CompanyFlowHQ Guides
Step-by-step picture guides for everything in CompanyFlowHQ — written so anyone can follow them.
Getting started
Getting started with CompanyFlowHQYour first 15 minutes: the five things that make CompanyFlowHQ useful straight away.Find your way around the Command CentreWhat each part of the Command Centre (your home page) shows and how to use it.Use the getting-started checklistUse the launch checklist in Settings to see what's connected and what still needs doing.Try it out with sample dataAdd a few pretend leads, bookings and an invoice so you can practise — then remove them in one tap.Choose your business type (industry pack)Pick your kind of business so the right fields, stages, booking types and words are set up for you.Install CompanyFlowHQ on your phonePut CompanyFlowHQ on your phone's Home Screen so it opens like an app.Switch between light and dark modeChoose Light, Dark or Auto (follows your device).Change the languageChange the language you see, or the language your customers see.Find anything with search (Cmd+K)Find any person, invoice, booking, board, document, upload, email or page from anywhere.Turn on phone and desktop notificationsGet a buzz on your phone or computer for new leads, bookings and messages.See what needs your attentionSee every reminder in one list: follow-ups due, unanswered messages, overdue invoices and more.
Leads & pipeline
Add a lead by handType in a new enquiry yourself, for example after a phone call or walk-in.Import leads from a spreadsheet (CSV)Upload a spreadsheet of people. We tidy it, spot duplicates and let you check before importing.Use a lead's profile and timelineEverything about one person: contact details, notes, follow-ups, calls, emails, documents and the timeline.Move leads through your pipeline boardMove people from New to Won by dragging their card, and mark lost leads with a reason.Change many leads at once (bulk actions)Tick many people at once to assign, move stage, set priority, message, ask for reviews, export or delete.Save a filtered list of leadsSave a filter you use often, like “Hot, not called this week”, as a one-tap list.Add your own lead fieldsAdd your own questions to every lead, such as qualification level or policy number.Score leads hot, warm or coldMark people as hot, warm or cold automatically so you call the keenest first.Spot and merge duplicate leadsHow CompanyFlowHQ spots the same person twice and joins them together.Track deals and forecastTrack deals with a value and close date, and see a weighted forecast of what's coming in.Set up deal pipelines and win/loss reasonsSwitch Deals on, set a monthly target and create pipelines with their own stages.Track applications and commissionTrack each student's university applications, offers, CAS and the commission you're owed.Keep on top of deadlinesOne timeline of statutory dates, reminders, board dates and application deadlines.Plan work with boardsPlan work on simple boards with groups, columns, people and due dates — like a shared to-do list.Log and make callsCall people from your business number, log how calls went and hear voicemails.Send a text when you miss a callWhen you can't answer, we send the caller one short text or WhatsApp so they don't ring someone else.Write phone numbers the right way (+44)Type phone numbers with the country code (+44…) so calls, texts, WhatsApp and duplicate checks all work.
Inbox & messages
Answer every message in one inboxAnswer WhatsApp, texts, email, website chat, portal, Facebook and Instagram messages from one place.Set up inbox auto-replies and assignmentSwitch the inbox on and turn new Facebook and Instagram senders into leads.Send and read email in MailRead and send email from your own mailbox, with every email saved to the right person.Connect your Gmail mailboxConnect a Gmail or Google Workspace mailbox using a Google app password.Connect your Microsoft 365 / Outlook mailboxConnect an Outlook / Microsoft 365 mailbox with “Sign in with Microsoft” — no password needed.Send email from your own domain (Resend)Send thank-you emails, lead alerts and newsletters from your own domain using a free Resend account.Connect WhatsApp BusinessReply to leads on WhatsApp from your own business number.Send text messages (SMS)Send text messages from your own Twilio number. Every text includes “Reply STOP to opt out”.Answer website visitors in Live chatChat with people on your website in real time and turn them into leads.Talk to your team in Team chatMessage your colleagues in channels or one-to-one, and discuss a lead in its own thread.Handle support tickets in the Help deskHandle customer support requests with priorities, targets and saved replies.Publish your own help centre for customersPublish your own help articles so customers can find answers without asking.Connect any other mailbox (IMAP/SMTP and app passwords)Connect iCloud, Yahoo, Zoho or your company's own email with an app password or server details.
Marketing
Send an email campaignWrite a newsletter, send it to people who said yes, and see who opened and clicked.Send automatic follow-up emails (sequences)Send automatic WhatsApp, text and email follow-ups that stop as soon as someone replies or books.Create an automationSee what runs automatically, and ask the assistant to do jobs for you in plain English.Reply to new leads automaticallyReply to every new lead within seconds by email, WhatsApp or text — and tell your team.Connect your social media accountsConnect Facebook, Instagram, LinkedIn, Bluesky and more so you can post from one place.Plan and publish social postsWrite one post, get the right version for every network, and schedule it.Run and approve adsCreate Facebook and Instagram ads with spending limits, owner approval and real results from your CRM.Ask customers for reviewsAsk happy customers for Google reviews automatically, and hear unhappy ones privately first.Show your review badge on your websiteShow your star rating on your website with a small badge that updates itself.Reward customers with loyalty pointsGive customers points or visit stamps and let them claim rewards.Create vouchers and discount codesCreate discount codes like SUMMER10 and sell or give gift vouchers.Invite another business: give a month, get a monthInvite another business to CompanyFlowHQ. When they start paying, you both get a month free.Make a QR codeMake a QR code for your booking page, forms, landing pages, reviews or a payment link.Build a landing pageMake a simple page for an offer, event or ad. Every enquiry goes straight into Leads.Make a link-in-bio pageOne tidy page for your Instagram or TikTok bio with your buttons and latest posts.
Sales & money
Take bookings onlineLet people book a time online, and book people in yourself from their profile.Set up booking types and availabilitySet up the kinds of appointment you offer, with their length, price and deposit.Add products and services to your catalogueKeep a price list of products and services to pick from on quotes, invoices and pages.Send a quote or proposalSend a quote the customer can accept online, then turn it into an invoice in one tap.Send an invoiceCreate and send an invoice, get paid online, and chase late payers automatically.Get paid with a payment linkShare a secure link where customers pay by card, Apple Pay, Google Pay, bank transfer or PayPal.Connect Stripe to take card paymentsConnect your own Stripe account so customers can pay invoices by card. Money goes straight to you.Get a document signed (Sign)Send a contract or form to be signed on any phone, with a signed PDF and a full record.Give clients their own portalGive each client a private page to upload documents, sign, pay, message you and see their progress.Read your reportsSee leads, sources, bookings, sales and team numbers for any period — and build your own dashboards.Email reports automaticallyGet a weekly summary email, or email a shared dashboard every week.Change your plan and billingChange your CompanyFlowHQ plan, switch to annual, or update your card.
Team & HR
Invite your teamAdd a colleague and send them a private, one-time link to set up their login.Give people the right roleChoose what each person can see and do: Owner, Admin, HR manager, Manager or Team member.Create custom roles and permissionsMake your own role, like “Receptionist”, with exactly the areas and actions they need.Use Team & HRYour team in one place: people, rota, time, leave, compliance, documents, expenses, performance and payroll.Book and approve time offAsk for holiday, and approve or decline your team's requests.Clock in and outClock in and out on your phone, take breaks, and send your weekly timesheet.Store staff documentsShare policies everyone must read, upload payslips and keep each person's documents safe.Post jobs on your careers pagePost jobs on your own careers page. Applicants send a CV and arrive as candidates.Share your city with your teamShow your city (never your exact location) so the team sees your local time and weather.Store and share files (Uploads)See every spreadsheet you've uploaded: what was new, what was merged and any problems.Keep staff private from each otherStop staff seeing each other's names, chats and leads unless they work in the same team.
Website & forms
Add the chat bubble to your websiteAdd a free chat bubble to your website with one line of code.Build a formBuild an enquiry form that adds leads, or a survey — with a live preview.Send a survey or NPS questionAsk customers how you're doing (NPS or star ratings) and follow up unhappy answers.Put a form on your websitePut your form on your own website with one line of code.Add the tracking code to your websiteAdd one tracking line to your website to see visitors, where they come from and what brings enquiries. No cookies.Read your website visitors and insightsSee who's on your website now, where visitors came from, which pages work and what brings enquiries.Use your own domainShow your booking page, portal and landing pages on your own address, like portal.yourbusiness.com.Add your logo and colours (branding)Put your logo, colours and business name on everything clients see.
Connections
Connect your other appsWhere to connect each outside service, and what each one does.Get Facebook and Instagram leadsGet Facebook and Instagram lead-form entries into CompanyFlowHQ within seconds.Set up your Meta (Facebook) appPlatform owner only: the Meta (Facebook) app details that let every customer connect in one click.Meta webhook verify token explainedPlatform owner only: what the Meta webhook verify token is, where it starts and where it goes.Answer Instagram and Messenger messagesAnswer Instagram DMs and Facebook Messenger in your Inbox.Connect Google AdsConnect Google Ads to see your ad accounts and send Google lead-form leads straight in.Connect Google AnalyticsSee your Google Analytics and Search Console numbers inside CompanyFlowHQ.Connect your Google Business ProfileSee and reply to your Google reviews here, and keep your review badge up to date.Sync your calendarSend bookings to your Google or Outlook calendar, and block times you're busy.Connect Zapier or MakeLink CompanyFlowHQ to 7,000+ apps like Xero, Slack and Google Sheets. No code needed.Create an API keyCreate a key so your website or another system can read and write data in CompanyFlowHQ.Send data to other apps with webhooksWe send a signed message to your address the moment something happens (new lead, invoice paid…).Turn on AI helpersSwitch on AI summaries, reply drafts, document reading and an out-of-hours chat assistant.
Security & account
Get sign-in codes by emailGet a six-digit code by email each time you sign in — the simple kind of two-step sign-in.Turn on two-step sign-inProtect your account with a second step after your password: Face ID or fingerprint, an authenticator app, or an email code.Sign in with Face ID or fingerprint (passkeys)Sign in with Face ID, Touch ID, your fingerprint or Windows Hello instead of typing codes.Get alerts when someone signs inCheck recent sign-ins and remembered devices, and sign out anything you don't recognise.Check your security centreOwners and admins: require two-step sign-in for the team and see who did what in the activity log.Change your passwordChange your own password.Reset a forgotten passwordReset your password with an email link if you can't remember it.Back up and download your dataPlatform owner: how nightly encrypted backups work, and how to run or download one.Download your dataDownload everything in your workspace as a ZIP (UK GDPR), or ask for the workspace to be deleted.Erase one person's data (GDPR)Erase one person's data when they ask (right to be forgotten).Practise in a private test workspacePlatform team: practise in a private test workspace where nothing reaches real customers.
Troubleshooting
Emails are not sendingEmails aren't arriving? Work through these checks in order.Facebook leads are not arrivingFacebook or Instagram leads not arriving? Check these in order.Website visits are not showingWebsite visits not showing? Make sure the tracking line is really on your site.I can't sign inCan't get in? Try these fixes.Notifications are not arrivingNot getting notifications? Check the device, the browser and your choices.My CSV import went wrongUpload went wrong? Here's how to fix the usual problems.Find and paste the right key, code or IDHow to tell keys, codes and IDs apart by how they start — and paste the right one in the right box.
118 guides.