Engagements

Add an engagement

Adding your first one? Add your first engagement takes you through it, with its client and invoice.

1. Open Engagements from the top bar.
2. Click "+ Add engagement".
3. Choose the client under "Client". For a client you haven't added yet, choose "+ New client…" and type its name and a contact's email.
4. Type a "Title", such as "Website rebuild".
5. Type a "Summary" if you want one. It's one line that opens every note.
6. For a client you've added before, tick at least one person under "Recipients". Recipients are the client's contacts who get the notes. For a new client, the contact you typed gets them.
7. Click "Add engagement".

The new engagement starts as Active, on your agency's usual schedule. You can change the schedule on its "Cadence" screen. See When notes go out.

Flow's own words, such as note and recipient, are explained in How Flow works.

The engagement page

1. Open Engagements from the top bar.
2. Click the engagement's title.

From the top, the page shows:

• The engagement's status, when its next note goes out and what the client still owes.
• Links to "See the next note", "Cadence" and "History", and the "Add update" button.
• Its updates and its invoices.
• Who gets the notes, under "Recipients".
• The "Status" box, where you change its status.

What you can and can't change after creating one

You can change an engagement's status on its page. You can change its schedule and who gets its notes on its "Cadence" screen.

You can't change its title, summary or client. Flow has no way to edit them once the engagement is added.

If one of them is wrong, add the engagement again. Then change the old one's status to Cancelled, so it stops sending notes. Updates and invoices stay with the old one, so record any you need on the new one.

Statuses

Only active engagements send notes.

Change a status

1. Open the engagement.
2. Choose a status in the "Status" box.
3. Click "Update status".

You can also drag the engagement's card to another column on the home screen.

Flow won't mark an engagement Completed while one of its invoices is unpaid. It names the unpaid invoices instead. Mark each one paid, or void it, and then try again.

You often won't need to do this yourself. When you mark the final invoice paid and nothing else is owed, Flow completes the engagement for you. See The final invoice.

Archive an engagement

1. Open Engagements from the top bar.
2. Point at the engagement's row and click "Archive". On a phone or tablet, "Archive" is always showing.
3. Click OK when Flow asks you to confirm.

An archived engagement stops sending notes and no longer counts towards your plan's limit.

The list only offers "Archive" on active engagements. To archive one with another status, open it, choose Archived under "Status" and click "Update status".

Find an archived engagement and bring it back

1. Open Engagements from the top bar.
2. Click "Show archived (N)" above the list. N is how many engagements are archived.
3. Click the engagement's title.
4. Choose another status under "Status", such as Active.
5. Click "Update status".

Click "Hide archived" to put the archived engagements out of sight again.

Over your plan's limit

Your plan covers a number of active engagements. The Engagements list shows where you are, such as "8 of 10 active".

You can still add engagements when you go over. You can still record updates and invoices on every engagement.

What stops is the notes on your most recently started engagements. Their rows say "Cadence paused — over your plan's limit". Your longest-running engagements keep sending.

To start those notes again, move up a plan, or change another engagement's status from Active. The paused notes go out the next time they're due. Owners see a "Review your plan" link. See Plans and billing.