Product guide
Flowdexa Product Guide
Learn Flowdexa the way a real business uses it — set up the workspace, add the things you sell, connect the people and resources that do the work, then run jobs, schedules, leave, payroll, and invoices.
Set up your workspace in about an hour
Work through setup in order — business profile, customers, services, staff, and schedules. Once that's in place, daily jobs, leave, and payroll just flow. A clean setup prevents most downstream scheduling, permissions, and billing problems.
Start here
If you're new to Flowdexa, follow these four steps in order. Each unlocks the next part of the product.
- 01
Set up the business
Set up locations such as Sathorn Tower and Client site B12, services such as Premium facility cleaning and HVAC preventive maintenance, scheduling rules, and the operating calendar before inviting the full team.
- 02
Run the daily workflows
Learn the operating loops managers repeat every day: schedule work, approve leave, complete services, use inventory, and review payroll exceptions.
- 03
Lock down access
Map each person to a role, review module permissions, and confirm users only see the views needed for their responsibility.
- 04
Connect reports, payroll, and finance
Use API keys, exports, and endpoint contracts to move operational records into reporting, finance, or internal systems.
I want to…
Pick the outcome closest to what you're trying to do today.
Set up the business
Add the business profile, locations, services, staff, resources, schedules, and basic rules before live work begins.
Book and schedule work
Create jobs, check availability, dispatch work, handle leave coverage, and keep the calendar clean.
Finish a job properly
Move jobs through dispatch, in progress, completed, stock consumed, timesheets created, and invoice ready.
Review payroll and reporting
Use completed work, timesheets, leave impact, payroll runs, exports, and operational metrics for finance review.
Find your path
Most people only need the sections that match their job.
Owner / Admin
Business setup, locations, services, plan selection, access control, and billing readiness.
Operations manager
Appointment flow, shift schedules, leave approvals, staff coverage, and job completion.
Front desk / Dispatcher
Customer locations, appointment creation, availability checks, and dispatch status.
Finance / Payroll
Payroll-ready records, timesheet sync, exceptions, exports, and billing handoff.
Developer / Analyst
API authentication, endpoint contracts, reporting exports, and error handling.
How the pieces fit together
Flowdexa works because records connect to each other. You don't need to memorize the data model, but understanding these relationships speeds up everything else.
- Services need people
- A service can require skills like HVAC, front desk, diagnostics, or site lead. Flowdexa uses those skill requirements to show which staff can do the work.
- Services need resources
- A service can require a room, vehicle, kit, machine, or a specific resource like Van 04. Flowdexa checks whether those resources are available before the job is confirmed.
- Services need stock
- If a service uses inventory, attach the stock items and quantities. Jobs can then warn about low stock, reserve items, and consume them when work is complete.
- Schedules protect the day
- Staff, rooms, vehicles, and equipment need schedules or availability windows. That's how Flowdexa knows what's free, busy, unavailable, or on leave.
- Leave needs balances
- Before managers approve time away, each staff member should have leave balances for the current year — entitlement, used days, and carry-over.
- Jobs bring it together
- A job connects the customer, location, service, staff, resources, tasks, stock, schedule, leave conflicts, completion notes, timesheets, invoice readiness, and notifications.
The vocabulary
The main records you'll see while learning the product.
- Workspace
- The business boundary. Every customer, staff member, service, appointment, schedule, leave request, inventory item, and billing setting belongs to a workspace.
- Customer
- The account receiving service. Customers can have multiple locations so dispatchers choose the exact site for each job.
- Service
- The catalog item that defines what work is being delivered, including category, tasks, required skills, price, and delivery mode.
- Appointment or job
- The scheduled operating record tying together customer location, service, assigned staff or equipment, tasks, notes, status, and invoice context.
- Resource
- A person, room, vehicle, equipment item, or capacity unit used to deliver work. Resources carry skills, availability, schedule template, and assignment context.
- Leave request
- A time-away request with date range, duration, message, attachment metadata, approval state, and balance impact.
- Agent
- A scoped AI assistant for one project. It carries a persona, a model, per-module read/propose permissions, and a budget. In Ask mode its changes become proposals a human approves; it can also run scheduled tasks.
A simple rollout plan
Use this when moving from spreadsheets or disconnected tools — without breaking live operations.
- Week 1
- Configure the workspace, add service locations, confirm services, create resource profiles for Team Orchid, Niran P., Van 04, and Floor machine A, then validate core roles with two or three internal operators.
- Week 2
- Run scheduling, leave, and job completion tutorials using the active scenarios: cleaning crew dispatch, HVAC access confirmation, concierge coverage replacement, and emergency repair closeout.
- Week 3
- Invite the wider team, move active jobs into Flowdexa, monitor notifications daily, and document support patterns as they appear.
- Week 4
- Connect reporting, exports, or API integrations. Review permissions, billing state, data quality, and unresolved operational exceptions.
Developer API
Authentication, endpoints, webhooks, rate limits, and error contracts.
Fix common issues
Triage paths for invites, schedule gaps, leave balances, payments, and access.