The Organisation

Waitomo District Council is a local government authority in New Zealand, responsible for providing services and infrastructure to the Waitomo district.

We chatted with Saeed, Chief Information Officer, and Abin, Business Analyst, at Waitomo District Council about their experience transitioning from Promapp to Flowingly. 

The Challenge

Waitomo District Council found that their existing process mapping setup was slow, time-consuming and difficult to adapt as workflows evolved. Capturing the full complexity of their processes was a constant challenge, and maps often ended up oversimplified or hard for staff to follow.

At the same time, the council was eager to modernise and move away from manual, paper-heavy tasks. However, the automation tools available to them required specialised training and resourcing, making it difficult to scale improvements across the organisation.

Maintaining multiple tools also created added cost and operational overhead. The council needed a more integrated, cost-effective way to support both accurate process mapping and accessible automation – without stretching budgets or internal capacity.

The Solution

In their search for a more flexible, integrated platform, Waitomo District Council discovered Flowingly – a solution that brought process mapping, electronic forms and automation together in one user-friendly place.

Saeed highlighted this benefit, noting:

“We can kill three birds with one stone… for almost the same price as Promapp.”

This cost efficiency was a major factor in their decision, allowing the council to expand its capabilities without expanding its budget.

The team also found Flowingly’s interface refreshingly intuitive. Abin, their Business Analyst, pointed out how familiar it felt:

“The UI was way more user-friendly. It’s very close to Microsoft Visio, which we were more familiar with.”

That familiarity helped smooth the transition and encouraged faster adoption across the organisation.

Flowingly’s ability to support complex process logic – including branches, conditions and decision points gave the team the flexibility they needed to accurately map how work actually happens.

This level of detail helped Waitomo create clearer, more usable processes across the council.

The Results

Flowingly made an immediate impact at Waitomo District Council, especially in the speed and efficiency of their process work. Abin shared a striking comparison:

“We mapped about 70 processes in six to seven months with Promapp. With Flowingly, we went through about 30 processes in less than two weeks.”

The intuitive interface and built-in automation quickly caught the attention of other teams as well. As Abin put it:

“The very next day, we had three or four other departments asking us about automating their processes.”

Flowingly also changed the way Waitomo approached improvement. Instead of mapping first and revisiting processes later, they were able to map and refine at the same time – a more streamlined approach that led to faster, more meaningful enhancements.

The clarity of Flowingly’s visual layout made it easier for staff across the organisation to understand how processes worked. Abin noted:

“In Flowingly, you can quickly grasp the idea of a process — how big it is, how small it is, or how long it will take to follow.”

The council also highlighted their experience with the Flowingly team, especially Customer Success:

“The people we dealt with at Flowingly were genuinely willing to help us. Those guys (Sean and Aaran) really helped us and were super flexible and helpful in making the journey easier. In fact, everyone we have worked with has been incredible to work with.”

Conclusion

Waitomo District Council’s switch to Flowingly has reshaped the way they approach process management and automation. By bringing mapping, forms and workflow automation into one user-friendly platform, they’ve reduced tool sprawl, saved time and significantly increased the pace at which they can map and improve processes.

The simplicity of the platform has driven wider adoption across the organisation, helping to build a stronger culture of continuous improvement. With Flowingly, the team can map faster, refine processes more easily and automate workflows with confidence – all within a single, cost-effective solution.

Saeed’s advice to other councils exploring their options is this:

“Just go for it. You save budget, you save time. And, as I said, it’s very easy to use. This tool is way better than Promapp.”