Role overview

FlowOps uses workspace roles to keep operational information, team responsibility and administrative controls appropriately scoped.

Compare access by role

Workspace Owner

The Workspace Owner has full customer workspace control and can see every booking in the workspace.

• Create and manage workspace bookings.
• Assign work across available workspace members.
• Invite Workspace Managers and Team Members.
• Choose whether a Team Member reports to the Owner or a Manager.
• Manage workspace settings, billing and plan controls.

Workspace Manager

A Manager can work across their own operational scope and the Team Members who report directly to them.

Team Member

A Team Member has focused access to bookings they create and work assigned to them.

Team Members cannot browse the rest of the workspace booking data, manage the team, change roles, open workspace settings or manage billing.

Reporting relationships

A Team Member can be managed directly by the Workspace Owner or assigned to a Workspace Manager. Managers operate inside their direct report scope, while the Owner can view and manage the whole workspace hierarchy.

New Workspace Owner

1. Create your account.
2. Verify the six digit email code.
3. Continue to onboarding.
4. Enter the workspace name and select the business type.
5. Review the trial terms shown in the app.
6. Start the 14 day FlowOps One Plus trial.
7. Continue to Dashboard.

Invited Workspace Manager

1. Open the invitation.
2. Sign in or create an account using the invited email.
3. Verify the email if you are creating a new account.
4. Accept the workspace invitation.
5. Continue to Dashboard.

Manager scope covers their own work plus their direct reporting team. Managers do not have Billing and plan or workspace Settings access.

Invited Team Member

1. Open the invitation.
2. Sign in or create an account using the invited email.
3. Verify the email if you are creating a new account.
4. Accept the workspace invitation.
5. Continue to My jobs.

Team Member scope covers bookings they created and work assigned to them. Team Members do not have Team administration, Settings or Billing and plan access.

Important timing

Account recovery

From Login, choose Forgot password, enter your email, open the reset link, choose a new password and sign in again.

What the dashboard shows

The dashboard is an operational starting point. It brings together summary counts, near term workload, health signals, actions that need attention, upcoming work, team context and recent activity.

The greeting at the top also confirms the scope currently being shown.

Operational summary

The summary cards at the top are links. Select a card to open the matching filtered work view.

• Today shows work scheduled for the current workspace day inside your scope.
• Active work covers travel, arrival, work in progress and paused work.
• Completed today uses the recorded completion time where available.
• Awaiting review on a Team Member dashboard includes assigned work that has moved into a review decision state.

Next seven days

The seven day chart shows delivery work from today through the next six days. Quiet days still appear so you can read the full week at a glance.

Owner and Manager dashboards can open Calendar from this section. Team Members can open My jobs.

FlowOps Score and work health

The health card provides a live score from zero to one hundred and a short explanation of the current operational signal.

Select Details or the score itself to open the score breakdown. From the breakdown you can continue to a FlowOps AI review.

The footer of the health card also shows assignment coverage for the next seven days when there is scheduled work to measure.

What needs attention

The priority queue surfaces up to four items that need a decision or follow up inside your visible scope. Selecting an item opens the relevant filtered work view.

• Customer requests, including pending cancellation or date and time changes.
• Completed work waiting for review.
• Reassignment requests waiting for a decision.
• Work that has not started on time.
• Upcoming bookings that still need an assignee.
• Recorded service follow up after completed work.
• Paused work waiting for a decision.
• Pending team invitations.

Owners and Managers can also see additional operational review items from FlowOps AI when space is available. Team Members see attention items related to their assigned work.

Now and next

The upcoming work panel puts the nearest work first. If you personally have an assigned job, FlowOps highlights your next assigned job before the rest of the list.

• Each row shows the time, date, service and customer.
• Owner and Manager views also show whether work is assigned and who owns it.
• Team Member rows open the related item in My jobs.

Team overview

The Team overview is available to Owners and Managers. It gives a compact view of delivery history and near term assigned work.

Each person can show completed work since joining the workspace and upcoming assigned work for the next seven days. Select a person to open bookings filtered to their assignment.

Operational activity

Recent activity shows meaningful booking and job changes in your role scope. The latest items can include booking creation, assignment changes, status changes, travel, arrival, work start, pause, resume, completion, issues, reassignment decisions and reopened work.

Select an activity item to open the related booking or assigned job.

Dashboard shortcuts

1. FlowOps AIAvailable from the dashboard header for operational review and guidance.
2. Review workOwners and Managers can jump directly to work waiting for review.
3. Active jobsTeam Members can jump directly to currently active assigned work.

When the dashboard is quiet

A new workspace or a user with no assigned work can legitimately show zero counts and empty panels. As bookings are created, assigned and progressed, the dashboard fills with the operational signals relevant to your role.

For Team Members, no assigned work produces a work health message explaining that assigned jobs will build the signal.

Booking visibility by role

Choose List, Board or Agenda

Search bookings

Search can match customer details, service information, location, notes, status and booking number.

• Customer name, email or phone.
• Service name, service address and operational notes.
• Customer notes and internal notes.
• Workflow status or its displayed label.
• Booking number, including searches such as 125, #125 or booking 125.

Phone searches ignore common formatting characters, which makes partial number searches more reliable.

Filter and sort the workspace

Use filters to narrow the same booking data without changing the underlying booking records.

Sorting options include Priority, Upcoming first, Newest dates first, Recently completed and Oldest created first.

Use the quick queues

1. Created by meShows bookings created by the signed in user.
2. TodayShows bookings scheduled for today across the relevant live and review stages.
3. Needs actionSurfaces customer requests, work review, reassignment, overdue starts, unassigned work and service follow up.
4. UpcomingShows upcoming live work while keeping overdue starts and pending holds out of the ready queue.
5. CompletedShows completed work with recent completion first.

Understand the Board columns

A planned booking that is unassigned, overdue to start or waiting on another action can be prioritised in Needs action instead of appearing as ready planned work.

Booking workflow and status changes

The standard workflow uses Pending, Scheduled, Confirmed, On route, Arrived, In progress, Paused, Rescheduled, Review required, Completed and Cancelled.

Your workspace can show business specific labels while FlowOps keeps the same underlying workflow rules.

Remote work can start directly from a planned stage because travel and arrival may not apply.

Open and manage a booking

Select the booking number or Open to view the booking record. Depending on the booking and your role, the record can contain customer details, schedule, service fields, assignment, status, location, notes, tracking, customer requests, reassignment requests, work outcome, AI tools and the activity timeline.

Active booking details can be edited by permitted users. FlowOps validates schedule and assignment changes before saving.

A Team Member can edit details only for a booking they created. Status and assignment stay protected, and operational progress remains in My Jobs.

Customer and reassignment requests

Bulk actions and export

Owners and Managers can select visible bookings and apply supported bulk actions such as Archive selected, Confirm selected or Cancel selected. FlowOps still validates every booking against the lifecycle rules.

Owners and Managers can also export the current filtered booking view to CSV, so the export follows the search and filters being reviewed.

Locked history, reopening and archive

• Review required locks core booking details while the review owner checks the worker outcome.
• Completed and Cancelled are historical states. Owners and Managers can reopen them when the booking needs a new active cycle.
• Archive removes the booking from normal workspace views. Contact FlowOps support if an archived record needs restoration.

Tracking and related work

When customer tracking is available, Open tracking opens the customer view. Keep customer notes separate from internal workspace notes so only intended information appears to the customer.

If review creates follow up work, FlowOps can link the new booking to its source booking so permitted users can understand the work chain and open related records.

Common booking questions

Who can create bookings

Owners and Managers can create bookings and assign them within their permitted team scope. Team Members can create bookings for themselves, and FlowOps automatically assigns that new work to the Team Member who created it.

Team Members do not set booking value during creation.

Auto fill from request

Paste a customer email, message or request into Auto fill from request, then choose Find booking details. FlowOps identifies details that can be applied to the form.

Step 1. Customer

• Customer name is required.
• Email is optional. Add it when customer tracking updates should be delivered by email.
• Phone is optional, and a phone only booking can be created without an email address.

FlowOps also checks matching customer and schedule information for possible duplicates before creation.

Step 2. Schedule and service

Date, start time and service are required. Duration is entered in hours and FlowOps calculates the end time automatically.

Quick time choices can appear from workspace working hours. Before creation, FlowOps checks the proposed schedule against configured working days, weekend rules, working hours and minimum notice.

Recurring bookings

When recurring schedules are available, choose the recurrence and the number of additional occurrences. Common options include One off booking, Weekly, Every 2 weeks and Monthly.

A single create action supports up to 11 additional occurrences, for a maximum of 12 bookings in the series. FlowOps validates every occurrence before creating the series.

Each occurrence becomes its own booking. Editing one occurrence later changes only that booking.

Notes and instructions

Access and preparation notes can hold arrival instructions, materials, priorities or handover information.

Step 3. Assignment

Choose the initial status and staff owner. New bookings can start as Pending, Scheduled or Confirmed, although the displayed business label can vary.

Owners and Managers can choose an allowed team member or leave the booking Unassigned. Managers can only choose people inside their permitted team scope.

When an assignee is selected, FlowOps checks whether that person already has live work that overlaps the proposed time. Resolve the conflict before creating the booking.

Step 4. Review and create

Review customer, contact information, service, status, schedule, assignee, location, recurrence and booking value where available.

Select Create booking when the review is correct. FlowOps validates required fields, service fields, schedule rules, assignee availability and duplicate protection before saving.

Duplicate protection

If FlowOps finds a possible duplicate for the same customer and schedule, it identifies the existing booking for review.

Use Create this booking anyway only when you have checked the existing booking and both records are intentionally required.

What happens after creation

• FlowOps records who created the booking in the activity history.
• Owners and Managers normally return to Bookings.
• A Team Member returns to My Jobs because the new booking is assigned to that Team Member.
• If customer email is present and customer confirmation notifications are enabled, a customer tracking email can be queued.

Common creation problems

Understand the My Jobs tabs

All combines your assigned current and historical work into one view.

Search and day filtering

Search jobs can match customer, booking number, service, location, contact information, status, assignee, schedule, issue information and delay information.

A day filter can also be applied when My Jobs is opened from a date specific workspace view. Use Clear day to return to the full tab.

My Jobs displays 25 jobs per page and shows Previous and Next controls when more results are available.

Read a job card

Each job row shows the scheduled day and time, customer, booking number, service, status, location or remote session, current assignee and the next available action. Overdue and operational delay warnings appear when relevant.

Select Details to open customer contact information, location, schedule, status, preparation notes, issue information, progress, field checklist, timestamps and recent activity.

• Open Maps is available for onsite work when a service address is present.
• View booking details appears when your role allows access to the full booking.
• Draft message creates a customer ready update from the booking facts and provides a copy action.

Progress onsite work

The normal onsite delivery path is Assigned, On route, Arrived, In progress, Finished, Review and Completed.

1. Start travelAvailable on the booking day for planned onsite work. The booking moves to On route.
2. Mark arrivedAvailable two hours before the scheduled start once the job is On route. The booking moves to Arrived.
3. Start workAvailable one hour before the scheduled start. Onsite work normally starts from Arrived and moves to In progress.

Run remote work

Remote jobs do not require travel or arrival. Start work becomes the operational action when the allowed start window is reached.

The field checklist uses Remote access confirmed instead of the normal onsite location and travel checks.

Pause, resume, notes and issues

Request reassignment

Team Members can request reassignment before travel starts while the booking is still Pending, Scheduled, Confirmed or Rescheduled.

Choose Need manager support, Outside my skills, Capacity issue, Customer escalation or Other. Add supporting details when useful. Other requires a note.

The request goes to the Team Member manager when available, otherwise to the Workspace Owner. The job stays assigned to the Team Member until the request is accepted and the assignment changes.

When a customer request is pending

A pending customer date or time change or cancellation request pauses operational progression until the request is reviewed.

Start travel, Mark arrived, Start work, Pause, Resume, Finish work and Request reassignment are blocked while the request is pending. Add note and Report issue remain available.

Users with permission to handle the request can open Review request. Other users see that the request is waiting for a Manager or Owner.

Use the checklist, timestamps and activity

The field checklist helps confirm address or remote access, customer contact, travel, arrival, work start and completion proof as the job progresses.

Timestamps show Scheduled, On route, Arrived, Started and Completed times when they exist. Recent activity shows the latest five job events and important booking updates.

Finish work and send it for review

Finish work is available only while the booking is In progress. Choose a valid Outcome before submitting. The outcome choices depend on the service workflow configured for that service.

You can add a work note, completion checklist items, before photo, after photo and customer signoff. The standard checklist includes Work completed, Before proof captured, After proof captured, Site cleaned and Customer updated.

The booking does not become Completed when the worker finishes it. Completion happens after the reviewer resolves the work.

Awaiting review and completed work

After Finish work, the job becomes read only for operational actions. The work report can show the outcome, review state, completion note, checklist, proof photos and customer signoff.

After the reviewer completes the decision, the job appears in Completed and remains available as read only history.

What happens after reassignment

My Jobs follows the current assignee. When an Owner or Manager reassigns a booking to somebody else, it is removed from the previous assignee view and becomes part of the new assignee work queue.

Common My Jobs messages

Recommended daily workflow

1. Check Today and OverdueStart with work requiring attention now.
2. Open DetailsReview customer, location, access notes, timing and alerts before progressing the job.
3. Record real progressUse the travel, arrival, start, pause and resume actions only when those events actually happen.
4. Finish with evidenceChoose the outcome, add useful evidence and confirm that the job moves to Awaiting review.
5. Prepare for what is nextUse Upcoming to review later assigned work.

Understand the review lifecycle

1. Worker finishes the jobFinish work is submitted from My Jobs while the booking is In progress.
2. FlowOps records the work reportThe outcome, notes, checklist, proof and signoff are stored with the worker finish time.
3. Booking moves to Review requiredCore booking details are locked while the finished work is checked.
4. Reviewer makes the final decisionThe reviewer resolves the booking, schedules linked work, or closes the suggested follow up with a reason.
5. Original booking becomes CompletedThe final review time and reviewer are recorded separately from the worker finish time.

Know who reviews the work

The Workspace Owner can resolve any permitted work review when needed. A Manager can also review work assigned to that Manager or to a Team Member they currently manage.

Read the worker outcome

Open the booking and use the Work report section before making a decision. The report can show who finished the work, when the work finished, the selected outcome, the next decision, review owner and any recorded evidence.

If team action notifications are enabled, FlowOps also sends the primary review owner a work ready for review email after the worker finishes.

Resolve and complete when no more work is needed

When the selected outcome does not require another operational action, the review panel shows Resolve & complete. Add an optional final review note when useful, then resolve the booking.

FlowOps records the reviewer, review time and final completion time, changes the booking to Completed and adds the decision to the activity timeline.

Handle outcomes that require more work

Some service outcomes create a next action instead of a simple completion decision. Examples include follow up, rebooking, further work, return visits, further journeys, delivery reattempts, next milestones, requested changes, attention work and monitoring.

Both decisions resolve the review and complete the original booking.

Schedule linked work safely

Choose the schedule action shown for the service, then enter the date, time and reason for the next work. FlowOps creates a separate booking linked back to the original.

• The new booking must be scheduled in the future.
• It cannot start before or overlap the source booking. FlowOps shows the earliest safe start when required.
• Normal workspace scheduling rules still apply.
• If the existing assignee remains attached, FlowOps checks that the user does not already have another booking in that time slot.
• Duplicate customer bookings at the same date and time are blocked.

The linked booking normally keeps the customer, service context, delivery details, valid assignee and original creator responsibility. It starts as Scheduled. The original commercial value is not copied automatically into the new work.

Preserve the original booking history

FlowOps does not reset the original booking when more work is needed. The original record is completed after review and the next service action becomes a linked booking with its own lifecycle.

This applies to reattempts, return visits, second viewings, rebookings, further journeys, project milestones, requested changes and other service follow ups.

Close a suggested follow up

Choose Close without further work when the worker outcome suggested another service action but no new booking is actually required. Add a clear resolution note explaining why the extra work is not needed.

After the close decision, the next action is recorded as closed and the original booking becomes Completed.

What happens after review

Common review messages

Recommended reviewer workflow

1. Open Review required workUse Bookings or a review shortcut from the dashboard to find finished work.
2. Check the evidenceReview the outcome, worker note, checklist, proof and customer signoff where available.
3. Choose the real next stepResolve and complete, schedule linked work, or close the suggested follow up with a reason.
4. Confirm the resultCheck that the original booking shows Completed and open any linked booking to confirm its schedule and assignment.

How customer tracking works

When a booking contains a valid customer email address, FlowOps sends the customer an initial booking confirmation with a secure tracking link. The same link continues to show the latest customer facing booking state as the work progresses.

1. Booking createdThe customer receives the booking number, service, schedule, status, assignment information and secure tracking action.
2. Customer opens trackingThe page shows the latest customer safe information without requiring a workspace login.
3. Workspace progresses the workThe progress view reflects assignment, schedule, delivery, review and final completion.

What the customer can see

The tracking page is intentionally limited to information that is useful to the customer.

Understand booking progress

Customer tracking separates operational work from final review, so finished work is not shown as fully completed too early.

When customers can manage a booking

Online customer requests are available only while the booking is upcoming and its status is Pending, Scheduled, Confirmed or Rescheduled.

The customer can request a different date or time, or request cancellation. The booking itself does not change when the request is submitted.

Request a new date or time

1. Open Change date or timeThe current booking date and time are shown as the starting point.
2. Choose a new scheduleThe requested date and time must be in the future and must be different from the current booking schedule.
3. Send the requestThe original booking remains unchanged while the request is waiting for review.

When approval is attempted, FlowOps checks the requested schedule again, including workspace scheduling rules and the current assignee availability. If the slot is no longer valid, the reviewer must choose another resolution.

Request cancellation

Choose Cancel booking, then confirm the cancellation request. The booking remains active until an authorised reviewer approves the request.

If the cancellation is approved, the booking moves to Cancelled. If it is rejected, the booking remains active and the customer can request cancellation again while online changes are still available.

How customer requests are reviewed

FlowOps routes the request to the current responsible person for the booking. The Workspace Owner remains the final override, and Managers can act on customer requests that fall inside their permitted team scope.

After approval or rejection, FlowOps sends the customer an email with the decision and a link back to the booking when a valid customer email is available.

What happens when the booking starts

The online self service window closes when the scheduled start time is reached, or earlier when operational work has genuinely started ahead of schedule.

Any customer request that is still pending at the start boundary expires automatically. The tracking page remains available, but online date, time and cancellation requests are locked. The customer is directed to contact the booking team for help.

Tracking after completion or cancellation

Completed and Cancelled bookings keep their final customer tracking view available for 30 days. This gives the customer time to revisit the final status and booking information.

After the 30 day period, the tracking page shows that the link has expired. Archived records are not available through customer tracking.

Customer privacy and secure access

The tracking page uses a secure booking specific link and is not intended to be discovered through search engines. The public view uses a limited information set.

• Customer email addresses and phone numbers are not displayed in the public tracking view.
• Internal notes and access notes are not exposed.
• Pricing and internal creator information are not exposed.
• Only customer facing notes and the booking assistance contact are shown where relevant.

Recommended workspace workflow

1. Add a valid customer emailThis allows the initial tracking confirmation to be delivered.
2. Keep customer notes suitable for sharingNotes for client appear on the tracking page, so keep internal operational information in the internal notes fields.
3. Review customer requests promptlyA pending request blocks another customer request and automatically expires when the work begins.
4. Keep booking status accurateThe customer progress view depends on the real booking lifecycle used by the workspace.

Common customer tracking messages

What FlowOps AI can help with

FlowOps AI works with the live operational information already available to the signed in user. The answer therefore follows both the current workspace and the current role.

Connection status and live summary

The FlowOps AI page shows a connection state such as Live, Limited or Not connected. When live access is available, the assistant can use current role scoped workspace context. Limited mode can provide reduced guidance when a live capability is unavailable.

The summary at the top can show Needs review, Active work, Overdue starts and Unassigned. These totals follow the same role scope as the rest of FlowOps, so different users can see different numbers.

Choose a focus

Use the Focus panel to start with a useful question. Choosing a focus fills the Ask AI box, and you can edit the question before sending it.

• Today, build a plan from the work that is due now.
• My Jobs, review active, upcoming, late or blocked assigned work.
• Bookings, summarise booking activity that needs action.
• Reviews, find finished work that needs a decision.
• Team, review workload, capacity and assignment gaps where your role has access.
• Customers, review customer requests and follow ups.
• Calendar, review schedule pressure and possible clashes where your role has access.

Ask FlowOps AI

Type a specific question about the bookings, reviews, customers or workload available to your role. FlowOps AI aims to answer from live workspace facts instead of giving generic advice.

An answer can include a recommended action, priority, current state, reason, expected outcome, a customer message draft and a link to a FlowOps screen that your role is allowed to use.

Use Clear chat when you want to remove the current conversation and start again.

How role scope changes AI answers

FlowOps AI cannot expand a user permission simply because the user asks for more information.

Use Smart assignment

Owners and Managers who can assign work can open Smart assignment, enter a booking number and choose Find best assignee. FlowOps compares only team members that are inside the current user assignment scope.

A person is excluded when they are on leave, off duty, have an overlapping booking or have already reached their daily capacity.

Team Members do not receive assignment controls. Their Smart priority view directs them back to the work they are already permitted to act on.

Understand the assignment score

Eligible people are ranked out of 100 using explainable operational factors.

1. Availability, up to 30 pointsUses the team member current availability state.
2. No schedule conflict, 25 pointsThe person must not overlap another active booking.
3. Workload capacity, up to 20 pointsCompares the remaining daily capacity for that person.
4. Service suitability, up to 18 pointsCompares the booking service with stored team skills.
5. Location context, up to 7 pointsUses stored location information only when enough real location data exists.

Review the evidence before choosing Assign or Reassign. The top score is a recommendation and does not change the booking automatically.

Auto fill a booking from a customer request

1. Open New BookingOpen Auto fill from request at the top of the booking form.
2. Paste the requestPaste the customer email, message or request into the text box.
3. Find booking detailsFlowOps looks only for details that are explicitly supported by the request.
4. Review the previewSelect the detected fields you want to use. Existing form values stay unchanged unless that field is selected.
5. Apply selected fieldsComplete anything still required and review the complete booking before saving.

Use AI tools on a booking

An accessible booking can show AI tools for Follow up and next actions.

Work waiting for review is treated as finished work under review, not as fully completed. Completed work is not described as upcoming.

Draft a customer message from My Jobs

Where Draft message is available, FlowOps prepares a short customer update using the booking context visible to the assigned worker, including the customer, service, scheduled time and current status.

The message is a draft only. Copy it, check it and send it through the communication method your team uses. FlowOps AI does not automatically send the drafted message.

Keep human review in control

Always confirm customer details, dates, times, booking status, assignment recommendations, customer messages and review decisions before using an AI suggestion operationally.

If an AI answer conflicts with the current booking record, use the live FlowOps booking record as the source of truth.

Security and privacy boundaries

FlowOps AI is designed to stay inside the current user permitted workspace scope and refuse requests for restricted information.

• It does not provide passwords, secret credentials or private security material.
• It does not provide data from another workspace or customer outside the current user permission.
• It does not provide instructions for bypassing FlowOps permissions.
• Customer message drafts avoid private internal issue notes and restricted operational information.

When there is not enough workspace data

FlowOps AI becomes more useful after the workspace contains real bookings, customers, schedules, service information and team ownership. If there is no live work yet, create the first real booking before expecting risk, assignment or workload guidance.

Common FlowOps AI messages

Recommended FlowOps AI workflow

1. Keep the workspace accurateCurrent booking status, schedule and assignment give AI better operational context.
2. Ask one specific questionSpecific questions produce clearer operational answers than broad requests.
3. Read the reasonCheck why a recommendation was made and which current state supports it.
4. Open the real work recordConfirm the booking or job before changing anything.
5. Make the final decision yourselfUse FlowOps AI as an operations assistant, not as an automatic decision maker.

Understand the Team area

Team combines organisation structure, member workload and access management in one place. The controls you see depend on whether you are the Workspace Owner, a Manager or a Team Member.

Read the Team summary

The summary at the top reflects only the people and work inside your current team scope.

• Visible membersPeople currently visible to your role.
• ManagersVisible people leading delivery.
• AvailablePeople currently ready for new work.
• Busy todayPeople with work assigned today or already at capacity.
• Upcoming workAssigned work from tomorrow through the next seven days.
• Pending invitesInvitations still waiting for acceptance. This appears only when you can invite people.

Use the Organisation view

Organisation shows the actual reporting structure instead of a flat list.

Use the Members directory

Members gives you a searchable directory for the people visible in your scope.

Filter by All, Managers, Team members, Available or Busy. Search can match name, email, role, reporting relationship and current status.

Each row shows the member, access level, reporting relationship, status, work today and upcoming work. Owners and Managers can open View jobs and can start a new booking with a visible person selected as the assignee.

Understand availability and capacity

A member can use Available, On job, Travelling, Break, Off duty or On leave. FlowOps can also show At capacity when today assigned work reaches the member daily capacity.

Available and On job can reflect current workload automatically. Travelling, Break, Off duty and On leave are explicit states and remain visible until changed.

Edit a member profile

Owners can edit any Manager or Team Member. Managers can edit only Team Members who report directly to them.

Manage reporting relationships

A Team Member can report to one Manager or remain Owner managed. The reporting relationship controls the Team Members a Manager can see and manage.

When a Manager invites a Team Member, the accepted member automatically joins that Manager reporting team. The Workspace Owner can later move a Team Member between Managers or return them to Owner managed.

Invite a teammate

1. Open TeamChoose Invites or select Invite teammate.
2. Enter the emailUse the email address the person will use for FlowOps.
3. Choose accessOwners choose Manager or Team Member and can set the reporting Manager when needed.
4. Send the inviteThe secure invitation is valid for 7 days.

Understand invitation checks

FlowOps blocks invitations that would create an invalid or duplicate workspace membership.

• The email address must be valid.
• You cannot invite your own email address.
• A person who already belongs to the workspace cannot be invited again.
• An existing pending invite must be resent or cancelled instead of duplicated.
• The workspace must have an available team slot.
• The invited account must be eligible to join the workspace in the selected role.

Accept a workspace invitation

The account used to accept the invitation must use the exact invited email address.

The invited person joins the existing workspace and does not complete workspace billing setup. Managers normally continue to Dashboard, while Team Members normally continue to My jobs.

Manage pending invitations

Pending invitations show the email address, intended role and expiry date.

Understand team capacity

FlowOps counts active Managers and Team Members together with pending invitations when calculating workspace team capacity.

The default team capacity is 10 unless the workspace has a different configured limit. A pending invitation uses a slot until it is accepted, cancelled, revoked or expires.

Change a member role

Only the Workspace Owner can change a member between Manager and Team Member. The Workspace Owner role itself cannot be changed here.

Remove a member from the workspace

Only the Workspace Owner can permanently remove a Manager or Team Member. FlowOps asks for confirmation because the action removes access and affects assigned work.

• Workspace membership is removed.
• Bookings currently assigned to that person become unassigned.
• Current sessions for the removed user are ended.
• Pending invitations for the same email are revoked.
• If the person was a Manager, direct reports are detached and invitations created by that Manager are cancelled.

The Workspace Owner cannot remove themselves through Team management.

Common Team messages

Recommended team setup workflow

1. Add Managers firstDo this when your operation uses Manager reporting lines.
2. Place Team Members correctlyInvite them under the correct Manager or keep them Owner managed.
3. Set realistic team profilesKeep skills, daily capacity and availability useful for assignment decisions.
4. Review pending accessResend invitations that are still needed and cancel those that are not.
5. Confirm the reporting treeUse Organisation to make sure each Team Member reports to the intended person.
6. Use removal carefullyReassign planned work first when possible, then remove access only when it should end permanently.

Understand the Settings area

Settings contains six sections: Workspace, Bookings, Notifications, FlowOps AI, Security and Data. Workspace, Bookings and Notifications can be edited. The remaining sections show status or provide direct actions.

1. Open SettingsSign in as the Workspace Owner and open Settings from the workspace navigation.
2. Choose a sectionUse the Settings navigation to move between workspace, booking, notification, AI, security and data controls.
3. Select EditEditable sections stay in view mode until you choose to make a change.
4. Save real changesSave changes becomes useful after a setting has changed. Cancel leaves edit mode without saving the new values.

Set workspace identity and business context

Choose the business booking model

Choose the model that most closely matches the way your organisation books and delivers work. Version 37.4.19 includes the following models.

Changing the model changes the service context used for future booking work. Existing booking history remains a record of what was saved on each booking.

Configure booking defaults and availability

Set service completion paths

Each configured service can use a completion path that tells FlowOps what kind of outcome should be recorded when the work finishes. The primary service appears first.

Finished work still goes through the appropriate review process before the booking becomes Completed. Historical completed bookings keep their existing completion history.

Choose workspace notifications

The delivery email shown in Settings is the verified Workspace Owner email. This address is not changed from the Notifications section.

Operational review messages can follow the person responsible for reviewing that booking, with the Workspace Owner available as the workspace fallback.

Review FlowOps AI status

The FlowOps AI section is a status and connection view. It does not expose or edit private AI credentials.

• Connection shows whether the workspace can currently use FlowOps AI.
• Last connection test shows the most recently recorded test result.
• Booking data access remains role scoped to the signed in user.
• Test connection runs a current workspace connection check.

A Settings change never gives somebody access to booking information outside their normal Owner, Manager or Team Member scope.

Understand security controls

Review and export data

Know what each setting affects

Common Settings messages

Recommended workspace setup order

1. Confirm identitySet the Workspace name, business booking model, primary service and client type.
2. Set time contextChoose the correct timezone before creating operational schedules.
3. Set booking rulesConfigure duration, initial status, minimum notice, working hours and accepted days.
4. Review each service pathMake sure each service collects the right finish and review outcome.
5. Choose useful alertsEnable the customer and operational email events your team actually needs.
6. Check AI and securityReview AI connection state and confirm the built in security controls are active.
7. Test a real bookingAfter changing operational rules, create or review a booking to make sure the workspace behaves as expected.

Understand the Profile area

Profile is organised into four areas: Profile, Security, Access and Activity. The first two contain personal controls. Access explains what your current role allows. Activity shows recent account information and the sign out action.

Update your display name

Your display name is the personal name FlowOps shows in team activity and assignments.

1. Open ProfileOpen your account Profile from the signed in workspace.
2. Select EditThe personal profile fields become editable.
3. Change NameEnter the name you want other workspace users to see.
4. Save changesFlowOps updates your profile and records the latest successful profile update time.

Changing your display name does not change your workspace membership or role.

Change your login email securely

Your login email is used to identify your account and receive security verification. A new login email must be valid and must not already belong to another FlowOps account.

1. Select EditOpen the Profile section for editing.
2. Enter the new emailUse an email address that you can access immediately.
3. Save the profileFlowOps sends a six digit verification code to the new email address.
4. Enter the verification codeThe current login email remains unchanged until the new address is successfully verified.
5. Verify emailAfter successful verification, the new address becomes your FlowOps login email.

Understand email verification

Change your password

Profile requires your current password before a new password can be saved.

1. Select Change passwordThe password fields become available.
2. Enter your current passwordThis confirms that the change is being made by the signed in account holder.
3. Enter a new passwordThe Profile password control requires at least 8 characters.
4. Confirm the new passwordBoth new password fields must match exactly.
5. Update passwordThe new password becomes active for future FlowOps sign in.

After a password change, FlowOps sends a security confirmation email. If you did not make the change, reset the password immediately and contact your workspace owner or FlowOps support.

Understand your Access summary

Access is informational. It explains the workspace and permissions already attached to your account.

• Workspace Owners have full workspace control.
• Workspace Managers work within their managed team scope.
• Team Members work within their personal assigned work and permitted created booking scope.

Changing your name, email or password does not increase this access. Role changes are managed through the workspace team controls.

Review account activity information

The Activity section gives a small security and account summary rather than a complete audit history.

Sign out safely

Use Log out in the Activity section when you have finished working, especially on a shared or temporary device.

1. Open ProfileGo to the Activity section.
2. Select Log outFlowOps ends the current signed in browser session and returns you to the login route.

Common Profile messages

Recommended account security habits

• Keep your login email accessible so verification and security notices can reach you.
• Use a password that is unique to FlowOps and difficult to guess.
• Never share passwords or verification codes with another person or with FlowOps AI.
• Review unexpected password or email change notifications immediately.
• Sign out when using a shared device.
• Ask the Workspace Owner to review your role when the Access section does not match your responsibilities.

Current plan

The customer workspace plan is FlowOps One Plus. It costs £29 per month and one subscription covers the whole workspace.

• Price: £29 per month.
• One subscription covers the current workspace.
• There are no separate charges for each workspace member.
• Managers and Team Members use the subscription managed by the Workspace Owner.

14 day trial

A new Workspace Owner starts with a 14 day FlowOps One Plus trial during onboarding. Billing and plan shows the trial state, remaining time, trial end date and the future billing date when available.

If the trial reaches its end without activation, normal workspace access can become restricted until billing is activated.

Read the plan summary

The Current plan area brings together the main subscription information for the workspace.

Add and manage a payment method

During the trial, use Add payment method when you are ready to continue with FlowOps One Plus.

1. 1
   Open Billing and plan

   Confirm the trial and billing date shown for your workspace.

2. 2
   Select Add payment method

   FlowOps opens the secure Stripe checkout.

3. 3
   Complete the secure payment setup

   Enter the required billing and payment information in Stripe.

4. 4
   Return to FlowOps

   Review the refreshed subscription state and first payment date.

After billing is linked, use Manage in Stripe or Open Stripe billing to manage supported payment method controls securely.

Billing cycle and invoices

FlowOps One Plus renews monthly. The Billing cycle row shows the relevant first payment, next payment, renewal or cancellation schedule for the workspace.

The Invoices area shows whether a recent invoice has been recorded. Use View invoices in Stripe or Open Stripe billing to review available receipts and invoice history.

Temporary billing locks

FlowOps can temporarily protect subscription changes around a billing point. When this applies, the page shows Billing changes temporarily locked and the exact date and time when changes reopen.

Protected actions can show Available later until the displayed time. A temporary billing lock does not mean the subscription has been cancelled.

Failed payment recovery

A failed monthly payment does not immediately restrict the workspace. The configured recovery sequence gives the Owner time to correct the payment method.

1. 1
   First payment attempt fails

   The subscription moves into a payment attention state.

2. 2
   Workspace access stays open

   Use this time to review and update the payment method.

3. 3
   Payment is retried after 24 hours

   The configured billing recovery schedule makes one retry after the first failure.

4. 4
   A second failure starts final grace

   FlowOps starts a final 24 hour grace period if the retry also fails.

5. 5
   Restriction happens only after final grace

   Workspace access is restricted only if the final grace period expires without successful payment.

A successful payment returns the subscription to its normal active billing lifecycle.

Billing emails

The Workspace Owner can receive lifecycle emails for important billing events.

• Trial started.
• Trial ending tomorrow when billing has not yet been activated.
• Payment received.
• Upcoming monthly payment, normally three days before the payment date.
• Payment failed and final grace notices.

Cancel a subscription

Cancellation is scheduled for the end of the current billing period rather than ending workspace access immediately.

1. 1
   Open Billing and plan
2. 2
   Select Cancel subscription
3. 3
   Review the inline confirmation

   Check the scheduled end information before confirming.

4. 4
   Confirm only when you are sure

   The workspace remains active until the current paid billing period ends.

Reactivate before the scheduled end

If cancellation has been scheduled but the subscription has not yet ended, FlowOps can offer Reactivate subscription. Use it when you want monthly service to continue beyond the previously scheduled cancellation date.

After reactivation, review Billing and plan again to confirm the active state and next billing date.

When workspace access can be restricted

Workspace access can become restricted when a trial expires without activation, the failed payment recovery reaches the end of final grace, or a cancelled subscription reaches the end of its paid billing period.

Use the action shown in Billing and plan. If a completed Stripe action is not reflected after refreshing the page, contact FlowOps support.

Billing and service delivery are separate

Changing a payment method, preparing billing, cancelling a subscription or reactivating it does not by itself change a booking status, review outcome, assignment or customer tracking stage.

Subscription controls determine workspace service access. Booking lifecycle actions continue to follow the booking and role rules described in the rest of the user guide.

Common Billing and plan messages

Recommended Owner workflow

1. 1
   Start the 14 day trial

   Confirm the workspace is configured correctly before the trial ends.

2. 2
   Prepare billing before expiry

   Add a payment method when you are ready to continue.

3. 3
   Check the billing date

   Review the first payment or next payment date shown for the workspace.

4. 4
   Use Stripe for payment and invoice management

   Keep card details and invoice history inside the secure billing experience.

5. 5
   Act quickly on payment attention

   Use the recovery window to correct payment details before access is affected.

6. 6
   Recheck FlowOps after a billing action

   Refresh Billing and plan and confirm the updated subscription state.

Who can use Messages

Messages is available to active Workspace Owners, Workspace Managers and Team Members.

Understand conversation privacy

Messages uses private direct conversations. Only the two participants can read the conversation.

Open Messages

Use the Messages icon in the FlowOps top bar. The quick panel can show recent conversations, member identity, recent message previews and unread information.

1. 1
   Open the Messages icon

   Review recent conversations or start a new message from the quick panel.

2. 2
   Select Open messages

   This opens the complete conversation workspace.

3. 3
   Choose a conversation

   Desktop and laptop can show the conversation list beside the active chat. Mobile opens the selected conversation as a focused chat view.

Start a new conversation

1. 1
   Select New message

   Open the workspace member picker.

2. 2
   Find the person

   Search active workspace members by name or role when needed.

3. 3
   Select the member

   The picker contains other active Owners, Managers and Team Members in the current workspace.

4. 4
   Write the first message

   The conversation joins the normal inbox after the first message is actually sent.

The people picker is not filtered by reporting Manager, booking assignment or shared work.

Know what you can send

Share links without changing permissions

Supported web addresses can become clickable inside a conversation. Opening a FlowOps link still uses the normal access rules for that page or record.

For example, receiving a booking link does not grant permission to view that booking. The recipient must already have access through their normal workspace role and booking scope.

Understand Sent, Delivered and Read

A message can remain Sent while the recipient is not active in FlowOps and move to Delivered later when their session receives the conversation update.

Unread messages and in app alerts

FlowOps keeps unread information for Messages and can show it in the top bar and beside individual conversations.

• The Messages icon can show an unread count.
• Conversation rows can show their own unread state.
• A new message can produce an in app notification while you are using another FlowOps area.
• Opening the conversation marks the relevant incoming messages as read.

Normal in app message alerts do not require browser notification permission.

Search conversations and people

Use Search conversations to find an existing conversation. When starting a new conversation, use the people search to find an active workspace member by name or role.

Delete a message you sent

You can delete only a saved message that you personally sent.

1. 1
   Open your message options

   The delete option is available on your own saved outgoing message.

2. 2
   Choose delete

   FlowOps asks you to confirm before removing the text.

3. 3
   Confirm the deletion

   Both participants then see Message deleted in the original timeline position.

The original message text is removed. The timeline position and time remain so the conversation sequence is still understandable.

When a participant leaves the workspace

If the other participant is no longer an active member, FlowOps preserves the conversation for the remaining active participant but stops new workspace messaging with that person.

• The former member cannot send or receive new workspace messages.
• The historical conversation remains available to the active participant.
• The conversation becomes read only.
• The person can be labelled Former workspace member.

Use Back and Close on mobile

Recommended messaging practice

1. 1
   Use the correct record for formal work information

   Keep booking status, customer notes, assignment changes and work evidence in their proper FlowOps fields.

2. 2
   Keep messages operational

   Use Messages for coordination and short internal context rather than as the only record of an important booking decision.

3. 3
   Share links responsibly

   Send a FlowOps record link only when the colleague should already have permission to open it.

4. 4
   Protect sensitive information

   Do not send passwords, verification codes, payment card details or secret credentials through Messages.

Common Messages questions

Two ways to enter FlowOps

A user normally enters FlowOps in one of two ways:

1. Create a new workspace and become the Workspace Owner.
2. Accept an invitation to join an existing workspace as a Manager or Team Member.

Invited users join the existing workspace. They do not create a second workspace for the same team.

New Workspace Owner onboarding

After creating and verifying the account, the new Owner completes the first workspace setup.

Typical steps are:

1. Enter the workspace name.
2. Choose the business type that best matches the operation.
3. Review the trial and terms shown in FlowOps.
4. Start the 14 day FlowOps One Plus trial.
5. Continue into the workspace Dashboard.

The Owner can refine workspace settings, booking defaults, team access and other operational preferences after onboarding.

Receive a workspace invitation

Owners can invite Managers and Team Members. Managers can invite Team Members into the team scope they are allowed to manage.

The invitation is tied to the invited email address and the role selected by the inviter.

Invitation validity

A new workspace invitation is valid for 7 days.

If the invitation expires before it is accepted, ask an authorised inviter to resend it. Use the newest valid invitation.

Existing FlowOps user

If you already have a FlowOps account:

1. Open the invitation.
2. Sign in using the invited email account.
3. Review the workspace and assigned role.
4. Accept the invitation.
5. Continue into the workspace area available to that role.

The invited email must match the FlowOps account being used for acceptance.

New FlowOps user

If you do not yet have an account:

1. Open the invitation.
2. Create the account using the invited email address.
3. Complete email verification.
4. Return to the invitation flow when prompted.
5. Accept the workspace invitation.
6. Continue into the workspace.

Do not create the new account with a different email address because the invitation belongs to the address selected by the inviter.

Role after acceptance

Workspace Manager

A Manager enters with management scope for their own permitted work and direct reporting team. They do not receive Owner only workspace settings or billing controls.

Team Member

A Team Member receives assignment focused access. Assigned work is handled through My Jobs and Calendar. Bookings is limited to bookings created by that Team Member.

Reporting Manager relationship

When a Team Member is invited into a Manager team, FlowOps can connect that Team Member to the reporting Manager so team visibility, assignment and review routing follow the intended structure.

The Workspace Owner can manage the wider organisation structure after acceptance.

Resend or cancel a pending invitation

An authorised user can resend a valid or replacement invitation when the recipient has not completed acceptance.

A pending invitation can also be cancelled when the person should no longer join the workspace.

Cancelling an invitation prevents it from being used to join the workspace.

First sign in after joining

After the invitation is accepted:

• Managers normally use Dashboard for operational oversight;
• Team Members centre daily work around My Jobs;
• the available navigation follows the assigned role;
• workspace data is limited to the role permission scope.

If a page is not available, do not assume the invitation failed. First check whether that page is intentionally restricted for the assigned role.

Common invitation problems

Invitation expired

Ask the Owner or permitted Manager to resend an invitation. Invitations expire after 7 days.

Email does not match

Sign in or register with the exact invited email address.

I joined with the wrong role

Contact the Workspace Owner. Role changes are controlled from Team and depend on Owner permissions.

I cannot see another team member after joining

Visibility follows reporting scope. Managers see their permitted reporting team, while Team Members have a much narrower team view.

What the booking lifecycle controls

The booking lifecycle keeps planned work, active delivery, review and historical outcomes separate. A booking cannot jump to any status simply because a user wants to change the label. FlowOps checks the current stage, the user role, pending customer or reassignment requests, and the action being performed.

The main lifecycle groups are:

1. Planned work: Pending, Scheduled, Confirmed, Rescheduled.
2. Active work: On route, Arrived, In progress, Paused.
3. Review: Review required.
4. Historical outcomes: Completed, Cancelled, Archived.

Archived is the user facing name for a record removed from normal operational views.

Planned work

Pending

Use Pending when the request exists but the schedule or delivery commitment still needs to be finalised.

From Pending, an authorised user can normally move the booking to Scheduled, Confirmed or Cancelled.

Scheduled

Scheduled means the work has a planned date and time.

From Scheduled, an authorised user can normally move the booking to Confirmed, Rescheduled or Cancelled.

Confirmed

Confirmed means the planned booking is ready for delivery.

For onsite work, operational progression normally moves from Confirmed into On route. A confirmed booking can also be Rescheduled or Cancelled before delivery progresses.

Rescheduled

Rescheduled means the booking date or time has been changed after the original schedule was set.

A rescheduled booking can return to Scheduled or Confirmed, or it can be Cancelled. The new slot is validated against workspace rules before the change is accepted.

Active work

On route

On route means the assignee has started travelling to an onsite job. It is set from My Jobs when Start travel is used.

The normal next onsite stage is Arrived.

Arrived

Arrived means the assignee has reached the customer or service location. It is set from My Jobs when Mark arrived is used.

The normal next stage is In progress.

In progress

In progress means service delivery has started. FlowOps records the work start when Start work is used.

From In progress, the worker can Pause work, finish the work for review, or an authorised operational change can move the booking to Rescheduled or Cancelled when the lifecycle still permits it.

Paused

Paused means work has temporarily stopped. A pause reason is recorded so the interruption is understandable.

Resume work returns the booking to In progress.

Remote work

Remote work does not require travel or arrival stages. When the start action becomes available, a remote booking can move from a planned state directly into In progress.

This lets online appointments, support work and other remote services use the same review and completion controls without artificial travel steps.

Review required

Finish work does not mark a booking Completed immediately.

When an assignee finishes work from My Jobs:

1. the worker records the outcome and any available completion evidence;
2. FlowOps records the worker finish time;
3. the booking moves to Review required;
4. core booking details become protected while the result is reviewed;
5. the responsible reviewer decides the final outcome.

This keeps worker completion separate from final service resolution.

Completed

Completed is reached through the review handoff. It is not a normal quick status choice.

When the authorised reviewer resolves the finished work, the booking becomes Completed and the final review information remains in the history.

If another visit, return journey, reattempt or other follow up is needed, FlowOps can create a separate linked booking instead of resetting the original completed work.

Cancelled

Cancelled is a final workflow outcome for work that will not proceed in its current booking.

A customer cancellation request does not change the booking immediately. The existing booking stays unchanged until an authorised reviewer approves the request. Once approved, the booking becomes Cancelled.

Archived

Archive removes a booking from normal workspace operational views while preserving its historical record.

Archiving is not the same as cancellation. Cancellation is a service outcome. Archive is record management after the booking should no longer appear in normal daily work.

If an archived booking needs controlled restoration, contact FlowOps support.

Valid quick status changes

The standard quick transitions are:

Work completion and review use their dedicated actions rather than a quick status change.

Reopening completed or cancelled work

Owners and Managers can reopen a Completed or Cancelled booking when that historical record genuinely needs a new active workflow cycle.

Reopening keeps the earlier activity history. It does not erase the fact that the previous cycle reached a historical state.

Use reopening carefully. When the real requirement is new work after a completed service, a linked follow up booking is normally clearer than rewriting the original service history.

Requests that temporarily hold progression

A pending customer schedule or cancellation request can pause operational progression while the request is being reviewed.

A pending Team Member reassignment request can also pause the main progression actions before the assignment decision is resolved.

During a hold, FlowOps keeps the underlying lifecycle status rather than inventing a new booking status. The work returns to the appropriate live queue after the request is approved, rejected or otherwise resolved.

Common lifecycle questions

Why can I not choose Completed?

Completed is reached through Finish work and the authorised review handoff. This protects the worker report and final review history.

Why can I not start work yet?

Check the booking day, start time, onsite sequence and any pending customer or reassignment request. Remote work has a different path because travel and arrival are skipped.

Why is the booking locked?

Review required, Completed and Cancelled records protect core fields. A pending request can also pause operational progression without changing the visible lifecycle status.

Does rescheduling remove the assignee?

An approved customer reschedule keeps the current assignment when that assignment remains valid for the new slot. FlowOps checks the new schedule before applying it.

What the booking record is for

The booking record is the operational source for customer details, service information, schedule, assignment, notes, requests, work history and related follow up work.

What can be edited depends on the booking stage and the signed in role.

Who can edit

Workspace Owner

The Owner can manage booking records across the workspace, subject to lifecycle locks and validation.

Workspace Manager

A Manager can manage booking records inside the Manager permitted scope. Assignment choices remain limited to the Manager and their permitted team.

Team Member

A Team Member can edit booking details only for bookings they created. Assignment and booking status remain protected on the booking record. Assigned work progression is handled from My Jobs.

Edit an active booking

For a booking that is still editable:

1. Open the booking from Bookings or another permitted FlowOps view.
2. Review the current customer, service, schedule, location and notes.
3. Change only the information that genuinely needs updating.
4. Review status and assignment controls when your role has permission to use them.
5. Save the changes.
6. Reopen the booking record and confirm the new values are correct when the change affects a customer commitment.

If the schedule or assignee changes, FlowOps validates the new slot and assignment before saving.

Customer details

Keep the customer name accurate and use the real email and phone information available for the booking.

Customer email is especially important when tracking and customer communication are required. Do not place private internal notes in customer contact fields.

Service and operational details

The service and any service specific fields describe what the team is delivering. Available fields can change with the workspace business booking model.

Changing the workspace business model later does not rewrite historical booking information that was already saved.

Schedule changes

Date and time changes must pass the same workspace scheduling checks used when creating work. These can include working days, weekend rules, working hours, duration and minimum notice.

When the booking already has an assignee, FlowOps also checks whether the new schedule conflicts with that person existing work.

Assignment changes

Owners can assign within the workspace. Managers can assign only within their permitted assignment scope. Team Members do not use the booking record to assign work to another person.

Before changing an assignment, review current availability, overlapping work and the reason for the change.

Customer notes and internal notes

Keep customer safe information separate from internal operational information.

Notes for client

Use Notes for client for information that can appear in the customer tracking experience.

Internal and access notes

Use internal fields for private preparation, access instructions, handover information and operational context that should not be shown to the customer.

Customer change requests

A customer can request a new date or time or request cancellation while online changes remain available.

The booking record can show:

• request type;
• current schedule;
• requested schedule when relevant;
• review responsibility;
• Approve and Reject actions for an authorised reviewer.

The booking remains on its existing schedule until a change request is approved. Approval validates the requested slot again before applying it.

Reassignment requests

A Team Member can request reassignment from My Jobs while the work is still in an eligible planned stage.

The booking record can show the reason, requester and responsible reviewer. The permitted Manager or Workspace Owner can resolve the request.

The current assignee remains in place until the request is accepted and the assignment is actually changed.

Start overdue indicators

A planned booking can show a start overdue indicator when its scheduled start has passed and operational work has not started.

Use the indicator as a prompt to check the assignee, customer situation and current booking state rather than changing status without context.

Review required records

When a worker finishes from My Jobs, the booking moves to Review required.

Core booking details remain protected while the reviewer checks the work report. The review area can contain the worker outcome, notes, checklist, evidence, customer signoff and the next decision.

Resolve the review from the review controls instead of trying to edit the status to Completed.

Completed and cancelled records

Completed and Cancelled bookings are historical records. Their core details are protected so the service history remains reliable.

Owners and Managers can reopen a completed or cancelled booking when the record genuinely needs a new active cycle. Reopening preserves earlier history.

For genuinely new service work after completion, use linked follow up work where appropriate rather than rewriting the original booking.

Related work and history

When review creates additional work, FlowOps can link the new booking to the original. Related work lets permitted users understand the sequence without losing the outcome of the first booking.

The activity history records important operational changes such as status updates, assignment changes, customer request decisions and related work creation.

Archive a booking

Owners and Managers can archive eligible bookings from Bookings.

Archive removes the record from normal operational views. It does not represent a customer cancellation and it does not erase the historical record.

If a booking was archived in error and needs controlled recovery, contact FlowOps support.

Bulk actions

Owners and Managers can select visible bookings in List view and use supported bulk actions such as:

• Confirm selected;
• Cancel selected;
• Archive selected.

Each selected booking is still checked against the real lifecycle. A bulk action cannot force an invalid transition.

Export the current booking view

Owners and Managers can export the current filtered booking view to CSV. The export follows the active search and filters, so review the current view before downloading the file.

Common management questions

Why can I edit some fields but not assignment or status?

Your role or the booking stage is protecting those controls. Team Members manage work progress in My Jobs, and historical or review records lock core fields.

Why did my schedule change fail?

The new slot may be outside workspace rules or conflict with the current assignee schedule.

Why is the customer request still showing?

It remains pending until an authorised reviewer approves or rejects it, or until it expires because the work has started or otherwise left the request window.

Should I reopen a completed booking for a return visit?

Usually no. When a new operational visit is required after reviewed completion, linked follow up work preserves a clearer service history.

What Calendar is for

Calendar gives a schedule focused view of the bookings already available to your role. Use it to understand when work is planned, compare days, review assignment coverage and open booking context without rebuilding date filters manually.

Calendar does not change the booking lifecycle. Status changes and work progression still use Bookings, My Jobs and Review as appropriate.

Calendar visibility by role

Workspace Owner

The Owner sees calendar work across the workspace.

Workspace Manager

A Manager sees only bookings inside the Manager permitted booking scope.

Team Member

A Team Member Calendar is assignment focused. It shows work assigned to the signed in Team Member.

A Team Member should use My Jobs for travel, arrival, start, pause, resume and Finish work actions.

Choose a view

Calendar has three schedule views.

Month

Month gives a high level schedule across a calendar month. Use Previous, Next and Today to move around the calendar.

Week

Week shows a Monday to Sunday schedule for the selected week. Use the previous and next controls to move by seven days, or Today to return to the current week.

Agenda

Agenda gives a chronological list from today through the next 45 days. It is useful when you want a readable sequence instead of a grid.

Read the summary

The Calendar summary can show:

• Today, bookings scheduled for the current day;
• Next 7 days, upcoming work across the next seven days;
• Unassigned, visible work that still needs an assignee;
• Completed, completed bookings in the current loaded view.

The figures always follow the same role scope as the Calendar records.

Search Calendar

Use Search bookings to filter the records already loaded into the current Calendar view.

Search can match information such as:

• customer name;
• service name;
• assignee name;
• visible status label.

Clearing the search restores the current Calendar view.

Filter by assignee

Owners and Managers can filter Calendar by an available team member or choose Unassigned.

A Manager only receives assignee choices inside the Manager permitted team scope.

Team Members do not receive a workspace assignee filter because their Calendar is already limited to their own assigned work.

Open booking context

Select a Calendar event to open its booking preview. The preview shows the customer, service, date, time, status and assignment context available for that event.

Any action from Calendar still follows normal permissions. Calendar does not grant access to a booking that the signed in role could not otherwise use.

For Team Members, My Jobs remains the main place to perform assigned work actions.

Calendar and Bookings work together

Use Calendar when the schedule is the main question. Use Bookings when you need richer filtering, record management, bulk actions or a full operational list.

Examples:

• Calendar: What is scheduled on Thursday?
• Bookings: Which upcoming jobs are unassigned?
• Calendar: How busy is the next week?
• Bookings: Which records need customer or review action?

Calendar and My Jobs work together

Team Members can use Calendar to understand their assigned schedule and My Jobs to take action on that work.

A booking can therefore appear in the Team Member Calendar because it is assigned to them even when they did not create that booking themselves.

Status context

Calendar reflects the current booking status but does not replace lifecycle controls. Completed, cancelled and active work should be interpreted using the same lifecycle rules described in the Booking lifecycle guide.

Unassigned counts exclude final historical states that no longer need assignment.

Common Calendar questions

Why can I not see a booking in Calendar?

Check your role scope, the selected date range, search text and assignee filter. Team Member Calendar shows assigned work, not every booking the Team Member can see elsewhere.

Why can I see the booking but not change it from Calendar?

Calendar is primarily a schedule and preview surface. Use the appropriate Bookings or My Jobs action for the change you need.

Does Calendar support external calendar synchronisation?

Do not assume an external calendar connection exists unless FlowOps shows a real connection control in your workspace. The current public guide covers the built in FlowOps Calendar only.

Can I drag a booking to another date?

Use the booking schedule controls or customer request approval flow for schedule changes. Do not rely on drag and drop unless a future FlowOps version explicitly provides it.

What the Customer portal is

My bookings is the signed in customer view for booking history connected to the customer account. It is different from the secure customer tracking link, which can be used without a FlowOps account.

Use My bookings when the customer account has been connected to booking records and the customer wants one place to review their history.

My bookings summary

The Customer portal can show:

• Total bookings;
• Upcoming;
• Completed;
• Account status;
• Portal availability.

These figures are based on the booking records connected to the signed in customer account.

Booking history

The booking list can show:

• Service;
• Date;
• Status;
• Customer visible notes;
• Tracking action when available.

Archived records do not appear in the normal customer booking history.

Upcoming bookings

Upcoming represents connected bookings that are still ahead and have not reached a final or review state that removes them from the upcoming queue.

Use the booking status together with the date to understand whether the work is only planned or already progressing.

Completed bookings

Completed shows work that has passed through the service review and reached the final Completed state.

Worker Finish work alone does not make the customer history Completed. Final completion follows the normal review handoff.

Open customer tracking

When Track is available, use it to open the secure customer tracking experience for that booking.

Customer tracking can show the current customer safe schedule, service, assignment, location or meeting details, Notes for client and progress information.

Tracking permissions and expiry follow the Customer tracking guide. Completed and Cancelled tracking is available for a limited final period, while Archived records are not available through public tracking.

Request new booking

When Request new booking is available in My bookings, use it to start a new booking request from the customer account.

Complete the information FlowOps asks for and review the request before submitting it. The available fields and workflow can depend on the workspace service configuration.

Customer portal and tracking are different

Customer portal

Requires a signed in customer account connected to booking history. It brings multiple bookings together.

Customer tracking

Uses a secure booking link and does not require a FlowOps account. It focuses on one booking and can include online date, time or cancellation requests while those actions remain open.

A customer may use one or both experiences depending on how the workspace manages customer access.

Privacy boundaries

The Customer portal is designed for customer safe booking information. Internal notes, private access notes, operational team comments and restricted workspace information should not be shown to the customer.

Workspace users should keep Notes for client suitable for customer viewing and keep internal operational context in the appropriate internal fields.

Common Customer portal questions

Why is a booking missing from My bookings?

The booking must be connected to the signed in customer account. Archived records are also excluded from the normal portal history.

Why is there no Track button?

The current booking may not offer a portal tracking action in its present state. Use the secure tracking link already provided for the booking where that link remains valid, or contact the workspace team.

Do I need an account to track a booking?

No. The secure customer tracking link works without a FlowOps account.

Is My bookings the same as the workspace Bookings page?

No. My bookings is a customer view. Workspace Bookings is an operational management area for authorised workspace roles.

Global FlowOps search

Use the search control in the application top bar to find permitted records and pages without leaving your current workflow.

Search is role scoped. A search result never expands the information your role is allowed to access.

What global search can find

Results can be grouped into:

• Bookings;
• My Jobs;
• People, where the role is allowed to search people;
• Pages.

Empty search can show Quick access choices for common destinations.

Search by role

Workspace Owner

Can search permitted workspace bookings, the Owner own assigned My Jobs, workspace people and permitted pages.

Workspace Manager

Can search bookings inside the Manager scope, the Manager own assigned My Jobs, managed people and permitted pages.

Team Member

Can search bookings created by the Team Member, My Jobs assigned to the Team Member and permitted pages. Search does not expose other workspace bookings or people outside that scope.

Start a global search

1. Open Search from the top bar or use the keyboard shortcut shown by FlowOps.
2. Type the customer, booking, job, person or page information you know.
3. Review the result group before opening an item.
4. Select the correct result.

Booking number searches can use formats such as #30 or Booking 30.

On supported desktop browsers, Cmd or Ctrl plus K opens search. Arrow keys, Enter and Escape can be used to move through and close the search experience.

Booking search

The Bookings search is more detailed than global search because it is designed for operational filtering.

It can match information such as:

• customer name;
• customer email;
• customer phone;
• service name;
• service location;
• access notes;
• internal notes;
• customer notes;
• workflow status;
• booking number.

Phone search ignores common formatting characters so partial number matching remains useful.

Quick filters

Bookings provides common operational queues including:

• Created by me;
• Today;
• Needs action;
• Upcoming;
• Completed.

The count shown for a quick filter is intended to match the same filter definition used when that queue is opened.

Status and assignment filters

Use Status to limit the current view to a workflow stage.

Owners and Managers can also filter by assignee or Unassigned. A Manager only receives people inside the Manager permitted assignment scope.

Date filters

More filters provides useful date presets including:

• Today;
• This week;
• Next 7 days;
• This month.

You can also choose a custom start and end date.

Sorting

Bookings supports operational sort choices such as:

• Priority;
• Upcoming first;
• Newest dates first;
• Recently completed;
• Oldest created first.

Choose the sort that matches the question you are trying to answer rather than repeatedly changing individual booking rows.

Calendar search and filters

Calendar has its own Search bookings control for records loaded into the current schedule view.

Owners and Managers can also filter Calendar by assignee or Unassigned. Team Member Calendar is already limited to assigned work.

Messages search

Messages has separate search for existing conversations and for active workspace people when starting a new conversation.

Messaging search is limited to active members of the same workspace.

Export bookings to CSV

Owners and Managers can export the current Bookings view to CSV.

The export respects the active search and filters, so always review the visible filters before downloading.

Example: if Bookings is filtered to Next 7 days and Unassigned, the export represents that filtered operational view rather than every booking in the workspace.

Team Members do not receive the Owner and Manager booking export controls.

Download personal data

Profile provides a personal data download for the signed in user where available.

This is different from booking CSV export. Personal data download is about the user account and information connected to that user, while booking CSV is an operational workspace export for authorised roles.

Common search and export questions

Why did search not find a record I know exists?

Check role scope first. Search does not reveal a booking, job or person that your role is not permitted to access.

Why is the same booking under My Jobs instead of Bookings?

When the signed in user is the current assignee, My Jobs can be the more useful actionable destination. Bookings and My Jobs use different scope rules for Team Members.

Why does my CSV contain fewer records than expected?

Review the current search, quick filter, status, assignment and date filters. The export follows the filtered view.

Can I export every workspace booking as a Team Member?

No. Team Member Bookings is intentionally restricted and does not provide the workspace booking export controls available to Owners and Managers.

Two types of communication

FlowOps uses communication for two different purposes:

1. Customer communication, such as booking tracking and customer request outcomes.
2. Workspace operational alerts, such as new bookings, team activity, review work and requests that need a decision.

Keep customer safe information separate from internal operational information.

Customer booking confirmation and tracking

When a valid customer email is supplied for a booking, FlowOps can send the customer booking confirmation and secure tracking information.

The customer message can include customer safe information such as:

• booking number;
• service;
• date and time;
• current customer facing status;
• assigned team member when available;
• location or meeting information when appropriate;
• Notes for client;
• secure tracking link.

The first booking confirmation is treated as essential booking communication when a valid customer email is supplied. Do not rely on workspace preferences as a way to hide the initial booking confirmation from that customer.

Workspace notification settings

The Workspace Owner can review notification preferences in Settings.

Current notification controls include:

Customer tracking email

Settings presents this as the workspace preference for customer tracking communication. In v37.4.19, the first booking confirmation remains essential when a valid customer email is supplied.

New booking alert

Notifies the verified workspace owner email when a new booking is created and the option is enabled.

Booking update alert

Notifies the verified workspace owner email about supported booking status updates when enabled.

Team job activity

Provides operational email alerts for supported team job activity when enabled. Review related activity is routed according to the booking responsibility rules, with Owner oversight where required.

The Settings page identifies the verified Owner email used for Owner facing delivery.

In app notifications

The notification bell can surface work that needs a decision inside FlowOps.

Examples include:

• customer date or time change requests;
• customer cancellation requests;
• Team Member reassignment requests;
• finished work ready for review.

Opening the notification should lead to the relevant record or action available to the signed in role.

Work ready for review

When assigned work is finished and team activity notifications are enabled, FlowOps can notify the responsible review owner that the work is ready for review.

The assigned Team Member does not self approve the final completion simply because they finished the work.

Customer schedule request outcome

When an authorised reviewer approves or rejects a customer date or time request, FlowOps can email the customer the result when a valid customer email is available.

If approved, the message reflects the updated schedule. If rejected, the existing schedule remains in place.

Customer cancellation request outcome

When an authorised reviewer approves a cancellation request, the booking becomes Cancelled and the customer can receive the outcome email.

If the request is rejected, the booking remains active and the customer can use the tracking experience again while online changes remain available.

Invitation and verification messages

FlowOps also uses account emails for access and security workflows, including:

• six digit email verification;
• workspace invitations;
• password reset;
• confirmation after important account security changes.

Registration verification codes expire after about 5 minutes. Workspace invitations expire after 7 days.

Billing communication

Billing lifecycle emails are covered in the Billing and plan guide. They can include trial, payment, upcoming payment and payment attention notices for the Workspace Owner.

Booking operations and subscription billing remain separate workflows.

Customer safe writing

Before sending or generating customer communication:

1. confirm the customer name;
2. confirm the real date and time;
3. use the current customer facing booking status;
4. include only customer safe notes;
5. keep internal issue notes, staff comments and private access information out of the message;
6. review AI drafted customer text before sending it through your normal communication channel.

FlowOps AI drafted messages

FlowOps AI can draft customer ready text from permitted booking context. The draft is not automatically sent.

Review it against the live booking before copying or sending it. If the draft conflicts with the live booking record, use the live booking record as the source of truth.

Common notification questions

The customer did not receive a booking email

Confirm a valid customer email was saved on the booking. If the address is correct and delivery repeatedly fails, contact FlowOps support.

The Owner did not receive an operational email

Review the relevant notification toggle and confirm the Owner account email is verified.

Why did a Manager receive a review alert?

Finished work and live customer requests follow operational review responsibility. Managers can receive alerts for work inside their permitted review scope.

Does disabling a customer tracking preference guarantee no initial booking email?

No. The first booking confirmation is essential booking communication when a valid customer email is supplied. Treat the customer email field as a real communication destination.

Cannot sign in

1. Confirm you are using the correct FlowOps login email.
2. Check the password carefully.
3. Use Forgot password if you cannot remember it.
4. If you recently changed the login email, use the address that was successfully verified.
5. If access is paused because of billing, the Workspace Owner should review Billing and plan.

Verification code not received or expired

Registration and login email verification codes are short lived. Registration verification is normally valid for about 5 minutes.

Use Resend code when available. Use the newest code because a replacement code supersedes the earlier one.

If the registration verification session itself has expired, return to sign up and restart the registration step.

Invitation expired

Workspace invitations expire after 7 days.

Ask the Workspace Owner or permitted Manager to resend the invitation and use the newest invitation link.

Invitation email does not match

The invitation belongs to the invited email address. Sign in or create the account with that exact address.

Booking not visible

Check role scope before assuming the record is missing.

• Owner: all permitted workspace bookings.
• Manager: bookings inside the Manager responsibility scope.
• Team Member Bookings: bookings created by that Team Member.
• Team Member My Jobs and Calendar: work assigned to that Team Member.

Also check current search, status, assignment and date filters.

Cannot assign a booking

Check all of the following:

• your role has assignment permission;
• the selected person is inside your permitted assignment scope;
• the person is an active workspace member;
• the new schedule does not overlap another active booking;
• current availability and daily capacity allow the assignment.

Managers can assign to themselves and permitted direct reports. Team Members do not assign work to another user.

Cannot change booking status

The requested transition may not be valid from the current lifecycle stage.

Use the Booking lifecycle guide to confirm the normal transition. Completed is not a normal quick status choice.

A pending customer request or Team Member reassignment request can also pause progression without changing the underlying booking status.

Cannot start travel

Start travel is for onsite work in an eligible planned state and becomes available on the booking day.

A pending customer or reassignment request can temporarily block the action.

Remote work skips Start travel.

Cannot mark arrived

For onsite work, Mark arrived follows On route and becomes available within the arrival action window. The current My Jobs flow allows arrival from 2 hours before the scheduled start.

Remote work skips arrival.

Cannot start work

Start work becomes available from 1 hour before the scheduled start.

Onsite work normally requires Arrived first. Remote work can start directly from an eligible planned stage.

Check for a pending request that is holding progression.

Cannot finish a job

Finish work is available while the booking is In progress.

If the booking is Paused, resume it first. If a customer or reassignment request is pending, the main progression actions remain held until the request is resolved.

Finish work moves the booking to Review required. It does not mark it Completed immediately.

Booking is waiting for review

Review required means the worker has finished but an authorised reviewer still needs to decide the final outcome.

Open the booking work report and complete the review if your role is authorised. Team Members do not self review finished work.

Customer cannot request a date or time change

Online customer changes are available only while the booking is upcoming and still in an eligible planned state such as Pending, Scheduled, Confirmed or Rescheduled.

The change window closes when the scheduled start is reached or earlier if operational work has already started.

Only one customer request can be pending at a time.

Customer request is still pending

The booking remains unchanged until an authorised reviewer approves or rejects the request.

While the request is pending, operational progression can be held. Ask the responsible Manager or Workspace Owner to review it.

Customer tracking link expired

Completed and Cancelled bookings keep the final public tracking view for 30 days. After that, the secure tracking link expires.

Archived bookings are not available through public customer tracking.

Team Member cannot see another booking

This can be correct behaviour. Team Member Bookings is limited to records created by that Team Member. Assigned work created by another user belongs in My Jobs and Calendar.

Manager cannot see a person or booking

Managers are limited to their permitted reporting and booking scope. A person outside the current reporting team should not appear simply because they are in the same workspace.

FlowOps AI is unavailable

Check the connection state shown on FlowOps AI.

• Live means current AI workspace intelligence is available.
• Limited means reduced guidance can remain available.
• Not connected means live AI capability needs attention.

The Workspace Owner can review the AI information in Settings. Keep using the live booking and job records as the operational source of truth.

Messages person is missing

Messages lists active Owners, Managers and Team Members in the same workspace. A removed or inactive member cannot receive new workspace messages.

Billing access is restricted

Only the Workspace Owner manages Billing and plan.

Workspace access can become restricted after an unactivated trial expires, after the failed payment recovery window ends, or when a cancelled subscription reaches the end of its paid period.

If a completed payment or reactivation does not update the FlowOps billing state after refreshing the page, contact FlowOps support.

Archived booking needs recovery

Archived records are removed from normal operational views. Controlled recovery is not a normal workspace action.

Contact FlowOps support with the workspace and booking information needed to identify the record. Do not create duplicate replacement bookings until you know whether the original needs recovery or a new booking is genuinely required.

When to contact FlowOps support

Contact support when:

• your role appears to have the wrong access after signing out and back in;
• a valid customer tracking link fails unexpectedly before its normal expiry;
• an archived record needs controlled recovery;
• billing state does not update after a completed billing action;
• repeated customer or security emails fail despite correct verified addresses;
• FlowOps AI remains unavailable after the Owner reviews the connection state;
• a workflow is blocked even though the lifecycle, timing, role and request checks are all correct.

Why can I not see every workspace booking?

FlowOps is role scoped. The Workspace Owner has workspace wide booking access. Managers see their permitted management scope. Team Members see bookings they created in Bookings and work assigned to them in My Jobs and Calendar.

Can a Team Member assign work to another user?

No. A Team Member creating a booking is self assigned under the Team Member creation rules. Owners and Managers use assignment controls within their permitted scope.

Why can I not mark a booking Completed directly?

Completed is reached through the work and review flow. The worker selects Finish work from My Jobs, the booking moves to Review required, and an authorised reviewer resolves the final outcome.

What happens after I select Finish work?

FlowOps records the worker outcome and evidence, records the worker finish time, changes the booking to Review required and hands the result to the responsible reviewer.

Can a customer reschedule after work starts?

No through the normal online customer change flow. Online changes close when the scheduled start is reached or earlier when operational work has already started.

What happens when a customer requests cancellation?

The current booking remains unchanged while the request is pending. An authorised reviewer approves or rejects it. Approval moves the booking to Cancelled. Rejection keeps the booking active.

Can an archived booking be restored?

Archived recovery is controlled and is not a normal workspace action. Contact FlowOps support when a specific archived record needs recovery.

Does changing workspace settings rewrite completed bookings?

No. Settings and business model changes affect current defaults and future workflow presentation. Historical booking records keep the information and activity that was saved for those bookings.

Does finishing a job affect the FlowOps subscription?

No. Booking service delivery and subscription billing are separate controls. Finishing, reviewing or completing a booking does not by itself change the workspace subscription.

What information can FlowOps AI access?

Only information inside the signed in user permitted FlowOps scope. Owner, Manager and Team Member AI context follows the same role boundaries as the rest of the application.

Does FlowOps AI automatically change bookings?

AI can help structure information, recommend actions and draft text, but normal booking actions still use FlowOps lifecycle and permission checks. Review AI output before acting.

Is Team Member Calendar based on bookings they created?

No. Team Member Calendar is assignment focused and shows work assigned to the current Team Member. Bookings remains the creator based record view for Team Members.

Is customer tracking the same as My bookings?

No. Customer tracking is a secure booking link and does not require a FlowOps account. My bookings is a signed in customer portal that brings connected booking history together.

Does a customer need an account to track a booking?

No. A valid secure tracking link opens the customer tracking experience without a FlowOps account.

How long does completed customer tracking remain available?

Completed and Cancelled bookings keep their final tracking view for 30 days. Archived records are not available through public tracking.

Who can review finished work?

Review ownership follows the booking creator and current reporting structure, with the Workspace Owner available as a final override. A Team Member does not self review finished operational work.

What happens when more work is needed after review?

The original booking can be resolved and completed while FlowOps creates separate linked follow up work for the next visit, reattempt, journey or milestone. The original booking is not reset simply to continue the service history.

Are Messages private?

Messages are direct one to one workspace conversations. Only the two participants can read that conversation. Workspace Owner status does not provide access to private conversations between two other active members.

Can I edit a message after sending it?

No. A sender can delete their own saved message when the delete action is available, but there is no message editing workflow. Both participants then see Message deleted in the timeline.

Can I export booking data?

Owners and Managers can export the current filtered Bookings view to CSV. The export follows active search and filters. Team Members do not receive the workspace booking export controls.

Can I download my own account data?

Profile provides a personal data download where available. This is different from the operational booking CSV export.

Who can manage Billing and plan?

The Workspace Owner. Managers and Team Members do not manage the workspace subscription.

What happens if a payment fails?

A first failed monthly payment does not immediately restrict the workspace. FlowOps uses the configured recovery and grace period described in Billing and plan before access can become restricted.

What should I do if a feature is not visible?

Check your role, current booking state and workspace configuration first. If the feature should be available according to the guide but remains missing after refreshing and signing in again, contact FlowOps support.