No-Code, No Problem: Upper Hutt City Council Embrace Flowingly Streamlined Automation

No-Code, No Problem: Upper Hutt City Council Embrace Flowingly Streamlined Automation

No-Code, No Problem: Upper Hutt City Council Embrace Flowingly Streamlined Automation

From Rates to Organisation-Wide: Upper Hutt City Council Expands Flowingly Usage

Upper Hutt City Council has announced plans to expand its use of Flowingly, a cloud-based software that streamlines business processes and boosts collaboration across departments. The council initially used Flowingly for its manual rates processes when New Zealand went into lockdown, as they needed a fast way to automate their processes and ensure they could run them from home. The rates team were quickly impressed with the software’s simple workflow modeller and the impact it had on process visibility.

Due to the success of the rates team’s implementation, the council has now decided to begin expanding its usage organization-wide. With its business-led automation capabilities, Flowingly has enabled the council to streamline their rates processes without relying heavily on IT resources. The software’s no-code interface has made it easy for everyone to adopt and use, with the future goal being for Upper Hutt to have business team champions across a range of departments being trained up to automate their own processes. 

While still in the very early stages of their expansion, the team at Upper Hutt are optimistic, “we’re eager to expand our use of Flowingly across the organisation,” says Kate Thomson, Director of Finance, Risk and Digital Solutions at Upper Hutt City Council. “We’re hopeful that it will achieve our goals of improving the customer experience for our community and making internal processes more efficient.” 

And it’s not just Upper Hutt City Council who’s thrilled with the news. Jon Kalaugher, CEO of Flowingly, is just as excited about the expansion. “We’re thrilled to see Upper Hutt City Council have made the decision to expand their use of Flowingly across the organization and their commitment to delivering better experiences for their employees and customers,” he said. “We look forward to continuing to support Upper Hutt City Council in their journey towards streamlined business process management.” 

 Upper Hutt City Council’s decision to expand its use of Flowingly demonstrates its commitment to innovation and excellence in business process management. The council is setting an example for other organizations to follow, and we can’t wait to see the continued positive impact of Flowingly’s implementation.

The Flowingly Blog

Get the flow-down on all things Flowingly. From process tips to product, we cover everything you need to level up your processes.

6 Things to Consider When Choosing an Automation Solution

6 Things to Consider When Choosing an Automation Solution

6 Things to Consider When Choosing an Automation Solution

With so many process automation solutions, it can be hard to know where to start. 

That’s why we thought we’d put together a list of a few key considerations businesses should have when weighing up their options. 

Here are six things to consider when choosing a process automation solution: 

Ease of use  

Automating processes shouldn’t feel like you’re trying to create the Mona Lisa in Microsoft Paint.   

Unless you have a large team of developers dedicated to automation projects (not sure this even exists), you’re going to need software that is easy for your business teams to use.   

Look for software with an intuitive interface that doesn’t require a computer science degree to operate.  


You don’t want a solution that ties you down to a rigid process.   

We’ve seen our fair share of horror stories about teams spending thousands of dollars getting processes automated just for those processes to change. Again and again.  

True continuous process improvement comes from identifying ways we can improve a process, not just automating it and never touching it again because it’s too expensive.  

Look for software that can adapt to changes in your business or industry, preferably a tool that allows you to make changes on the fly.  


Every tool won’t work for every process. You don’t want a tool that’s a square peg in a round hole.   

Power Automate is an incredibly powerful tool for organizations looking to create highly technical system-to-system workflows. It’s not as great for your internal processes or manual form-based processes. 

Some of our best customers have a mix of solutions, an automation toolbox built with Flowingly and Power Automate.  

Look for software that will best help you achieve your business goals, even if it’s not Flowingly!   


You don’t want a solution that crumbles like a house of cards when you start to grow. With a lot of process automation tools, big ambitions can mean high costs and extensive resources.  

Don’t just think about your current needs, but also think about where you want your business to be in the next few years.  

Say you’re only able to automate one process a year. In that case, you likely won’t seeany real process improvement momentum and struggle to justify the investment.  

Look for software that allows you to scale your automation efforts – this could be the difference between automating 30 processes in a year or 2.  

Analytics and Reporting  

You don’t want a solution that leaves you in the dark.   

When evaluating process automation solutions, consider what kind of data and metrics you need to track and how you want that data to be presented.   

Ideally, the tool should offer real-time analytics, so you can see how your workflows are performing and make adjustments on the fly.     

Look for software that can help you shed light on the gaps in your processes, so you can make data-driven decisions and real, tangible improvements to the way you work.  


Visibility is crucial when choosing a workflow automation solution.  

Just because your processes are mapped that doesn’t mean they’re being followed. 

You need to be able to see where you are in a process, who’s responsible for the next step, and when it’s due.  

Look for a solution that will provide you with a clear and intuitive view of your workflows, allowing you to easily track progress, identify bottlenecks, and adjust as needed. 

Bonus: Customer Support  

You don’t want customer support that ghosts you when things go wrong.   

Ideally, the solution you’re looking at offers multiple support channels, such as email, phone, and chat, with a transparent and responsive support policy.   

You should also consider the availability of support and the quality of the support team on offer. If your processes are running 24/7, your software support should be too.  

With some solutions, if you’re a customer but aren’t paying at the enterprise tier, you may be missing access to crucial support.  

So, there you have it! Choosing the best process automation solution for your business is a big decision. However, if you consider these six factors, you should be able to find a solution that makes your life easier and helps you work smarter, not harder.  

When evaluating different solutions, remember to prioritize ease of use, flexibility, compatibility, scalability, analytics and reporting, and customer support. And don’t forget to think about your unique business needs and processes when making your final decision.  

With the right process automation solution in place, you can say goodbye to tedious tasks and hello to more time to focus on what really matters – growing your business and creating incredible customer and employee experiences. 

The Flowingly Blog

Get the flow-down on all things Flowingly. From process tips to product, we cover everything you need to level up your processes.

Flowingly Product Update – April 2023

Flowingly Product Update – April 2023

Flowingly Product Update – April 2023

NEW – Confidential Workflows

We’re excited to announce the release of a much-anticipated new feature called confidential workflows!  

We understand that the privacy and security of the data and IP being communicated within your flows is crucial, so we’ve designed this feature to give departments more control over the privacy of the information in their processes. 

When a Flow Model is flagged as confidential the data contained within can only be accessed by the workflow creator and those involved in the workflow. This means that you can rest assured that your confidential information will remain secure and private.

This will be especially helpful for HR or legal workflows which can often include personal information or sensitive data. 

    Confidential Workflow Use Cases

    HR Investigations

    HR teams may need to investigate sensitive issues such as harassment, discrimination, or employee misconduct. A confidential process workflow can ensure that only relevant parties are involved, and the details of the investigation are kept private. 

    Case Management

    Law firms may need to manage sensitive legal cases involving confidential client information. A confidential process workflow can ensure that only authorized personnel have access to the case files. 

    Background Checks

    HR teams may need to conduct background checks on potential employees, which involves sensitive information such as criminal records and credit history. A confidential process workflow can ensure this sensitive information isn’t shared. 

    Contract Management

    Law companies may need to manage contracts containing confidential information, such as non-disclosure agreements or employment contracts. 

    NEW – Formulas in Tables

    We’ve also added table formulas to the product. Formulas have been a common request from customers as they will often use tables to select products, similar to an e-commerce-type experience.  

    They have added a new field type within the Table component of the Form Designer called Formula. This feature allows users to apply calculations between columns within the same table. 

    With table formulas, users can save time and reduce errors by automating calculations that would otherwise have to be done manually. This feature is especially useful for businesses that need to quickly generate quotes, invoices, or other types of documents based on data in their tables. 

      Formulas in Tables Use Cases

      Sales quotes

      Sales teams can use table formulas to calculate the total cost of a customer’s order. The formula field can automatically multiply the quantity and price columns to generate the total cost, saving them time and reducing the risk of errors. 


      A finance team can use table formulas to create a budget for a project or department. The formula field can add up the expenses and subtract them from the available budget to determine how much money is left over. 

      Time tracking

      An HR manager can use table formulas to track employee hours and calculate pay. The formula field can multiply the number of hours worked by the employee’s hourly rate to generate their total pay for the week or month. 

      Quality control

      A manufacturing plant can use table formulas to monitor product quality. The formula field can calculate the percentage of defective products based on the total number of items produced, allowing the plant to identify and address issues in real-time. 

      4 Signs Your Organisation Needs Business Process Automation

      4 Signs Your Organisation Needs Business Process Automation

      4 Signs Your Organisation Needs Business Process Automation

      It’s easy to miss the signs that your business is suffering from process issues. 

      Most of the time, you don’t know you have a problem until someone points it out.  

      Maybe they’ve been waiting on an approval for weeks or can’t find an important email lost in hundreds of threads in their inbox.  

      Maybe they can’t see what stage a task is at, delaying projects across multiple departments. 

      Or maybe they skip a step in a crucial process, requiring a start from scratch. 

      Businesses will often brush off these issues as ‘one-offs’ and not worth fixing (especially if it requires IT resource). But the truth is, a poorly designed process is a breeding ground for future problems, especially as businesses scale. 

      So how do you know when your business might be in need of some help in the process department? 

      Luckily for you, we’ve identified some key warning signs you should be looking out for. 

      1. Nothing gets approved on time 

      If your team are frequently pointing out how long it takes to get things approved – you may have a process issue.

      Say Jen needs a leave request approved. She might;

      1. Open the leave request PDF
      2. Save a copy of it to her computer
      3. Open the PDF
      4. Fill it out
      5. Resave it
      6. Add it to an email and then send it to her manager for approval
      7. Her manager will then need to approve it before sending it to the finance team

      There are a whole bunch of things that can go wrong in this process.

      Maybe Jen didn’t correctly fill out the form with the right info. Or maybe she didn’t attach the PDF to her email. Maybe her manager has 1,000 other emails to check before getting to hers.  

      Meanwhile, there is no actual system pushing the workflow forward, just a whole bunch of people you hope will follow the process and do their part. 

      In the smaller scheme of things this isn’t a big issue. A few delayed approvals here and there. But as your organisation grows and employee expectations increase, paper and email-based processes can start to crumble.  

      2. Processes are documented but tasks  are still being skipped  

      You’ve spent a bunch of time creating the best process map of all time.  

      Now you have the ultimate work of business process art. And nobody follows it.

      If people are skipping steps in a process or completely ignoring a process altogether, you’ve got a process issue. 

      We love process mapping, in fact, it’s a big part of our platform. However, just because a process is mapped doesn’t mean the process is being followed. 

      Automation can help you identify the underlying issues and bottlenecks in your processes. What if the process is too complicated? What if a step is being skipped because the process involves someone or something completely irrelevant?  

      Automating the process helps you see exactly where your processes are going wrong – allowing you to rapidly iterate and improve both your workflows and your employee experiences. 

      3. No one knows the status of anything 

      Visibility. We all want it but most of us don’t have it. 

      If we were to ask you how effective your processes are what would your answer be? 

      Could you report on compliance without spending days collating stacks of paper or sifting through email threads? Would you be able to identify where a CAPEX request is at without following up with a bunch of different people?  

      Add a remote working element to it and many businesses are essentially running around with their eyes closed. 

      If the only person across a process is the person currently dealing with it – you’ll benefit from a workflow automation solution. 

      4. Your team are spending way too much time on manual tasks

      I know what you might be thinking – if we automate manual tasks, we’ll be taking jobs away from our people.

      Or we’ll be replacing our people with robots! Not exactly. 

      For many businesses automation is the difference between your people doing more and doing less, not doing something and doing nothing. 

      If a customer sends in a refund request, automation could be the difference between getting a refund in a few hours vs. a few weeks. 

      With paper and email-based processes your team could be spending hours and hours searching email threads, matching up data and delivering paper approvals to their managers.  

      Not a great experience for customers. And all that admin drives your employees up the wall. 

      With automation you can free up your employees to work on the things that matter. 

      This allows them to give back to the business, focusing their time on improvements rather than BAU. 

      So, if you’re waiting on approvals, skipping steps in processes or unsure where they’re sitting, or if your team are just bogged down day in and day out with unnecessary manual tasks, you’ll benefit from process automation. 

      The power of process automation allows you to fix all these problems (and identify other process issues you didn’t even know you had), but it can also be a costly and IT-intensive undertaking. 

      With Flowingly, you can accomplish this without the need for developers, empowering your non-technical teams to automate their very own processes, which they know inside out and run every day. 

      Don’t just take our word for it either. 

      At Todd Energy, they have automated 13 processes in just 6 months, turning processes like onboarding, which were run out of Excel spreadsheets, into streamlined digital experiences. 

      Glenelg Shire Council are saving 80+ weeks of admin every year, with some processes dropping from an hour to 10 minutes’ worth of admin. 

      Flowingly gives your employees the tools they need to improve the way they work and create real, significant change within the organisation. 

      Book a demo and see Flowingly process mapping and workflow automation for yourself. 

      The Flowingly Blog

      Get the flow-down on all things Flowingly. From process tips to product, we cover everything you need to level up your processes.

      How Process Automation Reduces Admin Work

      How Process Automation Reduces Admin Work

      How Process Automation Reduces Admin Work

      Before Steph, Digital Improvement Lead at Todd Energy, automated their staff and contractor onboarding process, it would take 6+ hours to complete.

      Now, it only takes 2, no longer relying on spreadsheets, back & forth emails and individuals’ memory.

      See how Steph this and what the feedback has been like in the organisation in the snippet below.


      I guess a great example of that is the staffing contractor onboarding flow.

      And you have touched on that already a little bit, Sean.

      But prior to us automating this process it would take upwards of six hours on and off for us to onboard a new staff or contractor, and I guess it was run out of an Excel workbook.

      If I’m completely honest with you, It had some templated emails in it, but there was lots of backwards and force and a huge reliance on individuals to remember what was going on and to keep that process ticking.

      Honestly it took me about 20 hours to build that process. It’s quite a meaty one.

      And it was probably our first more high complex process that we built.

      We had some pretty amazing engagement and ownership with the lovely ladies that run that process.

      And I asked them post go-live, ‘just gut feel how much time is this saving you now?’ And they estimate between three and four hours.

      So three and four hours per new start is a pretty decent saving I think.

      And the feedback from them was along the lines of ‘I don’t need to remember where the process is at and the system just keeps it on track and I get the notifications when I need to do something’, which I guess in turn allows them to provide more value add to the business.

      So yeah, each team has got a bit of a mix of simple and complex processes that I guess keeps us working in the trees.

      We’ve spoken about working in the weeds a little bit.

      But I guess continuing to push and improve once those processes are in and rolled out to, and tying back to that first statement, making a plan and a roadmap, socializing it and holding yourselves to account, that’s really key.

      Get a Free Trial & talk to us to see whether Mapping or Automation makes sense for your organization

      The Flowingly Blog

      Get the flow-down on all things Flowingly. From process tips to product, we cover everything you need to level up your processes.