Enrollio AI can automatically handle tour booking conversations with prospective families. This guide walks you through setting up an AI-powered tour booking bot that responds to inquiries, asks qualifying questions, and books tours on your calendar.
Before You Begin
Make sure you have a tour calendar set up in Enrollio. You'll connect this calendar to your AI booking bot.
[SCREENSHOT: Calendar setup screen showing a tour calendar configured with available time slots]Step 1: Create Your Automation
Navigate to Automations in your Enrollio dashboard and click Create Automation.
Add a trigger to start the bot. The most common trigger is Parent/Family Replied, which activates when someone responds to your messages. You can also use other triggers like Form Submitted or New Inquiry.
[SCREENSHOT: Automation builder showing trigger selection with "Parent/Family Replied" highlighted]Step 2: Add the AI Tour Booking Action
Click Add Action and select Enrollio AI - Tour Booking.
Configure these settings:
- Calendar: Select the tour calendar you want the bot to book appointments on
- Total bot processing duration: Set how long the bot will wait for responses before timing out (typically 30-60 minutes)
Pro tip: Start with a 45-minute timeout. If families don't respond within that window, the bot will stop and you can follow up manually.
[SCREENSHOT: AI Tour Booking action configuration panel showing calendar selection and timeout duration settings]Step 3: Handle Booking Outcomes
The AI conversation can end in three ways:
- Success: The bot successfully booked a tour
- Timeout: The family didn't respond within your set time window
- Unable to book: No suitable time slots were available, the bot couldn't understand the request, or another issue occurred
You'll create different paths in your automation to handle each outcome.
Step 4: Add Success Condition
Click Add Condition and select Tour Booked = Yes.
Under this condition, add actions like:
- Send a confirmation text with tour details
- Send a confirmation email with directions to your center
- Create a task for staff to prepare for the tour
- Add a tag like "Tour Scheduled"
Step 5: Handle Timeout Scenarios
Add another condition to check Tour Booked = No AND Reason = Timeout.
When families don't respond in time, you can:
- Send a gentle follow-up message: "Hi! I noticed we didn't finish booking your tour. When would be a good time to visit?"
- Create a task for your enrollment team to reach out
- Add a tag like "Needs Follow-up"
Step 6: Handle Other Booking Failures
Create a final condition for Tour Booked = No and Reason = Other.
Common reasons for this include:
- No available time slots matched the family's request
- The bot couldn't understand the conversation
- Technical issues occurred
For these situations, route the family to a human team member:
- Send a message: "Let me connect you with someone from our team who can help find the perfect tour time."
- Assign the inquiry to an enrollment coordinator
- Create an urgent task for follow-up
Testing Your Setup
Before activating your automation:
- Test it with a dummy contact record
- Try different responses to see how the bot handles various scenarios
- Make sure your calendar has available slots
- Verify all follow-up messages sound natural and helpful
Pro tip: Review your bot conversations weekly during the first month. You'll spot opportunities to refine your timeout duration and improve your follow-up messaging based on real family interactions.
Best Practices
- Keep availability current: Update your tour calendar regularly so the bot has slots to offer
- Set realistic timeouts: Busy parents might not respond immediately — 45-60 minutes works well
- Always provide a human backup: Make it easy for families to reach a real person if the bot can't help
- Monitor and adjust: Check which outcome path families take most often and optimize accordingly