[{"data":1,"prerenderedAt":1551},["ShallowReactive",2],{"docs\u002Forg\u002Fmessaging":3,"docs-search-sections":355},{"id":4,"title":5,"audience":6,"body":8,"description":331,"extension":332,"faq":333,"meta":346,"navigation":347,"order":348,"path":349,"plan":350,"section":351,"seo":352,"stem":353,"__hash__":354},"docs\u002Forg\u002Fmessaging.md","FoxFlow Messaging",[7],"everyone",{"type":9,"value":10,"toc":320},"minimark",[11,19,26,31,34,45,48,55,64,68,71,121,124,130,134,144,147,187,190,200,207,211,214,230,242,248,252,270,274,277,281,284,315],[12,13,14,18],"p",{},[15,16,17],"strong",{},"Organization Settings → Messaging"," is where FoxFlow texting is configured for your whole\norganisation. Every flow shares it.",[12,20,21,22,25],{},"This is a ",[15,23,24],{},"Pro"," feature. The FoxFlow team sets it up for you after you upgrade — you don't\ninstall anything or wire a number yourself.",[27,28,30],"h2",{"id":29},"what-foxflow-messaging-is","What FoxFlow Messaging is",[12,32,33],{},"On Free, FoxFlow writes the script and you send it from your own phone. On Pro, FoxFlow\nMessaging sends it for you, from a number that belongs to your organisation.",[35,36,42],"pre",{"className":37,"code":39,"language":40,"meta":41},[38],"language-text","A lead arrives\n   → FoxFlow writes the message\n   → it goes out from your organisation's number\n   → replies come back and attach to the lead\n","text","",[43,44,39],"code",{"__ignoreMap":41},[12,46,47],{},"The person on the other end sees a text from a real local number. They can reply, save it, or\ncall it. Nothing about it looks like a shortcode or a \"do not reply\" blast.",[49,50,52],"callout",{"type":51},"church",[12,53,54],{},"This is the piece most churches care about. A guest gets a text from a number that looks like\nit belongs to you, and replying just works.",[12,56,57,58,63],{},"Setup, numbers and extra lines are covered on ",[59,60,62],"a",{"href":61},"\u002Forg\u002Fphone-numbers","Phone numbers",".",[27,65,67],{"id":66},"how-to-read-a-message","How to read a message",[12,69,70],{},"Every outbound text in a lead's conversation carries a small status. It's the fastest way to\ntell whether someone has actually been reached.",[72,73,74,87],"table",{},[75,76,77],"thead",{},[78,79,80,84],"tr",{},[81,82,83],"th",{},"You see",[81,85,86],{},"Meaning",[88,89,90,101,111],"tbody",{},[78,91,92,98],{},[93,94,95],"td",{},[15,96,97],{},"Clock",[93,99,100],{},"Queued in FoxFlow. The message is waiting — usually because your sending window is closed, you've hit today's cap, or messaging is still coming online.",[78,102,103,108],{},[93,104,105],{},[15,106,107],{},"Single check",[93,109,110],{},"Sent. FoxFlow has handed it off and it is on its way.",[78,112,113,118],{},[93,114,115],{},[15,116,117],{},"Double check",[93,119,120],{},"Confirmed delivered. The other person's phone has it.",[12,122,123],{},"A clock that sits there is almost never a lost message. Open the lead, check the sending\nwindow and today's usage, and the queue will clear itself once those are open. Nothing in\nthe queue is dropped.",[49,125,127],{"type":126},"tip",[12,128,129],{},"If a first text still shows a clock an hour after your window opened, that's the moment to\nping the FoxFlow team. Until then, the clock is doing its job.",[27,131,133],{"id":132},"the-sending-window","The sending window",[12,135,136,139,140,143],{},[15,137,138],{},"Off by default."," Turn it on and it defaults to ",[15,141,142],{},"8:00am–8:00pm"," in your organisation's\ntimezone, both ends adjustable.",[12,145,146],{},"What it holds and what it doesn't:",[72,148,149,159],{},[75,150,151],{},[78,152,153,156],{},[81,154,155],{},"Message type",[81,157,158],{},"Held until the window opens?",[88,160,161,172,180],{},[78,162,163,166],{},[93,164,165],{},"Automatic sends",[93,167,168,171],{},[15,169,170],{},"Yes"," — they sit with a clock",[78,173,174,177],{},[93,175,176],{},"Manual messages and replies",[93,178,179],{},"No — always immediate",[78,181,182,185],{},[93,183,184],{},"Assignee alerts to your team",[93,186,179],{},[12,188,189],{},"A lead arriving at 2am isn't lost. The message queues and goes out when the window opens. The\nwindow has to be a normal same-day range — you can't run one overnight from 8pm to 8am.",[49,191,192],{"type":126},[12,193,194,195,199],{},"Turn this on before you turn on ",[59,196,198],{"href":197},"\u002Fflows\u002Fauto-send","auto-send",". It costs nothing and it's the\nsetting that stops a 3am lead becoming a 3am text.",[12,201,202,203,206],{},"Set the ",[15,204,205],{},"timezone"," on this tab too. It's what the window and the daily reset both use.",[27,208,210],{"id":209},"daily-limits","Daily limits",[12,212,213],{},"Per number, per day:",[215,216,217,224],"ul",{},[218,219,220,223],"li",{},[15,221,222],{},"100"," automatic sends in total",[218,225,226,229],{},[15,227,228],{},"50"," of those to people you've never messaged before",[12,231,232,233,237,238,241],{},"Both reset at midnight in your timezone. Going over doesn't drop anything — those messages\nkeep their clock and go out tomorrow. The tab shows today's usage as ",[234,235,236],"em",{},"Total"," and ",[234,239,240],{},"New contacts","\nmeters.",[12,243,244,247],{},[15,245,246],{},"Manual messages and replies aren't counted."," You can have a hundred conversations; the caps\nonly govern automatic sending, so your number keeps looking like a person rather than a\nbroadcast tool.",[27,249,251],{"id":250},"the-other-toggles","The other toggles",[215,253,254,260],{},[218,255,256,259],{},[15,257,258],{},"Assignee SMS Alerts"," — text the assigned teammate when their lead replies. Worth turning\non: it's the difference between someone answering in minutes and someone noticing tomorrow.",[218,261,262,265,266,269],{},[15,263,264],{},"User → number mapping"," — with more than one ",[59,267,268],{"href":61},"phone number",", choose\nwhich teammates send through which line.",[27,271,273],{"id":272},"unmatched-messages","Unmatched messages",[12,275,276],{},"When a text arrives from a number FoxFlow can't match to any lead, it's kept as an unmatched\nmessage rather than thrown away. Check these occasionally — it's usually someone replying from\na second number, or a person you have under a different number.",[27,278,280],{"id":279},"when-messages-arent-sending","When messages aren't sending",[12,282,283],{},"In the order that finds the problem fastest:",[285,286,287,290,297,304,309],"ol",{},[218,288,289],{},"Is FoxFlow Messaging set up for your organisation? If the Messaging tab still shows an\nupgrade panel, you're on Free — or Pro hasn't been switched on yet. The FoxFlow team handles\nthat.",[218,291,292,293,296],{},"Is your ",[15,294,295],{},"sending window"," currently closed? Those messages will show a clock.",[218,298,299,300,303],{},"Have you hit ",[15,301,302],{},"today's cap","?",[218,305,306,307,303],{},"Does the lead have a ",[15,308,268],{},[218,310,311,312,314],{},"Are both ",[59,313,198],{"href":197}," switches on — the flow's and the step's?",[12,316,317,318,63],{},"Next: ",[59,319,62],{"href":61},{"title":41,"searchDepth":321,"depth":321,"links":322},3,[323,325,326,327,328,329,330],{"id":29,"depth":324,"text":30},2,{"id":66,"depth":324,"text":67},{"id":132,"depth":324,"text":133},{"id":209,"depth":324,"text":210},{"id":250,"depth":324,"text":251},{"id":272,"depth":324,"text":273},{"id":279,"depth":324,"text":280},"How FoxFlow sends texts from your organisation's number, what the clock and check marks mean, and the hours and limits that keep follow-up looking like a person.","md",[334,337,340,343],{"q":335,"a":336},"How do I get FoxFlow Messaging set up?","FoxFlow Messaging is included with Pro and is set up by the FoxFlow team. After you upgrade, we provision your number and turn messaging on for your organisation. You do not install anything yourself.",{"q":338,"a":339},"What do the clock and check marks on a message mean?","A clock means the message is queued in FoxFlow and has not gone out yet. A single check mark means it has been sent. A double check mark means it was confirmed delivered.",{"q":341,"a":342},"What are the daily limits?","Each number can auto-send 100 messages a day, of which 50 can be to people you have never messaged before. Both reset at midnight in your organisation timezone. Manual messages and replies are not limited.",{"q":344,"a":345},"Can different teammates send from different numbers?","Yes. Your organisation can have more than one number, and each number can be assigned to specific teammates. See Phone numbers.",{},true,40,"\u002Forg\u002Fmessaging","pro","Organisation",{"title":5,"description":331},"org\u002Fmessaging","9E8nkLDSlUoOWjDMOTQJoULuzMW_mNoDte6vqIezLA0",[356,362,367,372,377,382,387,392,397,402,407,412,417,422,427,431,436,441,446,450,454,459,464,469,474,479,484,489,494,499,504,509,514,519,524,529,534,539,544,549,554,559,564,569,574,579,584,589,594,599,604,609,614,619,624,629,634,639,644,649,654,659,664,669,674,679,684,689,694,699,704,709,714,719,724,729,734,739,744,749,754,759,764,768,773,778,783,788,793,798,802,807,812,817,822,827,832,837,842,847,852,857,862,867,872,877,882,887,892,897,901,906,911,916,920,925,930,935,939,944,949,953,958,963,968,973,978,983,988,993,998,1003,1007,1012,1017,1022,1027,1031,1035,1040,1045,1050,1055,1060,1065,1069,1073,1077,1082,1086,1091,1096,1101,1105,1110,1115,1120,1125,1130,1135,1140,1145,1149,1153,1158,1163,1168,1172,1176,1181,1186,1190,1195,1200,1205,1209,1214,1219,1223,1228,1233,1237,1242,1246,1251,1255,1260,1265,1270,1275,1280,1285,1289,1294,1299,1303,1308,1313,1318,1323,1328,1333,1338,1343,1348,1353,1357,1362,1365,1369,1373,1377,1381,1385,1388,1392,1395,1400,1405,1410,1415,1420,1425,1429,1433,1438,1443,1448,1453,1457,1462,1467,1472,1477,1482,1487,1492,1496,1501,1506,1511,1516,1521,1526,1531,1536,1541,1546],{"id":357,"title":358,"titles":359,"content":360,"level":361},"\u002Fflows\u002Fassignment","Assignment",[],"Decide who a new lead belongs to — one person, or shared round robin across your team. Every lead should have a name next to it. Not because of reporting, but because \"someone\nshould text them\" is how people don't get texted. Auto-assignment lives on Flow Settings → Assignment.",1,{"id":363,"title":364,"titles":365,"content":366,"level":324},"\u002Fflows\u002Fassignment#the-two-modes","The two modes",[358],"Single user. Every new lead goes to one person. Right for most churches and small teams,\nwhere one staff member or coordinator owns follow-up. Round robin. New leads are dealt out across a group you pick, one after another. Right\nwhen several people share the work and you want it even. Auto-assignment is off by default. With it off, new leads go to the flow's owner.",{"id":368,"title":369,"titles":370,"content":371,"level":324},"\u002Fflows\u002Fassignment#what-gets-auto-assigned","What gets auto-assigned",[358],"Assignment applies to leads arriving from: Facebook and Instagram Lead AdsYour FlowForm formYour hosted public form Leads you add by hand use the assignment rules as a default, but you can pick someone\nyourself as you create them. When a lead is handed off to another flow, the receiving flow's own assignment rules decide\nwhat happens — unless Keep Same Assignee on Auto-Move is on, which keeps the original\nperson. See auto-advance.",{"id":373,"title":374,"titles":375,"content":376,"level":324},"\u002Fflows\u002Fassignment#why-the-assignee-shows-up-in-your-texts","Why the assignee shows up in your texts",[358],"The {assignee_first_name} variable is the assigned teammate's first name, and it's the\nreason assignment isn't just bookkeeping: Hi {first_name}, this is {assignee_first_name} from {org_name}. Get assignment right and every text is from a person. Get it wrong and everything reads\n\"this is us from Grace Church\", which is the fallback when FoxFlow can't find a name. If your messages say \"us\" instead of a name, the assigned teammate hasn't set a first name\non their profile. That's a two-second fix on their side and needs no flow changes.",{"id":378,"title":379,"titles":380,"content":381,"level":324},"\u002Fflows\u002Fassignment#choosing-between-them","Choosing between them",[358],"Round robin is fair, and fairness is not always the goal. A few things to weigh: Single user, almost always. A first-time guest hearing from the same hospitality pastor\ntwice is worth more than perfectly even workload. Switch to round robin only when one person\ngenuinely can't keep up. Single user if one person runs admissions. Round robin if you split by grade level or\ncampus — but consider separate flows instead, so each coordinator gets their own board. Round robin once you have two or more people answering. Speed beats continuity when someone\nis shopping around, and whoever is free first should get the lead.",{"id":383,"title":384,"titles":385,"content":386,"level":324},"\u002Fflows\u002Fassignment#reassigning-a-lead","Reassigning a lead",[358],"Open the lead and change the assignee. Nothing else moves — the lead stays in its column and\nkeeps its history. Only future messages using {assignee_first_name} pick up the new name.",{"id":388,"title":389,"titles":390,"content":391,"level":324},"\u002Fflows\u002Fassignment#when-someone-leaves","When someone leaves",[358],"Removing a person from the organisation asks you where their leads should go. You can hand\nthem to a specific teammate or deliberately leave them unassigned. See\nMembers and roles. Leaving a departed teammate's leads unassigned is fine as a decision and terrible as an\naccident. Unassigned leads still text as \"us\", and nobody feels responsible for them. Next: Your team.",{"id":393,"title":394,"titles":395,"content":396,"level":361},"\u002Fflows\u002Fauto-advance","Auto-advance",[],"Move leads to the next step on a timer or on a set weekday, only when they haven't replied. Auto-advance moves a lead out of a step on its own. Combined with a script on the next\nstep, that's how a second and third follow-up happen without anyone remembering. You'll find it inside each step on Flow Settings → Steps.",{"id":398,"title":399,"titles":400,"content":401,"level":324},"\u002Fflows\u002Fauto-advance#choose-the-schedule","Choose the schedule",[394],"After a set time — move after 2 days. You pick a number and a unit: minutes, hours or\ndays. The clock starts when the lead entered the step. On a day of the week — move on Tuesday. Every lead sitting in that step moves that day,\nusing the flow's timezone. Good for a weekly rhythm rather than a per-lead countdown. Set the flow's timezone on the General tab before you use weekday scheduling, or \"Tuesday\"\nmeans Tuesday in Eastern time regardless of where your team is.",{"id":403,"title":404,"titles":405,"content":406,"level":324},"\u002Fflows\u002Fauto-advance#choose-the-condition","Choose the condition",[394],"This matters more than the timing. Only if no reply received — skips anyone who has texted you back. This is the default,\nand it's almost always the right answer.Always — moves everyone, replies or not. \"Only if no reply\" is what makes automated follow-up tolerable. Somebody who already\nanswered gets left alone for a human to handle. Choosing Always means you might send a\n\"just checking in\" text to someone mid-conversation with you.",{"id":408,"title":409,"titles":410,"content":411,"level":324},"\u002Fflows\u002Fauto-advance#choose-the-destination","Choose the destination",[394],"By default a lead moves to the next column in order. You can also send it somewhere\nspecific: Move to flow — This flow, or a different flow in your organisation.Move to step — a particular column, or the first step when you're crossing flows. Sending a lead to another flow is a handoff. Their comments, messages and any pending\nsends travel with them. A tour-request flow can hand a family off to your enrollment flow the moment the tour is\ndone, so admissions picks up a lead that already has the whole history attached. Whether a handed-off lead keeps its current assignee is controlled by Keep Same Assignee on\nAuto-Move on the Messaging tab. Leave it on when the same person should stay with the\nfamily; turn it off when the receiving flow's own assignment rules\nshould take over.",{"id":413,"title":414,"titles":415,"content":416,"level":324},"\u002Fflows\u002Fauto-advance#it-waits-for-the-text-to-go-out","It waits for the text to go out",[394],"If the step also has auto-send turned on, the timer doesn't start until\nthe message has actually been sent. A lead that lands at 2am with your sending window closed\ngets texted when the window opens, and the two-day clock starts from then. Without that, you'd quietly advance people you never contacted.",{"id":418,"title":419,"titles":420,"content":421,"level":324},"\u002Fflows\u002Fauto-advance#leads-it-skips","Leads it skips",[394],"Auto-advance leaves a lead alone when: It has replied and the condition is only if no reply.An automation has paused it — including duplicate detection.",{"id":423,"title":424,"titles":425,"content":426,"level":324},"\u002Fflows\u002Fauto-advance#a-worked-example","A worked example",[394],"A three-touch sequence that runs itself: StepScriptAuto-sendAuto-advanceNew leadFirst textOnAfter 2 days, no replyFollow-upShort nudgeOnAfter 3 days, no replyNo response(none)OffOff Anyone who replies stops moving and waits for a person. Anyone who doesn't ends up in\nNo response, where you can leave them, or let\nstale auto-archive clear them out after 30 days. Three automated touches is plenty. A fourth and fifth make you the business people block. Next: Assignment.",{"id":197,"title":428,"titles":429,"content":430,"level":361},"Auto-send",[],"Let FoxFlow send a step's script by itself — and understand every switch, limit and guardrail before you turn it on. Auto-send means a lead arrives, and the script for that column goes out without anyone\npressing a button. It is the difference between \"we try to text people back\" and \"people\nget texted back.\" It also sends real messages to real people from your real phone number, so it has more\nguardrails than anything else in FoxFlow.",{"id":432,"title":433,"titles":434,"content":435,"level":324},"\u002Fflows\u002Fauto-send#two-switches-not-one","Two switches, not one",[428],"This is the part that trips everyone up. There are two toggles and you need both. The flow's master switch — Auto-Send Scripts, on\nFlow Settings → Messaging. One per flow.The step's switch — Auto-send this script, on each step in\nFlow Settings → Steps. Both on, plus a script that isn't empty, or nothing sends. The two-switch design is\ndeliberate: the master switch is a kill switch you can hit in one click without losing your\nper-step setup. The step toggle only appears once the step actually has a script. An empty script means\nnothing to send.",{"id":437,"title":438,"titles":439,"content":440,"level":324},"\u002Fflows\u002Fauto-send#everything-that-has-to-be-true","Everything that has to be true",[428],"Walk this list when a message doesn't go out. In order: RequirementWhereYour organisation is on ProBillingFoxFlow Messaging is set up by the FoxFlow teamOrganisation Settings → MessagingThe flow's master auto-send switch is onFlow Settings → MessagingThe step's auto-send toggle is onFlow Settings → StepsThe step has a scriptFlow Settings → StepsThe lead has a phone numberOn the leadThe lead isn't paused by an automationAutomationsYou're inside your sending windowOrganisation Settings → MessagingYou haven't hit today's capOrganisation Settings → Messaging",{"id":442,"title":443,"titles":444,"content":445,"level":324},"\u002Fflows\u002Fauto-send#it-never-back-texts-your-existing-leads","It never back-texts your existing leads",[428],"When you switch auto-send on, FoxFlow writes down the moment you did it. Only leads that\nenter a column after that moment get an automatic message. The same applies per step. So the nightmare scenario — flipping a switch and blasting 400 people who filled out a card\nlast spring — cannot happen. The app tells you this in the confirmation dialog, and the\nserver enforces it independently. This also means testing is safe and slightly counter-intuitive: to test, you need a new\nlead entering the column. Moving an existing lead out and back in works, since that's a\nfresh arrival.",{"id":447,"title":133,"titles":448,"content":449,"level":324},"\u002Fflows\u002Fauto-send#the-sending-window",[428],"Nobody wants a text from their child's school at 11pm. The sending window lives at the organisation level, in\nOrganisation Settings → Messaging. It's off by default. When you turn\nit on, it starts at 8:00am to 8:00pm in your organisation's timezone, and you can change\nboth ends. What the window does and doesn't hold: Message typeHeld until the window opens?Automatic sendsYesManual messages and repliesNo — always immediateAssignee alerts to your teamNo — always immediate A lead arriving at 2am isn't lost. Its message sits queued and goes out when the window\nopens. The window has to be a normal same-day range — you can't run one overnight from 8pm\nto 8am. If your connect cards get processed Sunday afternoon, a 12:00–8:00pm window means the family\nhears from you the same day, and nobody on your team has to be the one who noticed.",{"id":451,"title":210,"titles":452,"content":453,"level":324},"\u002Fflows\u002Fauto-send#daily-limits",[428],"Each number has two caps per day, and they exist to keep your number looking like a person\nrather than a marketing platform: 100 automatic sends total50 of those to people you've never messaged before Both reset at midnight in your organisation's timezone. Anything over the cap waits for the\nnext day rather than being dropped. Manual messages and replies don't count toward either\nnumber. FoxFlow also paces sends rather than firing them in a burst, for the same reason.",{"id":455,"title":456,"titles":457,"content":458,"level":324},"\u002Fflows\u002Fauto-send#auto-send-and-auto-advance-together","Auto-send and auto-advance together",[428],"If a step has both auto-send and an auto-advance timer, the timer\nwaits for the message to actually go out before it starts counting. A lead that arrives\noutside your sending window won't be moved along before it's been texted — otherwise you'd\nadvance people you never contacted.",{"id":460,"title":461,"titles":462,"content":463,"level":324},"\u002Fflows\u002Fauto-send#turning-it-on-for-the-first-time","Turning it on for the first time",[428],"The order that avoids surprises: Confirm FoxFlow Messaging is on — the Messaging tab no longer shows an upgrade panel.Set your sending window to hours you'd be comfortable receiving a text.Write the script for one step and read it out loud.Turn on that one step's toggle.Turn on the flow's master switch.Send yourself a lead through your own form and watch it land. Then leave it alone for a week before automating a second step. A clock on the first message means it's queued, not lost — see\nhow to read a message. Next: auto-advance.",{"id":465,"title":466,"titles":467,"content":468,"level":361},"\u002Fflows\u002Fautomations","Automations",[],"Tag rules that pause, move or remove a lead, duplicate detection, and handing a returning person to the right flow. Flow Settings → Automations holds the rules that fire on their own when something\nhappens to a lead. Four features, each solving a specific annoyance.",{"id":470,"title":471,"titles":472,"content":473,"level":324},"\u002Fflows\u002Fautomations#tag-rules","Tag rules",[466],"A tag rule watches for a lead gaining a tag and then does one thing: SettingWhat it meansWhen a lead gains tagThe tag to watch forDo thisPause automation, move the lead, or remove it from the flowTo flowWhere to move it. Blank means this flowInto stepWhich column. Blank means the first stepAlso remove this person from all other flows after the moveCleans up duplicates elsewhere The three actions in plain terms: Pause automation — the lead stays where it is, but no more automatic texts or timers.\nUse this as your emergency brake.Move lead — send it to a flow and step of your choosing.Remove from flow — take it off this board entirely. Tags can come from a person tagging by hand, from\ntags on entry on a step, or from an integration like\nBlackbaud that tags people it recognises. Tag someone member and have the rule pause automation. Now when a long-time member fills\nout a card about a serve team, they don't get the first-time-guest sequence. Tag someone not-interested and have the rule remove them from the flow. One tap and they\nstop receiving follow-ups, without you deleting the record. Every team should have one tag wired to pause automation. It's the thing you'll reach for\nwhen a lead turns out to be a wrong number, a competitor, or someone having a hard week.",{"id":475,"title":476,"titles":477,"content":478,"level":324},"\u002Fflows\u002Fautomations#duplicate-detection","Duplicate detection",[466],"On by default, and worth leaving on. When the same person comes in twice — they filled out a form in March and again in\nSeptember, or they answered two of your Facebook ads — FoxFlow notices and pauses the\nduplicate with a warning instead of letting it run. The duplicate is never dropped. You still see the person and can decide what to do. What\ndoesn't happen is a second automated sequence landing on someone who's already in a\nconversation with you. Without this, returning enquirers get the \"nice to meet you\" text a second time. Churches and\nschools feel this hardest, because the same families come back around.",{"id":480,"title":481,"titles":482,"content":483,"level":324},"\u002Fflows\u002Fautomations#context-handoff","Context handoff",[466],"Related to duplicates, but a decision rather than a pause. With context handoff on, a person\nwho's already known gets redirected into a different flow and step that you pick. That's the difference between \"stop, a human should look at this\" and \"we know exactly where\nreturning people should go.\" A family that enquired last year and comes back is not a cold inquiry. Redirect them into a\nre-engagement step with a script that says so: \"Great to hear from you again.\" There's an option to remove the person from all other flows after the redirect, so they exist\nin exactly one place.",{"id":485,"title":486,"titles":487,"content":488,"level":324},"\u002Fflows\u002Fautomations#remove-from-other-flows-on-move","Remove from other flows on move",[466],"A tidiness setting. When a lead moves into this flow — by handoff, by a step timer, by a\ntag rule — this also removes them from every other flow. Turn it on when a person should only ever be on one board at a time. Leave it off when your\nflows track genuinely separate things and someone can legitimately be in two.",{"id":490,"title":491,"titles":492,"content":493,"level":324},"\u002Fflows\u002Fautomations#which-one-do-you-want","Which one do you want?",[466],"You wantUseStop everything for one leadTag rule → pause automationRoute people carrying a tag somewhere specificTag rule → move leadGet someone off a boardTag rule → remove from flowNot re-sequence people who came backDuplicate detection (already on)Send returning people somewhere on purposeContext handoffGuarantee one board per personRemove from other flows on move Next: Contacts.",{"id":495,"title":496,"titles":497,"content":498,"level":361},"\u002Fflows\u002Fbuilding-a-flow","Building a flow",[],"Create a flow, name it, duplicate one you already like, and understand what a flow owns. A flow is one board with its own columns, its own scripts and its own team. Everything else\nin FoxFlow hangs off it.",{"id":500,"title":501,"titles":502,"content":503,"level":324},"\u002Fflows\u002Fbuilding-a-flow#create-one","Create one",[496],"Open the flow selector at the top of the board and choose to create a new flow. You give\nit a name, and FoxFlow gives you a starting set of columns you can change straight away. Flows belong to your organisation, not to you personally. If you leave, the flow stays\nand your teammates keep working it. Name flows after the thing you're following up on, not the tool: Sunday Connect Cards,\nFall Open House, Roof Quotes. When you have four flows, you'll be glad.",{"id":505,"title":506,"titles":507,"content":508,"level":324},"\u002Fflows\u002Fbuilding-a-flow#how-many-flows-should-you-have","How many flows should you have?",[496],"One flow per distinct follow-up conversation. The test is the script: if the first text you'd\nsend is different, it's a different flow. You runReasonable flowsA churchConnect cards · Baptism interest · Serve team interestA Christian schoolEnrollment inquiries · Tour requests · Re-enrollmentA small businessFacebook leads · Website quote requests Resist one giant flow with twenty columns. Two clean boards beat one you avoid opening.",{"id":510,"title":511,"titles":512,"content":513,"level":324},"\u002Fflows\u002Fbuilding-a-flow#duplicate-a-flow","Duplicate a flow",[496],"In Flow Settings → General you'll find Duplicate Flow. Use it when a new campaign\nfollows the same shape as one that already works — you get the columns and the scripts\nwithout retyping them. A duplicate does not start texting on its own. The per-step auto-send flags come across,\nbut the flow's master auto-send switch stays off until you deliberately turn it on. That\nis on purpose — see auto-send.",{"id":515,"title":516,"titles":517,"content":518,"level":324},"\u002Fflows\u002Fbuilding-a-flow#delete-or-archive-a-flow","Delete or archive a flow",[496],"Delete Flow is also on the General tab, and it's for flow admins. Deleting takes the\nleads with it, so if the campaign is simply over, it's usually better to leave the flow\nalone and stop sending to it. An idle flow costs you nothing.",{"id":520,"title":521,"titles":522,"content":523,"level":324},"\u002Fflows\u002Fbuilding-a-flow#what-a-flow-owns","What a flow owns",[496],"Worth knowing which settings live where, because it's the thing people hunt for most: The flow ownsThe organisation ownsColumns and their scriptsYour phone numbers and FoxFlow MessagingAuto-send and auto-advance rulesThe sending window and timezoneAssignment rulesThe tag listWhich Meta lead forms feed itThe Facebook Page connectionIts own team rosterBilling and plan So two flows can text on completely different schedules and with different scripts, but\nthey send through the same phone number and inside the same daily sending window. Next: flow settings walks the tabs one by one.",{"id":525,"title":526,"titles":527,"content":528,"level":361},"\u002Fflows\u002Fconfiguring-a-flow","Flow settings",[],"A map of every tab in Flow Settings, what lives on each one, and which ones your team can see. Open Flow Settings from the board. There are nine tabs, and knowing which one holds\nwhat saves a lot of clicking.",{"id":530,"title":531,"titles":532,"content":533,"level":324},"\u002Fflows\u002Fconfiguring-a-flow#the-tabs","The tabs",[526],"TabWhat's on itGeneralFlow name, description, timezone. Duplicate and delete.StepsYour columns, their scripts, auto-send and auto-advance per step, conversion tracking.TeamWho works this flow, who administers it, invite links.AssignmentAuto-assignment: one person or round robin.AutomationsTag rules, duplicate detection, context handoff.ContactsWhether leads get added to your contacts database, and which tags they get.MetaWhich Facebook lead forms feed this flow.FormsYour FlowForm form: enable it, get the link, set who gets new-lead emails.MessagingThe flow's auto-send master switch, assignee alerts, handoff behaviour. Most of the interesting settings are on Steps, not General. If you're looking for the\nconversion column or auto-archive, that's where they are.",{"id":535,"title":536,"titles":537,"content":538,"level":324},"\u002Fflows\u002Fconfiguring-a-flow#general","General",[526],"Three things you can edit: Flow Name — what everyone sees in the flow selector.Description — optional, for your own benefit.Timezone — defaults to Eastern time. This is what auto-advance uses when you tell it\nto move leads \"on Tuesdays\", so set it to where your team actually is. Below that is a read-only card showing when the flow was created, which organisation owns\nit, and how many steps it has. Duplicate Flow, Delete Flow and Save Changes\nsit at the bottom.",{"id":540,"title":541,"titles":542,"content":543,"level":324},"\u002Fflows\u002Fconfiguring-a-flow#conversion-tracking","Conversion tracking",[526],"This is at the bottom of the Steps tab, not General. Pick the column that means \"this worked\" — Visiting, Enrolled, Booked. That's your\nconversion step. Once it's set, two things become possible: Reporting knows what success means for this flow.You can turn on auto-archive converted leads, which clears them off the board a set\nnumber of days after they land in that column. It's off by default; when you switch it\non the default is 7 days, and you can set anywhere from 1 to 30. Archived leads aren't deleted — there's a View Archived Leads link right there. Auto-archiving converted leads is the single best way to keep a board readable. The people\nyou already won don't need to sit in your eyeline.",{"id":545,"title":546,"titles":547,"content":548,"level":324},"\u002Fflows\u002Fconfiguring-a-flow#what-your-team-can-see","What your team can see",[526],"Not everyone sees all nine tabs. RoleSeesFlow owner, flow admin, or an org adminEvery tabEveryone else on the flowGeneral (read-only), Team (view only), Contacts So a volunteer or a part-time coordinator can work leads and manage contact settings, but\ncan't rewrite your scripts or change who leads get assigned to. If someone needs to do\nthat, make them a flow admin on the Team tab. The Messaging tab only appears once your organisation is on Pro, since everything on\nit depends on FoxFlow Messaging. Next: Steps, where most of the work happens.",{"id":550,"title":551,"titles":552,"content":553,"level":361},"\u002Fflows\u002Fcontacts","Contacts",[],"The difference between a lead and a contact, when people get saved automatically, and how to bring them back later. Leads and contacts are two different things, and the distinction is genuinely useful once\nyou've been running a few months.",{"id":555,"title":556,"titles":557,"content":558,"level":324},"\u002Fflows\u002Fcontacts#lead-versus-contact","Lead versus contact",[551],"A lead is a card on a board. It's a live piece of work with a column, an assignee and a\nconversation. When you're done with it, it leaves the board. A contact is a person in your organisation's address book. Contacts don't sit in columns\nand don't need following up. They're who you know. Lead     = someone you're working right now, on one flow\nContact  = someone you know, org-wide, across every flow The same human is usually both: a lead while you're following up, and a contact forever\nafter. Contacts are also what feed the outbound integrations —\nMailchimp, Planning Center and\nBlackbaud all work from contacts, not leads.",{"id":560,"title":561,"titles":562,"content":563,"level":324},"\u002Fflows\u002Fcontacts#saving-leads-as-contacts-automatically","Saving leads as contacts automatically",[551],"Flow Settings → Contacts has two moments you can hook into: On flow entry. Everyone who lands on this board is saved as a contact straight away, with\nwhatever tags you specify. Use this when simply reaching out to you is worth remembering. On conversion. Only people who reach your conversion step\nare saved, with their own tags. There's also an option to archive them from the flow at the\nsame time — they graduate from your board into your address book in one motion. Both are off until you turn them on, and both let you apply tags automatically, which is what\nmakes the contact useful later. Save on entry with the tag connect-card, and save on conversion with connected. Six months\nlater you can tell the difference between everyone who ever filled out a card and everyone who\nactually got plugged in. Save on conversion with the tag customer, and turn on archive-on-conversion. Your board only\nshows open work, and your contact list becomes the customer list you can email later.",{"id":565,"title":566,"titles":567,"content":568,"level":324},"\u002Fflows\u002Fcontacts#field-mapping","Field mapping",[551],"Different forms name things differently. One Facebook form says full_name, your website form\nsays name, another says Your Name. Field Mapping on the same tab tells FoxFlow which\nincoming field means what, so a contact ends up with a real first name, email and phone\ninstead of a bag of unlabelled answers. There's an Auto-Detect Fields button that guesses from what's already come in, which\nhandles most cases. Check its guesses once and save. Do this before you connect Mailchimp or Planning Center. Those integrations sync whatever\nFoxFlow thinks the fields are, and it's much less work to map correctly than to clean up\nafterwards.",{"id":570,"title":571,"titles":572,"content":573,"level":324},"\u002Fflows\u002Fcontacts#tags","Tags",[551],"Tags are plain lowercase words kept in one list for your whole organisation — see\nTags. Same tag, same meaning, every flow. They're applied automatically by the settings above, by\ntags on entry on a step, or by hand on any lead or contact. And they're what\nautomations and integrations react to.",{"id":575,"title":576,"titles":577,"content":578,"level":324},"\u002Fflows\u002Fcontacts#bringing-people-back","Bringing people back",[551],"On the organisation's Contacts page there's a Re-Engage action. Pick a tag, pick a\nflow, and everyone carrying that tag becomes a fresh lead on that board. This is how a dormant list turns back into work: Tag every family who toured but didn't apply toured-no-app. In February, re-engage that tag\ninto a flow with a script about next year's places. Those are the warmest leads you own and\nthey're already sitting in your contacts. There's also Add to Flow for pushing a hand-picked selection onto a board. Re-engaging creates real leads that real automations act on. Check the flow's scripts before\nyou drop 200 people into it — especially if that flow has auto-send on. Next: Forms.",{"id":580,"title":581,"titles":582,"content":583,"level":361},"\u002Fflows\u002Fforms","Forms",[],"Four ways to get people onto a board — a FlowForm form, a hosted public form, a CSV import, or typing them in. A board is only as good as what feeds it. Besides\nFacebook Lead Ads, there are four ways in.",{"id":585,"title":586,"titles":587,"content":588,"level":324},"\u002Fflows\u002Fforms#the-forms-tab","The Forms tab",[581],"Flow Settings → Forms turns on a hosted form for this flow. Switch on Enable Forms and\nFoxFlow generates a private token for you, which becomes your form's web address. You get a direct link to share and an embed snippet for your own website. Both are on the tab\nwith a copy button. Always copy the link from the Forms tab rather than typing it out. The token is long and\nrandom on purpose, and a mistyped one just returns an error. Other settings on the tab: New Lead Alerts — an email when someone submits. On by default. Leave the recipient list\nempty and it goes to the flow owner, or list specific addresses.Secure Mode — a Pro option for when submissions carry sensitive information.Allow File Uploads — a Pro option accepting images and PDFs, up to 10MB and 5 files per\nsubmission. File uploads earn their keep here. A tour request that can carry a current report card or an\nimmunisation record saves your admissions office an email round trip.",{"id":590,"title":591,"titles":592,"content":593,"level":324},"\u002Fflows\u002Fforms#the-hosted-public-form","The hosted public form",[581],"There's a second, simpler form that isn't on the Forms tab. You'll find it in the\nAdd Leads menu on the board itself, where you can switch on a public form and get a link. It also has a greeting you can edit — the line people see at the top. The default is\n\"Leave your information and we'll be in touch soon!\", which is fine, but your own words are\nbetter. Use this one when you want a link you can paste anywhere — a bio, a QR code on a printed\ncard, a text message — without touching your website. Put its QR code on the back of your connect card. Someone who'd rather not write on paper can\nscan it in the seat, and the lead lands on the same board as the paper cards.",{"id":595,"title":596,"titles":597,"content":598,"level":324},"\u002Fflows\u002Fforms#importing-a-csv","Importing a CSV",[581],"Also in the Add Leads menu: an import that reads a spreadsheet. You upload the file, tell FoxFlow which column is which — first name, last name, email, phone —\nand it creates the leads. You can pick a step and an assignee for everyone in the batch, and\nchoose to skip duplicates. Import into a step with auto-send off, then move people forward\ndeliberately. Dropping a 300-row spreadsheet straight into an auto-sending column is the one\nmistake in FoxFlow that's hard to take back. Good reasons to import: moving off a spreadsheet you've kept for a year, or loading a list of\nnames collected at an event.",{"id":600,"title":601,"titles":602,"content":603,"level":324},"\u002Fflows\u002Fforms#adding-one-by-hand","Adding one by hand",[581],"Add Lead on the board. First name is required; last name, email and phone are optional,\nand you can pick the step and who it's assigned to. If you don't choose an assignee, your\nassignment rules decide. This is the right tool more often than people expect — someone calls, someone catches you\nafter a service, someone hands you a card in person.",{"id":605,"title":606,"titles":607,"content":608,"level":324},"\u002Fflows\u002Fforms#which-one-to-use","Which one to use",[581],"SituationUseA form on your own websiteForms tab, embed snippetA link for a bio, QR code or textPublic form from Add LeadsMoving off a spreadsheetCSV importSomeone just told you in personAdd LeadRunning Facebook or Instagram adsMeta Lead Ads Whichever route a person takes, they arrive as a lead on the same board, get assigned by the\nsame rules, and receive the same script. That's the point.",{"id":610,"title":611,"titles":612,"content":613,"level":361},"\u002Fflows\u002Fscripts","Scripts",[],"Write the text message for each step, use variables to make it personal, and choose between sending by hand or automatically. A script is the text message attached to a step. Write it once, and it's ready every time\nsomeone lands in that column.",{"id":615,"title":616,"titles":617,"content":618,"level":324},"\u002Fflows\u002Fscripts#where-scripts-live","Where scripts live",[611],"On the step. Open Flow Settings → Steps, edit a step, and there's the script box. The\nlist of available variables sits right underneath it. That means the script travels with the stage, not the person. Everyone who reaches\nTexted gets the Texted script, with their own name filled in.",{"id":620,"title":621,"titles":622,"content":623,"level":324},"\u002Fflows\u002Fscripts#making-it-personal","Making it personal",[611],"Anything in curly braces gets swapped for real values when the message goes out: Hi {first_name}, this is {assignee_first_name} from {org_name} — thanks for\nreaching out. Is now a good time for a quick call? For Sarah, assigned to Matt at Grace Church, that sends as: Hi Sarah, this is Matt from Grace Church — thanks for reaching out. Is now a\ngood time for a quick call? The full list of variables and what each falls back to is on\nScript variables. The two worth memorising:\n{first_name} becomes friend when there's no name, and {assignee_first_name} becomes\nus. {current_user_first_name} is the person pressing send, so it's blank on automatic sends.\nIf a step has auto-send on, use {assignee_first_name} instead.",{"id":625,"title":626,"titles":627,"content":628,"level":324},"\u002Fflows\u002Fscripts#sending-by-hand","Sending by hand",[611],"Open a lead and you get Call and Text actions. On a phone, the text button opens\nyour Messages app with the number and the script already filled in — you read it, tweak it\nif you want, and hit send yourself. This is how most teams start, and there's nothing second-rate about it. A human glancing at\nthe message before it goes is a feature.",{"id":630,"title":631,"titles":632,"content":633,"level":324},"\u002Fflows\u002Fscripts#sending-automatically","Sending automatically",[611],"Turn on auto-send for a step and FoxFlow sends that script itself, through\nFoxFlow Messaging, the moment a lead arrives. That's a bigger\ndecision with real guardrails around it — auto-send covers it properly.",{"id":635,"title":636,"titles":637,"content":638,"level":324},"\u002Fflows\u002Fscripts#writing-ones-that-get-replies","Writing ones that get replies",[611],"The scripts that work share four traits. They're short, they name a human, they ask exactly\none question, and they sound like the person who'll be answering. A church, after a connect card: Hi {first_name}, this is {assignee_first_name} from {org_name} — so glad you\nworshiped with us Sunday. Anything we can be praying about this week? A Christian school, after a tour request: Hi {first_name}, it's {assignee_first_name} at {org_name}. I saw you asked about\na tour — would a weekday morning or an afternoon suit your family better? A small business, same day: Hi {first_name}, {assignee_first_name} here from {org_name}. You just asked about\na quote — mind if I ask two quick questions by text? Things that reliably don't work: Anything with the word \"solutions\" in it.Two questions in one message. People answer neither.A link in the first text. It reads like a robot. Earn the reply first.Long enough to split into two texts. Aim under about 160 characters. Read your script out loud. If you wouldn't say it to someone in the foyer or across a\ncounter, don't text it.",{"id":640,"title":641,"titles":642,"content":643,"level":324},"\u002Fflows\u002Fscripts#a-second-step-is-where-the-value-is","A second step is where the value is",[611],"Almost everyone writes a great first message and stops. The follow-up two days later is\nwhat actually moves the number, and it can be short: Hi {first_name}, just making sure this didn't get buried — still happy to help\nif you're interested. Pair that with auto-advance set to only if no reply and your\nsecond touch happens without anyone remembering to do it. Next: auto-send.",{"id":645,"title":646,"titles":647,"content":648,"level":361},"\u002Fflows\u002Fsteps","Steps",[],"Add, rename, reorder and delete the columns on your board, and set what each one does when a lead arrives. A step is a column on your board. It's where a lead currently is, and it carries the\nmessage you send at that stage. The Steps tab calls them Pipeline Steps: drag to reorder, each step represents a stage\nin your lead pipeline.",{"id":650,"title":651,"titles":652,"content":653,"level":324},"\u002Fflows\u002Fsteps#add-rename-reorder-delete","Add, rename, reorder, delete",[646],"To do thisDo thisAdd a stepAdd Step, type the name, confirmRenamePencil icon on the row, edit the name, saveReorderDrag the handle, or use the up\u002Fdown arrows on touchDeleteTrash icon on the rowMark as the conversion stepCheckmark button on the row You can't delete your last remaining step — a flow needs at least one column. Deleting a step doesn't delete the leads sitting in it, but they end up in a column that\nno longer exists and stop showing up properly. Move people out first, then delete.",{"id":655,"title":656,"titles":657,"content":658,"level":324},"\u002Fflows\u002Fsteps#a-shape-that-works","A shape that works",[646],"Four or five columns is the sweet spot. Enough to know what's happening, few enough to\nscan on a phone. New lead  →  Texted  →  Replied  →  Visiting Some real versions of that: Connect cards: New card → Texted → Replied → Coming Sunday → ConnectedThe conversion step is Connected, not Replied. A reply is nice; someone actually\nplugging in is the win. Enrollment inquiries: Inquiry → Texted → Tour booked → Toured → AppliedSet Applied as the conversion step, and let tours be a stage rather than the finish line. Facebook leads: New lead → Texted → Replied → Quoted → WonWon is the conversion step. Auto-archive it after 7 days so your board only shows open work.",{"id":660,"title":661,"titles":662,"content":663,"level":324},"\u002Fflows\u002Fsteps#what-you-can-set-on-each-step","What you can set on each step",[646],"Open a step with the pencil icon and you get more than a name. The script. The text message for this stage. This is the big one — see\nScripts. Auto-send this script. Sends the script automatically when a lead lands here, instead\nof waiting for someone to press send. Requires Pro and FoxFlow Messaging, and there's more\nto know before you switch it on — read auto-send. Auto-advance timer. Move leads out of this step on their own, after a set time or on a\nparticular weekday. See auto-advance. Auto-archive stale leads. Clears leads that have sat in this step untouched for too\nlong. When you enable it the default is 30 days, and you can set 1 to 90. There's also\nan option to add them to your contacts database on the way out, so you keep the person\nwithout keeping the clutter. This isn't offered on your conversion step, since leads that\nconvert are handled by conversion tracking instead. Tags on entry. Add or remove tags automatically when a lead arrives in this step. Handy\nfor driving automations or an outbound\nintegration without anyone tagging by hand. Auto-archive stale leads is the quiet hero of a tidy board. A lead that hasn't moved in\n30 days isn't a lead any more, and pretending otherwise just makes the board harder to read.",{"id":665,"title":666,"titles":667,"content":668,"level":324},"\u002Fflows\u002Fsteps#steps-and-scripts-are-independent","Steps and scripts are independent",[646],"A step doesn't need a script. Plenty of teams have a Replied column with no script at all,\nbecause at that point they're having a real conversation and a template would be worse\nthan nothing. Next: Scripts.",{"id":670,"title":671,"titles":672,"content":673,"level":361},"\u002Fflows\u002Fteam","Your team",[],"Add people to a flow, understand flow members versus organisation members, and share invite links. Flow Settings → Team is where you decide who works this board: manage who has access to\nthis flow and can be assigned to leads.",{"id":675,"title":676,"titles":677,"content":678,"level":324},"\u002Fflows\u002Fteam#flow-members-are-the-real-thing","Flow members are the real thing",[671],"This is the one piece of FoxFlow's structure worth understanding properly, because it runs\nbackwards from what people expect. You don't add someone to your organisation and then grant them flows. You add them to a\nflow, and that's what makes them part of your organisation. Your organisation's member\nlist is simply everyone who belongs to at least one of its flows. Add Beth to the Connect Cards flow\n   → Beth is now a member of your organisation\n   → Beth appears in Organisation Settings → Members Two consequences worth knowing: Somebody on no flows isn't in your organisation at all.To give a person access to a second board, add them to that board. There's no separate\npermission screen.",{"id":680,"title":681,"titles":682,"content":683,"level":324},"\u002Fflows\u002Fteam#adding-someone-already-in-your-organisation","Adding someone already in your organisation",[671],"The Team tab has Add from Organization, listing people in your org who aren't on this\nflow yet. One click. No invite, no email — they already have an account. This is the common case once you're up and running.",{"id":685,"title":686,"titles":687,"content":688,"level":324},"\u002Fflows\u002Fteam#inviting-someone-new","Inviting someone new",[671],"For people who don't have a FoxFlow account, use Invite Links. Quick link. Pick a role — Member or Admin — and generate a link. Anyone with the link\njoins this flow and your organisation. Links last 7 days by default. Invite a team. Org admins can create a link locked to a list of email addresses (up to\n100), optionally restricted to a domain, with an expiry of 7, 14 or 30 days. Only people on\nthe list can use it. A quick link is a link. Anyone who gets it can join. For a whole staff team or a volunteer\ngroup, use the email-restricted option instead of posting a quick link in a group chat. The domain restriction is built for you. Lock the invite to @yourschool.org and staff can\njoin themselves without you approving each one.",{"id":690,"title":691,"titles":692,"content":693,"level":324},"\u002Fflows\u002Fteam#roles-on-a-flow","Roles on a flow",[671],"RoleCanOwnerEverything, including deleting the flowFlow adminEvery settings tab, manage the team, invite peopleMemberWork leads. Sees General read-only, Team view-only, and Contacts Promote someone with Make admin, and step them back down with Remove admin. Org\nadmins and owners already have flow-admin powers everywhere, so they don't need promoting. A blue check on someone's avatar means they're an admin of the organisation. Give volunteers Member. They can text leads, add comments and move cards — the actual\nwork — without being able to rewrite your scripts or change assignment.",{"id":695,"title":696,"titles":697,"content":698,"level":324},"\u002Fflows\u002Fteam#who-can-be-assigned-a-lead","Who can be assigned a lead",[671],"Only people on the flow. That's the practical reason to add someone even if they only handle\noccasional overflow: if they're not on the flow, they can't own a lead there, and they can't\nappear in your round robin.",{"id":700,"title":701,"titles":702,"content":703,"level":324},"\u002Fflows\u002Fteam#removing-someone","Removing someone",[671],"Removing a person from a flow takes away their access to that board. If it was their only\nflow, they leave your organisation too. Removing them at the organisation level asks where\ntheir leads should go — see Members and roles. Next: Automations.",{"id":705,"title":706,"titles":707,"content":708,"level":361},"\u002Fgetting-started\u002Fchristian-schools","FoxFlow for Christian schools",[],"Enrollment inquiries and tour requests get a text the same day, from the person who actually runs admissions. An admissions inquiry has a short half-life. A family looking at schools is looking at three or\nfour, and the one that replies first gets a real advantage — not because they're better, but\nbecause they were there when the family was thinking about it.",{"id":710,"title":711,"titles":712,"content":713,"level":324},"\u002Fgetting-started\u002Fchristian-schools#the-gap-foxflow-fills","The gap FoxFlow fills",[706],"Your ads work. Your website form works. What usually breaks is the middle: inquiries arrive in\nan inbox, someone means to respond, and the response happens two days later, in an email that\ngets filtered. A text the same afternoon changes the whole exchange. \"Hi Rebecca, it's Anna at Trinity Christian — I saw you asked about a tour. Would a weekday\nmorning or an afternoon suit your family better?\"One question, two options, easy to answer from a phone while making dinner. Notice what it doesn't do: no PDF, no link to a portal, no \"please complete the enquiry form.\"\nEarn the reply first.",{"id":715,"title":716,"titles":717,"content":718,"level":324},"\u002Fgetting-started\u002Fchristian-schools#what-it-looks-like-set-up","What it looks like set up",[706],"One flow per thing you're following up on. Most schools want two or three: Inquiry  →  Texted  →  Tour booked  →  Toured  →  Applied Set Applied as your conversion step, and let tours be a stage\nrather than the finish line. That way your board tells you where families stall — and it's\nusually between Toured and Applied, which is useful to know. Separate flows for enrollment inquiries, tour requests and re-enrollment. The first\ntext is different in each case, which is exactly the test for whether something deserves its own\nflow.",{"id":720,"title":721,"titles":722,"content":723,"level":324},"\u002Fgetting-started\u002Fchristian-schools#feeding-it","Feeding it",[706],"Where inquiries come from, and how each connects: SourceSetupFacebook or Instagram ads for an open houseMeta Lead AdsThe inquiry form on your websiteFlowForm, embeddedA QR code on a printed flyer or yard signPublic formA list from a school fairCSV import Meta leads arrive within seconds of submission, which is the whole reason same-day follow-up is\npossible during a campaign. Turn on file uploads on your inquiry form. A tour request that can carry\na current report card saves your office an email round trip on every enquiry.",{"id":725,"title":726,"titles":727,"content":728,"level":324},"\u002Fgetting-started\u002Fchristian-schools#current-families-are-not-new-inquiries","Current families are not new inquiries",[706],"The most visible mistake in school follow-up is sending \"thanks for your interest in our school\"\nto a family with two children already enrolled. Three things stop it: Duplicate detection, on by default — anyone already in your system gets\npaused rather than sequenced.Blackbaud tagging families who are already constituents, so a\nsibling enquiry arrives already labelled.A tag rule that pauses automation, or moves them into a sibling-enquiry\nstep with a script that sounds like you know them. Do this before turning on auto-send. A misdirected first-inquiry text to a\ncurrent parent is the kind of thing that gets forwarded around.",{"id":730,"title":731,"titles":732,"content":733,"level":324},"\u002Fgetting-started\u002Fchristian-schools#where-blackbaud-fits","Where Blackbaud fits",[706],"FoxFlow only reads from Blackbaud. It looks families up, and tags them inside FoxFlow based on\nwhat it finds — including their constituent codes. Nothing is written back. Blackbaud stays your system of record. FoxFlow is the part that happens before a family is a\nrecord at all.",{"id":735,"title":736,"titles":737,"content":738,"level":324},"\u002Fgetting-started\u002Fchristian-schools#who-answers","Who answers",[706],"Admissions follow-up usually belongs to one person, and single-user\nassignment is right for that — the same coordinator through the whole\nprocess, and their name in every text. If you split by grade level or campus, either use round robin or give each coordinator their own\nflow. Separate flows are usually clearer. Turn on assignee alerts so when a family replies, the coordinator gets a text\nabout it. A family answering a question about a tour deserves a response in minutes.",{"id":740,"title":741,"titles":742,"content":743,"level":324},"\u002Fgetting-started\u002Fchristian-schools#the-follow-up-that-wins-enrollments","The follow-up that wins enrollments",[706],"Almost nobody sends a second message, and the second message is where the enrollments are. Hi {first_name}, just checking this didn't get buried — still happy to find a time\nthat works for a tour if you're interested. Set auto-advance to move unreplied leads after two days with the\ncondition only if no reply. Families mid-conversation are left alone; everyone else gets one\nmore nudge without anyone remembering. Then stop. Three touches is plenty.",{"id":745,"title":746,"titles":747,"content":748,"level":324},"\u002Fgetting-started\u002Fchristian-schools#the-re-engagement-nobody-runs","The re-engagement nobody runs",[706],"The most valuable list you own is families who toured and didn't apply. Tag them toured-no-app. Next admissions season, re-engage that tag into a\nflow with a script about places for the coming year. They've seen your school, they liked it\nenough to visit, and something got in the way. That's a warmer lead than any ad will produce. This one thing is often worth more than the rest of FoxFlow combined, and it costs you a tag.",{"id":750,"title":751,"titles":752,"content":753,"level":324},"\u002Fgetting-started\u002Fchristian-schools#start-here","Start here",[706],"Build your first flow takes about ten minutes. Free covers 10 leads\nper flow — enough to run one campaign and see whether same-day texting changes your response\nrate.",{"id":755,"title":756,"titles":757,"content":758,"level":361},"\u002Fgetting-started\u002Fchurches","FoxFlow for churches",[],"Text first-time guests back before Tuesday. Connect cards land on a board, someone real replies, and Planning Center stays your database. A family visits on Sunday. They fill out a connect card. Then what? At most churches the honest answer is: the card gets collected, it reaches an office on Tuesday,\nsomeone means to follow up, and by the time anyone does the family has already decided whether\nthey're coming back. FoxFlow exists for that gap.",{"id":760,"title":761,"titles":762,"content":763,"level":324},"\u002Fgetting-started\u002Fchurches#the-thing-that-actually-matters","The thing that actually matters",[756],"Not the software. The timing. A text on Sunday afternoon lands while the visit is still a real memory. The same text on\nThursday arrives as a message from an organisation. Same words, completely different message. \"Hi Sarah, this is Matt from Grace Church — so glad you worshiped with us this morning. Anything\nwe can be praying about this week?\"Sunday, 2pm, from your church's number. That's the whole product.",{"id":765,"title":716,"titles":766,"content":767,"level":324},"\u002Fgetting-started\u002Fchurches#what-it-looks-like-set-up",[756],"One flow, four or five columns: New card  →  Texted  →  Replied  →  Coming back  →  Connected Connected is your conversion step — not Replied. A reply is encouraging; someone actually\nplugging into a group or a serve team is the win, and it's worth measuring the real thing. Cards arrive from a form you link with a QR code on your connect card, or from a\nFacebook lead ad if you run them. Each one gets assigned to whoever does\nhospitality follow-up, and their name is the one in the text.",{"id":769,"title":770,"titles":771,"content":772,"level":324},"\u002Fgetting-started\u002Fchurches#where-planning-center-fits","Where Planning Center fits",[756],"This is the question every church asks, and the answer is clean: Planning Center stays your\ndatabase. FoxFlow never tries to replace it. What FoxFlow does is the week before someone becomes a PCO record. Then\nthe integration pushes them across — matched against who's\nalready there, never duplicated. When it isn't sure, it asks you rather than guessing. Connect card  →  FoxFlow (the follow-up)  →  Planning Center (the record) If you already know the duplicate-people problem in PCO, that matters. FoxFlow searches by email,\nthen by phone, and creates nobody when there's more than one possible match.",{"id":774,"title":775,"titles":776,"content":777,"level":324},"\u002Fgetting-started\u002Fchurches#dont-text-your-members-like-guests","Don't text your members like guests",[756],"The fastest way to look silly is sending the first-time-guest text to someone who's been there\ntwelve years and just filled out a form about the serve team. Two protections: Duplicate detection is on by default. Someone already in your system gets\npaused rather than re-sequenced.Tag existing members member and add a tag rule that pauses automation\nwhen it appears. If you use Blackbaud, that integration can apply\nthe tag for you. Set this up before you turn on auto-send, not after. It's the mistake people\nlearn from rather than avoid.",{"id":779,"title":780,"titles":781,"content":782,"level":324},"\u002Fgetting-started\u002Fchurches#about-the-phone-number","About the phone number",[756],"Pro includes one local line. You pick the area code when your account is set up, and the\nFoxFlow team turns FoxFlow Messaging on for you. Extra numbers are\n$45 a month plus a one-time setup fee — see Phone numbers. Guests get a text from a real number. They can reply, and the reply lands on the lead where\nyour team sees it.",{"id":784,"title":785,"titles":786,"content":787,"level":324},"\u002Fgetting-started\u002Fchurches#volunteers-can-do-this","Volunteers can do this",[756],"Hospitality follow-up is usually volunteers, and that works fine. Add them to the flow as\nmembers: they can text, comment and move cards, but can't change your scripts or settings.\nSee Your team. The script is already written, so a volunteer doesn't have to decide what to say. They read it,\nadjust a word if they want, and send.",{"id":789,"title":790,"titles":791,"content":792,"level":324},"\u002Fgetting-started\u002Fchurches#set-the-hours","Set the hours",[756],"Turn on the sending window before anything else. Nobody wants a text from\nchurch at 11pm, and a card submitted Saturday night shouldn't produce one. 12:00–8:00pm is a sensible window: same-day for Sunday cards, never late.",{"id":794,"title":795,"titles":796,"content":797,"level":324},"\u002Fgetting-started\u002Fchurches#a-realistic-first-month","A realistic first month",[756],"Week one. One flow, one script, texting by hand. Learn whether the words work. Week two. Add your second message — a short nudge two days later for people who didn't reply.\nThis is where most of the gain is. Week three. Turn on auto-send for the first text, so it stops depending\non someone being free on Sunday afternoon. Week four. Connect Planning Center so the people you're\nmeeting land in your database without data entry. Don't automate before you know your script gets replies. Automating a message nobody answers just\nsends it faster.",{"id":799,"title":751,"titles":800,"content":801,"level":324},"\u002Fgetting-started\u002Fchurches#start-here",[756],"Build your first flow walks it end to end in ten minutes. Free\ncovers 10 leads per flow, which is enough for a month of cards at most churches.",{"id":803,"title":804,"titles":805,"content":806,"level":361},"\u002Fgetting-started\u002Ffirst-flow","Build your first flow",[],"From signing up to a lead getting texted — the whole loop, in about ten minutes. This walks the entire loop once: an organisation, a flow, columns, a script, a form, and a real\nlead getting a real text. Ten minutes, and you'll understand the whole product.",{"id":808,"title":809,"titles":810,"content":811,"level":324},"\u002Fgetting-started\u002Ffirst-flow#_1-sign-up-and-name-your-organisation","1. Sign up and name your organisation",[804],"Create your account at foxflow.host. You'll get an organisation, which\nis the container for everything — your flows, your team, your plan. Set its name in Organization Settings → General and make it what a stranger should read,\nbecause it appears in your text messages as {org_name}. Grace Church, not GC Main Campus.",{"id":813,"title":814,"titles":815,"content":816,"level":324},"\u002Fgetting-started\u002Ffirst-flow#_2-create-a-flow","2. Create a flow",[804],"A flow is one board. Create one from the flow selector and name it after the thing you're\nfollowing up on: Sunday Connect Cards, Fall Open House, Roof Quotes. While you're in Flow Settings → General, set the timezone to where your team actually\nis. It's what scheduling uses later.",{"id":818,"title":819,"titles":820,"content":821,"level":324},"\u002Fgetting-started\u002Ffirst-flow#_3-set-up-your-columns","3. Set up your columns",[804],"Flow Settings → Steps. You get some starter columns; make them yours. Four or five is right. New lead  →  Texted  →  Replied  →  Visiting Then mark the last one as your conversion step using the checkmark on its row. That's the\ncolumn meaning \"this worked.\" Name columns after what's true of the person, not what you intend to do. Texted beats To\ncontact — you can see at a glance what's done rather than what's owed.",{"id":823,"title":824,"titles":825,"content":826,"level":324},"\u002Fgetting-started\u002Ffirst-flow#_4-write-one-script","4. Write one script",[804],"Still on Steps: edit your second column — Texted — and write the message you'd send someone who\njust reached out. Hi {first_name}, this is {assignee_first_name} from {org_name} — thanks for\nreaching out. Is now a good time for a quick call? One script is enough for today. See Scripts for the variables and\nScript variables for the full list. Read it out loud before you save. If you wouldn't say it to someone standing in front of you,\nrewrite it.",{"id":828,"title":829,"titles":830,"content":831,"level":324},"\u002Fgetting-started\u002Ffirst-flow#_5-decide-who-leads-belong-to","5. Decide who leads belong to",[804],"Flow Settings → Assignment. Turn on auto-assignment and pick yourself for now. This isn't bookkeeping — {assignee_first_name} in your script is the assigned person's name.\nSkip this and your texts say \"this is us from Grace Church\" instead of a real name.",{"id":833,"title":834,"titles":835,"content":836,"level":324},"\u002Fgetting-started\u002Ffirst-flow#_6-get-a-real-lead-in","6. Get a real lead in",[804],"Turn on a form: Flow Settings → Forms → Enable Forms, then copy the link. Open it in your phone's browser and fill it in with your own name and number. Within seconds a\ncard appears in your first column. Use your own details deliberately. You're about to receive the text you wrote, which is the best\npossible proofread.",{"id":838,"title":839,"titles":840,"content":841,"level":324},"\u002Fgetting-started\u002Ffirst-flow#_7-send-the-text","7. Send the text",[804],"Tap the card. You'll see the contact details, the source, and Call and Text actions. Tap Text. Your Messages app opens with the number filled in and your script already written,\nwith your name substituted. Send it. Then drag the card to Texted. That's the loop. Lead in, text out, card moved. Everything else in FoxFlow makes this happen\nfaster or without you.",{"id":843,"title":844,"titles":845,"content":846,"level":324},"\u002Fgetting-started\u002Ffirst-flow#_8-invite-your-team","8. Invite your team",[804],"Flow Settings → Team. Either add people who already have accounts, or generate an invite\nlink. Adding someone to a flow is what makes them part of your organisation — there's no separate\nstep. See Your team.",{"id":848,"title":849,"titles":850,"content":851,"level":324},"\u002Fgetting-started\u002Ffirst-flow#what-to-do-next","What to do next",[804],"Live with it for a week. Get the habit of moving cards, and pay attention to whether your script\ngets replies. When you're ready: ToReadStop pressing send yourselfAuto-sendFollow up automatically two days laterAuto-advanceBring in Facebook or Instagram leadsMeta Lead AdsStop returning people getting the new-person scriptAutomationsKeep the people you meet in Planning CenterPlanning Center Free covers 10 leads per flow, which is enough to learn whether this changes anything for you.\nPlans has the details. Or jump to the guide for your world: churches,\nChristian schools,\nsmall business.",{"id":853,"title":854,"titles":855,"content":856,"level":361},"\u002Fgetting-started\u002Fkanban","Using the board",[],"Read your board at a glance, move leads between steps, and work a lead from the card to the text message. The board is where you'll spend your time. Columns across, leads down, and the whole state of\nyour follow-up in one screen.",{"id":858,"title":859,"titles":860,"content":861,"level":324},"\u002Fgetting-started\u002Fkanban#reading-it","Reading it",[854],"Each column is a step. Each card is a person. A card's column tells you where\nthey are in the conversation, so a healthy board looks like a slope — plenty on the left,\nfewer as you go right. Two shapes to watch for: Everything piled in the first column. Leads are arriving and nobody's texting them.Everything piled in the middle. You're texting, but nobody's closing the loop.",{"id":863,"title":864,"titles":865,"content":866,"level":324},"\u002Fgetting-started\u002Fkanban#moving-a-lead","Moving a lead",[854],"Drag the card. On a phone, press and hold, then drag. Moving someone is the action that matters, because arriving in a column is what triggers\nthings — its script, its\nauto-send, its auto-advance timer, and any\ntags on entry. Moving a card is meant to be the same gesture as \"I did the thing.\" Text someone, drag them to\nTexted. Do that consistently and the board stays honest without any extra admin.",{"id":868,"title":869,"titles":870,"content":871,"level":324},"\u002Fgetting-started\u002Fkanban#working-a-lead","Working a lead",[854],"Tap a card and you get the person: their contact details, where they came from, the\nconversation so far, and comments from your team. From there: Call dials them.Text opens your Messages app with their number and the step's script already filled in.\nYou read it, adjust it if you want, and send.Comments leave a note for whoever picks this up next. On Pro, texts sent through FoxFlow Messaging show a status next to them: You seeMeaningClockQueued in FoxFlow — not gone out yetSingle checkSentDouble checkConfirmed delivered Comments are worth the ten seconds. \"Left voicemail, try evenings\" means the next person\ndoesn't repeat your work — and on a volunteer team, that's most of the value.",{"id":873,"title":874,"titles":875,"content":876,"level":324},"\u002Fgetting-started\u002Fkanban#on-your-phone","On your phone",[854],"Most texting happens on a phone, so the board is built to work there. You can install FoxFlow\nto your home screen and it opens like an app. The practical difference on mobile: tapping Text hands off to Messages with everything\npre-filled, so the actual sending happens in the app your phone already trusts.",{"id":878,"title":879,"titles":880,"content":881,"level":324},"\u002Fgetting-started\u002Fkanban#keeping-it-readable","Keeping it readable",[854],"A board you dread opening stops getting opened. Three settings do the tidying for you: ProblemFixWon leads cluttering the boardAuto-archive converted leadsOld leads nobody will chaseAuto-archive stale leads per stepPeople stuck mid-sequenceAuto-advance with no reply Archived leads aren't deleted — there's a View Archived Leads link in your flow's Steps\nsettings whenever you want them.",{"id":883,"title":884,"titles":885,"content":886,"level":324},"\u002Fgetting-started\u002Fkanban#where-leads-come-from","Where leads come from",[854],"Cards appear on their own when a lead arrives from\nFacebook or Instagram, your\nforms, or a CSV import. You don't refresh anything — new leads show up while\nyou're looking at the board. On the Free plan each flow shows up to 10 leads. Beyond that, new leads are held rather than\ndisplayed until you upgrade. See plans. Next: pick the guide for your world — churches,\nChristian schools, or\nsmall business.",{"id":888,"title":889,"titles":890,"content":891,"level":361},"\u002Fgetting-started\u002Fsmall-business","FoxFlow for small business",[],"Facebook leads in, a same-day text out, and a board that shows exactly who still needs a reply. You're paying for leads. The only question that matters is whether they get a reply fast enough\nto be worth it. Most small businesses lose leads to a boring problem: the lead arrives while you're on a job, and\nby the time you see it, three hours have passed and they've called someone else.",{"id":893,"title":894,"titles":895,"content":896,"level":324},"\u002Fgetting-started\u002Fsmall-business#speed-is-the-whole-game","Speed is the whole game",[889],"A lead that gets a text in five minutes and a lead that gets one tomorrow are not the same lead.\nThe second one has already talked to a competitor. \"Hi Dave, Mike here from Ridgeline Roofing. You just asked about a quote — mind if I ask two\nquick questions by text?\"Sent automatically, from your organisation's number, within seconds of the lead arriving. That's not a nicety. It's the difference between converting the leads you already pay for and\nwondering why Facebook ads \"don't work.\"",{"id":898,"title":716,"titles":899,"content":900,"level":324},"\u002Fgetting-started\u002Fsmall-business#what-it-looks-like-set-up",[889],"One flow, five columns: New lead  →  Texted  →  Replied  →  Quoted  →  Won Won is your conversion step. Turn on auto-archive so won jobs\nclear off after a week and your board only shows open work. Add stale auto-archive to your Texted column at 30 days. Leads that never\nanswered stop cluttering the view without you deleting anything. A board you can read in five seconds gets checked. A board with 200 cards on it gets avoided,\nand then the whole thing stops working.",{"id":902,"title":903,"titles":904,"content":905,"level":324},"\u002Fgetting-started\u002Fsmall-business#getting-leads-in","Getting leads in",[889],"Facebook and Instagram Lead Ads is the main one. Connect your Page once,\npick which form feeds this flow, and leads arrive within seconds of being submitted. Also worth having: SourceSetupA quote form on your websiteFlowForm, embeddedA link for your bio or a van decal QR codePublic formSomeone who just called youAdd Lead, by hand Make sure your Facebook form asks for a phone number. FoxFlow can't text someone whose number you\nnever collected, and it's a surprisingly common thing to leave off.",{"id":907,"title":908,"titles":909,"content":910,"level":324},"\u002Fgetting-started\u002Fsmall-business#automatic-texting-properly","Automatic texting, properly",[889],"This is what you're really here for. Two switches have to be on — the flow's master switch and\nthe step's — and there are sensible guardrails: a sending window so nothing goes\nout at 3am, and daily caps so your number doesn't start looking like spam. Read auto-send before you turn it on. The important thing to know up front:\nenabling it never texts the leads already on your board, only new arrivals. So you can't\naccidentally message everyone from last spring. Set the window to 8:00am–8:00pm. A lead arriving at 11pm gets texted at 8am, which is soon enough\nand doesn't make you the business that texts people at midnight.",{"id":912,"title":913,"titles":914,"content":915,"level":324},"\u002Fgetting-started\u002Fsmall-business#the-follow-up-that-pays-for-the-subscription","The follow-up that pays for the subscription",[889],"One message is the amateur version. Two is where the money is. Hi {first_name}, just making sure this didn't get lost — still happy to help if\nyou're still looking. Set auto-advance on your Texted column to move unreplied leads after two\ndays, with the condition only if no reply. Anyone mid-conversation with you is left alone.\nEveryone else gets one more shot. Two automated touches, then a human decides. Three is fine. Five makes you the number people\nblock.",{"id":917,"title":736,"titles":918,"content":919,"level":324},"\u002Fgetting-started\u002Fsmall-business#who-answers",[889],"If it's just you, assignment is simple — everything to you, and your name in\nevery text. Two or more people answering? Use round robin so leads deal out evenly, and turn on\nassignee alerts so whoever owns a lead gets a text when it replies. Speed beats\ncontinuity when someone's shopping around.",{"id":921,"title":922,"titles":923,"content":924,"level":324},"\u002Fgetting-started\u002Fsmall-business#your-own-number-matters","Your own number matters",[889],"FoxFlow Messaging sends from a local number that belongs to you — no shortcode, no\n\"do not reply.\" You pick the area code when your account is set up, and the FoxFlow team\nturns it on after you upgrade. See Phone numbers. The customer gets a text they can reply to and call back. When they need you again next year,\nyou're already in their messages.",{"id":926,"title":927,"titles":928,"content":929,"level":324},"\u002Fgetting-started\u002Fsmall-business#what-foxflow-is-not","What FoxFlow is not",[889],"Being straight about this saves you time. It isn't a CRM — no deals, quotes or invoices. It isn't\nscheduling, and it isn't email marketing. It does one job: leads in, followed up by text, on a board that tells you who still needs a reply.\nIf you need the rest, keep what you already use, or push leads out with a\nwebhook or ClickUp.",{"id":931,"title":932,"titles":933,"content":934,"level":324},"\u002Fgetting-started\u002Fsmall-business#does-the-maths-work","Does the maths work?",[889],"Pro is $79–99 a month. If your average job is worth more than that, you need one extra job a\nmonth for it to pay — and same-day texting on leads you already bought usually finds more than\none. If you're getting fewer than ten leads a month and keeping up by hand, stay on\nFree. The value in Pro is volume you can't personally keep up with.",{"id":936,"title":751,"titles":937,"content":938,"level":324},"\u002Fgetting-started\u002Fsmall-business#start-here",[889],"Build your first flow — ten minutes, and you'll have texted\nyourself a test lead end to end.",{"id":940,"title":941,"titles":942,"content":943,"level":361},"\u002Fgetting-started\u002Fwhat-is-foxflow","What is FoxFlow?",[],"FoxFlow collects the people who fill out your forms, lines them up on one board, and helps your team text them back the same day. FoxFlow does one job: it takes the people who raised their hand — a connect card, a\nFacebook Lead Ad, a form on your website — and makes sure a real person texts them\nback before they forget they reached out. That's it. It is not a full CRM, and it is not trying to become one.",{"id":945,"title":946,"titles":947,"content":948,"level":324},"\u002Fgetting-started\u002Fwhat-is-foxflow#the-shape-of-it","The shape of it",[941],"Every lead lands on a board. The board has columns, and each column can carry a text\nmessage you've written ahead of time. When you move someone into a column, the message\nfor that column is the one you send. Form or ad  →  New lead  →  Texted  →  Replied  →  Visiting \u002F Booked Three things make that loop work: A flow. One board, with your own columns and your own scripts. Most teams run one\nflow per thing they're following up on.Steps. The columns on that board. Each one can hold a script.Scripts. The text you send at that step, with {first_name} and friends filled in\nautomatically. If you only read one more page, read Build your first flow.\nIt walks the whole loop end to end in about ten minutes.",{"id":950,"title":927,"titles":951,"content":952,"level":324},"\u002Fgetting-started\u002Fwhat-is-foxflow#what-foxflow-is-not",[941],"Being honest about this saves you time: Not a full CRM — no deals, quotes, or invoices.Not an email marketing tool — no campaigns or newsletters. It hands contacts to\nMailchimp if that's where your email lives.Not a church management system — Planning Center stays your database. FoxFlow is the\nfollow-up that happens before Tuesday.Not a group chat or a shared inbox for everything. It's one-to-one text follow-up on\nleads.",{"id":954,"title":955,"titles":956,"content":957,"level":324},"\u002Fgetting-started\u002Fwhat-is-foxflow#where-the-leads-come-from","Where the leads come from",[941],"You don't type leads in by hand, though you can. They arrive from: Facebook and Instagram Lead AdsFlowForm, the free form builder we run at flowform.toA hosted form you can link or embedA CSV import, when you're moving off a spreadsheet",{"id":959,"title":960,"titles":961,"content":962,"level":324},"\u002Fgetting-started\u002Fwhat-is-foxflow#who-its-built-for","Who it's built for",[941],"The three groups we design for, and the thing each one is usually chasing: You areThe moment that mattersA churchSomeone filled out a connect card on SundayA Christian schoolA family asked about enrolling or booked a tourA small businessA Facebook lead came in this morning If one of those is you, start with the guide written for your world:\nchurches, Christian schools,\nor small business.",{"id":964,"title":965,"titles":966,"content":967,"level":361},"\u002Fintegrations\u002Fblackbaud","Blackbaud",[],"Tag the leads and contacts who already exist as Blackbaud constituents, so you know who's new and who isn't. Blackbaud is the system of record for a lot of schools and larger churches. This integration\ndoesn't try to duplicate it — it asks Blackbaud a single, useful question about every new lead:\ndo we already know this person?",{"id":969,"title":970,"titles":971,"content":972,"level":324},"\u002Fintegrations\u002Fblackbaud#what-it-does","What it does",[965],"Read only. FoxFlow looks people up in Blackbaud and applies tags inside FoxFlow based on\nwhat it finds. Nothing is ever written to Blackbaud. When a lead matches an existing constituent, FoxFlow tags them — including tags derived from\ntheir constituent codes. So a lead arrives already labelled as an existing family, a past\nparent, or an alum. This is the one integration that runs inbound in effect, even though it's an outbound lookup.\nEverything else pushes people out of FoxFlow. This one enriches what's already on your board.",{"id":974,"title":975,"titles":976,"content":977,"level":324},"\u002Fintegrations\u002Fblackbaud#why-thats-worth-having","Why that's worth having",[965],"Because the right first message depends entirely on whether you've met before. A tour request from a family who already has a child enrolled should not receive \"thanks for\nyour interest in our school.\" Tag them from Blackbaud, and a\ntag rule can pause the standard sequence or move them into a sibling-\nenquiry step with a script that sounds like you know them. Because you do. A long-time giver filling out a form about a serve team isn't a first-time guest. Tagging them\nfrom Blackbaud means the new-here sequence doesn't fire at someone who's been there fifteen\nyears. Getting this wrong is one of the most visible ways automated follow-up embarrasses you. This is\nthe fix.",{"id":979,"title":980,"titles":981,"content":982,"level":324},"\u002Fintegrations\u002Fblackbaud#connecting","Connecting",[965],"Organization Settings → Integrations → Blackbaud, then sign in with Blackbaud and authorise\nFoxFlow. Once connected, enable lead tagging. From then on: New leads are checked as they arrive and tagged if they match.Contacts are checked when they're created or updated.A scheduled check looks for newly added constituents regularly, so someone added to\nBlackbaud after they came into FoxFlow still gets picked up.Sync now runs a backfill across what you already have.",{"id":984,"title":985,"titles":986,"content":987,"level":324},"\u002Fintegrations\u002Fblackbaud#putting-the-tags-to-work","Putting the tags to work",[965],"The tags are only useful if something reacts to them. Two things should: A tag rule that pauses automation or moves the lead when the \"existing\nconstituent\" tag appears.Your own eyes — the tag is visible on the card, so whoever picks up the lead knows before\nthey type. Set the tag rule up the same day you connect Blackbaud. Tags nothing acts on are just\ndecoration, and the whole point here is changing what gets sent.",{"id":989,"title":990,"titles":991,"content":992,"level":324},"\u002Fintegrations\u002Fblackbaud#troubleshooting","Troubleshooting",[965],"Nothing is being tagged. Confirm lead tagging is enabled, not just the connection made. Then\ncheck whether the people you're expecting to match actually share an email or phone with their\nBlackbaud record. Reconnect needed. The Blackbaud authorisation lapsed. Reconnect and matching resumes. Someone wasn't matched who should have been. They're most likely in Blackbaud under\ndifferent contact details than they gave you on the form. That's a data reality, not a bug.",{"id":994,"title":995,"titles":996,"content":997,"level":324},"\u002Fintegrations\u002Fblackbaud#what-it-wont-do","What it won't do",[965],"It won't create, update or delete anything in Blackbaud.It won't pull constituent records into FoxFlow as leads.It won't sync giving history, or anything beyond matching and tags. If you want people pushed into a database, that's Planning Center\nfor churches, or a webhook into whatever you run.",{"id":999,"title":1000,"titles":1001,"content":1002,"level":361},"\u002Fintegrations\u002Fclickup","ClickUp",[],"Create a ClickUp task automatically when a lead or contact gains a tag you've mapped. If your team already works out of ClickUp, this stops FoxFlow being a second place to check.\nTag a lead, and a task appears where the work actually gets tracked.",{"id":1004,"title":970,"titles":1005,"content":1006,"level":324},"\u002Fintegrations\u002Fclickup#what-it-does",[1000],"You map a tag to a ClickUp list. When a lead or contact gains that tag, FoxFlow creates a\ntask in that list. Someone tags a lead \"site-visit\"\n   → FoxFlow creates a task in your mapped ClickUp list\n   → your team works it in ClickUp as normal That's the whole integration. It's narrow on purpose: FoxFlow handles the conversation, ClickUp\nhandles the work that follows from it.",{"id":1008,"title":1009,"titles":1010,"content":1011,"level":324},"\u002Fintegrations\u002Fclickup#connecting-and-mapping","Connecting and mapping",[1000],"Organization Settings → Integrations → ClickUp, and sign in with ClickUp.Create a destination: pick one of your tags and the ClickUp list its tasks\nshould go to. You can set default assignees for the tasks, and enable or disable each\ndestination without deleting it. You can map several tags to several lists. Each mapping is independent. Map tags that mean someone needs to do a thing, not tags that describe a person.\nsite-visit and needs-quote make good tasks. customer and member don't — those are\nstates, and they'd create tasks nobody actions.",{"id":1013,"title":1014,"titles":1015,"content":1016,"level":324},"\u002Fintegrations\u002Fclickup#tasks-are-created-once","Tasks are created once",[1000],"When a tag is added, FoxFlow creates the task and records that it did. If the tag is later\nremoved and added again, no second task is created. This matters in practice. Tags get toggled while people are tidying up a board, and without\nthis you'd accumulate duplicate tasks for the same job. One tag, one task, ever. The flip side: if somebody deletes the ClickUp task, re-adding the tag won't bring it back.\nRecreate it in ClickUp directly.",{"id":1018,"title":1019,"titles":1020,"content":1021,"level":324},"\u002Fintegrations\u002Fclickup#where-it-fits","Where it fits",[1000],"The natural pairing: needs-quote → your Quotes list, site-visit → your Scheduling list. Your\nboard stays about conversations, and anything requiring real work becomes a ClickUp task with an\nowner and a due date. Map application-received to your admissions list. The texting conversation stays in FoxFlow,\nwhile the paperwork trail — transcripts, references, decisions — lives in ClickUp where your\nteam already tracks it.",{"id":1023,"title":1024,"titles":1025,"content":1026,"level":324},"\u002Fintegrations\u002Fclickup#tags-can-be-applied-automatically","Tags can be applied automatically",[1000],"You don't have to tag by hand. A tag arriving from any of these triggers the task: A step's tags on entry, so moving a lead to a column creates a task.Contact settings applying tags on entry or conversion.Someone tagging manually. Combining the first one with ClickUp is the powerful version: dragging a card to Quoted\ncreates the quoting task, and nobody had to remember to do it.",{"id":1028,"title":990,"titles":1029,"content":1030,"level":324},"\u002Fintegrations\u002Fclickup#troubleshooting",[1000],"No tasks are being created. Check the destination is enabled and that the tag matches\nexactly. Tags are lowercase, so map the tag as it appears in your tag list. A task wasn't created for a lead that has the tag. It most likely already had the tag — tasks\nare only created when a tag is newly gained, and only once per tag. Reconnect needed. The ClickUp authorisation lapsed. Reconnect and mappings resume working.",{"id":1032,"title":995,"titles":1033,"content":1034,"level":324},"\u002Fintegrations\u002Fclickup#what-it-wont-do",[1000],"It won't sync task status back into FoxFlow. Finishing a task changes nothing on the lead.It won't create a task for every lead — only for tags you've mapped.It won't recreate a task you deleted in ClickUp.",{"id":1036,"title":1037,"titles":1038,"content":1039,"level":361},"\u002Fintegrations\u002Fflowform","FlowForm",[],"Turn on a hosted form for your flow, share the link or embed it, and have submissions land as leads. FlowForm is our free form builder at flowform.to. Connected to a flow, a submission does\ntwo things at once: it emails the person who filled it in, and it creates a lead on your board.",{"id":1041,"title":1042,"titles":1043,"content":1044,"level":324},"\u002Fintegrations\u002Fflowform#turning-it-on","Turning it on",[1037],"Flow Settings → Forms → Enable Forms. FoxFlow generates a long random token, which\nbecomes your form's address. You get two ways to use it, both with copy buttons on the tab: A direct link you can share anywhere.An embed snippet to drop into your own website. Copy the link from the Forms tab rather than typing it. The token is long and random by design —\nit's what keeps your form private to you — and a mistyped character simply won't resolve.",{"id":1046,"title":1047,"titles":1048,"content":1049,"level":324},"\u002Fintegrations\u002Fflowform#what-happens-on-submit","What happens on submit",[1037],"Someone submits your form\n   → they get an email confirming it\n   → a lead appears on your board\n   → assignment, scripts and auto-send run as normal The confirmation email matters more than it sounds. It tells the person their form actually\nwent somewhere, which buys you time before they assume you're ignoring them and try a\ncompetitor.",{"id":1051,"title":1052,"titles":1053,"content":1054,"level":324},"\u002Fintegrations\u002Fflowform#options-on-the-tab","Options on the tab",[1037],"New Lead Alerts. An email to your team when someone submits. On by default. Leave the\nrecipient list empty and it goes to the flow owner, or list specific addresses — a shared\noffice inbox works well. Secure Mode (Pro). For submissions carrying sensitive information. Allow File Uploads (Pro). Accepts images and PDFs, up to 10MB and 5 files per submission. File uploads pay for themselves in admissions. A tour request that can carry a report card or\nimmunisation record saves an email round trip on every single enquiry.",{"id":1056,"title":1057,"titles":1058,"content":1059,"level":324},"\u002Fintegrations\u002Fflowform#flowform-versus-the-public-form","FlowForm versus the public form",[1037],"There are two hosted forms in FoxFlow and they're easy to mix up: FlowFormPublic formTurned on inFlow Settings → FormsAdd Leads menu on the boardEmails the submitterYesNoEmbeddable on your siteYesLink onlyCustom greeting—YesFile uploadsYes (Pro)— Use FlowForm for a real form on your website. Use the\npublic form for a link you paste into a bio, a QR code, or a text.",{"id":1061,"title":1062,"titles":1063,"content":1064,"level":324},"\u002Fintegrations\u002Fflowform#where-flowform-came-from","Where FlowForm came from",[1037],"FlowForm.to is a free form builder that works with no FoxFlow account at all — submissions just\nget emailed. Plenty of people find FlowForm first and FoxFlow later, when emailed forms stop\nbeing enough to keep up. If you're already using FlowForm standalone, connecting it to a flow is the upgrade: the same\nform, but now the submissions line up on a board and get texted back.",{"id":1066,"title":990,"titles":1067,"content":1068,"level":324},"\u002Fintegrations\u002Fflowform#troubleshooting",[1037],"The link doesn't work. Confirm Enable Forms is still on, and re-copy the link from the\ntab. Submissions arrive with no phone number. Your form isn't asking for one, or the field isn't\nmapped. Check field mapping on the Contacts tab — FoxFlow needs to know\nwhich field is the phone number before it can text anyone. Nobody's getting the alert emails. Check the recipient list on the Forms tab and your spam\nfolder. Submit your own form once after setting it up. It's thirty seconds, and it verifies the whole\nchain — lead created, fields mapped, assignment applied, script correct.",{"id":1070,"title":5,"titles":1071,"content":1072,"level":361},"\u002Fintegrations\u002Fflowsend",[],"Send texts from your organisation's own number — set up by the FoxFlow team, included with Pro. FoxFlow Messaging is how texts leave FoxFlow. It's included with Pro, and the FoxFlow team\nsets it up for you.",{"id":1074,"title":970,"titles":1075,"content":1076,"level":324},"\u002Fintegrations\u002Fflowsend#what-it-does",[5],"On Free, FoxFlow prepares the script and you press send on your own phone. On Pro, the same\nscript goes out from a number that belongs to your organisation. A lead arrives\n   → FoxFlow writes the message\n   → it sends from your organisation's number\n   → the reply comes back on that same thread\n   → FoxFlow matches it to the lead The person receiving it sees a real local number. They can reply, save it, or call it. A first-time guest gets a text that looks like it came from you, not from a platform. They\ncan reply, and the reply lands on the lead where your team sees it. Numbers, area codes and extra lines are on Phone numbers. Hours, limits\nand the clock-and-checks on each message are on FoxFlow Messaging.",{"id":1078,"title":1079,"titles":1080,"content":1081,"level":324},"\u002Fintegrations\u002Fflowsend#what-it-sends","What it sends",[5],"Message typeTriggerAutomatic script sendsA lead enters a step with auto-send onManual messagesSomeone on your team sends from a leadAssignee alertsA lead replies, and their assignee gets a text about it Automatic sends respect your sending window and daily caps. Manual messages\nand replies always go immediately and aren't capped.",{"id":1083,"title":67,"titles":1084,"content":1085,"level":324},"\u002Fintegrations\u002Fflowsend#how-to-read-a-message",[5],"You seeMeaningClockQueued in FoxFlow — waiting on the sending window, today's cap, or messaging coming onlineSingle checkSentDouble checkConfirmed delivered A clock is a held message, not a lost one. It goes out on its own once the window is open and\nyou're under the cap.",{"id":1087,"title":1088,"titles":1089,"content":1090,"level":324},"\u002Fintegrations\u002Fflowsend#replies","Replies",[5],"An incoming text is matched to a lead by phone number, and lands in that lead's conversation\nwhere the whole team can see it. The lead gets flagged as needing a reply. Turn on Assignee SMS Alerts and the assigned teammate gets a text when their lead answers.\nThat's the setting that turns a board into a conversation — someone replies, the right person\nfinds out in seconds rather than tomorrow. When a number can't be matched to any lead, the message is kept as an unmatched message.\nWorth glancing at occasionally; it's usually someone replying from a different number.",{"id":1092,"title":1093,"titles":1094,"content":1095,"level":324},"\u002Fintegrations\u002Fflowsend#limits-and-why-they-exist","Limits, and why they exist",[5],"Each number can auto-send 100 messages a day, of which 50 can be to people you've never\nmessaged before. Both reset at midnight in your timezone. A number that suddenly texts 400 strangers looks like spam to carriers and to recipients.\nFoxFlow also paces sends rather than firing them in a burst, for the same reason. Manual\nmessages and replies aren't limited at all. If you regularly need more than 100 automatic sends a day, add another\nphone number and split the work across teammates.",{"id":1097,"title":1098,"titles":1099,"content":1100,"level":324},"\u002Fintegrations\u002Fflowsend#what-it-isnt","What it isn't",[5],"Not a bulk texting tool. No campaigns, no blasts. One-to-one follow-up only.Not something you install. The FoxFlow team sets it up on your organisation.Not a shared inbox. Replies attach to leads, not to a general conversation list.",{"id":1102,"title":990,"titles":1103,"content":1104,"level":324},"\u002Fintegrations\u002Fflowsend#troubleshooting",[5],"SymptomCauseEverything shows a clockSending window closed, or today's cap reachedOne lead never gets textedNo phone number on the leadNothing auto-sends at allOne of the two auto-send switches is offReplies not appearing on leadsReply came from a different number — check unmatched messagesMessaging tab still shows an upgrade panelYou're on Free, or Pro hasn't been switched on yet The full checklist is on FoxFlow Messaging.",{"id":1106,"title":1107,"titles":1108,"content":1109,"level":361},"\u002Fintegrations","Integrations",[],"What connects to FoxFlow, which direction each one runs, and which of them you actually need. Integrations come in three kinds, and knowing which is which saves a lot of confusion. Inbound brings people in. Outbound pushes people to another system. And one —\nFoxFlow Messaging — isn't really an integration at all; it's how\ntexts leave FoxFlow.",{"id":1111,"title":1112,"titles":1113,"content":1114,"level":324},"\u002Fintegrations#inbound-getting-leads-in","Inbound: getting leads in",[1107],"IntegrationWhat it doesPlanFacebook and Instagram Lead AdsAd leads appear on your board automaticallyFreeFlowFormA hosted form that creates leads and emails the personFreePublic formA simple link you can paste anywhereFree All free, on purpose. You shouldn't have to pay to find out whether leads arrive.",{"id":1116,"title":1117,"titles":1118,"content":1119,"level":324},"\u002Fintegrations#the-channel-how-texts-get-sent","The channel: how texts get sent",[1107],"IntegrationWhat it doesPlanFoxFlow MessagingTexts go out from your organisation's numberPro This is the one that makes automatic follow-up possible. Everything about\nauto-send and auto-advance depends on it.",{"id":1121,"title":1122,"titles":1123,"content":1124,"level":324},"\u002Fintegrations#outbound-pushing-people-onward","Outbound: pushing people onward",[1107],"These take contacts — not raw leads — and put them in the system where that kind of record\nbelongs. IntegrationWhat it doesPlanPlanning CenterAdds contacts to PCO People, matched not duplicatedProMailchimpAdds contacts and their tags to an audienceProBlackbaudTags people who already exist as constituentsProClickUpCreates a task when a lead gains a mapped tagProWebhooksPosts lead events to any URL you controlPro Outbound integrations work from your contacts database, so a lead has to be\nsaved as a contact before it syncs anywhere. The contact settings on each flow can do that\nautomatically.",{"id":1126,"title":1127,"titles":1128,"content":1129,"level":324},"\u002Fintegrations#where-you-connect-each-one","Where you connect each one",[1107],"Two levels, and it's not arbitrary — anything involving an account or a phone number is\norganisation-wide, while anything about which leads is per flow. Connect atWhichOrganisation Settings → MetaYour Facebook PageOrganisation Settings → MessagingFoxFlow Messaging (set up by the FoxFlow team)Organisation Settings → IntegrationsPlanning Center, Mailchimp, Blackbaud, ClickUp, webhooksFlow Settings → MetaWhich lead forms feed this boardFlow Settings → FormsThis flow's FlowForm form",{"id":1131,"title":1132,"titles":1133,"content":1134,"level":324},"\u002Fintegrations#which-do-you-actually-need","Which do you actually need?",[1107],"Most teams need one inbound source and, eventually, FoxFlow Messaging. Everything else is\noptional. Meta or a form for leads in, FoxFlow Messaging for texting, and Planning Center so the\npeople you meet end up in your actual database. That's the whole stack. FoxFlow is the week\nbetween someone filling out a card and becoming a name in PCO. Meta Lead Ads for open-house campaigns, FoxFlow Messaging for follow-up, and Blackbaud if\nthat's your school's system of record. Add Mailchimp if your admissions newsletters live there. Meta Lead Ads and FoxFlow Messaging cover it. Add ClickUp if your team already runs work\nthere, or webhooks if you want leads in a spreadsheet or something custom.",{"id":1136,"title":1137,"titles":1138,"content":1139,"level":324},"\u002Fintegrations#what-none-of-them-do","What none of them do",[1107],"Worth saying plainly, because it sets expectations correctly: Nothing syncs back into FoxFlow. The outbound integrations are one-way. Editing someone\nin Planning Center doesn't change their lead.Nothing here sends email campaigns. Mailchimp gets your contacts; sending is still\nMailchimp's job.FoxFlow doesn't replace your database. Planning Center, Blackbaud and your CRM stay the\nsystem of record. FoxFlow is the follow-up that happens first.",{"id":1141,"title":1142,"titles":1143,"content":1144,"level":361},"\u002Fintegrations\u002Fmailchimp","Mailchimp",[],"Send your FoxFlow contacts and their tags into a Mailchimp audience so your email list keeps itself current. If your email lives in Mailchimp, this stops your list going stale. Contacts you gather through\nfollow-up land in your audience, tags and all.",{"id":1146,"title":970,"titles":1147,"content":1148,"level":324},"\u002Fintegrations\u002Fmailchimp#what-it-does",[1142],"One-way, FoxFlow → Mailchimp. Your contacts are added or updated in one\naudience you choose, along with their tags. Because tags come across, you can segment in Mailchimp on how you met somebody — everyone\ntagged connect-card, everyone tagged toured, everyone tagged customer. An email address is required. Contacts without one are skipped, silently and by necessity —\nMailchimp is an email tool. If you mostly collect phone numbers, most of your contacts won't\nsync, and that's expected.",{"id":1150,"title":980,"titles":1151,"content":1152,"level":324},"\u002Fintegrations\u002Fmailchimp#connecting",[1142],"Organization Settings → Integrations → Mailchimp, and sign in with Mailchimp.Choose an audience. FoxFlow lists your audiences and you pick one. Selecting it also\nruns an initial sync of your existing contacts. Step 2 is a separate step, and skipping it is the most common setup mistake. If the tab says\nFinish setup, you're connected but haven't chosen an audience yet — so nothing is syncing. FoxFlow syncs to one audience. If you keep several, pick the one you actually mail.",{"id":1154,"title":1155,"titles":1156,"content":1157,"level":324},"\u002Fintegrations\u002Fmailchimp#what-syncs-and-when","What syncs, and when",[1142],"Contacts sync when they're created or updated. So the moment a lead is saved as a contact — by\ncontact settings on entry or on conversion — they're on their way to\nMailchimp. Set your field mapping up first. Mailchimp will happily store a first name\nof \"Sarah Jones (via Facebook)\" if that's what FoxFlow thinks the first name is.",{"id":1159,"title":1160,"titles":1161,"content":1162,"level":324},"\u002Fintegrations\u002Fmailchimp#it-doesnt-delete","It doesn't delete",[1142],"Deleting a contact in FoxFlow does not remove them from your Mailchimp audience. That's intentional. Mailchimp is where consent and unsubscribe status live, and quietly\ndeleting subscribers because a record changed in another system would be the wrong behaviour.\nManage removals and unsubscribes in Mailchimp.",{"id":1164,"title":1165,"titles":1166,"content":1167,"level":324},"\u002Fintegrations\u002Fmailchimp#worth-knowing","Worth knowing",[1142],"Tag contacts by how you met them and Mailchimp segments do the rest — a \"new to us\" email for\nconnect-card people that regular members never receive. Sync inquiries to a nurture audience, then segment on toured versus toured-no-app. Two\ngroups needing very different emails, and you didn't build either list by hand. Tag customer on conversion. Your audience becomes a real customer list rather than a mix of\neveryone who ever enquired.",{"id":1169,"title":990,"titles":1170,"content":1171,"level":324},"\u002Fintegrations\u002Fmailchimp#troubleshooting",[1142],"Nothing is syncing. Check whether the tab says Finish setup — you probably haven't\nselected an audience. Some contacts sync, others don't. The ones that don't have no email address. Names look wrong in Mailchimp. Fix your field mapping, then update the\ncontacts to re-sync. Reconnect needed. The Mailchimp authorisation expired. Reconnect and syncing resumes.",{"id":1173,"title":995,"titles":1174,"content":1175,"level":324},"\u002Fintegrations\u002Fmailchimp#what-it-wont-do",[1142],"It won't send email. That's still Mailchimp's job.It won't pull Mailchimp subscribers into FoxFlow.It won't sync contacts without an email address.It won't remove or unsubscribe anybody.",{"id":1177,"title":1178,"titles":1179,"content":1180,"level":361},"\u002Fintegrations\u002Fmeta","Facebook and Instagram Lead Ads",[],"Connect your Facebook Page once, choose which lead forms feed which flow, and watch ad leads land on your board. If you run lead ads, this is the integration that matters. A lead fills out your form on\nFacebook or Instagram, and a card appears on your board seconds later.",{"id":1182,"title":1183,"titles":1184,"content":1185,"level":324},"\u002Fintegrations\u002Fmeta#how-it-works","How it works",[1178],"Facebook pushes leads to FoxFlow the moment they're submitted — FoxFlow isn't polling or\nchecking periodically. Someone submits your Lead Ad form\n   → Facebook notifies FoxFlow immediately\n   → FoxFlow creates a lead on every flow set up for that form\n   → assignment, scripts and auto-send all run as normal The practical consequence: a lead who filled out your form while watching TV can have a text\nfrom you before they've put their phone down. That's the entire advantage, and it's worth\nbuilding your setup around.",{"id":1187,"title":980,"titles":1188,"content":1189,"level":324},"\u002Fintegrations\u002Fmeta#connecting",[1178],"Two levels, in this order. 1. Connect the Page (organisation). In Organization Settings → Meta, use\nEasy Connect to sign in with Facebook and authorise FoxFlow. There's also a\nManual Connect option using a System User token and Page ID, for teams whose agency\nmanages Facebook access. 2. Choose the forms (flow). In Flow Settings → Meta, pick which of your lead forms\nshould feed this board. Easy Connect picks up the first Page on your Facebook account. If you manage several Pages and\nthe wrong one connects, use Manual Connect with the Page ID you want. Connecting the Page does nothing on its own. Leads only start arriving once you've selected\nforms on a flow — that's the step people miss.",{"id":1191,"title":1192,"titles":1193,"content":1194,"level":324},"\u002Fintegrations\u002Fmeta#one-form-or-several-flows","One form, or several flows",[1178],"Because form selection is per flow, you can point different campaigns at different boards with\ndifferent scripts: Your open-house form feeds a tour flow. Your general enquiry form feeds an enrollment flow.\nTwo ads, two scripts, two people responsible — instead of one board where everything blurs. You can also point the same form at two flows if two teams genuinely both need it, though it's\nusually a sign the flows should be one.",{"id":1196,"title":1197,"titles":1198,"content":1199,"level":324},"\u002Fintegrations\u002Fmeta#lead-access-health","Lead access health",[1178],"Facebook permissions expire, get revoked when someone leaves, or break when Page roles change.\nWhen that happens leads stop arriving, and nothing looks obviously wrong. The Lead Access Health card on the org Meta tab exists for this. It reports: StatusMeaningLead access healthyWorkingLead access lostPermission expired or revoked — reconnectConfigured forms missingA form a flow expects no longer exists on FacebookLast check inconclusiveFacebook didn't answer clearly; check again laterHealth not yet checkedNo check has run yet This is the single most valuable thing on the page. Silent breakage is the normal failure mode\nfor Facebook integrations, and this is how you find out in a week rather than a quarter. Flows also show their own badge when access is lost or a selected form has disappeared.",{"id":1201,"title":1202,"titles":1203,"content":1204,"level":324},"\u002Fintegrations\u002Fmeta#what-arrives-on-the-lead","What arrives on the lead",[1178],"Whatever the form collected — name, email, phone, plus every custom question — along with which\nform and Page it came from. That form name is available in scripts as {form_name}, which is\nhandy when one flow serves more than one ad: Hi {first_name}, thanks for your interest in {form_name}. Use the field mapping on Flow Settings → Contacts so Facebook's field names\nland in the right places. Do it before you connect Mailchimp or Planning Center.",{"id":1206,"title":990,"titles":1207,"content":1208,"level":324},"\u002Fintegrations\u002Fmeta#troubleshooting",[1178],"Leads aren't arriving. Check Lead Access Health. Then confirm forms are actually selected on\nthe flow — not just the Page connected. Leads arrive with no phone number. Your Facebook form isn't asking for one. FoxFlow can't\ntext someone whose number you never collected, so add a phone field to the form. A form vanished from the list. It was deleted or archived in Facebook. Pick a current one. Names come through as \"Anonymous\". Facebook sends this when a lead has no name attached.\n{first_name} falls back to friend rather than sending something broken — see\nscript variables.",{"id":1210,"title":1211,"titles":1212,"content":1213,"level":324},"\u002Fintegrations\u002Fmeta#disconnecting","Disconnecting",[1178],"Disconnecting on the org Meta tab clears the Page connection and removes form links from every\nflow. Leads already on your boards stay.",{"id":1215,"title":1216,"titles":1217,"content":1218,"level":361},"\u002Fintegrations\u002Fplanning-center","Planning Center",[],"Push your FoxFlow contacts into Planning Center People — matched against who's already there, never duplicated. Planning Center is your database. FoxFlow is the week before someone becomes a name in it. This integration closes that loop: the people you meet through follow-up end up in PCO People\nwithout anyone retyping them.",{"id":1220,"title":970,"titles":1221,"content":1222,"level":324},"\u002Fintegrations\u002Fplanning-center#what-it-does",[1216],"One-way, FoxFlow → Planning Center. It syncs your contacts — name, email,\nphone and their tags. Tags arrive in PCO as a custom field called FoxFlow Tags, so you can see in Planning Center\nwhere somebody came from and how they were categorised. Contacts, not leads. Someone has to be saved as a contact before they sync. Set that up on\nFlow Settings → Contacts — save on entry, or save on conversion, with tags.",{"id":1224,"title":1225,"titles":1226,"content":1227,"level":324},"\u002Fintegrations\u002Fplanning-center#matched-never-duplicated","Matched, never duplicated",[1216],"This is the part that matters to a church, because a duplicate-riddled PCO database is a real\nand painful problem. Before creating anybody, FoxFlow looks for them: Search by email. Exactly one match → link to that person, don't create.Search by phone if email found nothing. Same rule.No match at all → create a new person in PCO.More than one possible match → create nothing. The contact goes into a review queue for\na human to decide. That fourth case is the important one. Faced with ambiguity, FoxFlow stops rather than guessing.\nYou resolve it from the Planning Center tab, choosing to link to an existing person or create a\nnew one. Check the review queue every few weeks. It's usually families sharing an email address, which\nis exactly the case you want a person deciding rather than software. Once a contact is linked to a PCO person, later updates go straight to them — no re-searching,\nso the link can't drift.",{"id":1229,"title":1230,"titles":1231,"content":1232,"level":324},"\u002Fintegrations\u002Fplanning-center#it-fills-blanks-it-doesnt-overwrite","It fills blanks, it doesn't overwrite",[1216],"When FoxFlow updates someone already in PCO, it only fills in fields that are empty. Anything\nalready recorded in Planning Center is left untouched. This is deliberate: your PCO record has been curated by your team, and a form submission\nshouldn't be allowed to overwrite it. Planning Center stays authoritative.",{"id":1234,"title":980,"titles":1235,"content":1236,"level":324},"\u002Fintegrations\u002Fplanning-center#connecting",[1216],"Organization Settings → Integrations → Planning Center. Sign in with Planning Center and\nauthorise FoxFlow's access to People. Then turn syncing on. The setup that works for most churches: on your connect-card flow, save contacts on entry\nwith a connect-card tag. Every card becomes a PCO person with a tag telling you how you met\nthem — and your staff never do data entry.",{"id":1238,"title":1239,"titles":1240,"content":1241,"level":324},"\u002Fintegrations\u002Fplanning-center#status-and-troubleshooting","Status and troubleshooting",[1216],"StatusMeaningNot connectedNo Planning Center connection yetConnected — sync offConnected, but syncing isn't enabledSyncingWorkingReconnect neededAuthorisation expired — reconnectReview countContacts with ambiguous matches waiting on you Reconnect needed happens when the Planning Center authorisation lapses. Reconnecting takes\na few seconds and nothing is lost in the meantime — contacts sync once the connection is back. \"Connected — sync off\" catches people out. The connection succeeding and syncing being on are\ntwo separate things, so check for this if you've connected but nobody's appearing in PCO.",{"id":1243,"title":995,"titles":1244,"content":1245,"level":324},"\u002Fintegrations\u002Fplanning-center#what-it-wont-do",[1216],"It won't pull people from Planning Center into FoxFlow.It won't sync leads that aren't saved as contacts.It won't touch anything in PCO beyond People.It won't change data that's already recorded in PCO. FoxFlow is not trying to be your church management system. It's the follow-up that happens\nbefore Tuesday.",{"id":1247,"title":1248,"titles":1249,"content":1250,"level":361},"\u002Fintegrations\u002Fwebhooks","Webhooks",[],"Have FoxFlow post lead events to any URL you control — Zapier, Make, a spreadsheet, or your own app. Webhooks are the escape hatch. When FoxFlow doesn't integrate with something directly, this is\nhow you connect it anyway.",{"id":1252,"title":970,"titles":1253,"content":1254,"level":324},"\u002Fintegrations\u002Fwebhooks#what-it-does",[1248],"When something happens to a lead, FoxFlow sends an HTTP POST to a URL you provide, carrying the\ndetails as JSON. You can create up to 5 endpoints, each listening for the events it cares about and,\noptionally, only for specific flows.",{"id":1256,"title":1257,"titles":1258,"content":1259,"level":324},"\u002Fintegrations\u002Fwebhooks#the-events","The events",[1248],"EventFires whenlead.createdA new lead arrives, from any sourcelead.status_changedA lead moves to a different steplead.convertedA lead moves into the flow's conversion step lead.converted is a convenience: it's a status change, but it's the one you probably want to\nact on. If you subscribe to both, you'll get both for a conversion.",{"id":1261,"title":1262,"titles":1263,"content":1264,"level":324},"\u002Fintegrations\u002Fwebhooks#setting-one-up","Setting one up",[1248],"Organization Settings → Integrations → Webhooks, then add an endpoint: URL — must be HTTPS.Events — which of the three you want.Flows — leave empty for all flows, or restrict it. There's a send test action so you can confirm your receiver works before relying on it, and\nyou can rotate an endpoint's secret at any time. Send the test first and look at what actually arrives. It's much faster than reasoning about the\npayload shape from documentation, including this page.",{"id":1266,"title":1267,"titles":1268,"content":1269,"level":324},"\u002Fintegrations\u002Fwebhooks#what-arrives","What arrives",[1248],"A POST with JSON in this shape: {\n  \"id\": \"delivery-id\",\n  \"event\": \"lead.created\",\n  \"created_at\": \"2026-08-19T14:02:11.000Z\",\n  \"data\": {\n    \"lead\": {\n      \"id\": \"abc123\",\n      \"flow_id\": \"flow456\",\n      \"flow_name\": \"Connect Cards\",\n      \"name\": \"Sarah Jones\",\n      \"email\": \"sarah@example.com\",\n      \"phone\": \"+15551234567\",\n      \"status\": \"init_status\",\n      \"status_label\": \"New lead\",\n      \"source\": \"meta_lead_ad\",\n      \"created_at\": \"2026-08-19T14:02:10.000Z\"\n    }\n  }\n} source tells you where the lead came from — a Meta lead ad, a FlowForm submission, the public\nform, or a manual entry. On a status change you also get the previous status and its label.",{"id":1271,"title":1272,"titles":1273,"content":1274,"level":324},"\u002Fintegrations\u002Fwebhooks#verifying-the-request","Verifying the request",[1248],"Each request carries headers identifying the event and delivery, plus a signature. The signature\nis an HMAC-SHA256 of a timestamp and the request body, computed with your endpoint's secret. Check it before trusting the data. That's what stops anyone who discovers your URL from posting\nfake leads at it. If your receiver is a Zapier or Make webhook, treat the URL as a secret in its own right — those\nservices don't verify signatures for you.",{"id":1276,"title":1277,"titles":1278,"content":1279,"level":324},"\u002Fintegrations\u002Fwebhooks#retries-and-failure","Retries and failure",[1248],"FoxFlow allows about five seconds for your endpoint to respond, then retries failures with\ngrowing gaps — a few minutes, then longer, spread over several hours. Five attempts in total. An endpoint that keeps failing is eventually disabled automatically, after around twenty\nconsecutive failures. That's a safety valve, not a punishment: it stops a dead URL being retried\nforever. Fix it and re-enable. Delivery attempts are logged, so you can see what was sent and how your endpoint responded.",{"id":1281,"title":1282,"titles":1283,"content":1284,"level":324},"\u002Fintegrations\u002Fwebhooks#what-people-actually-use-them-for","What people actually use them for",[1248],"A Zapier webhook into a Google Sheet. Every lead in a row, with its source — the reporting you\nwanted without waiting for a reporting feature. lead.converted into a Slack channel, so the whole staff sees when a guest becomes connected.\nSmall thing; noticeably good for morale. lead.created into your student information system's intake, so an enquiry exists in both places\nfrom the start.",{"id":1286,"title":995,"titles":1287,"content":1288,"level":324},"\u002Fintegrations\u002Fwebhooks#what-it-wont-do",[1248],"It's outbound only. You can't post leads into FoxFlow this way — use a\nform for that.It doesn't send contact events, only lead events.It won't deliver to plain HTTP. html pre.shiki code .sYgZi, html code.shiki .sYgZi{--shiki-default:#24292E;--shiki-dark:#ADBAC7}html pre.shiki code .snmFh, html code.shiki .snmFh{--shiki-default:#005CC5;--shiki-dark:#8DDB8C}html pre.shiki code .s-HuK, html code.shiki .s-HuK{--shiki-default:#032F62;--shiki-dark:#96D0FF}html .default .shiki span {color: var(--shiki-default);background: var(--shiki-default-bg);font-style: var(--shiki-default-font-style);font-weight: var(--shiki-default-font-weight);text-decoration: var(--shiki-default-text-decoration);}html .shiki span {color: var(--shiki-default);background: var(--shiki-default-bg);font-style: var(--shiki-default-font-style);font-weight: var(--shiki-default-font-weight);text-decoration: var(--shiki-default-text-decoration);}html .dark .shiki span {color: var(--shiki-dark);background: var(--shiki-dark-bg);font-style: var(--shiki-dark-font-style);font-weight: var(--shiki-dark-font-weight);text-decoration: var(--shiki-dark-text-decoration);}html.dark .shiki span {color: var(--shiki-dark);background: var(--shiki-dark-bg);font-style: var(--shiki-dark-font-style);font-weight: var(--shiki-dark-font-weight);text-decoration: var(--shiki-dark-text-decoration);}",{"id":1290,"title":1291,"titles":1292,"content":1293,"level":361},"\u002Forg\u002Fbilling","Billing and plans",[],"What Free includes, what Pro costs, and how to upgrade or manage your subscription. Billing sits at the organisation level — one plan covers all your flows and everyone on your\nteam. Organization Settings → Billing.",{"id":1295,"title":1296,"titles":1297,"content":1298,"level":324},"\u002Forg\u002Fbilling#free","Free",[1291],"Free is a real plan, not a trial. You get the whole board: flows, steps, scripts, assignment,\nFacebook Lead Ads, forms, contacts and manual texting. The limit is 10 leads per flow. Past that, new leads are held rather than shown on the board. They aren't deleted — upgrading\nbrings them into view. And because it's per flow, not per organisation, a second flow gets\nits own 10. Free is genuinely enough to find out whether texting people back changes anything for you.\nMost teams know within two weeks.",{"id":1300,"title":24,"titles":1301,"content":1302,"level":324},"\u002Forg\u002Fbilling#pro",[1291],"BillingPriceMonthly$99 \u002F monthAnnual$948 \u002F year — works out at $79\u002Fmonth, about 20% less Pro removes the lead limit and unlocks automatic texting and every integration. The full\nbreakdown is on Plan comparison. The short version of what you're buying: FoxFlow Messaging.\nFree lets you text people one at a time by hand. Pro means the first message goes out on its\nown, at a sensible hour, from a number that belongs to your organisation. One line is\nincluded; extra numbers are $45 a month plus a one-time setup fee — see\nPhone numbers.",{"id":1304,"title":1305,"titles":1306,"content":1307,"level":324},"\u002Forg\u002Fbilling#upgrading","Upgrading",[1291],"Upgrade Plan on the Billing tab takes you through Stripe checkout. You'll choose monthly or\nannual — annual is preselected. Once you're subscribed, a Manage Billing button opens the Stripe portal for payment\nmethods, invoices and cancelling. Billing is managed on the web. If you're using FoxFlow on an iPhone or iPad, open\nfoxflow.host in a browser to subscribe or change your plan. Set a Billing Email on the General tab so invoices go to a shared address\nrather than one person's inbox.",{"id":1309,"title":1310,"titles":1311,"content":1312,"level":324},"\u002Forg\u002Fbilling#complimentary-access","Complimentary access",[1291],"Some organisations have Pro granted directly rather than through Stripe — a partnership, a\nlaunch arrangement, a non-profit case. Those show a Complimentary badge and behave\nidentically to a paid Pro plan. There's nothing to pay and nothing to manage.",{"id":1314,"title":1315,"titles":1316,"content":1317,"level":324},"\u002Forg\u002Fbilling#unlimited","Unlimited",[1291],"You may see an Unlimited plan mentioned. It's a legacy tier that's no longer sold. If\nyou're on it, everything keeps working. If you're not, Pro is the plan.",{"id":1319,"title":1320,"titles":1321,"content":1322,"level":324},"\u002Forg\u002Fbilling#who-can-change-it","Who can change it",[1291],"Org owners and admins. Members can see the tab but not act on it. See\nMembers and roles.",{"id":1324,"title":1325,"titles":1326,"content":1327,"level":324},"\u002Forg\u002Fbilling#is-it-worth-it","Is it worth it?",[1291],"The honest test is arithmetic, not features. Pro is $79–99 a month. Work out what one\nadditional person is worth to you: One family who stays because someone texted them Sunday afternoon instead of Wednesday. Most\nchurches decide this one quickly. One enrolled student. Against a year of tuition, this isn't a close call — it's whether the\nfollow-up actually happens. One extra job won per month. If your average job is worth more than $99, the question is\nwhether automatic same-day texting wins you one more, and it usually does. If you're texting fewer than ten people a month, stay on Free. The value in Pro is volume you\ncan't keep up with by hand. Next: Plan comparison.",{"id":1329,"title":1330,"titles":1331,"content":1332,"level":361},"\u002Forg\u002Fmembers","Members and roles",[],"How organisation membership actually works, what owners, admins and members can each do, and how to add or remove people. FoxFlow's membership model runs the opposite way to most tools, and it's much less confusing\nonce you see why.",{"id":1334,"title":1335,"titles":1336,"content":1337,"level":324},"\u002Forg\u002Fmembers#membership-comes-from-flows","Membership comes from flows",[1330],"Your organisation's members are everyone who belongs to at least one of its flows. There's\nno separate step where you add someone to the organisation. Beth joins the Connect Cards flow\n   → Beth is a member of your organisation\n\nBeth is removed from every flow\n   → Beth is no longer a member So the Members tab is a view of who has access, not the place you grant it. It says as\nmuch: members are added through flow invites, and points you at Flow Settings → Team. This is why there's no \"invite to organisation\" button. Access is always to a specific board,\nwhich means nobody can end up in your organisation with nothing to do.",{"id":1339,"title":1340,"titles":1341,"content":1342,"level":324},"\u002Forg\u002Fmembers#the-three-roles","The three roles",[1330],"RoleCanCannotOwnerEverything, including billing and deleting the organisationHave their own role changedAdminEdit org settings, manage billing, promote and remove members, manage every flow and integrationDelete the organisationMemberWork leads on their flows. Views most tabs read-onlyChange org settings, billing, tags or messaging Owners are set when the organisation is created and change only through ownership transfer —\nnot from a dropdown. Admins are effectively co-owners for daily purposes. Promote with Make admin, step back\ndown with Remove admin. Two admins minimum. One person holding the only admin account is how a church loses access to\nits own lead history when someone moves on.",{"id":1344,"title":1345,"titles":1346,"content":1347,"level":324},"\u002Forg\u002Fmembers#org-admin-versus-flow-admin","Org admin versus flow admin",[1330],"Two different things worth keeping straight: A flow admin administers one board — its steps, scripts and team.An org admin administers everything, including all boards, billing and integrations. Org admins automatically have flow-admin powers on every flow, so they never need adding as a\nflow admin individually. A blue check on an avatar marks an org admin.",{"id":1349,"title":1350,"titles":1351,"content":1352,"level":324},"\u002Forg\u002Fmembers#adding-someone","Adding someone",[1330],"Add them to a flow — see Your team. Either pick them from your organisation if\nthey already have an account, or send an invite link. Accepting an invite joins them to both\nthe flow and the organisation.",{"id":1354,"title":701,"titles":1355,"content":1356,"level":324},"\u002Forg\u002Fmembers#removing-someone",[1330],"From the Members tab, Remove. Before it completes, FoxFlow asks what should happen to\ntheir leads: hand them to a specific teammate, or leave their leads unassigned. You can't remove the owner, and you can't remove yourself. Reassign rather than unassign when someone leaves. Unassigned leads still text as \"this is us\nfrom…\" because {assignee_first_name} has nobody to name, and no human feels responsible for\nthem.",{"id":1358,"title":1359,"titles":1360,"content":1361,"level":324},"\u002Forg\u002Fmembers#when-someone-leaves-your-team","When someone leaves your team",[1330],"The sequence that leaves nothing dangling: Decide who inherits their leads.Remove them from the Members tab and choose that person.Check your assignment rules — if they were in a round robin, or were\nthe single assignee, that still points at them. Step 3 is the one people forget. Removing someone doesn't rewrite your assignment settings, so\nnew leads can keep routing to a person who's gone. Next: Tags.",{"id":349,"title":5,"titles":1363,"content":1364,"level":361},[],"How FoxFlow sends texts from your organisation's number, what the clock and check marks mean, and the hours and limits that keep follow-up looking like a person. Organization Settings → Messaging is where FoxFlow texting is configured for your whole\norganisation. Every flow shares it. This is a Pro feature. The FoxFlow team sets it up for you after you upgrade — you don't\ninstall anything or wire a number yourself.",{"id":1366,"title":30,"titles":1367,"content":1368,"level":324},"\u002Forg\u002Fmessaging#what-foxflow-messaging-is",[5],"On Free, FoxFlow writes the script and you send it from your own phone. On Pro, FoxFlow\nMessaging sends it for you, from a number that belongs to your organisation. A lead arrives\n   → FoxFlow writes the message\n   → it goes out from your organisation's number\n   → replies come back and attach to the lead The person on the other end sees a text from a real local number. They can reply, save it, or\ncall it. Nothing about it looks like a shortcode or a \"do not reply\" blast. This is the piece most churches care about. A guest gets a text from a number that looks like\nit belongs to you, and replying just works. Setup, numbers and extra lines are covered on Phone numbers.",{"id":1370,"title":67,"titles":1371,"content":1372,"level":324},"\u002Forg\u002Fmessaging#how-to-read-a-message",[5],"Every outbound text in a lead's conversation carries a small status. It's the fastest way to\ntell whether someone has actually been reached. You seeMeaningClockQueued in FoxFlow. The message is waiting — usually because your sending window is closed, you've hit today's cap, or messaging is still coming online.Single checkSent. FoxFlow has handed it off and it is on its way.Double checkConfirmed delivered. The other person's phone has it. A clock that sits there is almost never a lost message. Open the lead, check the sending\nwindow and today's usage, and the queue will clear itself once those are open. Nothing in\nthe queue is dropped. If a first text still shows a clock an hour after your window opened, that's the moment to\nping the FoxFlow team. Until then, the clock is doing its job.",{"id":1374,"title":133,"titles":1375,"content":1376,"level":324},"\u002Forg\u002Fmessaging#the-sending-window",[5],"Off by default. Turn it on and it defaults to 8:00am–8:00pm in your organisation's\ntimezone, both ends adjustable. What it holds and what it doesn't: Message typeHeld until the window opens?Automatic sendsYes — they sit with a clockManual messages and repliesNo — always immediateAssignee alerts to your teamNo — always immediate A lead arriving at 2am isn't lost. The message queues and goes out when the window opens. The\nwindow has to be a normal same-day range — you can't run one overnight from 8pm to 8am. Turn this on before you turn on auto-send. It costs nothing and it's the\nsetting that stops a 3am lead becoming a 3am text. Set the timezone on this tab too. It's what the window and the daily reset both use.",{"id":1378,"title":210,"titles":1379,"content":1380,"level":324},"\u002Forg\u002Fmessaging#daily-limits",[5],"Per number, per day: 100 automatic sends in total50 of those to people you've never messaged before Both reset at midnight in your timezone. Going over doesn't drop anything — those messages\nkeep their clock and go out tomorrow. The tab shows today's usage as Total and New contacts\nmeters. Manual messages and replies aren't counted. You can have a hundred conversations; the caps\nonly govern automatic sending, so your number keeps looking like a person rather than a\nbroadcast tool.",{"id":1382,"title":251,"titles":1383,"content":1384,"level":324},"\u002Forg\u002Fmessaging#the-other-toggles",[5],"Assignee SMS Alerts — text the assigned teammate when their lead replies. Worth turning\non: it's the difference between someone answering in minutes and someone noticing tomorrow.User → number mapping — with more than one phone number, choose\nwhich teammates send through which line.",{"id":1386,"title":273,"titles":1387,"content":276,"level":324},"\u002Forg\u002Fmessaging#unmatched-messages",[5],{"id":1389,"title":280,"titles":1390,"content":1391,"level":324},"\u002Forg\u002Fmessaging#when-messages-arent-sending",[5],"In the order that finds the problem fastest: Is FoxFlow Messaging set up for your organisation? If the Messaging tab still shows an\nupgrade panel, you're on Free — or Pro hasn't been switched on yet. The FoxFlow team handles\nthat.Is your sending window currently closed? Those messages will show a clock.Have you hit today's cap?Does the lead have a phone number?Are both auto-send switches on — the flow's and the step's? Next: Phone numbers.",{"id":61,"title":62,"titles":1393,"content":1394,"level":361},[],"Choose your area code when you sign up, get one line with Pro, and add more numbers for $45 a month plus a one-time setup fee. Your organisation texts from real phone numbers, not a shared shortcode. One line comes with\nPro. You can add more.",{"id":1396,"title":1397,"titles":1398,"content":1399,"level":324},"\u002Forg\u002Fphone-numbers#one-line-with-pro","One line with Pro",[62],"When your account is set up, you choose an area code. That's the local number FoxFlow\nMessaging will send from — the one people see, save, and call back. That first line is included in Pro. There's nothing extra to buy to start texting. FoxFlow Messaging is set up by the FoxFlow team. After you upgrade, we provision the number\nand turn it on. You don't buy a SIM, install an app, or wire anything yourself.",{"id":1401,"title":1402,"titles":1403,"content":1404,"level":324},"\u002Forg\u002Fphone-numbers#adding-more-numbers","Adding more numbers",[62],"An organisation can have many numbers. That's useful once two teams, two campuses, or two\nbrands shouldn't share a line. CostFirst numberIncluded with ProEach additional number$45 \u002F month + a one-time setup fee Ask the FoxFlow team when you want another line. We'll confirm the area code, set it up, and\nit'll show on your organisation. A main admissions line and a separate number for an open-house campaign keeps those\nconversations from landing in the same thread — and lets two coordinators own their own\nreplies.",{"id":1406,"title":1407,"titles":1408,"content":1409,"level":324},"\u002Forg\u002Fphone-numbers#assigning-numbers-to-people","Assigning numbers to people",[62],"Numbers can be assigned to specific organisation members. A text they send — or an automatic\nsend on a lead they own — goes out from their assigned line. Without an assignment, the organisation's default number is used. That's the right setup for\nmost teams of one or two. Split the lines once two people are both texting all day and you\nwant each conversation to stay with the person who started it. You'll find the mapping on Organization Settings → Messaging, listed as which teammate\nsends through which number. See FoxFlow Messaging. Give each estimator their own number. When a customer calls back, it rings the person they\nalready talked to — not a shared inbox.",{"id":1411,"title":1412,"titles":1413,"content":1414,"level":324},"\u002Forg\u002Fphone-numbers#what-a-number-is-for","What a number is for",[62],"A FoxFlow number is the identity of your follow-up: Outbound scripts and replies come from itInbound texts are matched to the lead who has that conversationAssignee alerts to your own team can come from it too It is not a marketing blast number, and it is not a replacement for the phone on your\nbuilding. It's the line that makes \"we'll text you back\" actually happen.",{"id":1416,"title":1417,"titles":1418,"content":1419,"level":324},"\u002Forg\u002Fphone-numbers#free-versus-pro","Free versus Pro",[62],"On Free you text from your own phone, one lead at a time. Numbers, automatic sending and\neverything on this page arrive with Pro. See plans and\nbilling. Next: Billing and plans.",{"id":1421,"title":1422,"titles":1423,"content":1424,"level":361},"\u002Forg\u002Fsettings","Organisation settings",[],"A map of every tab in Organisation Settings and what each one controls across all your flows. Your organisation is the container: it owns your flows, your team, your phone number and your\nplan. Settings here apply everywhere. Open Organization Settings from the header. If you belong to more than one organisation\nthere's a selector at the top showing each one's role and plan.",{"id":1426,"title":531,"titles":1427,"content":1428,"level":324},"\u002Forg\u002Fsettings#the-tabs",[1422],"TabWhat it controlsGeneralOrganisation name, billing email, owner. Deleting the organisation.MembersEveryone in your organisation and their roles.FlowsEvery flow in the organisation, with team management for each.TagsThe tag list shared by all flows and contacts.MetaYour Facebook Page connection and lead-access health.MessagingFoxFlow Messaging: sending window, daily limits and number assignments.IntegrationsMailchimp, Planning Center, Blackbaud, ClickUp and webhooks.BillingYour plan, invoices and upgrades.",{"id":1430,"title":536,"titles":1431,"content":1432,"level":324},"\u002Forg\u002Fsettings#general",[1422],"Organization Name — appears in your text messages via {org_name}, so make it what\nyou'd want a stranger to read. Grace Church, not Grace Church Inc (Main Campus).Billing Email — where invoices go. Worth setting to a shared address rather than one\nperson's inbox.Organization Owner — read-only. The owner can manage everything including billing. Only org admins and owners can edit these. Everyone else sees a View Only notice. {org_name} is in most people's scripts. Changing it here changes every future message, which\nis either very convenient or a small surprise — worth knowing which.",{"id":1434,"title":1435,"titles":1436,"content":1437,"level":324},"\u002Forg\u002Fsettings#danger-zone","Danger zone",[1422],"At the bottom of General, the organisation's owner can delete it. You confirm by typing the\norganisation's name, and it takes every flow, lead and invite link with it. User accounts\nsurvive. There's no undo. If you're cleaning up a test organisation, double-check the selector at the\ntop is pointing at the right one first.",{"id":1439,"title":1440,"titles":1441,"content":1442,"level":324},"\u002Forg\u002Fsettings#flows","Flows",[1422],"A list of every live flow with its column count and which integrations it uses. Admins can\nexpand a row to add or remove people and grant flow-admin rights without opening each flow. It's the fastest way to answer \"who has access to what.\"",{"id":1444,"title":1445,"titles":1446,"content":1447,"level":324},"\u002Forg\u002Fsettings#meta","Meta",[1422],"Where you connect your Facebook Page once for the whole organisation. Individual flows then\nchoose which lead forms they want. There's a Lead Access Health card that tells you\nwhether the connection is still working — see Meta Lead Ads.",{"id":1449,"title":1450,"titles":1451,"content":1452,"level":324},"\u002Forg\u002Fsettings#what-lives-here-versus-on-a-flow","What lives here versus on a flow",[1422],"The dividing line, since it's the thing people search for: OrganisationFlowThe Facebook Page connectionWhich lead forms feed this boardPhone numbers and FoxFlow MessagingWhether this board auto-sendsThe sending window and timezoneScripts, steps and timersThe tag listWhich tags get applied whenMailchimp, PCO, Blackbaud, ClickUp, webhooks—Billing and planTeam roster and assignment The Messaging tab needs Pro. On Free it shows an upgrade panel. FoxFlow Messaging is\nset up by the FoxFlow team after you upgrade — see phone numbers. Next: Members and roles.",{"id":1454,"title":571,"titles":1455,"content":1456,"level":361},"\u002Forg\u002Ftags",[],"One shared list of tags for your whole organisation, and what they're actually good for. Tags are how you remember something about a person that a column can't express. A column says\nwhere they are. A tag says what they are. Organization Settings → Tags is the list, shared by every flow and every contact.",{"id":1458,"title":1459,"titles":1460,"content":1461,"level":324},"\u002Forg\u002Ftags#how-they-work","How they work",[571],"Tags are plain lowercase words. Type Connect Card and you get connect-card-style\nlowercasing applied automatically, which is deliberate: it means member, Member and\nMEMBER can never drift into three different tags. There's no colour or category to configure. One list, one meaning per word, everywhere. ActionWhat happensAdd TagAdds it to the organisation's listRenameRenames it everywhere, on every contact carrying itDeleteRemoves it from the list and from every contact Only org admins and owners can manage the list. Everyone else sees View Only. Rename is safe — deleting isn't. Deleting a tag strips it from every contact who had it, and\nany automation watching for it silently stops firing. Rename when you're\ntidying up wording.",{"id":1463,"title":1464,"titles":1465,"content":1466,"level":324},"\u002Forg\u002Ftags#where-tags-get-applied","Where tags get applied",[571],"Four ways, and you'll use all of them eventually: By hand, on any lead or contact.On step entry — a step can add or remove tags as leads arrive.On saving a contact — contact settings apply tags on flow entry or on\nconversion.By an integration — Blackbaud tags people it recognises as\nexisting constituents.",{"id":1468,"title":1469,"titles":1470,"content":1471,"level":324},"\u002Forg\u002Ftags#what-tags-actually-do","What tags actually do",[571],"Applying a tag isn't just record-keeping. Tags drive three real behaviours: Tag rules — gaining a tag can pause a lead, move it to another\nflow and step, or remove it from the flow.ClickUp tasks — a mapped tag creates a task.Re-engaging contacts — you pick a tag and turn everyone carrying it\nback into leads. That third one is why tagging pays off later rather than now.",{"id":1473,"title":1474,"titles":1475,"content":1476,"level":324},"\u002Forg\u002Ftags#keeping-the-list-usable","Keeping the list usable",[571],"A tag list nobody trusts is worse than no tags. Two habits: Pick one vocabulary and write it down. not-interested or cold, never both. Keep the list short. Twelve tags used consistently beat forty used occasionally. If you\ncan't remember whether a tag exists, it isn't earning its place.",{"id":1478,"title":1479,"titles":1480,"content":1481,"level":324},"\u002Forg\u002Ftags#tags-worth-having","Tags worth having",[571],"connect-card, first-time-guest, member, serving, baptism-interest, moved-away.member is the most valuable one you'll create: tag existing members so a\ntag rule pauses the guest sequence for them. inquiry, toured, applied, enrolled, toured-no-app, sibling.toured-no-app is a re-engagement list waiting to happen — families who came, liked it, and\ndidn't finish. Re-engage that tag next admissions season. quoted, customer, not-interested, wrong-number, repeat.Wire wrong-number and not-interested to a tag rule that removes them from the flow. One tap\nand follow-up stops. Next: FoxFlow Messaging.",{"id":1483,"title":1484,"titles":1485,"content":1486,"level":361},"\u002Freference\u002Fplans","Plan comparison",[],"Exactly which features are on Free and which need Pro, with no marketing vagueness. Feature by feature, with no hedging.",{"id":1488,"title":1489,"titles":1490,"content":1491,"level":324},"\u002Freference\u002Fplans#the-board","The board",[1484],"FeatureFreeProFlows, steps and scriptsYesYesKanban board with drag and dropYesYesLeads visible per flow10UnlimitedTeam members and invitesYesYesAssignment and round robinYesYesTags and automationsYesYesContacts databaseYesYesManual calling and textingYesYesComments on leadsYesYesReply notificationsYesYesAnalytics—Pro",{"id":1493,"title":903,"titles":1494,"content":1495,"level":324},"\u002Freference\u002Fplans#getting-leads-in",[1484],"Every lead source works on Free. This is deliberate — you shouldn't have to pay to find out\nwhether leads arrive. SourceFreeProFacebook and Instagram Lead AdsYesYesFlowForm formYesYesHosted public formYesYesCSV importYesYesAdding leads by handYesYesFlowForm secure mode—ProFlowForm file uploads—Pro",{"id":1497,"title":1498,"titles":1499,"content":1500,"level":324},"\u002Freference\u002Fplans#texting","Texting",[1484],"This is the real dividing line. FeatureFreeProTexting by hand from your phoneYesYesFoxFlow Messaging—ProFirst phone number—Included with ProExtra phone numbers—$45 \u002F month + setup feeAuto-send scripts—ProAuto-advance timers—ProSending window—ProAssignee SMS alerts—Pro On Free, FoxFlow prepares the message and you press send. On Pro, it sends.",{"id":1502,"title":1503,"titles":1504,"content":1505,"level":324},"\u002Freference\u002Fplans#pushing-leads-out","Pushing leads out",[1484],"Every outbound integration is Pro. IntegrationFreeProPlanning Center—ProMailchimp—ProBlackbaud—ProClickUp—ProWebhooks—Pro",{"id":1507,"title":1508,"titles":1509,"content":1510,"level":324},"\u002Freference\u002Fplans#price","Price",[1484],"FreePro monthlyPro annualCost$0$99 \u002F month$948 \u002F year ($79\u002Fmonth) Annual saves about 20%.",{"id":1512,"title":1513,"titles":1514,"content":1515,"level":324},"\u002Freference\u002Fplans#what-to-do-about-it","What to do about it",[1484],"Stay on Free if you're testing whether follow-up changes anything, you handle fewer than\nten leads per flow at a time, or one person texts everyone by hand and keeps up fine. Move to Pro when you're hitting the 10-lead ceiling, leads arrive faster than anyone can\ntext them, you want the first message to go out the same day without depending on someone\nremembering, or your people data needs to reach Planning Center, Mailchimp or Blackbaud. The clearest signal it's time: you find yourself checking the board at 9pm because you're\nworried someone didn't get texted. That's the job auto-send does. See Billing and plans to upgrade.",{"id":1517,"title":1518,"titles":1519,"content":1520,"level":361},"\u002Freference\u002Fscript-variables","Script variables",[],"Every variable you can drop into an SMS script, what it fills in with, and what happens when the value is missing. Scripts are plain text with variables in curly braces. When the message goes out,\nFoxFlow swaps each variable for the real value from that lead. You can see this same list inside the app, underneath the script box on any step.",{"id":1522,"title":1523,"titles":1524,"content":1525,"level":324},"\u002Freference\u002Fscript-variables#the-full-list","The full list",[1518],"VariableFills in withIf it's empty{first_name}The lead's first namefriend{name}The lead's full name(nothing){phone}The lead's phone number(nothing){email}The lead's email address(nothing){form_name}The name of the form that captured them(nothing){org_name}Your organisation's name(nothing){assignee_first_name}First name of the teammate assigned to the leadus{current_user_first_name}Your own first name(nothing) {current_user_first_name} only works when you press send. Automatic sends have no\n\"current user\", so it fills in as nothing. If a step has auto-send turned on, use\n{assignee_first_name} instead.",{"id":1527,"title":1528,"titles":1529,"content":1530,"level":324},"\u002Freference\u002Fscript-variables#how-the-two-fallbacks-read","How the two fallbacks read",[1518],"These are the only variables that put a word in when there's no value, and both were\nchosen so the sentence still sounds like a person wrote it: Hi {first_name}, this is {assignee_first_name} from {org_name}.\n\n→ with everything known:\n   Hi Sarah, this is Matt from Grace Church.\n\n→ with no first name and no assignee name:\n   Hi friend, this is us from Grace Church. Neither one reads like a broken template, which is the whole point.",{"id":1532,"title":1533,"titles":1534,"content":1535,"level":324},"\u002Freference\u002Fscript-variables#where-first_name-comes-from","Where {first_name} comes from",[1518],"FoxFlow tries three things, in order, and stops at the first one that works: A first-name field on the form they filled out.Any form field whose name looks like a first name — firstName, first_name,\nFirst Name all match.The first word of the lead's full name. If all three come up empty — or the name is literally \"Anonymous\", which is what\nFacebook sends when a lead has no name attached — you get friend.",{"id":1537,"title":1538,"titles":1539,"content":1540,"level":324},"\u002Freference\u002Fscript-variables#where-assignee_first_name-comes-from","Where {assignee_first_name} comes from",[1518],"This is the name of the teammate the lead is assigned to, not the person sending. FoxFlow\nlooks for a usable first name on their account, and ignores placeholder names like\n\"User\", \"Admin\" and \"Anonymous\" so they can never end up in a customer's text. If the lead hasn't been assigned to anyone yet, FoxFlow uses whoever would get it based\non your assignment settings — so the name is right even when a lead\narrives and gets texted within the same second. If teammates' names are showing up as us, they haven't set a first name on their\nprofile. Have each person open their profile and fill it in — no flow changes needed.",{"id":1542,"title":1543,"titles":1544,"content":1545,"level":324},"\u002Freference\u002Fscript-variables#capitalisation-and-spacing","Capitalisation and spacing",[1518],"Two small behaviours worth knowing: Case doesn't matter. {first_name}, {First_Name} and {FIRST_NAME} are the same\nvariable. {firstname} (no underscore) also works.Empty variables don't leave a mess. After filling everything in, FoxFlow collapses\ndouble spaces and pulls stray punctuation back against the previous word. So\nHi {first_name} {name}, welcome! with no full name sends as Hi Sarah, welcome! —\nnot Hi Sarah , welcome!.",{"id":1547,"title":1548,"titles":1549,"content":1550,"level":324},"\u002Freference\u002Fscript-variables#writing-scripts-that-dont-sound-automated","Writing scripts that don't sound automated",[1518],"A few examples that work in the real world. Notice they're short, they name a person, and\nthey ask one question. A church, following up a connect card: Hi {first_name}, this is {assignee_first_name} from {org_name} — so glad you\nworshiped with us Sunday. Anything we can be praying about this week? A Christian school, after a tour request: Hi {first_name}, it's {assignee_first_name} at {org_name}. I saw you asked about\na tour — would a weekday morning or an afternoon work better for your family? A small business, same-day on a Facebook lead: Hi {first_name}, {assignee_first_name} here from {org_name}. You just asked about\na quote — is now an OK time for a quick call? Keep it under about 160 characters where you can. Longer texts still send, but they get\nsplit into multiple messages by the carrier, which looks worse on the other end. Next: see how scripts attach to your columns in Scripts, or turn on\nauto-send so the first text goes out without anyone pressing a button.",1787153262403]