How Scheduling Works and What You Need to Know
Calendars in FranFlow allow candidates to book time directly with you for calls, presentations, and follow-ups.
They are one of the most important tools in your system because they power:
Scheduling links
Automated confirmations and reminders
Workflows and follow-up
Your day-to-day availability
What Is a Calendar?
A Calendar is a scheduling tool that lets candidates book time with you based on your availability.
Instead of coordinating manually, you send a link and they choose a time that works.
Why Calendars Matter
Your calendar is your source of truth for availability.
When set up correctly, it allows you to:
✔ Book calls automatically
✔ Avoid scheduling conflicts
✔ Send confirmations and reminders
✔ Stay organized
The 3 Core Calendars You Should Have
Most consultants should start with three calendars:
1. Intro Call (First Call)
Your initial conversation with a candidate.
👉 Goal: Learn about them and determine fit
2. Presentation Call
Where you walk through franchise options.
👉 Goal: Educate and align
3. Follow-Up Call
Any call after the presentation.
👉 Goal: Support decision-making
How Calendars Work Together
Each calendar has:
Its own scheduling link
Its own availability
Its own messaging
Its own automation
This allows you to control the experience at each stage.
What Happens When Someone Books a Call
When a candidate books:
✔ The appointment is added to your calendar
✔ A confirmation message is sent
✔ Reminder messages can be triggered
✔ Workflows can begin
Key Parts of a Calendar (What You’ll Configure)
Each calendar includes several important settings.
1. Availability
This is when you are available for meetings.
You can set:
Working hours
Specific time blocks
Custom schedules
2. Meeting Duration
How long the call will be (ex: 30 minutes, 60 minutes).
3. Booking Window
How far in advance someone can schedule.
🪄 Best Practice: For Intro Calls: ✔ Keep this between 3–8 days
4. Buffers
Buffers create space before or after meetings.
Examples:
15 minutes before a call
15 minutes after a call
👉 Helps prevent back-to-back meetings
👉 See: How to Set Calendar Buffers
5. Confirmation & Reminder Messages
These are automatic messages sent after booking.
Includes:
Confirmation email/text
Reminder messages
6. Thank You / Confirmation Page
This is what a candidate sees after booking.
You can customize:
Messaging
Instructions
Next steps
7. Meeting Location (Zoom / Google Meet)
This is where the meeting takes place.
Options include:
Zoom
Google Meet
Phone call
8. Scheduling Link (URL)
This is the link you send to candidates.
🪄 Best Practices:
✔ Keep it short
✔ Make it readable
✔ Avoid long or confusing URLs
🔎 Example:
✔ /intro-call
❌ /calendar-123abc-booking-link-xyz
👉 If you change this URL later, remember to update your Custom Values
Important: Your Calendar Is Your Source of Truth
Your calendar should reflect your real availability.
Do:
✔ Set realistic availability
✔ Keep it updated
✔ Block time when unavailable
Avoid:
❌ Overloading your schedule
❌ Leaving too many gaps
❌ “Looking busy” artificially
Common Mistakes
Not Connecting Your Calendar
If your calendar isn’t connected:
Bookings won’t sync
Conflicts won’t be avoided
Too Much Availability
Too many options can overwhelm candidates.
👉 Narrow but intentional availability works best.
Not Updating Messaging
Default messages are generic and should be customized.
What’s Next
Now that you understand how calendars work, here are the next steps:
Setup & Configuration
How to Connect Google or Outlook Calendar
How to Create a Calendar
How to Set Availability
Optimization
How to Set Buffers
How to Configure Confirmations & Reminders
How to Customize Booking Pages
Advanced
How to Use Calendar Links in Workflows
How to Manage Multiple Calendars
How to Troubleshoot Booking Issues
Final Takeaway
👉 Calendars = how candidates book time with you
👉 Your setup = your scheduling experience
A well-configured calendar makes your process smooth, professional, and scalable.