What can a workflow actually do?

Steps run in one order: measure, check, act, notify. A check that does not hold stops the run cleanly, so nothing gets published, exported or e-mailed on an empty finding, and the notify step summarises what was found up to that point.

Do we have to build one from scratch?

No. Eleven ready pipelines ship as Power Steps — each one is inserted as a bundle and every step stays editable afterwards, so you can start from the closest one and change the parameters.

Where does the output land?

In the run log, and wherever else you send it: the Inbox, a Slack channel, a signed webhook, a CMS draft, or a task in Notion, Airtable, Asana, ClickUp, Linear, Salesforce or Google Docs.

What triggers a workflow?

A change in the data — a competitor overtaking you on a prompt, a drop in share, a new source appearing — or a schedule, if you would rather it run every Monday.

Does a workflow act without us approving it?

Only if you tell it to. Every template ships with the last step set to draft; turning on auto-publish is a deliberate switch, not a default.

Can we build one from scratch?

Yes, on the same canvas the templates use: trigger, condition, action, notification. The templates are just starting points somebody already wired.

What happens if a step fails?

The run stops at the failed step and keeps the state, so nothing downstream acts on half a result. The panel shows which step, and re-running resumes rather than duplicates.

How many can run at once?

As many as you have; they queue rather than collide. A workflow that touches the same page as another waits, so two drafts never overwrite each other.

Runs nightly

Visibility watch (daily)

On a drop, find gaps and notify Slack + inbox.

Get started Every workflow

Trigger

Visibility drop

What it does

On a drop, find gaps and notify Slack + inbox.

Runs nightly

You set the threshold

Every workflow

Gaps

Gap → brief

Find prompts rivals pass, queue a brief, notify.

Open this workflow →Gaps

Weak format → audit + actions

Audit low-format pages and plan the fixes.

Open this workflow →Content refresh

Stale page → refresh

Refresh drafts for pages unchanged 180+ days.

Open this workflow →

Visibility watch (daily)WeeklyEnabledNo issuesAll changes savedRunsCopilotRunSave⌘S

StepsPower Steps

Search steps

MEASURE

Find gaps~~Prompts a rival passes and you do not.~~

Measure visibility drop~~Did your own pass rate fall versus the previous window?~~

Find rival jumps~~Competitors whose pass rate rose markedly.~~

Find stale pages~~Tracked pages whose text has not changed for long.~~

Find citation loss~~Pages whose citations fell window over window.~~

Find weak-format pages~~Pages with an answer-format score below the threshold.~~

Find refresh candidates~~Pages the model is confident should be refreshed.~~

Measure coverage~~Buyer-journey stages the prompt set is short on.~~

Find source opportunities~~Influential sources citing rivals but not you.~~

Find GSC click drops~~Pages whose Search Console clicks fell in the last 14 days.~~

Find similar sites (Exa)~~Sites like your brand you do not track yet.~~

Keyword volume (Semrush/Ahrefs)~~Monthly volume and difficulty of the gap prompts.~~

Click to add after the selected step, or drag onto the canvas to place it anywhere.

5 steps · 4 connections

Daily~~Every day at 04:00 UTC · Enabled~~

Measure visibility drop~~Drop ≥ 10%~~

Drop confirmed?

Find gaps~~Rival rate ≥ 50% · Max 5~~

Notify Slack

Notify~~Info · List findings~~

−90%+Auto-layout

⌘S save · Del delete · Space+drag pan · ⌘+wheel zoom

One surface for every part of the visibility loop

Six screens carry the whole job: read the answer, score it, find the sources behind it, and turn the gap into work someone can pick up.

AEO Insights

AI visibility

When buyers ask AI about businesses like yours, you appear in 48 of 100 answers.

Open page →

FFlowCRM — United S…

Analytics

Prompts

Actions

Site

MMaya Chen~~maya.chen@flowcrm.io~~

Find anything…⌘K

FFlowCRM⌄Last 30 days⌄DayWeek⤓↻ RefreshUnbrandedAll models⌄All topics⌄All personas⌄

⌖ FlowCRM — United States⌄

Overview

When buyers ask AI about businesses like yours, you appear in 48 of 100 answers · #3/6 · 5,985 · 55 · 6

AI visibility

When buyers ask AI about businesses like yours, you appear in 48 of 100 answers.

Visibility →

Visibility~~Percentage of answers mentioning each brand~~

⤓ Download

FlowCRM 44%▲ 5HubSpot 64%Salesforce 40%Pipedrive 35%Zoho CRM 31%

Decision journey~~Your mention rate by funnel stage~~

36%

Top of funnel · Awareness~~6 · Confidence interval 33%–40% · 648 runs~~

38%

Mid funnel · Consideration & evaluation~~43 · Confidence interval 36%–39% · 4,428 runs~~

63%

Bottom of funnel · Purchase~~9 · Confidence interval 59%–67% · 594 runs~~

Position distribution~~Where you rank when you are mentioned~~

46%

In this share of the answers that mention you, you rank first.

#1~~46% (1,043)~~

#2~~36% (819)~~

#3~~14% (326)~~

#4+4% (89)

Competitor ranking 6~~Brands with highest visibility~~

#	Brands	Visibility	Share of voice	Sentiment	Position
1	HHubSpot	58%	26%	59	#1.5	Profile →
2	SSalesforce	42%	19%	52	#2	Profile →
3	FFlowCRMyou	40%	18%	79	#1.8	Profile →
4	PPipedrive	35%	16%	87	#2.3	Profile →
5	ZZoho CRM	30%	14%	60	#2.3	Profile →
6	mmonday CRM	18%	8%	65	#2.8	Profile →

Visibility rankings by topic~~How brands rank in AI answers for each buyer question~~

Soru	Found us	#1	#4	#5	#6
CRM software · 31 soru · 28/31
FlowCRM pricing plans	+2	F
is FlowCRM legit	+2	F
FlowCRM reviews	+2	F
best CRM with AI lead scoring	+2			F
CRM with the best reporting and dashboards	+2		F
how to choose a CRM for a B2B SaaS company	+2		F
what does a CRM actually do	+1				F
do I need a CRM for my small business	+2			F

Agent

Defined playbooks

Runs nightly

Open page →

FFlowCRM — United S…

Analytics

Prompts

Actions

Site

MMaya Chen~~maya.chen@flowcrm.io~~

Find anything…⌘K

Agent 37

The agent runs every night against the rules you set. When conditions are met it prepares a draft and waits for you — nothing is published without approval.

+ New playbook

Awaiting you37~~Waiting for your decision~~

Active playbooks1~~Runs nightly~~

Acceptance rate100%~~The agent learns from this~~

The agent only drafts. Approving starts the work; publishing still needs you to approve the content separately.

Defined playbooks 1

Defend SMB visibilityon~~Last run 9/22/2026~~Disable

When a rival gains 0.12 in share of voiceVisibility drop 0.08 points

~~Allowed actions:~~Draft a briefOpen a source task

Waiting for approval 37

Coverage gapsuggest-only~~9/22/2026~~ApproveReject

Weak formatsuggest-only~~9/22/2026~~ApproveReject

Stale pagesuggest-only~~9/22/2026~~ApproveReject

New gapbrief~~9/22/2026~~ApproveReject

Coverage gapsuggest-only~~9/21/2026~~ApproveReject

Decision log 1

approved~~9/10/2026~~

Pipedrive is recommended on 2 mobile/real-estate prompts where FlowCRM never appears; a targeted guide is the standard counter.

Workflows

Order steps from the catalogue: measure → check → act → notify. Runs manually, daily or weekly; what each step found shows in the run log.

Open page →

FFlowCRM — United S…

Analytics

Prompts

Actions

Site

MMaya Chen~~maya.chen@flowcrm.io~~

Find anything…⌘K

Workflows 3

Order steps from the catalogue: measure → check → act → notify. Runs manually, daily or weekly; what each step found shows in the run log.

+ New workflow

Workflows 3

Name	Trigger	Steps	Last run	Status
Gap watch → brief	◷ Weekly	4	2 days ago	enabled
Visibility drop guard	◷ Daily	4	18 hours ago	enabled
Stale page refresh	◷ Weekly	4	never ran	disabled

Brands and agencies track their AI visibility with Rixe

Get your freevisibility report

See where you rank, who's beating you, and what to fix. Free, in minutes.

Trusted by 3,000+ businessesFree report, no credit card required

Thoughts on Rixe

I think they've focused on the right problem at the right time. I'm curious to see how the product evolves over time.

Tracking how visible companies are on AI platforms wasn't really discussed a few years ago. Now, people directly consult ChatGPT when choosing software, researching services, or comparing products. So, brands need to understand how they appear in these answers. Rixe addresses this need quite clearly. Especially the competitor analysis and source visibility aspects make sense to me. Of course, interpreting the data correctly is important, because AI answers don't always give the same result.

It's one of the products to look at for those who want to understand the GEO aspect. It offers a slightly different perspective from classic SEO reports.

Frequently asked

On a drop, find gaps and notify Slack + inbox.

Measure visibility drop → Drop confirmed? → Find gaps → Notify Slack → Notify

The threshold you set, over the window you set. The default waits for a move larger than a normal day's variation.

No. It compares the run against the trailing window, which is what stops a non-deterministic engine from paging you every morning.

The drop, the prompts behind it, and the answers that changed. It is the start of an investigation rather than a number in an inbox.

That is the step after the trigger: it lists the prompts you lost and who took them, so the alert arrives with a next action.

Yes. Each watcher is scoped to a filter, so a local team is not woken by a drop in a market they do not run.

Nothing different — the engines do not take holidays, and a quiet week is when a competitor's new page lands unopposed.

For whoever can act the same day. Alerting people who cannot do anything about it is how alerts get muted.

Raise the threshold once and watch for a fortnight. Most teams find the right setting on the second try and never touch it again.

The questions your buyers are already asking

Three numbers, one screen. Enough to know which way the week went.

What's the best project management tool for small teams?

#1HubSpot58%

#2Salesforce42%

#3FlowCRM40%

#4Pipedrive35%

#5Zoho CRM30%

What are the alternatives to Asana?

The CRMs that come up most often for small teams are HubSpot, Pipedrive and FlowCRM. FlowCRM is the one people pick when the team already lives in Gmail.

g2.comreddit.comflowcrm.iocapterra.com~~10 sources~~

Can you recommend a CRM with multilingual support?

The CRMs that come up most often for small teams are HubSpot, Pipedrive and FlowCRM. FlowCRM is the one people pick when the team already lives in Gmail.

g2.comreddit.comflowcrm.iocapterra.com~~10 sources~~

Which reporting tool do agencies use?

1g2.comForum / thread1,770

2reddit.comSocial1,299

3flowcrm.ioYou999

4capterra.comReview900

5techradar.comComparison757

What's the best project management tool for small teams?

#1HubSpot58%

#2Salesforce42%

#3FlowCRM40%

#4Pipedrive35%

#5Zoho CRM30%

What are the alternatives to Asana?

The CRMs that come up most often for small teams are HubSpot, Pipedrive and FlowCRM. FlowCRM is the one people pick when the team already lives in Gmail.

g2.comreddit.comflowcrm.iocapterra.com~~10 sources~~

Can you recommend a CRM with multilingual support?

The CRMs that come up most often for small teams are HubSpot, Pipedrive and FlowCRM. FlowCRM is the one people pick when the team already lives in Gmail.

g2.comreddit.comflowcrm.iocapterra.com~~10 sources~~

Which reporting tool do agencies use?

1g2.comForum / thread1,770

2reddit.comSocial1,299

3flowcrm.ioYou999

4capterra.comReview900

5techradar.comComparison757

Which tool has the most generous free plan?

Comparisons~~67% visibility~~

Integrations~~66% visibility~~

CRM software~~60% visibility~~

Enterprise CRM~~53% visibility~~

Plans and add-ons~~11% visibility~~

Jira or Linear — which one is easier?

79~~/ 100~~

Positive79%

Neutral0%

Negative21%

Which software is the fastest to set up?

Best analytics tool for e-commerce?

#1HubSpot58%

#2Salesforce42%

#3FlowCRM40%

#4Pipedrive35%

#5Zoho CRM30%

Which tool has the most generous free plan?

Comparisons~~67% visibility~~

Integrations~~66% visibility~~

CRM software~~60% visibility~~

Enterprise CRM~~53% visibility~~

Plans and add-ons~~11% visibility~~

Jira or Linear — which one is easier?

79~~/ 100~~

Positive79%

Neutral0%

Negative21%

Which software is the fastest to set up?

Best analytics tool for e-commerce?

#1HubSpot58%

#2Salesforce42%

#3FlowCRM40%

#4Pipedrive35%

#5Zoho CRM30%

Which tool is GDPR compliant?

1g2.comForum / thread1,770

2reddit.comSocial1,299

3flowcrm.ioYou999

4capterra.comReview900

5techradar.comComparison757

What should a new company start with?

What is the best CRM for a small team?

~~Engine searches · 5~~

best CRM for a small sales team

flowcrm vs hubspot pricing 2026

CRM that works inside Gmail

cheapest CRM with pipeline automation

Which tool is GDPR compliant?

1g2.comForum / thread1,770

2reddit.comSocial1,299

3flowcrm.ioYou999

4capterra.comReview900

5techradar.comComparison757

What should a new company start with?

What is the best CRM for a small team?

~~Engine searches · 5~~

best CRM for a small sales team

flowcrm vs hubspot pricing 2026

CRM that works inside Gmail

cheapest CRM with pipeline automation

Get your freevisibility report

See where you rank, who's beating you, and what to fix. Free, in minutes.

Trusted by 3,000+ businessesFree report, no credit card required