Are you searching for a tool that redefines process management and workflow optimization? Puzzle offers a suite of innovative features designed to streamline your operations, foster collaboration, and enhance visibility across your processes.
From robust integrations to advanced functionality like cost calculators, AI-powered note generation, and deep documentation, Puzzle stands out as more than just a workflow tool—it’s your ultimate process management companion.
🏢 Organization-Based Access: Smarter User & Workspace Management
Puzzle’s Organization structure provides a centralized way to manage users, roles, and Workspaces — giving growing teams the control, visibility, and scalability they need. Instead of inviting people one Workspace at a time, you can now manage access and permissions at the Organization level.
Key Benefits
🎯 Centralized User Management: Invite users once and manage their access across all Workspaces from a single tab.
🔑 Role-Based Permissions: Assign roles like Owner, Admin, or Editor to define what each user can do — from billing access to workspace creation.
📈 Scales With You: As your team grows, your permission model grows with it — ideal for agencies, teams with external collaborators, or multi-department operations.
✨ Cleaner Transitions: Transfer workspace ownership, reorganize teams, and control visibility without manual complexity.
With Organization-based access, you get smarter control and cleaner collaboration — all from one place.
HubSpot Integration: Visualize Your CRM with Nearly No Effort
With Puzzle’s HubSpot integration, you can seamlessly connect your HubSpot Workflows and Forms directly within Puzzle’s workflow canvas. This integration provides you with a clear way to keep your system documentation updated without ever needing to leave the Puzzle platform.
Key Benefits
🔗 Effortless Integration: Incorporate HubSpot workflows into your Puzzle processes with just a few clicks, saving time and effort.
💡 Real-Time Insights: Access essential information such as workflow IDs, creation dates, and enrollment data directly in Puzzle.
🗺️ Seamless Mapping: Easily map existing HubSpot workflows and visualize them in the context of your processes, adding manual steps or notes as needed.
⏱️ Time-Saving Functionality: Quickly connect HubSpot workflows to relevant Puzzle steps to maintain data consistency and efficiency.
This integration enhances visibility across your workflows, allowing you to monitor processes and respond to changes with ease.
Make Integration: Visualize and Automate Your Scenarios with Ease
Puzzle’s Make integration lets you sync your flowcharts with Make Scenarios, allowing for real-time accessibility and visibility of your automations. Say goodbye to manually updating your documentation, as Puzzle keeps the visual representations of your Make scenarios in sync with just a few clicks.
Key Benefits
🤖 Automatic Documentation: The integration automatically generates visual documentation for Make scenarios, saving time and increasing accuracy.
⚡ Real-Time Updates: Stay informed of any changes in your Make scenarios as they reflect in real time on Puzzle’s platform.
🤝 Enhanced Collaboration: Team members can easily access and understand workflows, fostering better collaboration and transparency.
This integration ensures that everyone has a clear, accurate view of how Make automations function within your Puzzle workflows, enabling better coordination and control.
Zapier Integration: Manage Automations with Confidence
Puzzle’s Zapier integration offers a unique way to manage your automations within workflows. With this feature, you can sync and visualize your Zaps to understand how each automation functions in context. Instead of feeling overwhelmed by lists of Zaps, you’ll have a visual overview, making adjustments easy and error-free.
Key Benefits
⚡ Easily Manage Zaps: Locate and edit Zaps within broader workflows, eliminating confusion and improving efficiency.
🤖 Visualize Automations: Puzzle displays Zaps in a way that makes it easy to understand connections and dependencies.
👥 Team Alignment: Non-technical team members can follow and understand automated processes, making collaboration seamless.
🛠️ Confident Adjustments: Understand the impact of changes across workflows, reducing errors and boosting confidence in adjustments.
With this integration, managing complex automations becomes a straightforward, intuitive process, ensuring everyone on the team can stay aligned.
Conditional Step Coloring: Add Visual Cues to Your Workflow
Conditional Step Coloring in Puzzle allows you to automatically highlight process steps based on specific conditions. Whether identifying draft steps, tracking tool usage, or managing role-based responsibilities, this feature provides instant clarity to complex workflows. By applying color codes dynamically, teams can easily pinpoint critical elements, streamline presentations, and improve decision-making.
Key Benefits
🎨 Instant Visibility: Automatically color-code steps based on status, roles, or tools focuses viewers when presenting.
📊 Enhanced Decision-Making: Identify key steps and process bottlenecks quickly for better process evaluation.
👥 Improved Collaboration: Make workflows clearer for teams and stakeholders who are navigating your documentation
⚡ Faster Change Management: Easily track process updates and dependencies for procedural changes you're making across teams.
Conditional Step Coloring is a powerful way to bring structure and clarity to workflows, making it easier to present, refine, and manage operations.
💰 Process Costing: Calculate Step and Workflow Costs with Confidence
Puzzle's Process Costing features give you the tools to track and communicate the financial impact of your operations — from individual steps to your entire workflow. With inputs like time, frequency, and role rates, Puzzle automatically calculates labor costs and surfaces total process spend. Tool costs are also included in the sidebar when tools are priced and connected via the Tool Canvas, giving you a complete view of labor and software investment.
Key Benefits
📊 Full Cost Transparency: View cost at both the step level and entire workflow level for clear ROI.
🎯 Make Informed Decisions: Use real cost data to prioritize improvements, resource allocation, or tech investments.
💡 Connect Directly to Team Roles: Role rates configured in the Team Canvas automatically feed into cost calculations.
🤝 Support Better Stakeholder Conversations: Show the value of your operations in financial terms — not just process diagrams.
Whether you're building a proposal, optimizing a team’s effort, or identifying expensive bottlenecks, Process Costing turns your workflows into data-backed assets.
👉 Learn more about Calculating Process Costs in Puzzle →
Tool Canvas: Manage Your Tech Stack with Cost Tracking
The Tool Canvas helps you manage your connected software tools with visual clarity and built-in cost tracking. Easily see how each tool connects to your processes, monitor active subscriptions, and stay ahead of renewal deadlines.
With Tool Sections, you can organize tools by department, project, or stack — and Puzzle will automatically calculate and display monthly and annual costs per group. These tool costs also appear in process and section-level costing views, helping you connect tool spend directly to the workflows they support.
Key Benefits
🌟 Visual Overview: Map every tool across your workflows to improve coordination and oversight.
📂 Organized by Section: Group tools into custom sections like “Sales Stack” or “Legacy Systems” for clarity.
💸 Built-In Cost Tracking: Monitor tool spend and renewal schedules directly within your workflow diagrams.
📊 Instant Cost Summaries: Get automatic totals per group — perfect for leadership reports or audits.
👉 Learn more about Tool Canvas Features →
Entities and Attributes: Simplify Endpoint Tracking and System Updates
Puzzle’s Entities & Attributes feature is a game-changer for documenting and managing how endpoints across all your tools connect to your operational processes. This feature helps system builders reduce errors, minimize downtime, and make confident, informed updates by providing a clear view of your automation landscape.
Key Benefits
🔍 Easily Search Attribute Usage: Visualize where attributes are used without sifting through every automation. When adding attributes to steps, search and filter by entity to quickly locate the exact fields you need—even across large datasets. This saves time, reduces guesswork, and keeps your documentation consistent.
✅ Confident System Changes: Understand how fields interact across automations and touch points, minimizing risks during updates. You can add individual attributes or apply an entire entity’s attributes to a step in one action, making it easier to capture full records and streamline system mapping.
📊 Streamlined Process Visualization: Assign and track attribute usage in visual process diagrams for a comprehensive view of your systems. Whether you’re documenting a newly created object or referencing external data, structured attributes give your workflows clarity and context.
By empowering teams with clean, actionable data in context, the Entities & Attributes feature transforms how you approach system documentation, technical handoffs, and operational scaling.
AI-Generated Notes for Sections and Steps
Leverage AI to automate note creation for steps and sections, ensuring consistency and saving time. Puzzle’s AI features write process notes for you tailored to your processes, streamlining documentation and collaboration.
Key Benefits
🤖 Streamlined Documentation: Automate your written documentation to quickly add foundational instructions for each step and process
📋 Consistent Insights: In one click, AI will consider the step's tool and title to generate notes aligned with your steps and workflows.
🚀 Save Time: Focus on execution while AI handles the details.
🧠 Smarter Context Awareness: Puzzle considers who executes each step—whether it’s a person, tool, or AI—to generate notes that better reflect how the work gets done.
Deep Documentation: Step and Section Sidebars
Puzzle’s Step Sidebar and Section Sidebar features enable teams to embed detailed notes, links, and Loom videos directly into your steps and sections. This functionality allows you to combine your written and visual documentation to foster team alignment by keeping essential details in one place.
Key Benefits
🗂️ Centralized Resources: Keep critical notes and details at your fingertips directly within your visual process diagrams
🔗 Integrated Knowledge: Embed links, looms video walkthroughs, and references directly into process steps to create a visual playbook for your business
👥 Enhanced Collaboration: Invite your team members to ensure team alignment with easy-to-access documentation.
Conclusion
With powerful integrations and advanced features, Puzzle is more than a process management tool—it’s a strategic partner for optimizing your workflows. Whether automating tasks, visualizing tools, or calculating costs, Puzzle offers everything you need to stay ahead. Explore these features today and take your process management to the next level!