How to Safely Customize and Manage Automations
FranFlow includes several pre-built workflows designed to automate communication and streamline the franchise consulting process.
These workflows handle tasks such as:
responding to new leads
confirming scheduled calls
reducing no-shows
nurturing prospects
following up with candidates
While the workflows are already configured to work out of the box, consultants can customize messaging and timing to match their personal communication style.
The tips below will help you safely manage workflows without disrupting the automation system.
Start by Customizing the Messaging
The easiest and most recommended way to personalize workflows is by editing the emails and text messages inside the workflow.
Each workflow contains built-in communication steps that send messages automatically.
You can safely update:
email wording
SMS message text
links or resources included in messages
your tone and voice
This allows the automation to reflect your personality while keeping the system structure intact.
Keep Emails and Text Messages Inside the Workflow
In FranFlow, emails and SMS messages are intentionally written inside each workflow rather than stored as separate templates.
This approach makes it easier to:
see the full communication sequence in one place
understand when each message is sent
quickly edit messaging without searching through templates
When updating messaging, always edit the message step inside the workflow builder.
Avoid Deleting Workflow Steps
Each step in a workflow is part of the automation logic.
Deleting steps can accidentally remove important actions such as:
creating opportunities
assigning leads
updating pipeline stages
adding tracking tags
If you are unsure what a step does, it is best to leave it in place.
You can always adjust the message content without removing the step itself.
Be Careful When Changing Triggers
Every workflow starts with a trigger, which tells FranFlow when the automation should begin.
Examples include:
a new contact is created
a tag is added
a meeting is scheduled
a pipeline stage changes
Changing triggers can prevent the workflow from running properly.
Unless you fully understand the automation, it is best to leave triggers unchanged.
Maintain Natural Timing Between Messages
Workflows often include wait steps that space out communication.
These delays are designed to make the outreach feel natural rather than automated.
For example:
waiting a few minutes before sending an SMS after an email
waiting a day between follow-up emails
sending reminders closer to a scheduled meeting
If you adjust timing, try to maintain a natural rhythm for communication.
Test Changes Before Relying on Them
Whenever you update a workflow, it is a good idea to test it.
You can do this by:
adding yourself as a test contact
triggering the workflow manually
reviewing the messages you receive
This helps confirm that:
messages send correctly
links work properly
timing feels appropriate
Avoid Turning Off Core System Workflows
Several workflows included in FranFlow act as system-level automations.
These workflows manage critical tasks such as:
routing new leads
creating opportunities
managing call reminders
Turning these workflows off may disrupt the candidate management process.
If you are unsure whether a workflow is required, it is best to leave it active.
Monitor Workflow Activity
FranFlow provides tools that help you understand how workflows are performing.
Inside each workflow you can review:
Enrollment History
Shows which contacts have entered the workflow.
Execution Logs
Shows which actions the workflow has performed.
These tools are helpful for troubleshooting or verifying that automations are working correctly.
Make Small Changes First
When customizing workflows, start with small adjustments.
For example:
update your introduction email
personalize your SMS message
adjust scheduling language
After testing these changes, you can make additional refinements if needed.
This approach reduces the risk of breaking automation logic.
Keep the Candidate Experience in Mind
The purpose of every workflow is to improve the candidate experience.
Automation should feel helpful and professional, not overwhelming.
Try to keep communication:
✔ clear
✔ friendly
✔ concise
✔ supportive
Candidates should feel guided through the process, not pressured by automation.