Documentation

Overview

LynkPilot is a franchise management platform that gives franchisors and their operators a single command surface for locations, compliance, equipment, finance, members, and reporting. It is designed for multi-unit franchise operations — whether you manage 5 locations or 500, the platform scales to match your organization structure.

Getting Started

1. Set up your organization

After your account is created, you'll be prompted to configure your organization — including your franchise brands and initial locations. Corporate admins can invite additional team members from Settings → Users. Brands can be configured under each organization, and organization-level settings control defaults for all locations within that organization.

2. Add your locations

Navigate to Locations to add your franchise units. Each location can be assigned to a brand, given a region, and staffed with location-level users. Locations are the core unit of the platform — most data (compliance, equipment, finance, documents) is scoped to a location. Locations can be linked to recruitment pipelines and assigned to regional managers for oversight across your network.

3. Configure compliance

Use the Compliance module to create audit templates and assign recurring tasks to locations. Tasks can be scheduled, assigned to specific roles, and set to require photo evidence or document uploads. Templates can be reused across locations, and compliance scoring is tracked over time so you can measure improvement across your network.

4. Upload documents

The Documents module supports uploading and organizing files by location, brand, or organization. Certain document categories (FDD, Franchise Agreement, Insurance) require corporate approval before they are marked active. Document expiry dates can be tracked, and notifications are sent when renewals are due so nothing lapses unnoticed.

5. Track equipment

Add equipment assets to each location in the Equipment module. You can log maintenance events, track downtime, set service schedules, and monitor warranty status. Equipment can be flagged for repair, tracked through service history, and monitored for warranty expiration to keep every location operational.

6. Finance and royalties

The Finance module handles P&L records and monthly royalty calculations. Monthly operating reports (MOR) submitted by franchisees feed automatically into the royalty engine. Corporate admins can review, approve, and lock periods. The royalty engine calculates fees based on submitted revenue and configured royalty tiers, and invoices are generated automatically within the platform.

Core Modules

Locations

The central unit of the platform. Every piece of data (compliance, equipment, finance, documents, members) is scoped to a location. Corporate admins manage all locations; regional managers see only their assigned locations.

Compliance

Create audit templates with tasks, scoring weights, and recurrence schedules. Assign templates to locations and track completion rates over time. Tasks can require photo evidence or document uploads. Compliance scores roll up to location and brand-level dashboards.

Documents

Upload and organize files by location, brand, or organization. Certain document categories require corporate review and approval before being marked active. Document expiry tracking and automated renewal reminders keep your organization current.

Equipment

Track every asset at every location. Log maintenance events, service history, and warranty dates. Flag equipment for repair or replacement. Equipment status feeds into location health reporting.

Finance & Royalties

Franchisees submit monthly operating reports (MOR) with revenue figures. The royalty engine calculates fees automatically based on configured tiers. Corporate admins review, approve, and lock monthly periods. Invoices are generated and tracked within the platform.

Members

Track active memberships across locations. Member data includes plan, status, and location assignment. Membership counts are visible in location reporting.

CRM & Pipeline

Manage your franchise sales pipeline from prospect to signed franchisee. Track leads, stages, activities, and notes. Pipeline data is visible to corporate admins and authorized users only.

Reporting

Cross-location reporting for compliance scores, financial summaries, equipment status, and membership metrics. Reports can be filtered by brand, region, or date range. Saved report configurations allow you to return to your most-used views quickly.

Notifications

The platform sends automated notifications for compliance deadlines, document renewals, royalty periods, and other time-sensitive events. Users receive notifications in-app.

Roles and Permissions

LynkPilot uses a role-based access system. The main roles are:

• Super Admin: Full platform access, including cross-organization tools — reserved for LynkPilot platform operators, not customer organizations
• Corporate Admin: Full access within your organization, including user management, settings, and all modules — cannot access other organizations
• Regional Manager: Access scoped to assigned brands and locations — can view and manage data for their region but not organization-wide settings
• Location Manager: Access scoped to their assigned location(s) — can manage day-to-day operations but not other locations or corporate settings
• Franchisee Owner: Access to the Franchise Portal for their locations — can submit reports and documents but cannot access corporate admin tools

Role assignments are managed by Corporate Admins from the Users section in Settings. Users can only access data within their own organization.

Franchise Portal

Franchisee owners access a dedicated self-service portal where they can view their location's compliance status, submit monthly operating reports, upload required documents, and track royalty invoices. The portal is designed to be used without training — franchisees see only what is relevant to their location.

Support

For implementation support or questions not covered here, contact your deployment lead or reach us at support@lynkpilot.com. For urgent issues, include 'URGENT' in the subject line of your email.