How Flows Work

A flow is a playbook of customer situations. Your AI moves each customer through it by gathering facts and following up, and it only interrupts you when a real decision needs a human.

The big picture

Your business runs on repeatable journeys. A new inquiry becomes a booked call. A signed client gets onboarded. An unpaid invoice gets paid. In Run Wild, each of those journeys is a flow. The flow is the playbook. Your AI runs it.

The flow

A flow is one playbook for one kind of work, like "New inquiry follow-up" or "Job onboarding". You can have several. Each flow decides up front who it's about: individual people (Contacts) or Groups, like a household or a company account. That choice is set when the flow is created.

A customer's journey

When a customer enters a flow, that starts their journey through it. If the flow is the racetrack, the journey is one car on it. It tracks exactly where that customer is right now, and it's either open (still moving) or closed. Closing early always requires a stated reason, and you always sign off before your AI gives up on anyone. There's no "lost" stamp. A closed journey stays on the customer's record as history for next time.

The front door

Every flow describes who belongs in it. What signals say "this is a real inquiry", "this is spam", or "this belongs in the service flow instead". When something new comes in, an email, a web form, a call, your AI reads it and files it into the right flow. If it genuinely can't tell, it asks you instead of guessing.

Stages

A flow is a straight line of stages. Each stage is a situation the customer is in, not a task. So it's "Quote sent" or "Awaiting payment", never "Send quote". Sending the quote is what your AI does to move the customer into that stage.

Gates

Every stage has an entry gate: a checklist of facts that must be true before a customer can move in. Phone number on file. Budget confirmed. Deposit paid. These are hard, checkable facts, not vibes. Your AI can never talk its way past a gate. If the facts aren't there, its whole job is to go get them. Ask the customer. Collect the payment. If it can't, it raises its hand to you.

Fields

The facts the gates check live in fields: named slots of information. Some facts belong to the person permanently, like their address. Some belong to this one job, like this quote's amount. Run Wild keeps those apart. Next time the customer comes back, the lasting facts are already there.

Follow-up

Each stage sets how persistent your AI is. How long to wait between nudges, and how many unanswered messages before it stops and flags you. Some stages never give up (collecting payment). Others hand off to you after 2 or 3 silences. Any reply from the customer resets the count.

Approvals

Your AI moves customers forward on its own while things are clear. The moment they're not, whether it's stuck at a gate, wants to close a journey early, or can't route something new, it puts one item in your Approvals queue with its recommendation. You approve, redirect, or decline. That queue is your single place to steer. The healthier your flows get, the emptier it stays.