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What is a room?

A room is your shared workspace. It’s a branded hub where customers or teammates find everything they need in terms of content, forms, timelines and next steps. It allows you to guide sales, onboarding, or internal processes in one shared link.
demo-roomSee an example room
Learn more about rooms.

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Step by step guide

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Step 1: Create a template

Templates are the foundation of Flowla. They allow you to centrally manage your processes and ensure consistency across your team. Start by creating a template for your main use case, then create rooms from it. Create more templates as you go.
Templates are shared across your whole team — build one great room and everyone benefits from it instantly.

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Need help getting started?

Your customer success manager can help you build your first template with a personalized workshop.
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This service is only available depending on your plan.
Flowla templates are built with best practices in mind and designed to get you started quickly.
1

Go to Templates in your Flowla dashboard

Navigate to the Templates section from the sidebar.
2

Click 'Create new template'

Explore Flowla’s pre-built templates organized by use case (e.g., Sales, Onboarding, Customer Success).
3

Select a template to start with

Choose the template that fits your needs and copy it to your organization to make it on your own. Proceed to ‘Review’ step to name your template.
1

Review and name your template

Give it a clear, descriptive name so teammates can find it easily.
Learn more about templates.

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Step 2: Edit your template

Customize your template with sections, content, and actions that match your process.

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Customize sections

Sections represent stages in your process and create a clear plan for both your team and your prospects.
1

Open your template in edit mode

Click on your template from the Templates dashboard to open it.
2

Navigate to the section panel

Look at the left-hand navigation to see your template’s structure.
3

Click 'Add new section'

Add sections to organize your template into logical stages (e.g., “Discovery”, “Proposal”, “Implementation”).
Learn more about sections.

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Customize content

Add the materials your customers need to move forward.
1

Select a section

Click on the section where you want to add content.
2

Click the 'Add content' button

Use the content menu to add different types of content.
3

Choose your content type

Add files, videos, links, embedded calendars, forms, or rich text blocks.
4

(Optional) Add variables if your content is an editor

These variables help ensure every room feels tailor-made without repetitive work.
Learn more about content types.

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Add actions

Actions are structured, trackable steps that move the process forward. They help you:
  • Set clear goals and expectations
  • Assign action items to team members or customers
  • Keep both sides aligned on next steps
  • Collect information
Unlike content (which informs), actions require completion, and you can track progress and deadlines without chasing anyone.
1

Create an action

Click on the section where you want to add content.
2

(Optional) Add and action type

Use the content menu to add different types of content.
3

Assign people or companies

Add files, videos, links, embedded calendars, forms, or rich text blocks.
4

(Optional) Set due dates

Create accountability with clear deadlines
Learn more about actions.

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Step 3: Create a room from your template

Now that your template is ready, create a room for a specific company or deal.
1

Click 'Create new room' in your dashboard

From the main dashboard, click the Create new room button.
2

Select your template

Choose the template you just created from your organization’s templates.
3

Proceed to company selection

Click to move to the next step where you’ll assign a target company.

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Step 4: Choose a company

The target company tailors the room automatically: personalizing branding and content while keeping stakeholder and engagement data organized. Option A: Create or select a company in Flowla Search by domain or name to quickly create and link a target company. Option B: Select a HubSpot deal When you select the relevant deal:
  • Flowla automatically pulls the deal’s company information and enriches branding and logo
  • Deal information will be synced to your room
  • Room information and engagements will be synced to your CRM
Learn more about room personalization and target companies.

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Step 5: Share your room

Your room is ready—now share it with your prospects or customers. You can edit content and actions to
1

Click the 'Share' button

Find the Share button in the top right corner of your room.
2

Copy the room link or send an email with an email template

Copy the unique URL to share via email, Slack, or any channel or send a personalized email.
Learn more about sharing options.

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Step 6: Analyze room analytics

Analytics are accessible from inside the room or navigating to reports -> Room analytics -> selecting the room. Once your room is shared, track engagement in real-time:
  • Who viewed - See which stakeholders opened your room
  • When and how often they viewed - Track views over time
  • What they engaged with - See which content and sections got the most attention
  • Task progress - Monitor action completion times and rates
Access analytics from your room or from the Reports dashboard.

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Best practices

  1. Start with a template - Don’t reinvent the wheel. Use existing templates and customize from there.
  2. Keep it focused - Include only what’s relevant to move the deal forward. Too much content overwhelms buyers.
  3. Use clear section names - Make it obvious what each stage of the process involves.
  4. Assign actions with due dates - Create accountability on both sides.
  5. Save successful rooms as templates - When something works, make it repeatable for your whole team.
  6. Review analytics regularly - Use engagement data to prioritize follow-ups and identify stuck deals.
Learn more about room building best practices.