---
title: "Start and manage a Flow"
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-and-manage-a-flow
collection: "Flows"
updated: 2026-11-03
language: en
---

# Start and manage a Flow

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 you start it, you follow its progress from the **Flows** tab.

## Interactive walkthrough

## Start a flow

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

Hubflo emails the person assigned to step 1 right away and 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. You can filter by template, search by contact or flow name, and sort by any column.

![Onboarding projects table shows two client onboarding entries, participant initials, in-progress statuses, and task progress. Visible: Title, Participants, Template, Status, Progress, Completed at.](https://staticfiles.gleap.io/ghelparticle/0CPhrHe9bOiJEOoFj6L6VekmpuEb6d67uWr1TWeOI8azYZu4iH35Z270NTb2dQk8v9TQeytL30V.png)

### Inside a flow

Open a flow to see its details:

-   **The header** shows when the flow was started, the last activity and the progress bar.
    
-   **Participant circles** show who the flow is waiting for or who has completed it.
    
-   **The step list** below shows every step with what came in, things like form answers, uploaded documents, ticked items.
    
-   **The Files tab** shows every file uploaded by participants in each step that required uploads.
    

![](https://files.gleap.io/pf/gattachments/6a4bcc4e8b024171cc9027af-aFGEmBEoTmq6Da56kM3S4VZofJbQEgjFSIfdVe9LG6uHGST62Ybai2Cbsg4qcJLa3vxEf2bAAGb.png?v=1&k=a&s=api&e=1793836800&sig=KAuZQl87mvZNue0Y8-Ju4TQT9LOvHPdID8uXbJWsvNw)

**Participant cards are color-coded:**

<table data-id="6703af90-3032-42c2-8932-f059a8631ffa" style="min-width: 50px;"><colgroup><col style="min-width: 25px;"><col style="min-width: 25px;"></colgroup><tbody><tr><th colspan="1" rowspan="1"><p data-id="b53c26b1-1fc4-49ec-89f4-3a96842bd395">Color</p></th><th colspan="1" rowspan="1"><p data-id="12006249-a891-4850-84c7-c19c34162a9d">Status</p></th></tr><tr><td colspan="1" rowspan="1"><p data-id="a3722792-d87e-4a12-a6bb-52dd71354925">Yellow</p></td><td colspan="1" rowspan="1"><p data-id="d7f3c963-c869-4ba6-853f-b0cafbb0734a">In progress</p></td></tr><tr><td colspan="1" rowspan="1"><p data-id="c382a889-1d01-493e-a7c4-3b64e877ba84">Gray</p></td><td colspan="1" rowspan="1"><p data-id="5cc5b016-b7b0-44d7-9b5e-33e15654d7af">Waiting, not messaged yet</p></td></tr><tr><td colspan="1" rowspan="1"><p data-id="0a62757b-7894-417f-b572-0809ed8a3027">Green</p></td><td colspan="1" rowspan="1"><p data-id="3ae17cf1-7c67-4a7b-be1c-c19579eba004">Finished with the flow</p></td></tr></tbody></table>

### View activity

To see everything that happened on a flow, open the **three-dot menu (⋮)** and click **View activity**. It shows who approved, rejected or skipped a step, who reassigned a role, who reset a link, and who cancelled the flow.

![The Activity panel on the “Welcome to Ledger & Bloom!” flow shows recent step starts, completion, approval, and submission events. Visible: Activity, The step Prepare for kickoff started, The step Book your kickoff call was completed, The step Book your kickoff call started, You approved the step Up](https://staticfiles.gleap.io/ghelparticle/G41Zv5ihHKFsdzanIXWyFZMehXqEi9V3VncnDHoOg0CmHh20LlUAQuonPDMQw3nKU78Louapfum.png)

## 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 it. The person who started the flow and the contact owner get an in-app notification.

![A review screen titled “Tell us about your business” shows a Needs review status, Arvind Patel, and Reject and Approve buttons. Visible: Tell us about your business, Needs review, AP, Arvind Patel, A team member approves it manually, Reject.](https://staticfiles.gleap.io/ghelparticle/ALjuourVsZSFjeYsVukVKIkW6wbSh3DNmoX4ztWdtL7cn2rD7L4L3WLROsTDD7qcQkbpKSW90Jm.png)

**Open the step, check what the client sent, then:**

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

## Skip a step

If a step isn't needed for this client, click **Skip** on the step. The person won't be asked to complete it, and the flow moves on to the next step.

![The Prepare for kickoff step shows In progress, Anna Smith as owner, and a yellow arrow pointing to the Skip button beside Continue. Visible: Prepare for kickoff, In progress, AS, Anna Smith (Owner), Your turn to complete the step, Skip.](https://staticfiles.gleap.io/ghelparticle/9JU3H4OAHhZuleDUkKbEDoYAdeRl0zEasmSl1GdvJsaOitC1G1Om1hdzmVAswCqgJ8zdlvJ2yvD.png)

## Reassign a role

1.  Open the flow **three-dot menu (⋮)**
    
2.  Choose **Reassign roles**
    
3.  Select the new participant from the dropdown menu
    

Only steps that aren't completed yet are reassigned. The new person gets their a link by email and starts from the welcome screen. The previous person's link stops working.

## Share a participant's link

Click the participants in the flow header, then next to the participant's link button, click the **link icon** to copy their link.

![The client progress list shows Arvind Patel completed and Anna Smith in progress; an arrow highlights the link icon at the right of Arvind’s row. Visible: Arvind Patel, Client, Completed, Today, 5/5 steps, completed Today.](https://staticfiles.gleap.io/ghelparticle/e0JoDSGPDyvofmoWW9lCV1YuET8QlaIxCAeBCGwPOBcRKhdLF2LI0ZIzmJvrY25D5uLeF0spIli.png)

## Reset a participant's link

If a link was forwarded or shared by mistake, click the participants in the flow header, then click the **three-dot menu (⋮)** to the participant, and choose **Reset link**.

-   The current link stops working right away, even in a browser where it's already open.
    
-   **Notifications are not sent automatically**.
    
-   The next emails the participant receives carry the new link.
    
-   Their progress is kept.
    

> **Note:** Resetting a link is only available for participants with pending steps on a flow in progress.

## Edit or cancel a flow

Both options are in the flow **three-dot menu (⋮)**.

-   **Edit** lets you change the flow's title and its welcome screen (title, description, button label). **The template can't be changed once the flow has started.**
    
-   **Cancel** stops the flow.
    

> **Error:** **Cancelling a flow stops it for everyone.** Participants lose access to their link and can't complete their steps. Nobody is notified when a flow is cancelled.

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💬 **Still have questions?** Start a chat with us or email [hello@hubflo.com](mailto:hello@hubflo.com). We'll be happy to help.