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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
  • Bot flows are triggered by: a keyword the customer types, or a form submission event
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

  • Keyword trigger — customer types a specific word or phrase (“hi”, “help”, “order”)
  • Form submission — triggered automatically when a customer submits a form
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 channel (WhatsApp, Instagram, Web Chat) and a test contact

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 for 10 minutes?
  • 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).
Publishing updates the flow in place — there’s only one live version.
  • Conversations already in progress continue on the updated flow from their current step
  • New conversations also start with the updated flow
Because in-progress conversations pick up your changes immediately, 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