Softr · Airtable · Stripe · Make.com
Franchise Portal System — Ice Cream Brand
The Challenge
An ice cream brand with multiple franchise locations was managing everything manually: contracts, product orders, payments, and training materials were scattered across emails, spreadsheets, and phone calls. As the franchise network grew, this was becoming impossible to scale. The client needed one secure platform where each franchise owner could log in and manage their own operations, while the brand owner retained full visibility across the entire network.
What I Built
A centralised franchise management portal with strict role-based access control. Franchise owners get a private, login-protected workspace showing only their own data. The brand owner gets a full admin view across every franchisee, order, and payment in the system.
Key features delivered:
- Multi-item order system — franchisees build a full product basket before submitting
- Automated Stripe payment link generation — one unique link per order covering the full total
- Role-based access — Admin and Franchisee groups with completely different portal experiences
- Data isolation enforced at the block level — no franchisee can see another’s records
- Contract management — admin uploads PDFs to Airtable, franchisees view them in the portal
- Training hub — brand owner publishes videos and resources, franchisees access on demand
- Make.com automation scenarios handling the full order-to-payment pipeline end to end
- 48-product catalog with descriptions, SKUs, MOQ, and pricing live in the portal
The Order Flow
The most technically complex piece of this project was the multi-item order-to-payment pipeline:
Franchisee creates a Draft order → adds multiple products one by one → clicks Submit Order → Make.com detects the status change → calls the Stripe API to generate a unique payment link for the exact order total → writes the link back to Airtable → Complete Payment button appears automatically in the portal → franchisee pays → Stripe webhook fires → Make.com updates the payment status → button disappears. Zero manual steps.
Automation built
- Order Submitted → Stripe generates payment link → franchisee receives email → portal updates automatically
- Stripe Payment Confirmed → router distinguishes order payments from annual fees → updates Airtable → sends receipt
- New Order Created → notifies admin and confirms to franchisee
- Contract Uploaded → alerts franchisee their agreement is ready to view
- New Franchisee Added → sends Softr portal invite and welcome email
Results
- Replaced manual spreadsheets and emails with one centralised system
- Full order-to-payment pipeline runs with zero manual steps
- Each franchisee gets a private, secure portal experience
- Brand owner has complete admin visibility across the entire network
- System is built to scale as new franchisees and products are added
Screenshots
Client Review
All I can say is I am really satisfied with the work! We needed a portal for our franchise to consolidate corporate operations. I explained what we needed and he came back exactly with the concept. It really exceeded our expectations as we will be rolling it out soon across 34 users. We also jumped into different follow up calls to discussed progress. Adeleke was extremely professional and responsive.
Project Information
Clients: Ice Cream Brand (USA)
Category: Full System Build
Stack: Softr, Airtable, Stripe, Make.com
Services: Full System Setup
Technologies Used: Softr · Airtable · Stripe · Make.com
Duration: >4 Weeks
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