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Getting Started with FranFlow

Your Setup Checklist: This checklist will walk you through everything you need to set up FranFlow and start managing candidates effectively.

Follow these steps in order.

Step 1: Are You a FranServe Consultant?

Start by identifying your setup path.

Are you a FranServe consultant using FranTracker?

  • Yes → Follow the Lead Import Process below

  • No → Skip to Step 2

Step 1A: Import Your FranTracker Leads (FranServe Only)

If you already have leads in FranTracker, you’ll want to bring them into FranFlow.

‼️ Important: Do NOT import all leads at once manually.

Large imports (e.g., 1,000–3,000 leads) can overwhelm the system and cause failures due to API limits.

FranFlow uses batching to prevent this — but manual uploads should still be done carefully.

Export from FranTracker

Export the following:

  • Clients

  • Journal entries

Should all leads come into FranFlow?

Recommended approach:

  • Import active leads

  • Import inactive leads only if needed

  • Add a DND (Do Not Disturb) tag to inactive leads

This prevents accidental outreach to cold or outdated contacts.

You can check out more in our article: How to Export Clients and Journal Entries from FranTracker.

Step 2: Set Up Email Services

FranFlow requires email configuration to send messages reliably.

Set Up Your Sending Domain

You will create a sending domain such as: lc.domain.com

DNS Setup (Most Common: GoDaddy)

When adding DNS records:

✔ Copy and paste values exactly
✔ Record type must match (TXT, CNAME, etc.)
✔ Leave TTL as default
✔ Do not modify values

Once added, return to FranFlow and verify your domain.

Why This Matters

Without proper setup:

  • Emails may go to spam

  • Messages may not send

  • Automation will not function correctly

You can check out more on how to configure this in our article: FranFlow Dedicated Email Sending Checklist.

Step 3: Set Up Your Phone Number

Decide how you want to communicate with candidates.

Do you want to send texts and/or make calls?

Most consultants do.

Porting vs Buying New

In most cases, it’s better to purchase a new number.

Some existing numbers:

  • Cannot receive calls

  • Are SMS-only

  • Have limited functionality

If you do port a number, confirm it supports:

✔ Calls
✔ SMS

Purchase a Phone Number

  1. Go to Settings → Phone Systems

  2. Search by area code

  3. Select a number

  4. Click Purchase

Choosing a Number

Recommended:

✔ Use a familiar/local area code
✔ Choose a number easy to recognize

A2P (SMS) Verification

To send texts, you must complete SMS registration.

You will need:

  • Business name

  • EIN (if applicable)

  • Business details

This process can take time but is required for delivery.

Check out more in our article: How to Purchase a Phone Number & Complete A2P Verification in FranFlow.

Step 4: Set Up Voicemail

You’ll want a professional voicemail connected to your number.

How to Record Voicemail

Option 1 (Recommended):

  • Use iPhone Voice Memos app

  • Export as .m4a

  • Convert to .mp3 if needed

  • Upload into FranFlow

Option 2:

  • Record a video on your phone

  • Convert audio to MP3

Upload in FranFlow

Go to: Settings → Phone Systems → Voice

Upload your voicemail file.

Step 5: Set Up Your Calendar (Most Important Step)

Your calendar is the source of truth for scheduling.

Connect Your Calendar

  1. Go to Settings → Calendars

  2. Connect Google or Outlook

‼️ Important:

✔ Use your business email, not a personal Gmail
✔ Ensure conflicts are synced properly

Connect Video Conferencing

Choose:

  • Zoom

  • Google Meet

For a full walk through on configuring your calendars, check out: Calendars in FranFlow.

Step 6: Create Your Core Calendars

You should create 3 main calendars:

  1. Intro Call (First Call)

  2. Presentation Call

  3. Follow-Up Call

🪄 Best Practices:

✔ Use consistent naming

✔ Add a clear description

✔ Upload a professional image (optional)

Step 7: Configure Calendar Settings

Within each calendar:

  • Set working hours or custom schedule

  • Customize confirmation messages

  • Ensure booking form is updated

Step 8: Set Up Custom Values

FranFlow includes pre-built custom value folders.

Most important:

Calendar Links Folder

Includes:

  • Intro Call link

  • Follow-Up link

  • Consultation link

Why This Matters

Custom values allow you to:

✔ Use one link across workflows
✔ Update links in one place
✔ Avoid breaking automations

‼️ Important: If you change a calendar URL, you must update the custom value.

Check out more on custom values in the article: Custom Values in FranFlow.

Step 9: Update Your Profile & Signature

Go to: Settings → My Profile

Complete:

✔ Profile photo
✔ Email signature
✔ Turn ON signature for outgoing messages

Check out more in: Setting up email signatures.

Step 10: Connect Email (Two-Way Sync)

Connect your inbox:

  • Gmail or Google Workspace

  • Outlook / Office 365

This allows:

✔ Sending emails from FranFlow
✔ Receiving replies
✔ Tracking conversations

Check out more in the article: How to Set Up Two-Way Email Sync in FranFlow.

Final Checklist

Before you begin using FranFlow, confirm:

✔ Leads imported (if applicable)
✔ Email domain verified
✔ Phone number purchased and configured
✔ SMS registration started
✔ Voicemail uploaded
✔ Calendar connected and created
✔ Custom values reviewed
✔ Email signature set
✔ Inbox connected

You’re Ready to Go

Once these steps are complete, FranFlow is fully set up to:

  • manage new leads

  • automate follow-up

  • schedule calls

  • communicate with candidates

Related Articles
How to Update Contact Fields in FranFlow
How do I connect my Outlook Calendar to FranFlow?
How to Purchase a Phone Number & Complete A2P Verification in FranFlow
Custom Values in FranFlow
Opportunities 101 in FranFlow
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