supported work and decisions inside BizzyBot. Check a specific connection before planning a process around another service.
Is an AI deciding whether a step is approved?
No. People make those decisions. Bizzy is a fun character who represents the automation working in the background. He's the bot who wants more humans in his life, not more bots. BizzyBot doesn't use generative AI; the automation follows your rules. Trust me, our marketing team was VERY stressed about the potential confusion, but Bizzy really convinced us!
Who is this for?
Are you a builder, a baker, a candlestick maker? Got a pulse and a small-business dream? Pull up a chair.
A few businesses that can use BizzyBot:
- Shop owners
- Consultants and designers
- Builders and tradespeople
- Repair shops and salons
- Cleaning and landscaping businesses
Starting out or already juggling customers, jobs and a calendar that won't sit still? Keep the details together so your head doesn't have to hold every last one.
What's the difference between owners, teammates and light users?
Owner: $12/month. The person who runs the business workspace, manages billing and decides who gets access.
Teammates: $6 per person, per month. They create or change projects, tasks, schedules and events, and use the calendars. Their permissions decide what they can change.
Light users: $0 per person, per month. They can view schedules and the jobs they're assigned to in the owner's workspace. People who edit that work need a teammate seat.