Automation use cases

Automations suit any board your team makes again and again. Each scenario below starts with who it is for and the problem it solves, then shows the automation as it reads in the builder. Where a ready-made template exists, its name is given so you can turn it on from the MockFlow templates tab.

For how each part works, see Create an automation.

Business meetings

Action items after every call. Lucas runs a product team that meets in Zoom several times a week, and follow ups get lost in chat. When a recording is ready, the team gets a board of decisions and action items, linked in Slack. From Zoom, when a cloud recording is ready, read that meeting's notes, make a board of the action items with AI as a new MockFlow board in Product team, then post it to a Slack channel. Template: Zoom Meeting to Action Items Board.

A decisions board from every recorded meeting. A leadership team records its meetings in Fathom or Fireflies. Each finished meeting becomes a board of decisions, action items and owners in the team space. Templates: Fathom Meeting to Decisions Board, Fireflies Meeting to Meeting Board.

Meeting prep every Monday. Sofia, an operations lead, starts each week with a to-do list of what to prepare for each meeting in her Google Calendar. Template: Google Calendar Weekly Meeting Prep.

A written summary for people who missed it. A Fireflies transcript becomes a one page document, emailed to the team with Gmail. Template: Fireflies Meeting Summary Document.

Agencies

Client research that fills itself in. Emma's agency records customer interviews in Fathom. Each call becomes an empathy map or a journey map in the client's space, ready for the next workshop. Templates: Fathom Call to Empathy Map, Fathom Customer Call to Journey Map.

A kickoff kit on every new client board. When someone creates a board in the agency's client space, the board gets a kickoff kit with goals, stakeholders and a timeline. From MockFlow, when a board was created, only in Clients, make a Multiboard with AI on the board it is about. Template: Project Kickoff Kit for New Boards.

A live sales pipeline. The agency's new business lead keeps a kanban of open HubSpot deals, one column per stage, refreshed every Monday. Template: HubSpot Deals to Pipeline Kanban.

Social proof from client emails. Every Friday, praise from clients in a Gmail label becomes a square social post, saved as a picture to Google Drive. Template: Gmail Testimonials to Weekly Social Post.

Startups

Daily stand-ups without the meeting prep. Every weekday morning, the team gets a stand-up board of yesterday's changes in Linear, posted to Slack. Template: Linear Daily Stand-up Board.

Sprint retros ready when the sprint closes. When a Jira sprint closes, a retro board waits in the team space with what shipped under Went well and what slipped under Didn't go well. Template: Jira Sprint to Retrospective Board.

From spec to screens. Sam, a founder, writes product specs in Notion. Pressing Run on a spec turns it into wireframe screens on a board, ready to review with the designer. Template: Notion PRD to Wireframes.

Monthly metrics for the board meeting. On the first of each month, last month's PostHog numbers become a one page report, emailed to the leadership team. Templates: PostHog Monthly Metrics Report, PostHog Signup Funnel Flowchart.

A weekly product update. Every Friday, the pull requests merged in GitHub become a plain words "What's new" post. Template: GitHub Pull Requests to What's New Post.

Remote teams

Retro themes from the team channel. A distributed team collects retro notes in a Slack channel all week. Every Friday, the messages become an affinity map grouped by theme. Template: Slack Channel to Affinity Map.

A welcome board for every new member. When someone is given access to the team space, they get a welcome mind map with who is who, where things live and their first week plan. Template: Welcome Mind Map for New Members.

The week at a glance. Every Monday, the team's Google Calendar week becomes a timeline, so everyone across time zones sees what is coming. Template: Google Calendar Week to Timeline.

Enterprise

Roadmaps that stay current. A programme office redraws its Jira roadmap as a Gantt chart for each portfolio review. Template: Jira Roadmap to Gantt Chart.

Kanbans kept in step with the source. A sales operations team keeps one kanban on its pipeline board up to date from Salesforce. Each deal is added as it is, and moves when its stage changes. From Salesforce, when a deal is added or changes, add each deal as it is to the kanban "Pipeline" on the MockFlow board "Q4 forecast".

Documentation changes made visible. When a Confluence page under a team's handbook is edited, the change is summarised on the team's knowledge board.

One way of working across departments. Team leads save their best automations as team templates, so every department turns on the same retro, onboarding and reporting automations with its own apps. See Automation templates.

Education

Student feedback grouped by theme. Olivia teaches a Year 9 science class and collects feedback with a Typeform survey. Each week, the responses become an affinity map of what students found hard. From Typeform, every Friday at 15:00, read this week's responses, make an affinity map with AI as a new MockFlow board in Year 9 Science.

Course feedback from a spreadsheet. A department collects course feedback in Google Sheets. Every Friday, the week's feedback is grouped into a themes board for the next planning meeting. Template: Google Sheets Feedback to Themes Board.

A welcome board for each new class space. When students are given access to a class space, they find a welcome mind map with the course outline and first assignments.

Freelancers

A project brief from every enquiry. A freelance designer receives project enquiries through Typeform. Each response becomes a brief board with the goals, budget and timeline, ready for the first call. From Typeform, when a form gets a response, read that response, make a document with AI as a new MockFlow board in Clients.

Client reports on demand. Before each check-in, pressing Run makes a one page status report with progress, risks and next steps.

Testimonials ready to share. Praise from clients in Gmail becomes a social post every Friday, saved to Google Drive. Template: Gmail Testimonials to Weekly Social Post.

Build your own

These scenarios are starting points. Any app, event and component can be combined: see Choose when an automation runs for every event, and Choose what an automation makes and where it goes for what it can make. Or describe your idea in one sentence and click Shape it.