Clean and Organize Your FranFlow System
Over time, your system can become cluttered with too many tags and fields.
A regular audit helps keep your FranFlow account:
clean
organized
automation-ready
Start Here
👉 New to this? Read:
Tags vs Custom Fields
How to Create & Manage Them
Why Auditing Matters
Without regular cleanup:
duplicate fields appear
tags become inconsistent
workflows break or overlap
reporting becomes unreliable
When to Audit Your System
You should audit:
✔ After initial setup
✔ Every 30–60 days
✔ When things feel messy
✔ Before scaling workflows
Step 1: Audit Your Custom Fields
Review All Fields
Go to:
Settings → Custom Fields
Ask:
Do I still use this field?
Does this duplicate another field?
Is this already in FranTracker™?
What to Fix
✔ Remove duplicates
✔ Consolidate similar fields
✔ Rename unclear fields
Example Cleanup
Before:
Investment Range
Budget
Capital
After:
✔ Investment
Step 2: Audit Your Tags
Review All Tags
Look at:
Frequently used tags
Rarely used tags
Duplicate variations
What to Fix
✔ Remove duplicate tags
✔ Standardize naming
✔ Delete unused tags
🔎 Example:
Before:
No Show
No-Show
Missed Call
After:
✔ No Show
Step 3: Check Tag Purpose
Every tag should answer:
👉 “Why does this exist?”
If it doesn’t:
trigger a workflow
segment contacts
track behavior
👉 It likely isn’t needed.
Step 4: Review Workflows
Tags and workflows are connected.
Check:
Which tags trigger workflows
Whether multiple workflows use the same tag
If any workflows overlap or conflict
Fix:
✔ Remove unnecessary triggers
✔ Simplify automation paths
Step 5: Clean Up Contact Records
Spot Check Contacts
Open a few records and look for:
Too many tags
Conflicting data
Duplicate fields
Fix:
✔ Remove unnecessary tags
✔ Standardize field usage
Step 6: Align With FranTracker™
Confirm:
You are using synced fields correctly
You are NOT duplicating FranTracker™ data
Reminder
FranTracker™ fields = source of truth
Custom fields = supplemental only
Step 7: Re-Test Your System
After cleanup:
✔ Test workflows
✔ Test tag triggers
✔ Test filters and Smart Lists
Signs Your System Is Clean
✔ Clear, consistent tag names
✔ No duplicate fields
✔ Workflows trigger correctly
✔ Contacts are easy to filter
✔ Data feels organized
🪄 Best Practices:
✔ Review before creating new fields or tags
✔ Keep naming consistent
✔ Use fewer, more meaningful tags
✔ Audit regularly
Final Takeaway
👉 A clean system = a scalable system
The more intentional your setup, the more powerful FranFlow becomes.