The Tools system lets you record which software and systems are used at each step of a workflow. This information appears on the step cards on the canvas, in the Workflow Overview panel, and feeds directly into FixFlow reports.
ADDING TOOLS
There are two ways to add tools:
From the Tools section (/Tools)
Navigate to the Tools section from the sidebar to browse the full library. You can manage your organisation's tools and add custom tools from here.
Inline from any step
In the step editor, click the tools field and start typing the tool name. If it exists in the library, it will appear in the dropdown with its icon. If it does not exist, type the full name and click "Add Custom Tool." The tool is added to your organisation's library and becomes available in all future steps.
Both methods work the same way. Use whichever is convenient in the moment.
THE TOOL LIBRARY
WorkflowMaps includes a curated library of common business tools with icons and names. Common tools like Zapier, Monday.com, Asana, Google Workspace, Slack, and many others are already in the library.
When a tool from the library is used in a step, its icon appears on the step card on the canvas. This makes the map visually informative at a glance.
CUSTOM TOOLS
If a tool is not in the library, add it as a custom tool. Custom tools are saved to your organisation's library and available across all your maps from that point forward. You do not need to add the same custom tool twice.
WHY TOOL DATA MATTERS
Recording tools at each step serves two purposes.
First, it makes the map accurate as an operational document. Someone following the map knows exactly which system to use at each stage.
Second, it gives FixFlow the information it needs to surface meaningful automation opportunities. If a client uses one tool to create data and a different tool to store it, and a person manually moves that data between them, FixFlow will flag the integration opportunity and suggest tools like Zapier or Make that could automate the transfer.
During a discovery session, noting the tool used at each step takes only a few seconds and significantly improves the quality of the FixFlow report.