Use Case: Flowlu for Marketing Agency


Flowlu is widely used by marketers, copywriters, advertising managers, media directors, brand strategists, SEO managers, analysts and other creative professionals to manage their daily operations. Our cloud-based platform can help you automate every stage of your marketing lifecycle and boost team productivity.

Check out our step-by-step guide for configuring Flowlu for marketing teams and agencies.

Step 1: Create User Roles for Your Marketing Team

    Flowlu lets you assign specific permissions not only to particular users but also groups of people. You can create user roles like SEO Managers, Brand Strategists, Video Team and pre-define their permissions to different modules. Permissions ensure your teammates see only those data they need to. 

    User roles are also useful when assigning several task collaborators or followers in bulk.

    Tip: Utilize Workspaces to create separate team spaces for collaboration. In Flowlu, you can relate tasks and projects to the workspaces. Plus, all workspace members have their own feed to exchange announcements or important notes available only to them.

    Step 2: Automatically Capture New Work Requests

      You can either automatically create new work requests out of our built-in web forms or new emails with email integration. Flowlu captures all the information and creates an opportunity.

      Web forms can be installed on your website to capture new leads.

      In Flowlu, you can sync emails only from particular folders. For example, you can create a rule for your inbox in Gmail and move emails with specific words to a particular label, which then will be synchronized with Flowlu. That will help you avoid any clutter in your Flowlu's emails and requests. Learn more

      Tip: Set up automation rules for your pipeline with new work requests. For instance, you can automatically send a welcome message to your leads or assign a task to a teammate to call your prospect back.

      Step 3: Initiate Projects for Your Clients

        After the opportunity is won, and your prospect agrees to purchase your marketing services, create a new project out of an opportunity (Yes, automation rules can help you with that too). But first, let’s touch upon a few basic steps to streamline your project management.

        Custom Fields

        Flowlu lets you create your own fields, which will be displayed in the project card and project table (list).

        You can always filter your projects by these fields.

        What custom fields to include:

        • SLA (link or attachment)

        • Type of service, e.g. SEO Services, Content Marketing, Digital Advertising (dropdown or checkboxes)

        • Client’s social media handles (text)

        • Budget (price)

        • Content type (dropdown or checkboxes)

        • Campaign dates (date)

        • Campaign’s CTR, clicks, impressions, etc. (decimal number or percentage)

        • Guidelines (Object Picker > Knowledge Base)


        Project Templates

        Use project templates if you regularly take projects that follow the same path. For example, you can create project templates for Social Media, Branding, Website Design, SEO, Email Marketing services.

        Go to Projects > Project Workflows > New Project Workflow. Indicate the main stages, milestones, and tasks that are used for this type of service. This way you will avoid starting from scratch every time you start a new project. Plus, your teammates will always know what to do next as they have a ready-mady checklists in front of them.

        Project Progress

        You can easily keep track of performance and progress of several projects at once on the Project Workflows board or Workload board.

        Project Workflow Board

        Workload Board

        A few words about a project card. Flowlu’s project record is the main point for your team collaboration on a project. It can store brand assets, tasks, notes, comments, spent time, estimated expenses, and paid invoices.

        Step 4: Manage Team Tasks

          In Flowlu, you can manage tasks linked to a project, workspace or tasks outside any campaign or project. Each task has a task workflow which governs the stages it will go through, so a task is considered completed.

          You can add task statuses for different processes (workflows) in your account. For example, if you define an article as one task (editorial calendar), you can create the following workflow for your Content Marketing:

          • Ideas > To Do > Research > Writing > Editing > Search Engine Optimization > Promoting > Analyzing > Finished

          Create tags for your tasks to reflect post categories (Business, Team, Sales) or type of content (Guide, List, Interview).

          These labels along with task priorities will be displayed on the Kanban board.

          Tip: Create task templates with checklists for routine activities such as monthly reports, bi-weekly analytics check, content approval, etc. They can be created automatically based on the recurrence preferences

          Step 5: Try Flowlu's Extra Features for Marketing Teams

          Create a knowledge base for your teammates to share best practices and tips. Your articles can contain pictures, videos, links, tables, etc.

          Use built-in mind maps to visually present different concepts, marketing strategies, buyer personas, campaign plans.

          If you’re a spreadsheet admirer, try creating your database using Flowlu’s custom lists. They can be used to keep track of guest writers for your blog, advertising accounts credentials, social media influencers, content production or any other information which can be organized with tables.

          Previous Use Case: Flowlu for Client Management