Getting Started - Setup Email, Phone, and SMS

This guide walks you through setting up Email, Phone, and SMS inside Enrollio, so you can manage all communications with families from one platform. By completing these configurations, you'll be able to send authenticated emails, make and forward calls, and send both individual and bulk text messages to parents and prospective families.

Table of Contents

Setup Email

Setting up a dedicated email domain ensures better inbox placement, higher deliverability, and a stronger sender reputation when communicating with families.

Steps

  1. Navigate to Settings → Email Services.
  2. Click Dedicated Domain and IP.
  3. Click Add Domain.
  4. Enter your subdomain (for example, mail.yourchildcare.com) and click Add & Verify.
  5. Follow the on-screen DNS record instructions from your domain registrar.
  6. Click Verify Records once the updates are complete.
  7. Click the 3-dot menu → Set Headers.
  8. Enter your From Name and From Email, then click Save.

Your email setup is now complete and ready for verified sending.

[SCREENSHOT: Email Services page showing Dedicated Domain and IP setup interface with Add Domain button highlighted]

Setup Phone

Adding a phone number allows you to make and receive calls directly from within Enrollio. This is perfect for parent inquiries, tour confirmations, and enrollment follow-ups.

Steps

  1. Go to Settings → Phone Numbers.
  2. Click Add Number → Add Phone Number.
  3. Filter numbers by Country or Area Code.
  4. Choose your preferred number.
  5. Click Proceed to Buy.

Your number will appear under Manage Numbers once added.

[SCREENSHOT: Phone Numbers settings page showing available numbers filtered by area code with Proceed to Buy button]

Forward Phone Calls

Forwarding ensures incoming calls from families are automatically redirected to a number of your choice — your cell phone, front desk, or any staff member.

Steps

  1. Navigate to Settings → Phone Numbers.
  2. Click the 3-dot menu → Edit Configuration.
  3. Enter the number where calls should be forwarded.
  4. Click Save.

Your call forwarding setup is now active.

[SCREENSHOT: Edit Configuration modal showing call forwarding number input field and save button]

Contact a Family

Easily reach individual families from their profile using text message, email, or phone.

Steps

  1. Navigate to Contacts.
  2. Select the family you wish to reach.
  3. Use the message composer tabs to select SMS, Email, or Phone.

[SCREENSHOT: Family profile view showing message composer with SMS, Email, and Phone tabs]

Contact Multiple Families

Send communications to multiple families at once or apply bulk actions such as sending a message or updating tags.

Steps

  1. Go to Contacts → Smart Lists.
  2. Apply filters to target your audience (for example, families on your waitlist or parents with upcoming tours).
  3. Select families using the checkboxes on the left.
  4. Use the toolbar at the top to perform bulk actions like sending an Email or Text Message.

[SCREENSHOT: Contacts page with Smart Lists filters panel showing filter options like Tags, Source, and Enrollment Status]

[SCREENSHOT: Bulk Actions toolbar displayed above the contacts list with Email and SMS icons highlighted]

Bulk Text Messaging

The Bulk Text Messaging feature allows you to send personalized messages to multiple families in just a few clicks. From enrollment reminders to event announcements, you can compose, schedule, and track text campaigns at scale—all within the Contacts tab.

What is Bulk Text Messaging?

Bulk text messaging lets you send one message to multiple families simultaneously. It's ideal for open house reminders, waitlist updates, or time-sensitive announcements. This feature ensures consistent communication with parents without needing to message each family individually.

Key Benefits of Bulk Text Messaging

Using bulk text messaging helps streamline communication while maintaining personalization and delivery control:

  • Save time: Message hundreds of families with one action.
  • Consistent communication: Ensure all recipients receive the same information.
  • Personalized content: Use custom fields and templates for tailored messages (like including child names or tour times).
  • Flexible delivery options: Choose to send instantly, schedule for later, or drip messages in batches.
  • Track results: Monitor delivery and performance through the Bulk Actions dashboard.

How to Send Bulk Text Messages

Follow these steps to create and send a text campaign directly from your Contacts tab.

Step 1: Select Families

Go to Contacts and use the checkboxes on the left to select the recipients for your message.

Step 2: Open the Bulk Text Window

Click the SMS icon in the top menu bar to open the Bulk Text Message setup window.

Step 3: Select the Sending Phone Number

From the From Phone Number dropdown, choose the number to send from. If left blank, the platform uses the last number used for that family or your account default.

Step 4: Compose or Select a Message Template

Type your custom message or select a saved template from SMS Templates. You can personalize messages using custom fields (like parent name or child name) and add emojis or attachments if needed.

[SCREENSHOT: Bulk SMS composer window showing message field, template dropdown, and custom field insertion options]

Step 5: Choose a Delivery Method

Send All at Once
Immediately sends your message to all selected families.

Send at Scheduled Time
Set a specific date and time for delivery.

Send in Drip Mode
Sends messages in smaller batches for improved pacing and deliverability.

Drip Mode fields:

  • Pick a Start Date & Time: When sending begins.
  • Number of Messages per Batch: Number of families per send batch.
  • Repeat After: Time delay between each batch (in minutes, hours, or days).
  • Send On: Select specific weekdays for sending.
  • Time Window: Define allowed sending hours based on your account timezone.
  • End At: The latest time messages can be sent each day; messages outside this window resume the next day.

[SCREENSHOT: Delivery method options showing Send All at Once, Scheduled, and Drip Mode with configuration fields]

Step 6: Send the Text Message

Click Send SMS to submit your campaign. The action will be queued and processed automatically.

Step 7: Track Results in Bulk Actions

Go to Contacts → Bulk Actions to view campaign status and performance metrics such as sent, delivered, failed, or skipped messages.

Click Show Stats for detailed delivery reports, including carrier responses and failure reasons.

[SCREENSHOT: Bulk Actions dashboard showing campaign list with status indicators and Show Stats button]

Pro Tip: Use Drip Mode for large campaigns to avoid carrier filtering and maintain better deliverability rates.

Frequently Asked Questions

Q: What happens if I don't select a "From" phone number?

The platform uses the last number used for that family or defaults to your account's primary number.

Q: Can I cancel a scheduled bulk text message?

Sent messages cannot be canceled. Contact Support immediately for help with scheduled or drip sends.

Q: How does Drip Mode handle time zones?

Drip Mode uses your account's local time zone.

Q: Will unsubscribed families receive messages?

No. Enrollio automatically excludes unsubscribed or DND (Do Not Disturb) families to maintain compliance.

Q: Can I track failed messages?

Yes. Go to Bulk Actions → Show Stats for detailed error reports.

Q: Can I use the same number for calls and text messages?

Yes, as long as the number is enabled for both.

Q: Why verify my email domain?

A verified domain ensures better inbox placement and prevents spam issues when emailing parents.

Q: How can I increase messaging limits?

Contact Support to request an increase after demonstrating consistent, compliant sending activity.

Learn More

  • How to Increase Messaging Limits
  • Best Practices for Text Message Deliverability
  • Email Sending Guide: Best Practices & Warm-Up