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ioZen Docs

Core Concepts

ioZen has a simple architecture. Once you understand these five concepts, you’ll know how everything fits together.

FlowApps

Section titled “FlowApps”

A FlowApp is the container for everything. Think of it as a complete application that:

  • Collects information (IntakeBots)
  • Processes work (Process Boards)
  • Stores data (Records)
  • Manages people (Contacts)
  • Automates decisions (Routing)

One FlowApp = one use case. Quote requests, job applications, support tickets: each gets its own FlowApp.

IntakeBots

Section titled “IntakeBots”

IntakeBots are how you collect information. They replace traditional forms with conversations.

Key differences from forms:

  • Questions appear one at a time (not a wall of fields)
  • Logic adapts based on previous answers
  • AI can ask clarifying questions
  • Documents can be uploaded and extracted

An IntakeBot is the “front door” of your FlowApp: what your users see and interact with.

Process Boards

Section titled “Process Boards”

Process Boards are kanban-style boards for tracking work.

When someone submits an IntakeBot:

  1. A card is created automatically
  2. The card lands in your first phase (column)
  3. You drag cards through phases as work progresses
  4. Cards can be assigned, commented on, and tracked

Process Boards are internal: your users never see them.

Records

Section titled “Records”

Records are your data. Every IntakeBot submission becomes a record.

Records have:

  • Fields: The data you collected (name, email, description, etc.)
  • Linked contacts: Who submitted it
  • History: Changes over time

You define Record Types with custom schemas. Need to track products? Create a Product record type. Need invoices? Create an Invoice record type.

Contacts

Section titled “Contacts”

Contacts are people. Every person who interacts with your FlowApps gets a contact record.

Contacts unify data across FlowApps:

  • Maria submits a quote request → Contact created
  • Maria submits a support ticket → Same contact, new interaction
  • You see Maria’s complete history in one place

Contacts can have:

  • Custom fields
  • Tags for segmentation
  • Notes and activity history

How They Connect

Section titled “How They Connect”
User fills out IntakeBot
        ↓
Record created (data stored)
        ↓
Contact created or updated (person tracked)
        ↓
Card created on Process Board (work tracked)
        ↓
Routing rules assign and notify (automation)

Everything is automatic. You configure once, then ioZen handles the flow.

Next Steps

Section titled “Next Steps”

Now that you understand the concepts: