A franchisor has to check that every location follows the brand standards, from the storefront to the counter display. Without structure, audit findings sit in spreadsheets and emails, nobody knows which ones were fixed, and franchisees can see each other’s results.
Make each franchise location a place of interest
Create a place of interest for each location, with your location number as the custom ID. Put a QR code with the custom ID in the back office, so auditors and franchisee staff scan it at every visit. The Places of Interest view then shows the full audit history of each location. See Setting up places of interest (POIs).
Audit brand standards with tags
Create a category of tags (previously called types) called Audit area, with tags such as Storefront, Signage, Counter display, Cleanliness, Opening check and Closing check. Add a second category Result with Meets standard and Needs correction. Make each category require at least one tag, so every report has an area and a result. See Adding and editing tags (types) for reports.
Track corrective actions with statuses
Use statuses for each finding that needs a fix, for example Open, Franchisee notified, Fixed and Verified. The office changes the status on the web, and the status history shows when each finding was closed. See Tracking report progress with statuses.
Example: an area manager photographs a faded window sticker at a coffee shop and picks Signage and Needs correction. The franchisee replaces it, and the next visit confirms the fix.
Give each franchisee its own group
Put the staff of each franchisee in their own group. They then see only reports from colleagues in that group, not those of other franchisees. Do not make one group per region, because the franchisees in it would see each other’s reports. Add each area manager to the groups of the franchisees they visit, and head-office auditors to every group. See Setting up groups for separate teams.
Plan opening and closing checks as tasks
For locations you follow closely, ask the franchisee staff to photograph the storefront, the counter and the cash area at opening and closing. Create a task for the check, connect the location’s place of interest, and write the steps in the description. Tasks do not repeat: set the expiration to Never so one task collects every check. Staff pick Opening check or Closing check in Audit area and a result, so the office can filter the checks. See Creating and assigning tasks.
Which features to use
| Feature | Use it? | How |
|---|---|---|
| Places of interest | Yes | One per location, with a QR code in the back office |
| Groups | Yes | One per franchisee; area managers are in several groups |
| Statuses | Yes | From Open to Verified for each finding |
| Tasks | Sometimes | Opening and closing checks, or a corrective action with a deadline |
| Email alerts | Sometimes | Needs correction to the area manager |
| Public links | Sometimes | Show a franchisee the findings of their locations |
| Projects | When you open or refit a store | One per opening or refit, with From and To dates |
To show a franchisee the findings of their locations without an account, see Sharing a live view of reports.