Integrations / Project Management
Connect HelloTracks to WhatsApp with an AI agent
Flann is an AI agent your business talks to on WhatsApp. Connect HelloTracks once, then ask Flann to look things up in it or get work done in it, by text or voice note. Connecting HelloTracks to Flann does not change how your team works in it. They keep their boards, lists and timers.
10 actions in HelloTracks. 6 only look things up, and 4 create, update, send or delete. You connect with your API key.
What you can ask Flann to do in HelloTracks
Send any of these on WhatsApp, in your own words. Flann finds the right HelloTracks action and fills in the details from the conversation.
“Show me my members in HelloTracks.”
“Look up the account context in HelloTracks.”
“Show me my places in HelloTracks.”
Step by step: HelloTracks jobs you can hand to Flann
Each step below names the HelloTracks action Flann actually runs.
Get answers about your members
- You message Flann on WhatsApp: “What is the latest on our members in HelloTracks?”
- Flann runs
List Membersin HelloTracks and shows you what it found. - Nothing in HelloTracks is changed: these are look-ups, so they run straight away.
Check your locations from WhatsApp
- You message Flann on WhatsApp: “Show me where our locations in HelloTracks stand.”
- Flann runs
Get Current Locationsin HelloTracks and shows you what it found. - Nothing in HelloTracks is changed: these are look-ups, so they run straight away.
Get answers about your contexts
- You message Flann on WhatsApp: “What is the latest on our contexts in HelloTracks?”
- Flann runs
Get Account Contextin HelloTracks and shows you what it found. - Nothing in HelloTracks is changed: these are look-ups, so they run straight away.
Repetitive HelloTracks work Flann takes off your plate
These are the jobs that come back every day or every week. Message Flann instead, and keep the decisions for yourself.
Capturing actions from a team meeting
Today
After a team meeting, actions get agreed but nobody writes them into HelloTracks. A week later, everyone remembers the meeting differently.
With Flann
“Here are the notes from this morning’s meeting. Create the actions in HelloTracks with owners.”
Reading your notes, Flann picks out each decision and action, names who owns it and suggests a due date.
What you stop doing: Being the one who types up actions after every meeting is behind you.
Spotting work that has stalled
Today
A job can sit in the same column of HelloTracks for weeks without anyone noticing. You only find out when a customer chases.
With Flann
“Anything in HelloTracks that hasn’t moved since last week?”
Comparing this week’s board in HelloTracks with last week’s, Flann lists tasks with no updates, comments or status change, along with how long each has been stuck and who holds it. That part is a look-up.
What you stop doing: Finding stuck work only when a customer complains stops happening.
More on this: how to hand repetitive tasks to an AI agent on WhatsApp.
How Flann connects to HelloTracks
- In Flann, go to Connectors and find HelloTracks.
- Paste your HelloTracks API key into the secure form Flann opens. You will find the key in your HelloTracks account settings.
- Go back to WhatsApp and ask for what you need. Flann chooses the HelloTracks action and fills in the details.
Look-ups run as soon as you ask and change nothing in HelloTracks. You can disconnect HelloTracks from Connectors at any time.
Ways to use HelloTracks with Flann
Know who is on what
Ask who is working on what. Flann summarises HelloTracks in a few lines.
Plan the week in a message
Tell Flann what needs doing this week.
Close things off
Tell Flann a job is done. It prepares the update in HelloTracks so the list stays honest.
Doing it yourself, wiring up a rule, or asking an agent: here is how they compare for HelloTracks.
| Compare | Opening HelloTracksLog in, find it, do it | A fixed workflowTriggers built in advance | HelloTracks through FlannAsk and get it done |
|---|---|---|---|
| Getting started on a job | Log in and click through the screens | Only what was wired up in advance | Text or voice note, in your own words |
| Looking things up | By hand, screen by screen | Only the look-ups someone built | 6 look-ups, answered straight away |
| Creating and updating | Typed in by hand | Run unchecked once built | 4 changes, made from a message |
| HelloTracks records | All of them, one screen at a time | Only the ones you wire up | 4 kinds, from one chat |
| Set-up | Nothing new to set up | Someone builds and maintains each flow | Your HelloTracks API key, once |
YesPartlyNo
Everything Flann can do in HelloTracks
The full list of HelloTracks actions available to Flann once you connect it.
Looks up 6
- Get Account Context
- Get Current Locations
- Get Job
- List Jobs
- List Members
- List Places
Changes 4
- Archive Job
- Delete Job
- Update Job
- Upsert Job
More Project Management apps Flann works with
Common questions
How does Flann connect to HelloTracks?
Open Connectors in Flann, choose HelloTracks and paste your HelloTracks API key into a secure form. You will find the key in your HelloTracks account settings. Once it is connected, Flann can use 10 actions in HelloTracks.
Can I use HelloTracks from WhatsApp?
Yes. You talk to Flann on WhatsApp or in the Flann app, by text or voice note, and Flann works in HelloTracks for you. You do not need to open HelloTracks.
Which Flann plan do I need for HelloTracks?
Any of them. Every Flann plan includes HelloTracks and every other app.