---
title: "Start a Flow and follow it"
description: "Learn how to start a Flow for a client, track its progress, review documents, skip a step, reassign a role or reset a link."
url: https://support.hubflo.com/en/articles/15704489-start-a-flow-and-follow-it
collection: "Flows"
updated: 2026-11-03
language: en
---

# Start a Flow and follow it

Learn how to start a Flow for a client, track its progress, review documents, skip a step, reassign a role or reset a link.

A Flow is a template in action for one client. Once started, you follow it from the **Flows** tab.

## Start a Flow

1.  Open the template and click **New Flow**, or click **Start Flow** on the template in the list
    
2.  Give it a title if you like (left empty, the Flow is named after the template)
    
3.  Pick a person for each role used by a step: a contact for an external role, a team member for an internal role
    
4.  Click **Start**
    

Hubflo emails the person of step 1 right away. Everyone else is notified when their turn comes.

**Note:** one person per role. The same contact or team member can't be picked for two roles in the same Flow.

## Track your Flows

The **Flows** tab lists every Flow with its status, its progress (completed steps out of total), its current step and its participants. Filter by template, search by contact or Flow name, and sort by any column.

Open a Flow: the header shows when it was started, the last activity and the progress bar. Each participant card says who it's waiting for. Below, every step with what came in: form answers, uploaded documents, ticked items.

To see everything that happened on a Flow, open its menu (three dots) and choose **View activity**: who approved, rejected or skipped a step, who reassigned a role, who reset a link, who cancelled the Flow.

## Approve or reject a step

When a step is set to "the client completes the step, then a team member approves it", it shows **Needs review** once the client has submitted. The person who started the Flow and the contact owner get an in-app notification. Open the step, check what they sent, then:

-   **Approve** to move on. The person of the next step is notified.
    
-   **Reject** and tell them what needs to change. Your message is emailed to the client and shown at the top of the step. They can then send it again.
    

## Skip a step

Not needed for this client? Click **Skip** on the step. The person won't be asked to complete it and the Flow moves to the next step.

## Reassign a role

Wrong person, or someone left? Open the Flow menu (three dots) and choose **Reassign roles**. Only steps that aren't completed yet are reassigned. Completed steps stay as they are.

The new person gets their own link by email and starts from the welcome screen. The previous person's link stops working.

## Reset a participant's link

Link forwarded or shared by mistake? Click the participants in the Flow header, then the three dots next to the link button of the participant, and choose **Reset link**.

The current link stops working right away, even in a browser where it was already open. Nothing is sent: copy the new link and share it yourself. The next emails they receive carry the new link, and their progress is kept.

**Note:** available for clients who still have steps to do, on a Flow in progress.

## Edit or cancel a Flow

From the same menu, **Edit** changes the title of the Flow and its welcome screen (title, description, button label). The steps themselves can't be changed once the Flow has started.

**Important:** **Cancel the Flow** stops it for everyone. Participants lose access to their link and won't be able to complete their steps. Nobody is notified.