The Discovery Call Show-Up Maximizer workflow helps ensure that scheduled discovery calls actually happen.
Many leads schedule an introductory call but forget, become distracted, or lose momentum before the meeting. This workflow reduces no-shows by sending a structured series of reminders leading up to the call.
It automatically confirms the appointment and sends follow-up reminders so candidates arrive prepared and on time.
When This Workflow Runs
This workflow begins when a discovery call is scheduled.
The trigger occurs when:
A franchise opportunity call is booked through the calendar.
Once the appointment exists in the system, the workflow starts automatically.
Step 1 – Confirm the Opportunity
The system first checks whether an opportunity exists for the contact. This ensures the workflow is connected to the correct candidate record and pipeline stage.
If an opportunity is not found, the workflow ends.
If the opportunity exists, the system continues with the confirmation sequence.
Step 2 – Update the Opportunity Record
Once the opportunity is confirmed, the system updates the record to reflect that a discovery call has been scheduled.
This ensures the candidate’s pipeline stage and meeting information remain accurate.
Step 3 – Set the Appointment Date
The workflow records the appointment date and time associated with the discovery call.
This allows the system to schedule reminders based on the timing of the meeting.
Step 4 – Send Confirmation Email
Immediately after the call is scheduled, the system sends a confirmation email.
This email typically includes:
confirmation that the call was booked
the scheduled date and time
instructions for joining the meeting
any preparation information for the candidate
This reassures the candidate that their appointment is confirmed.
Step 5 – Next-Day Follow-Up
If the call is scheduled more than a day in advance, the workflow sends a next-day follow-up email.
This message helps maintain engagement and reminds the candidate that the upcoming conversation is important.
Step 6 – Pre-Call Reminder
As the meeting approaches, the workflow sends additional reminders closer to the scheduled time.
These reminders help reduce missed appointments by ensuring the call stays top of mind.
Typical reminders include:
the morning-of reminder
a reminder a few hours before the meeting
Step 7 – Morning-of Reminder
On the day of the scheduled call, the system sends a final reminder email.
This message typically encourages the candidate to prepare for the conversation and confirms the meeting details once again.
Why This Workflow Is Important
Discovery calls are one of the most important steps in the franchise consulting process.
If a candidate misses their first call, momentum can be lost.
This workflow helps by:
✔ confirming appointments immediately
✔ keeping candidates engaged between booking and the meeting
✔ reducing forgotten appointments
✔ increasing show-up rates
Consistent reminders help ensure that scheduled calls actually happen.
Why Messages Are Written Inside the Workflow
In FranFlow, reminder emails are written directly inside the workflow rather than as separate templates.
This approach makes it easier to:
see the entire communication sequence
adjust reminder timing
manage messaging in one place
This keeps the automation simple to maintain.
🪄 Best Practices: Consultants can customize the messaging to match their tone and style.
However, the timing of reminders should remain consistent so candidates receive the right amount of communication without feeling overwhelmed.
Maintaining consistent reminders significantly improves attendance rates for discovery calls.