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Who can use this?
  • Gallabox users with Bot Builder access (Owners and Admins).
The Bot Flow Builder is Gallabox’s drag-and-drop interface for creating automated WhatsApp conversation flows. You arrange nodes (Ask, Send, Condition, etc.) on a canvas, connect them to define the conversation path, test with a simulator, and publish when ready. Bot flows run inside the 24-hour conversation window on WhatsApp.

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Plan Availability

You can create bot flows on all Gallabox plans. Nodes outside the Basic set require Essential or Advanced; see the node reference pages.

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What Is a Bot Flow?

A bot flow is an automated conversation path — a sequence of nodes that define what the bot says and does at each step. Bot flows run inside an active conversation with the customer. Key constraints:
  • Bot flows only run when the customer has an active WhatsApp conversation with you within the 24-hour window
  • Outside the 24-hour window, you can only send pre-approved WhatsApp templates — not trigger bot flows
  • A flow only runs in a conversation assigned to its bot. See How conversations reach a bot
  • Each flow has a type that decides what starts it: Message based (a keyword), Order based, WhatsApp Form based, AI Flow, or CTWA Ad Based (a Click-to-WhatsApp ad)
What’s NOT a bot flow:
  • Sequences — automated multi-step message campaigns sent proactively (can be sent outside the 24-hour window)
  • Broadcasts — one-time bulk messages to segments
Learn more: WhatsApp Sequences Overview

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The Flow Builder Interface

The flow builder has 4 main areas:
  1. Toolbar (top) — Save, Test, Publish, Settings, Clone
  2. Node library (left sidebar) — categorized list of all available nodes
  3. Canvas (center) — drag-and-drop workspace where you build the flow
  4. Node settings (right panel) — configure the selected node

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Creating a New Bot Flow

1

Go to AI Agents and Bots → Bot Flows

2

Click Create Flow

3

Enter a flow name and optional description

4

Choose a trigger — how the flow starts

  • Message based — the customer’s message matches a keyword (“hi”, “help”, “order”), or any message with For any keyword
  • Order based — the customer places an order
  • WhatsApp Form based — the customer submits a WhatsApp Form
  • AI Flow
  • CTWA Ad Based — the customer arrives from a Click-to-WhatsApp ad
Keywords match the whole message. See How a flow is chosen.
5

Start building on the canvas

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Adding and Connecting Nodes

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Adding a Node

  1. Find the node in the left sidebar (categorized: Ask, Send, Action, Flow Control, Integrations)
  2. Drag it onto the canvas — or click to add it directly below the last node
  3. Configure the node in the right panel

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Connecting Nodes

  1. Hover over a node — connection dots appear on the edges
  2. Click and drag from one dot to another node to create a connection
  3. Some nodes have multiple output points:
    • Ask nodes: one output (proceed after response)
    • Condition nodes: two outputs (“yes” / “no” branches)
    • Switch nodes: multiple outputs (one per case)
  4. Delete a connection by clicking the line and pressing Delete

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Node Configuration

Each node type has its own settings panel. Common settings:

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Using Variables in Nodes

Variables let you personalise messages and pass data between nodes. Type {{ in any text field to see available variables — for example, {{contact.name}} inserts the contact’s name and {{order_id}} inserts a flow variable captured by an Ask node. For the full list of variable types, see Variables in Bot Flows.

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Testing Your Flow

1

Click Test in the toolbar

The test simulator opens.
2

Select a test contact

Bot flows run on WhatsApp only, so there’s no channel to choose — just pick the WhatsApp contact to test with.
3

Walk through the flow step by step

The simulator shows what the customer sees.
4

Check variable values at each step

Click any node to see what data it received and produced.
5

Fix errors

Adjust node settings and re-test.
Test tips:
  • Use a test contact that simulates different customer responses
  • Test all branches — try every path through the flow (success, error, skip paths)
  • Check variable values — make sure they’re populated correctly at each step

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Publishing Your Flow

1

Save the flow

Ctrl+S or click Save.
2

Publish the flow

This makes it live and available to customers.
Publishing checklist:
  • All paths tested (success, error, timeout)
  • Variables are correctly mapped
  • Fallback messages configured (for unknown responses)
  • Flow is connected to the right trigger
  • Analytics goals are set (so you can measure performance)

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Cloning a Flow

Click Clone in the toolbar to create a copy of the current flow. Useful for:
  • Creating variations of a flow (A/B testing)
  • Duplicating a working flow to modify
  • Creating a template flow to reuse

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Flow Best Practices

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Keep Flows Simple

  • Each flow should have one clear goal (e.g., “Track order” or “Book a demo”)
  • Break complex flows into multiple smaller flows linked together with Jump To
  • Use descriptive names: “Order Tracking v2” not “Flow 3”

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Add Fallback Handling

Every Ask node should have a retry message. Every Condition should have a fallback branch. Customers don’t always respond as expected — your flow should handle the unexpected gracefully.

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Test All Branches

Don’t just test the happy path. Test:
  • What happens if the customer sends the wrong type of input?
  • What happens if they don’t respond? See Bot wait time and drop-off
  • What happens if the API call fails?

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Monitor Analytics

After publishing, check Bot Analytics to see:
  • How many conversations started the flow
  • Where customers drop off (which node has the highest exit rate)
  • Which paths lead to the most resolutions

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FAQs

Yes — you can have multiple flows active simultaneously. If more than one active flow matches the same trigger, the most recently created flow runs — flows are evaluated newest-first and the first match wins. There’s no error and no priority setting, so keep trigger keywords distinct to avoid surprises.
Yes — use the Jump To node to jump to a different flow or a different section within the same flow. This lets you build modular flows (e.g., a shared “Thank you” section used by multiple flows).
There’s only one live version of a flow. When a change goes live depends on where you make it:
  • Changes on the canvas (nodes and connections) go live when you click Publish.
  • Flow settings in Edit Flow (keywords, nudges, finish actions, and flow-level drop-off) go live as soon as you save them on a published flow. You don’t need to publish again.
Once a change is live, conversations already in progress continue on the updated flow from their current step. New conversations also start with the updated flow.A new wait time applies from the bot’s next question. A question that’s already waiting keeps its old deadline.Because in-progress conversations pick up your changes, avoid removing or heavily restructuring nodes that live conversations may be sitting on. Test changes before publishing.
Not directly — sequence steps send template messages only; there is no “trigger bot flow” step type. However, you can achieve this indirectly: the template a sequence sends can include reply buttons, and the customer tapping a button can trigger a bot flow (via the button/keyword trigger). The flow starts when the customer responds, not automatically mid-sequence.
Go to AI Agents and Bots → Bot Flows → find the flow → click the toggle to deactivate it. Existing conversations in progress will complete their current flow, but no new conversations will trigger it.
A maximum of 10 per flow — see Flow Control Nodes for details and workarounds.

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Next Steps