How to Locate, Edit, and Manage Automations
Workflows in FranFlow are automated sequences that help manage communication with candidates and streamline your daily processes.
Instead of manually sending emails, texts, or reminders, workflows automatically perform these actions based on specific triggers.
FranFlow includes several pre-built workflows designed specifically for franchise consultants. These automations help manage the candidate journey from the moment a lead enters the system through discovery calls, presentations, and placement.
What Is a Workflow?
A workflow is a series of automated steps that run when a specific action occurs.
These steps may include:
Sending emails
Sending SMS messages
Adding tags
Updating contact information
Creating opportunities
Moving candidates through pipeline stages
Adding contacts to additional workflows
Each workflow is designed to guide candidates through different stages of the franchise discovery process.
The FranFlow Workflow Folder
When you first access workflows in FranFlow, you will see a folder called:
FranFlow Workflows
This folder contains the core automation system included with FranFlow.
These workflows support key stages of the consulting process, such as:
Responding quickly to new leads
Building credibility with prospects
Confirming scheduled calls
Reducing meeting no-shows
Following up after presentations
Nurturing long-term prospects
Together, these automations create a structured candidate experience.
Where to Find Workflows
To locate workflows in FranFlow:
Log into FranFlow
Click Automations
Select Workflows
You will now see the list of available workflows.
From this screen, you can:
Open a workflow
Edit automation steps
Turn workflows on or off
Review enrollment history
Monitor execution logs
Understanding the Workflow Builder
When you open a workflow, you will see the Workflow Builder.
This visual layout shows how the automation works from start to finish.
Each box in the builder represents an action.
Common workflow actions include:
Trigger – What starts the workflow
Conditions – Rules that determine the next step
Emails – Automated email messages
SMS messages – Automated text messages
Wait steps – Delays between actions
Tags – Labels applied to contacts
Workflow routing – Sending contacts to other automations
The workflow builder allows you to see the entire automation sequence at once.
How Workflows Are Triggered
Every workflow begins with a trigger.
A trigger tells the system when the workflow should start.
Examples include:
A new contact is created
A tag is added to a contact
A meeting is scheduled
An appointment is marked as a no-show
A pipeline stage changes
Once the trigger occurs, the workflow begins automatically.
Editing a Workflow
You can edit the messaging inside a workflow at any time.
Common edits include:
Updating email wording
Adjusting SMS messages
Changing wait times between steps
Updating scheduling links
To edit a workflow:
Open the workflow
Click the step you want to update
Make your changes
Save the step
Changes will apply to new contacts entering the workflow.
Why Emails and Texts Live Inside the Workflow
In FranFlow, emails and SMS messages are written directly inside the workflow rather than stored as separate templates.
This approach makes it easier to:
See the entire communication sequence
Update messaging quickly
Understand what candidates receive and when
It also reduces confusion when managing multiple automations.
Turning Workflows On or Off
Each workflow can be toggled on or off.
When a workflow is turned off:
new contacts will not enter the automation
existing contacts may stop progressing through the sequence
Most system workflows included with FranFlow should remain turned on to ensure the candidate experience runs smoothly.
Viewing Workflow Activity
Each workflow includes two additional tabs:
Enrollment History
Shows which contacts have entered the workflow.
Execution Logs
Shows the actions the workflow has performed.
These tools help you troubleshoot or verify that automations are working correctly.
🪄 Best Practices When Managing Workflows: When working with workflows, keep the following tips in mind:
✔ Customize the messaging to reflect your voice and brand
✔ Avoid deleting steps unless you understand their purpose
✔ Keep timing delays between messages natural
✔ Test workflows after making changes
✔ Leave system workflows active unless instructed otherwise
Small adjustments to messaging can help personalize the automation while keeping the overall structure intact.