Choosing the right Flow plan
Choosing the right plan is an important decision that we want to make as simple as possible. We’ll cover all the details—from features to billing cycles— that you’ll need to know to help you choose the best plan for your team.
Which plan type is best for you?
We currently offer two distinct plan options in Flow: Starter and Pro. The plan you choose will come down to the features your team requires, and the problems you’re trying to solve.
Starter Flow is a great basic plan for teams that are just starting out, looking for a simple task and project manager, or work in a smaller department with fewer complex needs. It includes all of our main features — what we consider the essentials for project planning.
Tasks are at the core of Flow, and often at the core of our work. They’re the actionable assignments that we all work on. Because of this there’s no limit to how many Tasks you can have with Starter Flow.
And, frankly, there’s a lot you can do with Tasks. Assign them to a user so they know what they need to work on and add a due date so they know when it needs to be finished. You can fill the notes sections with any important information or attachments they might need to get the job done.
If you need to break a task down further, try subtasks. These are just like tasks but are housed under a parent task and can be assigned to different people and given their own unique due dates. This is great for people who like to split a job into smaller, more manageable parts, or want to assign the same task to multiple people.
Unlimited Public and Private Projects
In Flow, Projects are how you’ll organize your team’s work. All the tasks we discussed earlier? They live inside Projects. This makes it really easy to group related tasks together, and add a description of what the work captured in the tasks is building towards. For example, if you had a Content Calendar project, you’d add Tasks that pertain to Content: blog writing, Twitter posts, Facebook updates, etc.
Projects can either be public or private depending on your needs. There’s no limit to how many you can create, so whether you only need one or you need one hundred, you’re covered with Starter.
Flow is based on a hierarchal system: Tasks live in Projects, Projects live in Teams, and your Teams live in your organization. Teams are how you’d want to logically divide your Organization’s work. Whether that’s by location, department, or division — that bit is up to you. If we look back to the Content Calendar example above, that project that would likely be inside a Marketing Team. That Team would consist of the people who are responsible for finishing that work, like designers, copywriters, and marketing leads. As well as other marketing projects, like a website refresh or email campaign.
If you opt to organize Teams by client or location, your projects would reflect the work you need to complete for them, or at that locale. Like Tasks and Projects, Teams are also unlimited on our Starter plan.
We offer a handful of really useful integrations with Flow. For file sharing, you can connect with Dropbox, Box, Microsoft OneDrive, and Google Drive. If your team will need to track time on their tasks, we have an integration with Harvest. Our Slack integration enables you to get project updates and easily capture Flow tasks straight from your Slack channels.
We also have a Zapier integration that enables you to connect Flow with thousands of other apps to automate pieces of your workflow. If you aren’t familiar with Zapier, check out their help docs here. You can link Flow with anything from Gmail to Wootric using Zapier!
The Flow API allows you to programatically create, modify, and delete objects in Flow using tools like Zapier or by writing applications in your favourite programming language.
For example, you could use the Flow API to integrate Flow with a legacy in-house system, or mark tasks as complete from external triggers like Github or other tools your team uses.
Once you’ve tackled the basics, or if you’re more familiar with project planning, our Pro plan has additional features and is perfect for teams that need to do it all. It offers all of the Starter features, as well as high level project planning, quick access to your teammates’ Task Profiles for managers, and lots of ways to manage your teams workload.
Workgroups allow admins to further classify groups of people within a team. They not only help clarify team roles (who’s working on what and with whom) but they also help save time when creating tasks. Rather than subscribing 10 individual members to a task, you can simply add them to a workgroup and then subscribe that workgroup to the task.
Every team will have an Everyone workgroup by default. You can then create unlimited workgroups within each Team. If you have a Customer Experience Team, you might have support, sales, and account manager workgroups. That way when tasks come up that relate to a specific subgroup of your team it’s quick and simple to get them all subscribed.
The Pro plan offers some useful tools to help managers get an idea of what people are working on. Workload offers three different calendar style views to stay on top of what’s falling behind across teams and workgroups, what’s ahead of schedule, who has a lot on their plate, or who has bandwidth for additional work. The other tool that’s useful for managing resources is the Task Profiles view. This gives you a more granular look at what team members are doing, on a user to user basis. You can view in a list, or a calendar, and view what’s been completed or what’s open. Important views for team leads or managers in charge of delegating work.
Ensure projects are evenly dispersed through your month, quarter, or year, with Project Timelines. It’s also helpful for aligning related projects across teams so that necessary work is completed at the right time. Also use Project Timelines to get an oversight of how your team is progressing as a whole. View timelines by team or sort by colour, keyword, and more. You can also drag and drop projects to shift their deadline, which is good for teams that have projects with evolving due dates.
Team leaders can get a jump on what needs to happen next with Task Timelines. Rather than simply assigning a due date, you can add a start date as well to more accurately communicate how long a task will take to wrap up. With that you can plan when new tasks have to be worked on, which makes planning work a few weeks in advance clear and straightforward.
If you’re still not sure what plan would be best, that’s okay too. Your 30 day trial includes access to the Pro plan, so you’ll have sometime to test it out before making a purchase. If you’re still not sure, start with the Pro plan for a month or two to give all the features a try. If you find you aren’t using them, you can downgrade your plan to our Starter plan whenever you want.
When considering how many seats to choose, you’ll want to look at your team and ask yourself,“Who on your team has played a key role in seeing projects through to the finish line in the past?” You can also check with those users, once you have them in mind, about who they’ll need to work with to get a more complete picture of the people who will comprise your Flow organization. This should help narrow down how many seats you’ll require, at least in the beginning.
Currently, user seats are available to purchase in buckets of 5. This means that buying seats needs to be done 5 at a time. If you have four users in Flow, you’d need to purchase 5 seats. If you have 8 users, you’d need to purchase the 10 seat plan to accommodate them all. We also offer options for small teams and freelancers, including a solo plan and a 3-person plan.
You can increase and decrease your seat count at anytime. If your teams grows a lot over the summer with interns and contractors, upgrade to the next plan size. When their work is done remove them from your organization and select fewer seats to accommodate the new team size.
We are working on low cost client access. This should be available later this year, with the current release date expected in Fall 2019.
After you’ve decided which plan you want, and how many people you’ll be working with, you’ll need to decide how often you want to be billed: monthly or annually.
With annual billing, your payment for the year will be processed immediately and your renewal will take place on the same date of the next year. Annual is a good option for teams that know they’ll be working in Flow for the foreseeable future, and for teams that want to take advantage of a good discount. Our annual plans come with a 20% discount built in, so it’s a slightly more economic choice than the monthly plan. You can still easily add and remove seats from your plan if your team size fluctuates on an annual plan. If you add new users midway through your annual term, you’ll simply be charged a prorated amount based on how much time is left in the billing term and how many seats you’re adding.
Monthly billing is a better option if you aren’t quite ready to commit to a full year right away.You’ll be charged on the same date every month. You can make changes to your plan at any time, including the seat count or upgrading to annual. That makes monthly a great choice for teams that grow and shrink considerably throughout the year. If you aren’t sure if Flow is the right fit for your team, monthly would allow you to test the product longer than our 30 day trial, but without the long term commitment of the annual plan.
As always, if you need help making the right decision for your team don’t hesitate to get in touch!