How to Create and Manage Your Own Automations
FranFlow includes several pre-built workflows designed to automate communication with candidates and manage the franchise discovery process.
However, you are not limited to those workflows. Consultants can also create their own automations to support their unique processes.
Custom workflows can help automate tasks such as:
sending follow-up emails
nurturing prospects
reminding candidates about next steps
organizing lead management processes
Once created, workflows run automatically in the background.
What Is a Workflow?
A workflow is a series of automated actions that run when a specific event occurs.
In simple terms:
Something happens → the system performs actions automatically.
For example:
A new lead submits a form
FranFlow sends a welcome email
The system waits one day
A follow-up message is sent
Workflows help automate repetitive tasks so you do not have to manage every step manually.
The Three Core Parts of a Workflow
Most workflows are built using three main components.
Trigger
A trigger tells FranFlow when the automation should begin.
Triggers are events the system monitors, such as:
a new contact being created
a tag being added
an appointment being scheduled
a pipeline stage changing
When the trigger event happens, the workflow starts automatically.
Actions
Actions are the steps the system performs after the trigger fires.
Examples include:
sending an email
sending a text message
adding a tag
updating a contact field
creating an opportunity
adding the contact to another workflow
You can stack multiple actions together to create a full automation sequence.
Conditions (Optional)
Conditions allow the workflow to make decisions.
For example:
If the lead booked a call → stop the workflow
If the lead did not respond → send another message
This allows workflows to adapt to different situations automatically.
Where to Create a Workflow
To create a new workflow in FranFlow:
Log into FranFlow
Click Automations
Select Workflows
Click Create Workflow
Choose Start From Scratch
You will now enter the Workflow Builder, where you can begin creating your automation.
Basic Steps to Build a Workflow
Most custom workflows follow the same structure.
1. Add a Trigger
Start by choosing what event will begin the workflow.
For example:
Contact Created → start a welcome sequence
Tag Added → start a nurture sequence
Appointment Booked → send reminders
2. Add Actions
Next, decide what should happen after the trigger.
Examples might include:
Send a welcome email
Wait 1 day
Send a text message
Add a tag to track engagement
Actions run in the order they appear in the workflow.
3. Add Wait Steps
Wait steps create delays between messages.
For example:
Wait 10 minutes
Wait 1 day
Wait until a specific date
Spacing communication helps messages feel natural rather than automated.
4. Add Conditions (Optional)
Conditions allow the workflow to change direction depending on candidate behavior.
For example:
If the candidate scheduled a call → stop the workflow
If they did not respond → send a reminder
This helps prevent unnecessary messages.
🔎 Example Workflow: A simple example might look like this:
Trigger:
New contact is created
Actions:
Send welcome email
Wait 1 day
Send follow-up SMS
Wait 2 days
Send scheduling reminder
This automation ensures every new lead receives consistent communication.
When to Create Your Own Workflows
Custom workflows can be helpful when you want to automate a process that is unique to your consulting business.
Examples include:
long-term nurture sequences
referral follow-up campaigns
webinar or event reminders
candidate education sequences
past lead re-engagement campaigns
Before creating a workflow, it is helpful to map out the process you want to automate.
💡 Tips for Building Custom Workflows
If you are creating your own workflows, keep these tips in mind:
✔ Start simple
✔ Use clear trigger conditions
✔ Space messages naturally
✔ Test the workflow before using it with real leads
✔ Avoid duplicating workflows that already exist in FranFlow
A simple workflow that runs reliably is better than a complicated one that is difficult to manage.
When to Use FranFlow Workflows Instead
FranFlow includes several workflows designed specifically for franchise consultants.
These automations already manage critical parts of the candidate lifecycle, such as:
responding to new leads
scheduling discovery calls
reducing meeting no-shows
nurturing prospects
Before building your own workflow, check whether FranFlow already includes an automation that accomplishes the same goal.