Workflow software for work that passes between people.
Most processes cross several desks: HR to IT to the manager, sales to finance to delivery. CheckFlow hands each step to the right person at the right time, follows the answers given along the way, and shows where every workflow is.
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Workflow software moves a process from one person to the next in a set order, so each step happens at the right time and nothing is dropped between desks. In CheckFlow a workflow is a template: its steps, who does each one, when it is due, the rules that change the route and the approvals that hold it. Every time the process starts, it runs as a tracked checklist.
What changes when the workflow carries the work.
No more “whose turn is it?”
Each step is assigned before the workflow starts, and the next person is told when it is their turn.
One route per situation
Answers given early in the workflow decide which steps follow, so a small purchase skips the board approval.
Where every workflow is
The Reports Grid lists every run with its progress, so nobody has to ask for a status update.
Handoffs
Handoffs that happen on time
Assign every step in the template: to a named person, to a group such as IT or Finance, to whoever started the workflow, to someone named when it starts, or to whoever is picked in a Members field along the way. Each assignee is told by email or Slack as soon as the step is theirs.
Due dates can follow the work rather than the calendar. Set a step to fall due two days after the previous one is completed, or five days before a date entered earlier, and every run works out its own deadlines. Overdue steps alert their assignees, and custom notifications can tell anyone else who needs to know.
- Groups share a step: any member can pick it up
- A Members field can hand the next step to the person chosen
- A Linked Checklist field starts a sub-process from inside the workflow
Routing
Routes that follow the answers
Conditional logic shows or hides steps and fields when an answer satisfies a rule. Pick a spend band and the right approval steps appear. Choose a department and only its set-up steps show. Leave a box blank and a follow-up step asks for it.
Rules test drop-downs, multi-choice, dates, text, email, website and members fields, and a members rule can match whoever is running the checklist. A halted step that is hidden does not block anything after it, so a route that skips an approval keeps moving.
- Show or hide whole sections, single steps or individual fields
- Date rules can test whether a date is before or after another
- Several rules on one field run in order
Approvals
Approvals that hold the workflow
An approval in CheckFlow is a step that blocks what comes after it. Add a halt and nothing later can be completed until the approver has done their part. Tick Only Assignees Can Complete This Task and nobody else can do it for them.
Record the decision in a required drop-down with Approved and Not approved, and use a rule to show a rework step when the answer is no. The decision, the approver and the time go into the activity feed.
Triggers
Start a workflow from anywhere
Start a workflow by hand from the template, from a run link in an email or an intranet page, on a schedule, from a shared run link that anyone, inside or outside your team, can use, or from another system through Zapier, the REST API or a webhook.
Whoever starts it can answer the template’s parameters, such as a start date or a supplier name, so names, fields, due dates and assignees are set up from the first moment. Each run then keeps its own record from start to finish.
Visibility
Every workflow in flight, on one screen
The Reports Grid lists every checklist with its progress and the answers people gave, and it updates live. Filter it to one template, one person or everything overdue, and save the view. The Tasks Grid shows each person every step waiting for them, across every workflow.
Analytics shows how the workflow performs over time: how long it takes from start to finish, how many tasks finish on time, and which steps are most often late, so you fix the step that slows everything down.
Compared
Workflow software, project tools and app automation
Three kinds of tool get called workflow software. They suit different work.
| Question | CheckFlow | Project management tool | App automation tool |
|---|---|---|---|
| Built for | The same process, run again and again | One-off projects with milestones | Moving data between apps |
| Who does the steps | People, each step assigned | People, each card assigned | Software, no people involved |
| Route changes with answers | Yes, conditional logic | Varies by tool | Yes, between apps |
| Approvals that block later steps | Yes, halts and assignee-only steps | Varies by tool | Not the focus |
| Record of who did what | Every step, answer and file | Activity history | Run logs |
They also work together: CheckFlow connects to app automation through Zapier and webhooks, so the people steps and the data steps meet in one workflow.
Draft a workflow in a sentence.
Describe who does what and AI drafts the steps, the assignments to your groups, the due dates and the rules. You review it before anyone runs it.
From a description to a workflow
The AI generator drafts sections, steps, fields, conditional logic, due dates and halts. Inside CheckFlow, Generate with AI also assigns steps to your existing groups.
Try the AI generatorRun workflows from your assistant
Claude, ChatGPT, Gemini, Grok, Copilot or any other AI assistant can start a workflow with its parameters, check how far it has got and complete the steps assigned to you, through the MCP server.
AI in CheckFlowHand steps to your own systems
Webhooks tell another system when a step is done, and the API lets it complete its own steps in return.
Developer overview
Which new supplier workflows are stuck waiting for approval?
assignee: "all" status: "Incomplete,Overdue" template: "New Supplier"
Two are waiting on the finance director approval: Fabrikam Ltd, due Thursday, and Contoso, overdue by a day. Contoso is also behind on its bank details check. Do you want me to comment on the overdue step?
Workflow templates to start from.
Each passes work between several people, with approvals where they matter.
Related features
Workflow software questions
What is workflow software?
Workflow software runs a process as a defined sequence of steps, each owned by someone, so work moves from one person to the next without being chased. It suits recurring processes where order and accountability matter: onboarding, approvals, handoffs between teams, compliance checks.
How does a workflow work in CheckFlow?
You build the workflow once as a template, with each step’s owner, due date, fields and rules. Each time the process starts, by hand, from a link, on a schedule or from another system, CheckFlow creates a checklist, assigns the steps, notifies the people involved and records each completion with a name and a time.
Can a workflow take different routes?
Yes. Conditional logic shows or hides steps and fields based on earlier answers, such as a spend band, a department or a location. A hidden halt step does not block the steps after it, so a route that skips an approval keeps moving.
How is workflow software different from automation?
A workflow is the whole process, including the people who do each step. Automations are the rules that run it: assignments, due dates, conditional logic, notifications and schedules. CheckFlow has both; automations covers the rules in detail.
How is CheckFlow different from a project management tool?
Project tools are built for one-off projects with milestones and timelines. CheckFlow is built for processes that run the same way every time, whether weekly or a hundred times a day, and it asks whether every step was followed rather than whether the project is on track.
Can people outside our team take part in a workflow?
Yes. Share a checklist by link so a client or supplier can complete their steps without an account, or invite them as a Guest who sees only the tasks assigned to them. Guests are free and unlimited. See shared checklists.
Can workflows repeat on a schedule?
Yes. A schedule creates the workflow daily, weekly, monthly, yearly or on a custom pattern, with names and parameters set for each run. See recurring checklists.
How much does CheckFlow cost?
The Business plan is $10 per user per month, or $9 billed annually, with conditional logic, dynamic due dates, assignments, approvals, schedules, Zapier and the REST API included. Try it free with no credit card. See pricing.
Take control of the work between desks.
Build your first workflow from a template or a sentence, and run it with your team today.
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