Assigning People to Steps and Setting Annual Cost
When you build or generate a map, each step can be assigned to a specific person. If you used AI map generation, the tool will suggest who might be responsible, but you should confirm this yourself on each step.
To set up a person's cost so that step costs calculate automatically:
Click on your name in the top right corner of the dashboard.
Go to your organization settings, where you will see the people who have been added across your maps and your wider team.
Click edit on a person, then add their annual cost.
Once a person has an annual cost set, WorkflowMaps automatically calculates the cost of a step based on the time you enter for it. If you need to deviate from this, you can override the calculation by setting an hourly cost or a fixed cost directly on the step.
Adding Tools to a Step
Each step lets you record which tools or systems are used to carry it out. WorkflowMaps includes a public database of over 500 commonly used tools that you can select from directly.
If the tool you use is not on the list:
Type the tool's name into the tool field.
Click Add Custom Tool.
Your custom tool is saved and added to your workspace's tools list, found under your organization settings. From then on, it will be available to select on any step across your workspace.
How Time and Cost Are Calculated
Time is set at the workspace level, so all steps and reports use a consistent unit of measurement.
For a manual action step, entering a time automatically calculates a cost, based on the annual cost of the person assigned. Automated action steps capture time, but there is no separate tool cost field, so any cost associated with an automated step needs to be reflected through an assigned person's cost or a manual override.
You can override the automatic calculation at any time by setting an hourly rate or a fixed cost directly on the step. This is useful when a step's true cost does not map neatly to a person's annual salary, for example when a step is billed at a specific rate or has a fixed vendor cost.
Adding Links and SOPs to a Step
Most step types include an optional reference link field. Use this to link out to supporting documentation for that step, for example:
A YouTube video walking through how the step is done
A written SOP (standard operating procedure)
Any other external resource that explains the step in more detail
This keeps detailed instructions attached to the exact step they relate to, rather than buried in a separate document.