Manager Guide
Everything flow.ai can do to help you manage events, staff, and your business.
📅Create & Schedule Shifts
Tell flow.ai the details and it creates the event for you.
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Create & Schedule Shifts
Tell flow.ai the details and it creates the event for you.
You
Create an event for Saturday at The Grand Ballroom, 6pm to midnight, client ABC Catering
flow.ai
Done! I've created a new event:
• Saturday, March 15
• The Grand Ballroom
• 6:00 PM – 12:00 AM
• Client: ABC Catering
Would you like to add staff or publish it?
You
Schedule a weekly event every Friday in March at Riverside Terrace, 5pm to 11pm, client XYZ Events
flow.ai
I've created 4 recurring events for every Friday in March at Riverside Terrace (5:00 PM – 11:00 PM) for XYZ Events. Want me to publish them?
Tip:Include the venue, time, and client in one message — flow.ai handles it all at once. You can also say "same as last Saturday" and flow.ai will copy the details from your most recent event.
📢Publish & Share Shifts
Three ways to get your events out to staff.
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Publish & Share Shifts
Three ways to get your events out to staff.
You
Publish Saturday's event to all available staff
flow.ai
Saturday's Grand Ballroom event is now published and visible to all your staff. They'll receive a notification to accept or decline.
You
Send Saturday's event only to Maria, David, and Carlos
flow.ai
Done — I've sent a private invitation for Saturday's event to Maria, David, and Carlos. They'll each get a notification.
Tip:Use public publishing when you need any available staff. Use private when you want to hand-pick your team. You can also send a direct invite link to staff who aren't on the platform yet.
🔍Find & Check Events
Ask about your schedule and flow.ai pulls up the details.
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Find & Check Events
Ask about your schedule and flow.ai pulls up the details.
You
What events do I have next week?
flow.ai
You have 3 events next week:
1. Monday — Corporate Lunch at Hilton (11am-3pm)
2. Wednesday — Wedding at Rose Garden (4pm-11pm)
3. Friday — Cocktail Party at Skyline Lounge (7pm-1am)
Want details on any of these?
You
Which ones still need staff?
flow.ai
The Wedding at Rose Garden still needs 3 servers and 1 bartender. The other two are fully staffed.
Tip:Follow up naturally — flow.ai remembers what you were just talking about. Ask "which ones," "tell me more," or "what about Friday" without repeating the full question.
🏢Manage Clients
Create clients and clean up duplicates.
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Manage Clients
Create clients and clean up duplicates.
You
Create a new client called Sunrise Hospitality, contact email [email protected]
flow.ai
Client created: Sunrise Hospitality ([email protected]). You can now assign them to events.
You
I think I have duplicate entries for ABC Catering. Can you check?
flow.ai
I found 2 entries that look similar:
1. ABC Catering (5 events)
2. ABC Catering Inc. (2 events)
Would you like me to merge them? The events from both will be combined under one client.
💰Set Up Roles & Pay Rates
Define roles and set per-client pay rates.
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Set Up Roles & Pay Rates
Define roles and set per-client pay rates.
You
Create a Lead Server role at $25/hr for ABC Catering
flow.ai
Done! New role created:
• Role: Lead Server
• Rate: $25.00/hr
• Client: ABC Catering
Staff assigned to this role at ABC Catering events will see this rate.
Tip:Roles are per-client, so "Server" can pay $20/hr for one client and $22/hr for another. flow.ai keeps them organized.
💬Message Your Team
Send individual or broadcast messages through flow.ai.
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Message Your Team
Send individual or broadcast messages through flow.ai.
You
Send Maria a message: Can you arrive 30 min early on Saturday?
flow.ai
Message sent to Maria: "Can you arrive 30 min early on Saturday?"
You
Send a message to all staff on Saturday's event: Please wear black dress shoes, no sneakers
flow.ai
Broadcast sent to all 8 staff assigned to Saturday's Grand Ballroom event.
📊Check Staff Availability
See who's free before you assign.
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Check Staff Availability
See who's free before you assign.
You
Is David available next Saturday evening?
flow.ai
David has no events scheduled for next Saturday evening. He's also marked himself as available that day. Want me to invite him to an event?
You
Who's available for Friday night?
flow.ai
12 staff members are available Friday evening. Top picks based on experience:
1. Maria (Lead Server, 45 events)
2. Carlos (Bartender, 38 events)
3. Ana (Server, 22 events)
Want to see the full list or invite some of them?
📈See Your Numbers
Revenue, staff performance, attendance — ask anything.
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See Your Numbers
Revenue, staff performance, attendance — ask anything.
You
Who are my best-performing staff this month?
flow.ai
Top staff by hours worked this month:
1. Maria — 48 hrs across 12 events
2. David — 42 hrs across 10 events
3. Carlos — 38 hrs across 9 events
All three have 100% attendance rate.
You
How much revenue did we generate in February?
flow.ai
February revenue: $24,350 across 18 completed events. That's up 12% from January ($21,740). Your top client was ABC Catering at $8,200.
You
What are my busiest days of the week?
flow.ai
Based on the last 3 months:
1. Saturday — 34 events
2. Friday — 28 events
3. Sunday — 15 events
Weekdays average about 4 events each.
Tip:You can ask about revenue, staff rankings, busiest days, client stats, and attendance patterns. Be as specific or broad as you want — "stats for March" or "how did ABC Catering do last quarter."
📍Find Venues
Search nearby venues or check your event history.
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Find Venues
Search nearby venues or check your event history.
You
Find ballrooms near downtown
flow.ai
Here are ballrooms near downtown:
1. The Grand Ballroom — 0.3 mi, capacity 300
2. Riverside Terrace — 0.8 mi, capacity 200
3. City Hall Banquet Room — 1.2 mi, capacity 150
Want directions or to create an event at one of these?
You
Where have I hosted events before?
flow.ai
You've used 6 venues in the last 3 months:
1. The Grand Ballroom (12 events)
2. Riverside Terrace (8 events)
3. Skyline Lounge (5 events)
4. Hilton Downtown (3 events)
5. Rose Garden (2 events)
6. City Park Pavilion (1 event)
✏️Update Existing Events
Change details on events you've already created.
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Update Existing Events
Change details on events you've already created.
You
Change the start time for Saturday's ABC Catering event to 5pm
flow.ai
Updated! Saturday's ABC Catering event at The Grand Ballroom now starts at 5:00 PM (was 6:00 PM). End time is still 12:00 AM. Assigned staff will be notified of the change.
You
Add 2 more bartender spots to Friday's Skyline event
flow.ai
Done — Friday's Skyline Lounge event now has 4 bartender spots (was 2). Want me to publish the extra spots to available staff?
Tip:flow.ai can update times, venues, staff counts, and client details. Just reference the event naturally — "Saturday's event," "the ABC event on Friday," or "tomorrow's wedding."
Tips & Tricks
🎤
Voice input — Tap the mic icon and speak naturally. Great when your hands are busy setting up an event.
⚡
Quick-action chips — Tap the suggested actions below the chat to get started faster.
🌎
Bilingual — Write in English or Spanish. flow.ai responds in whichever language you use.
📎
Document upload — Attach photos of handwritten schedules or invoices. flow.ai can extract the details.
🧠
Context memory — flow.ai remembers the conversation, so you can say "add 2 more servers to that" without repeating event details.