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Aroma Joe's Case Study

Aroma Joes Logo

Client: Aroma Joe's
Industry: Food & Beverage / Franchise
Project Type: Canva Enterprise Implementation & Enablement 

 How Aroma Joe's Streamlined
Franchise Marketing With a Scalable
Canva Enterprise System

 

Overview

Aroma Joe’s is a growing coffee franchise with more than 135 shops across eight states and an expanding development pipeline. Its independently operated locations rely on the corporate team for the brand standards, resources, training, and marketing support needed to represent Aroma Joe’s consistently in their local markets.

Canva was already an important part of that ecosystem. Aroma Joe’s had established templates, brand assets, and a team of franchisees who were familiar with the platform. As the organization transitioned to Canva Enterprise, however, the opportunity was bigger than simply upgrading its account.

Keene Lane Co. partnered with the Aroma Joe’s team from May through July 2026 to help them think strategically about how Canva Enterprise could support franchisee content creation, corporate oversight, training, and future growth.

The goal was to create a more intentional environment—one that gave franchisees the flexibility to create local marketing materials while helping the corporate team maintain brand consistency and manage the system efficiently.

Building for Scale

Aroma Joe’s supports a growing network of franchisees with a lean but capable marketing team.

Before the Enterprise implementation, franchise-created designs generally required individual review and approval by the corporate team. While that provided oversight, it also meant even straightforward, repeatable marketing materials could add to the design and marketing team’s workload.

At the same time, Aroma Joe’s already had a large collection of Canva assets and templates. The foundation was there, but the organization needed a clearer structure for organizing those resources, managing access, and determining which types of content truly required corporate review.

The move to Canva Enterprise created an opportunity to rethink the system.

Instead of treating every franchisee-created design the same way, Aroma Joe’s could establish different levels of control based on the type of content being created—while also giving franchisees a clearer, easier way to find the right brand resources from the beginning.

 

 “Working with KLC was a highly positive experience for our team. Katy brought a thoughtful, strategic approach to our Canva Enterprise implementation and helped us create a system that balanced franchisee flexibility with strong brand governance. The partnership was collaborative, practical, and tailored to the way Aroma Joe’s operates, giving us a stronger foundation for future growth while making it easier for our teams and franchisees to succeed.” 

Elijah Washburn headshot

Elijah Washburn,
Sr. Local Marketing Manager,
Aroma Joe’s Franchising, LLC

 

The Approach

KLC’s role was primarily strategic: helping the Aroma Joe’s team understand the capabilities available within Canva Enterprise, evaluate different approaches, and make decisions that aligned with how their franchise organization actually operates.

Rather than imposing a predetermined structure, KLC used working sessions and training conversations to help the team evaluate their existing environment and determine what should stay, what should change, and where additional structure would provide the most value.

KLC Canva Agency Partner
Katy Keene Canva Certified Enterprise Trainer

For example, instead of immediately creating additional Canva Teams, KLC recommended retaining the organization’s existing Team structure and first using member groups, permissions, and folder organization to create the necessary levels of access and oversight.

This gave Aroma Joe’s a simpler starting point while also helping the team understand how Teams, groups, folders, permissions, templates, and approvals could work together as the organization grows.

The KLC Solution

1. Creating a More Flexible Approval System

One of the most important changes was establishing a template strategy that distinguished between content that required corporate approval and content that did not.

Aroma Joe’s developed more than 100 Canva templates as part of its broader system, including 17 designs that franchisees could use without going through the traditional approval process.

These pre-approved templates gave franchisees faster access to brand-safe marketing materials while allowing the corporate marketing and design teams to focus their attention on work that genuinely required review.

For content that needed greater oversight, the team retained an approval process supported by dedicated admin and design approver groups.

3. Organizing the Canva Environment

KLC also worked with the team to rethink how Canva assets and resources were organized.

Aroma Joe’s had already built a substantial library, but a more structured folder and subfolder system would make the environment easier to manage administratively and easier for franchisees to navigate.

Together, the team considered how folders, Brand Kits, member groups, and permissions could create clearer pathways to the right resources without adding unnecessary complexity.

KLC also helped the team refine its Brand Kit structure and think beyond individual assets toward how the entire Canva environment could function as an interconnected system.

2. Supporting Franchisee Training and Adoption

Training was another important component of the implementation.

Canva is already part of Aroma Joe’s franchisee onboarding process, and many franchisees entered the new Enterprise environment with previous Canva experience.

Rather than focusing only on basic platform navigation, KLC’s member training addressed both new and experienced users—answering practical questions and helping franchisees understand how to use features such as folders, templates, and organization more effectively within the new environment.

The recorded training also became an ongoing resource that Aroma Joe’s could share with future users as part of its onboarding and enablement process.

4. Preparing for Future Growth

The implementation was intentionally designed around Aroma Joe’s current franchise use case without overbuilding the environment.

At the same time, KLC helped the team understand how Canva Enterprise could expand if additional departments such as HR, sales, or other internal teams begin using the platform more extensively.

By the end of the engagement, the team had a clearer understanding of how to evaluate future Teams, groups, permissions, and workflows rather than having to redesign the account each time Canva usage expands.

The Results

1. Faster Franchisee Turnaround

By the wrap-up call, Aroma Joe’s reported that the new template system was already improving turnaround times for franchisees.

Simple, repeatable designs no longer needed to move through the same approval workflow as more customized content, allowing franchisees to create and use approved materials more efficiently.

2. Less Administrative Burden for the Marketing Team

The new structure also reduced unnecessary approval work for the corporate team.

By establishing a set of templates that could be used without individual review, the marketing and design teams could confidently provide franchisees with greater autonomy while preserving oversight where it mattered most.

This helped address the previous bottleneck without sacrificing brand standards.

3. A Stronger Foundation for a Growing Canva Environment

By project completion, 91 of Aroma Joe’s 100 Canva Enterprise seats were in use.

The organization also had more than 100 templates available, dedicated admin and design approver groups, SSO and group settings in place, a clearer organizational structure, and a training resource that could continue supporting both existing and new users.

Together, these elements created a stronger operational foundation for Canva as Aroma Joe’s continues to expand its franchise network and platform usage.

4. Greater Internal Momentum Around Canva

The implementation also helped generate additional engagement internally.

Following training, team members were requesting additional Canva access and expressing interest in sharing the training with their own teams.

That interest gave Aroma Joe’s another indicator that Canva had the potential to support broader internal use cases over time—not only franchise marketing.

Key Takeaways

  • Strategic governance does not have to mean more approvals.
    By identifying which content genuinely required review, Aroma Joe’s was able to maintain brand oversight while creating more flexibility for franchisees.

  • A scalable Canva environment requires more than templates.
    Folders, Brand Kits, permissions, groups, approvals, training, and onboarding all need to work together to create an effective content system.

  • Implementation decisions should reflect how the organization actually works.
    Instead of adding unnecessary complexity, Aroma Joe’s retained a simpler Team structure and built the right organizational layers within it—creating a foundation that can evolve as Canva usage grows.

Conclusion

Aroma Joe’s already had strong familiarity with Canva and a solid foundation of templates and brand resources. The opportunity was to make that environment work more strategically for a growing franchise organization.

Through its Canva Enterprise implementation, Aroma Joe’s created a more intentional balance between franchisee flexibility and corporate brand governance—giving local teams faster access to the resources they need while reducing unnecessary approval work for the central marketing team.

Just as importantly, the team now has a clearer framework for how Canva can evolve alongside the organization.

For growing franchise and multi-location organizations, the value of Canva Enterprise extends well beyond giving more people access to design tools. With the right structure, governance, and enablement in place, it can become a scalable content system that supports both local execution and centralized brand consistency.

 Ready to build a marketing system that actually works for your team? Book an interest call today!

For growing franchise, multi-location, and distributed organizations, Canva Enterprise can do far more than give teams access to design tools. With the right structure, it can help organizations:

  • Give teams faster access to approved, on-brand content
  • Reduce unnecessary review and approval work
  • Create clearer organization and governance
  • Support consistent onboarding and training
  • Build a content environment that can scale as the organization grows

If your organization is expanding Canva across teams, locations, or business units, KLC can help you build the right foundation from the start. Explore Canva Implementation & Enablement with Keene Lane Co. 

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