What makes a great Room?
A great Room does 3 things:
Aligns with a clear customer journey
Delivers just enough content, clearly structured
Drives action and collaboration on both sides
Let’s break down what that looks like in practice.
How to Create a Great Room
1. Design for the full journey, not a single moment
1. Design for the full journey, not a single moment
Rooms are rarely “one-and-done.” They often stretch across:
Sales (post-demo → internal buy-in → legal)
Onboarding (kickoff → documentation → activation)
Ongoing collaboration (updates, quarterly reviews, etc.)
Before building, ask:
“What phases does this Room need to support?”
For example, a sales Room might start with a welcome, followed by key materials (a deck, demo recording, proposal), but also include locked sections like “Kickoff” or “Onboarding” - placeholders for the CS team to pick up when the deal closes.
If multiple teams are involved (e.g. Sales then CS), that brings us to 👇
2. Structure with clear, purposeful sections
2. Structure with clear, purposeful sections
Use sections to break the Room into logical steps. Each section should have a clear theme.
For instance:
Welcome → intro message, testimonial, your contact details
Solution Overview → product deck, value summary, demo video
Decision Support → proposal, pricing, business case
Kickoff (locked until post-sale) → onboarding form, training materials
This structure makes it easy to navigate and share internally, especially for champions who need to forward the Room to others.
3. Avoid overcrowding
3. Avoid overcrowding
Be selective with what you include. No one enjoys scrolling through 20 sections or viewing a 50-slide deck just to find the key point. Prioritize quality over quantity by highlighting what matters, and link out to larger files or supporting resources if needed.
Your goal is to reduce friction and make your Room skimmable. Keep it lightweight, especially in the early stages, and expand only when needed.
4. Use variables to personalize at scale
4. Use variables to personalize at scale
Variables let you personalize a Room automatically, every time you reuse a template.
They’re ideal for scaling without losing the human touch.
Add variables like {{first_name}}, {{company_name}}, or {{your_name}} directly into text blocks or section titles. When someone creates a Room from that template, Flowla fills them in automatically without you needing to manually add them.
Pro tip: Use variables in your welcome message to make every Room feel tailor-made from the start.
5. Always save it as a template
5. Always save it as a template
If a Room works, save it. Don’t reinvent it every time. When saving, choose a clear internal name like “Sales | Mid-Market” or “Sales & Onboarding”.
Customers won’t see this name, it's internal to help you find the right template easily. They only see the Room name, which you can personalize based on the company or use case.
Templates are how you scale success across teams. They save time, eliminate inconsistency, and ensure everyone is following the same playbook.
How to Use the Room with Customers
1. Show the Room live before the meeting ends
1. Show the Room live before the meeting ends
Before you hit “send”:
Share your screen in the last 5 mins of your call
Walk through the Room (or a template)
Show where things will live
Ask them to bookmark the link — it’ll stay live for next steps
This builds confidence and creates a smoother async experience.
You might say:
“I’ll send you a Room that looks like this. it’ll have everything we covered and next steps in one place. Feel free to bookmark it; it’ll be our shared space from here on.”
2. Lock future sections until they’re needed
2. Lock future sections until they’re needed
Locked sections help you control the pacing of your Room, whether you're using it for sales only or across the full customer journey.
For example, you can keep a Kickoff or Onboarding section hidden until the deal is signed, or hold back pricing and legal docs until after discovery. This keeps the Room focused on what matters now and avoids overwhelming your customer too early.
It also creates a sense of curiosity. When your customer sees that more is coming, they’re more likely to stay engaged. And when the time is right, you simply unlock the next section.
3. Transfer ownership once the customer moves to CS
3. Transfer ownership once the customer moves to CS
Once the deal is closed, you don’t need to create a new Room, just transfer ownership to the CS manager. This makes sure the right person is now notified about customer activity and responsible for driving things forward.
They’ll receive updates when customers view the Room, complete actions, or leave messages.