How to use this tool

This tool maps how work actually gets done — who does each step, in what system, and how long it takes — then finds the time worth getting back. Nobody needs process-mapping experience: if you can answer “what happens next?”, you can use it.

Finding your way around

• Home is your department — the picker in the top bar (under Menu on a phone) switches between the departments you can see, and the tool remembers where you were. Organisation → Org overview shows every department on one board.
• On a phone or a narrow window, what doesn't fit in the top bar is under Menu: Build board (builders and up), Organisation, Help, your name and level, and Sign out. On a phone, Workflows, Add workflow and the departments are there too.
• Opening a workflow shows the map: boxes are steps, arrows are what happens next. Click any step to see its details on the right.
• Every workflow also has a Summary page (top right of the map) — the numbers, the friction points and the recommendations, readable without touching the map.

“I was asked to check a workflow”

Someone mapped your process and wants to know if it’s right. This takes minutes:

1. 1Open the workflow and click the first step you know something about.
2. 2If it’s right, press Looks right ✓. Your name goes on it — that’s the point, it tells everyone the person who does the work has signed off.
3. 3If something’s wrong, fix the detail (or leave a note saying what’s off), then confirm.
4. 4If you don’t know — say so. “Don’t know” is a real answer and much more useful than a guess.

“Add what you know”

The amber strip on a map (under ★ Analysis) shows what’s missing — times to confirm, steps with nobody named, no system listed. Three ways to help:

• ✎ Fill in a few — one quick question at a time, biggest impact first. Answer what you know. Later › moves on and asks you again another time; 🤷 Don’t know stops asking you that one and offers to ask someone who would.
• Choose steps… — on huge workflows, tick just the steps you actually do, and you’ll only be asked about those. You can also route questions to a teammate who’d know — they’ll see them flagged next time they sign in.
• 🎙 Just tell us — talk or type freely (“the invoice keying is about an hour and it’s the accounts team, approvals sit overnight”) and the facts land on the right steps by themselves.

“I want to map a process”

1. 1Press Add workflow in the top menu.
2. 2Pick your way in: describe it in your own words and the AI builds the draft; upload a file (spreadsheet or BPMN export from another tool); or build it by hand, one step at a time — on the map, Enter saves a step and starts the next.
3. 3Check the preview — you can edit the draft and see the map before saving anything.
4. 4Don’t aim for perfect. A rough map with real step names is enough — the fill-in cards and your teammates supply times and details later.

Editing a map

• Click a step to edit its details. Drag from a step’s edge to draw an arrow.
• Right-click a step for the quick menu — add a step before or after, duplicate, remove. Arrows can loop back to earlier steps (rework, rejections) — that’s normal.
• Branching (“if X, then…”): a step that has more than one arrow leaving it is a decision — there’s no switch to set. Draw an arrow from the deciding step to each place it can go, then click each arrow: a “Which branch is this?” box appears (e.g. “no PO yet”, “approved”, “over $5k”) and the name shows on the line. To start a fork, right-click the deciding step and choose Add step after — as a new branch: the new step hangs off a second arrow and the existing line carries on untouched. (Add step after — in line slots the new step into the existing line instead.) The + Add step panel has the same “as a new branch” tick-box for its “After step” option. Give each branch the same name where it’s the same condition going to different places — the map then shows that name once.
• A step that only happens sometimes (not a fork — just skippable) has an “Only sometimes” toggle in its panel, with a note for when.
• Arranging the map: the map tidies itself until the moment you drag a step — then your arrangement becomes the truth. It’s saved for everyone, survives refreshes, and new steps land beside the step that feeds them without moving anything else. 🪄 Tidy map neatens it whenever you ask; Move steps ▾ → Auto-tidy hands the arranging back to the tool.
• ✨ Edit with AI — describe the changes in words (“split step 12 into approval and sign-off, and send rejections back to step 8”) and they get made for you.
• Times are per person. If four people sit in a meeting for 30 minutes, the step is 30 minutes with 4 people — the tool works out the team time.
• A step that runs on its own rhythm (a fortnightly upload inside a yearly process) can say so — set its rhythm in the step panel so the yearly totals stay honest.

“I want to find time savings”

1. 1Press Analyse workflow (top right of the map). It usually takes one to three minutes.
2. 2Read the Summary page. Recommendations arrive on three plain shelves: stop doing it, let a system do it, or do it differently — each with how, a first step for this week, and why the map says so.
3. 3Decide on each one: Accept or park it. Accepting builds the change into a proposed state — a sandbox copy. The current map, the truth of how work runs today, is never touched.
4. 4When the team actually changes how they work, open the proposed state and press ✅ Make this the current process, then confirm. It becomes the new current, and the old way is kept as a dated past state.

A time marked “estimated” is the AI’s guess, shown so the numbers work before anyone has answered. One click confirms or corrects it — real answers always beat estimates.

Got an improvement idea of your own? 💡 Add a suggestion on the Summary page puts it on the same board as the AI’s recommendations, with your name on it — you can also save an idea straight from the chat.

Versions and undo

• Ctrl+Z (⌘+Z on a Mac) undoes your last action on the map — adding or deleting a step, drawing or removing a connection, renaming a branch, a move, an edit to a step. Press it again to keep going back. While you’re typing in a box it just undoes typing, as usual — click the map first to undo a map action.
• The ••• menu on a map holds version history — save a named version before big changes, restore any earlier one.
• The tool also saves a safety version by itself before risky things (removing steps, AI edits), so mistakes are recoverable even when nobody thought to save first.

Plans and the 14-day Team trial

Some things are part of the Team plan: the savings review, the build board, embeds, guests, API keys and outbound events, and the Who’s using it report. On Solo or Starter you still see where they live, and a master can switch on a free 14-day Team trial from that spot, once. When it ends you are back on your plan and nothing you made is lost: embeds, API keys and outbound events made during the trial pause, and start working again if you move to Team. A master can still revoke any of them while they are paused, from the same places they were made. The people limits count only those who edit maps: Solo one, Starter ten, Team fifty. Viewers, people confirming steps and guests are never counted, on any plan.The plan is set from your Entrilla account, not in the app.

AI credits

Every AI action uses a fixed number of credits from your organisation’s monthly allowance, which comes with its plan.

Analysing a workflow that hasn’t changed since its last analysis shows the saved result and uses no credits, and neither does an AI run that fails before it starts writing. A run you stop part-way still counts.

When they run out, AI pauses until the 1st of next month (Sydney time) and everything else keeps working: maps, edits, Summaries, exports and sharing. No single day can use more than a fifth of the month’s credits, so one busy day can’t use up the month; when today’s share is gone, AI is back tomorrow. Masters and admins see what’s left on the AI usage page under Organisation. Contributors and viewers also have a personal limit of 10 AI runs an hour and 50 a day, and each can use at most a tenth of the day’s credits, so one person can’t use up everyone’s.

Who can do what

Everyone is one of five levels — Viewer, Contributor, Builder, Master or Admin — each including everything below it. Your level shows as the small badge beside your name, in the top bar or, on a phone or a narrow window, under Menu (yours says viewer). The full breakdown of what each level can do lives on User permissions. If a button seems missing somewhere, it usually belongs to a level above yours — by design, not a bug.

Ways to get a workflow in

Describe it takes a few sentences and turns them into steps; three worked examples sit under the box if you want a shape to copy. Start from a template copies one of the Coastline example workflows into your organisation to edit. You can also drop in a photo of a whiteboard, a meeting transcript file (.vtt, .srt or plain text), a spreadsheet with one row per step, or a BPMN file from Signavio or Camunda. Tick Keep as my draft on the way in and only you and the masters see it until you share it.

Before and during the analysis

Analyse first asks for the two facts it is most missing, usually a time and who does a step. Answer them, or skip and let it run. While it runs, the button says which of its eight stages it is at (from reading your steps, through writing recommendations with a running count, to saving them to the map), and a Stop button cancels it with nothing saved. Each recommendation says what it needs and what it relies on that you already have. Where a rule your organisation set changed a recommendation (it kept a check, steered the choice of tool, or stopped a fix), builders, masters and admins see Rule applied on the card with a line on the rule it followed. Everyone else gets the same recommendation without that line, as the chat never quotes the rules below builder.

Finding things

Ctrl+K searches workflows, steps, the systems steps are done in, notes, people, departments, the ingredient shelf and these help pages in one box. On a map, the small pill by the Tidy button says whether steps are Auto-tidy on or Arranged by hand. Zoom to step centres the one you have open, and the corner minimap shows where you are on a big map. With the ★ Analysis list open, pointing at a recommendation (or tabbing to it) lights up the step it is about, and pointing at a step lights up its recommendations.

Notes, replies and your inbox

A note on a step can be replied to, and typing @ and a name mentions someone. The home page shows what is waiting for you: mentions, questions colleagues routed to you, steps that have not been confirmed in ninety days (“Still how it runs?”), and recommendations that became buildable because an ingredient arrived on the shelf (“Now in hand”). The People and Systems views lay the same map out by who does the work and by the tools it runs through.

Drafts

A draft is yours: only you and the masters can see it, it stays out of search, the org review and every feed, and nothing outside the app hears about it. Share it from the ••• menu when it is ready. Whoever captured a workflow, or a master, can pull it back to draft, but not one that is locked; it goes back to being its author’s draft.

Rules for the AI (masters)

On the Resources page, masters write plain-language rules the AI must follow, for the whole organisation or one department: “Nothing that touches payroll gets automated without Finance”. The analysis, the chat, the savings review and the build board all read them, and a recommendation that bends to one says so.

Getting things out

From the Summary: Copy as Markdown for a wiki or a ticket, PowerPoint for a meeting (with a picture of the map on its own slide), PDF, and a QR code that opens the share link on a phone. From the map’s ••• menu: download the map as an image, export a .bpmn file for Signavio, Camunda or ARIS, and open the written procedure, a step-by-step document beside the map that the AI can draft for you and each heading of which links to its step. Once a procedure exists, the step panel links to it, opening at that step’s section when it has one. Each step also has a How it’s done field for the working instructions (which system, which file, which macro), kept apart from notes; it carries into the Markdown summary, the procedure draft and the export. If a note reads like an instruction, the step panel offers Move to How it’s done. Check it on a phone opens a one-column page for confirming steps and answering blanks from the floor.

Masters and admins can download everything at once: under Organisation → Resources, Export everything downloads one ZIP with every workflow, version, note, attachment, person and setting in the organisation, pay rates included.

Sharing outside the team (masters)

Embed in a page makes a read-only map or Summary that sits in a wiki page or a Teams tab with no login, expires when you say, and can be revoked at any time. It shows the process only: never money figures or the notes people leave on steps, and attached documents by name only. The PowerPoint of a Summary leaves notes off its map picture too. Invite a guest creates a login for someone outside the team, a supplier or a consultant, who can see that one workflow, leave notes, answer fill-ins and confirm steps, and nothing else. You hand them the password, which is shown to you once. Guests also see any workflow rolled directly into theirs, so rolling one in asks you first how many guests it shares it with. Guests are part of the Team plan.

Signing in and appearance

Where an admin has set it up, the login page offers Microsoft or Google sign-in, and anyone with an email at an allowed domain joins as a viewer the first time they sign in. For an account an admin made, the admin can record the person’s work email on the Users page (⋯ → Sign-in email…), and their Microsoft, Google or Okta sign-in with that address opens it. Light or dark appearance is under your account and is remembered on that device.

Agents, automations and usage (masters)

The Resources page has an Agents and automations card: API keys let Claude, Copilot or Cursor read this organisation’s workflows and recommendations (read-only, never rates), and outbound events tell Power Automate, n8n or Zapier when a workflow is added, an analysis finishes, a proposal is adopted, a build card moves to In build, or a fill-in is answered. A key or an address stops working while the master who made it is switched off or no longer a master, and the card shows it as stopped with their name, so another master can make a replacement. Who’s using it under Organisation shows what each person has done over 30, 90 or 365 days with a spreadsheet download, and AI usage shows how many of this organisation’s AI credits are left this month and what used them.

Using it without a mouse

Everything here works from the keyboard. Tab moves through the page (the first stop is a “Skip to content” link). On a map, Tab reaches each step in turn, Enter opens it in the side panel, and Escape closes the panel or whatever menu is open. Arrow keys nudge a selected step. Ctrl+Right adds the next step after the one you are on and Ctrl+Down starts a branch. Ctrl+K opens search from any page. Drawing a new line between two steps still needs a mouse; add the step with Ctrl+Right instead and it arrives connected.

Every control has a name a screen reader can say, the colours meet the usual contrast rule, keyboard focus is always visible, and the app follows the “reduce motion” setting on your device. Dark mode is under your account settings. If something gets in your way, use Send feedback at the top of this page (or in the menu on a small screen) and say what you were trying to do. It goes to your organisation’s admins.

The golden rules: real answers beat guesses, “don’t know” is a real answer, and a rough map today beats a perfect map never.