From blank page to client-ready PDF in 10 steps

Start a flow

Click New in the toolbar and pick a starting point:

• Main Line: hours check, main menu, ring groups, voicemail, and an operator page.
• Contact Center: hours, IVR, skill queues, callback offer and hold loop.
• Blank: just an Incoming Call step.

The Document Settings open right away. Fill in the title, customer, prepared by and version. They print in the title block of every PDF page. You can reopen them any time from the toolbar.

Add steps

The palette on the left has every step type, grouped as Flow, Routing, Audio, Destinations and Contact Center. Three ways to add one:

Connect steps

Every step lists its real exits: a Menu has 1, 2, 3, Timeout, Invalid, a Ring Group has No Answer, Hours has Open / Closed / Holiday. Each exit has a dot on the right edge.

• Drag from an exit dot into empty space and a search box pops up. Type the next step and press Enter. It's created and connected in one move.
• Drag from an exit dot onto another step to connect to something that already exists, including going back to repeat a menu.
• Each exit goes to exactly one place. Drag it again to re-route it; the old line is replaced.
• Click a line to select it: Del removes it, and the side panel can add a label or make it dashed.

Fill in the details

Click a step and the panel on the right shows its settings:

• Name, e.g. “Sales Ring Group”.
• Prompt wording (what the caller hears) and the audio file / prompt name.
• Type-specific settings: ring strategy and members, business hours and holidays, skill, mailbox, and so on.
• Exits: rename, reorder or remove them. Menus have Add digit. Each exit shows where it currently goes, or “not connected”.

Key details print right on the step, so the diagram documents itself.

Auto-arrange & check your work

Don't bother lining things up. Click Auto-arrange and the whole page is laid out left-to-right with branches in exit order. Use Fit (the square icon) to zoom to the whole flow. Undo works if you liked it better before.

Then click Check. Its badge shows how many problems exist: red for errors, amber for warnings. It lists every exit that isn't connected, Go To steps with no target, steps nothing leads to, pages nothing links to, missing essentials (a menu with no wording, a ring group with no members…), and prompts missing a language. While it's open, problem steps are outlined on the canvas and unwired exits turn red. Click any item to jump straight to it.

Multiple languages

Supporting English and Spanish? Build the flow once. Click Languages in the toolbar and add Spanish. Every prompt then has a box per language, side by side.

• The toggle above the canvas switches the whole diagram between languages.
• A yellow dot means some prompts still need wording in that language, and those steps say “No Spanish wording yet”.
• PDF export can include a set of diagrams per language, and the written details list every language's wording, which is handy for whoever records the prompts.

Notes

Drag a Note (Flow group) onto the canvas for assumptions, open questions or client decisions. Type right on it; drag the corners to resize. Notes print in the PDF.

Save & open files

Your flows never leave your computer. Save (Ctrl+S) writes a .callflow.json file wherever you choose: your laptop, a network share, SharePoint. After the first save, Ctrl+S saves back to the same file (in Chrome and Edge). Open loads a file.

The open flow is also autosaved in your browser, on your device only, so closing the tab by accident doesn't lose work. You can turn that off or clear it from the account menu (top right). How we handle your data →

Export to PDF

Click Export and choose:

• Paper size: Letter, Legal, Tabloid 11×17 (great for big flows), A4 or A3, landscape.
• This page or all pages, each on its own sheet, with a title block and page numbers.
• Languages to include, if you have more than one.
• Written action details: every step's prompts, settings and where each exit goes, in call order. Great for build sheets and client sign-off.

Need an image for an email or ticket? PNG (this page) is in the same window.