Calendars in FranFlow allow candidates, partners, or team members to book time directly on your schedule.
Instead of sending emails back and forth trying to find a time, you can send a booking link and let someone pick an available slot.
This helps you:
✔ Schedule intro calls with candidates
✔ Book follow-up conversations
✔ Schedule franchisor introduction calls
✔ Avoid scheduling conflicts
✔ Automatically create contact records and tasks
Calendars save time and keep your candidate pipeline moving.
What Is a Calendar?
A Calendar in FranFlow is a booking tool connected to your availability.
It allows someone to:
Click your scheduling link
See open time slots
Select a time that works for them
Automatically schedule the meeting
Once a meeting is booked:
The event appears on your calendar (if connected)
The meeting appears in FranFlow
Reminder emails or texts can be sent automatically (through Workflow Automations)
No manual scheduling required (although it is possible if you need to!)
When Should You Use a Calendar?
Calendars are best used anytime you want someone to schedule time with you without emailing back and forth.
Common examples for franchise consultants include:
Intro calls
Business ownership calls
Franchise presentations
FDD reviews
Discovery calls
And so much more!
Where Calendars Live in FranFlow
There's two important places to know when it comes to calendars:
Calendar settings - think creation, management, and availability
Calendars - where you can see who has booked time with you
Calendar Settings
To configure or manage calendars:
Log into FranFlow
Click Settings
Select Calendars
From here you can:
Create new calendars
Edit existing ones
Adjust availability
Manage booking settings
Set notifications and reminders
Calendars
To view and manage scheduled calls:
Log into FranFlow
Click Settings
Select Calendars
From here you can:
See all upcoming appointments
Change and manage details
Managing Your Availability
Before you create your calendar, you're going to need to set your availability. Your calendar only shows times you make available.
You control:
✔ What days you accept meetings
✔ What hours are available
✔ How long meetings last
✔ How far in advance someone can book
Example:
Monday–Thursday
9:00 AM – 4:00 PM
Friday
9:00 AM – 12:00 PM
To configure you're availability, you will:
Log into FranFlow
Click Settings
Select Calendars
Select Availability
There's two parts to your availability:
Work hours
Schedule
Work Hours
Your work hours will represent the total available range someone can book on your calendar per day. You can add multiple shifts per day oor have one solid block.
To do this, you will:
Select the checkbox to the left of the day you want to be available
Input your start and end time that you are available
You can use the three icons to the right of each day to manage changes quickly and easily:
The plus icon allows you to add an additional shift or window to your availability that day (e.g. adding an hour break for lunch)
The trashcan icon allows you to remove any shifts you don't need
The layered square icon allows you to copy the shift to other days of the week
Once you've created your availability, make sure to select Save Changes.
Schedule
Schedules allow you to override your work hours for specific days. So if you know a half day coming up, you can schedule that!
How to Create a Calendar
Now that you have your availability set, let's create a calendar.
To create a new calendar:
Go to Settings
Click Calendars
Select Create Calendar
Now you get to choose your calendar type. FranFlow supports several main calendar types:
Personal Calendar
Round Robin Calendar
Collective Calendar
Service Calendar
Class Calendar
Event Calendar
Most franchise consultants will primarily use the first two types.
1. Personal Calendar
What It Is
A Personal Calendar is a one-on-one scheduling tool tied to a single person’s availability. Someone picks a time and books directly with you.
Common use cases:
Intro call with a franchise candidate
Follow-up consultation
Franchise recommendation review call
One-on-one strategy calls
As a consultant, you will use this calendar type the most.
2. Round Robin Calendar
What It Is
A Round Robin Calendar automatically distributes meetings across multiple team members. When someone books a meeting, FranFlow assigns it to the next available person.
Common examples:
Team lead distribution
Franchise inquiry routing
Support call scheduling
Multiple consultants handling intro calls
Example:
Three consultants are available.
Candidate books a meeting → FranFlow automatically assigns it to whichever consultant is next in rotation.
Great for teams of two or more who share leads equally.
What's next?
Once you've decided on your calendar type and name, you'll need to configure:
Meeting URL
Meeting duration
Confirm Availability
Location (Zoom, phone, etc.)
Confirmation settings
After you select the calendar type, you'll see the meeting name, URL, duration, and more:
The team members will be who this calendar can book with. Typcally you'll want one calendar per team member unless you're using the Round Robin calendar type.
The Custom URL will default to the calendar name unless otherwise changed. No spaces or slashes are permitted.
The Meeting Duration is how long you want them to be able to book a meeting with you.
Once saved, FranFlow generates a booking link you can send to candidates.