How to Create & Manage Tour Notes & Sync Them Across Records

Capture key context once and have it follow you wherever you work. In Enrollio, tour notes automatically appear on the related Family, Enrollment Opportunity, and Conversation records so everyone on your team sees the same information.

This guide covers how to create, manage, and filter notes—and clarifies what syncs with Google/Outlook and what stays internal to Enrollio. Use it to streamline handoffs between staff, reduce retyping, and keep every family interaction actionable.

What Are Notes for Tours in Enrollio?

Notes for tours capture internal context tied to a single calendar event in Enrollio. When you add one, it automatically becomes available on the associated Family, Enrollment Opportunity, and Conversation records.

Edits and deletions to the tour note are reflected everywhere the note appears, so you never retype or reconcile versions. Each note records who added it and when, supporting accountability and clear handoffs between staff members.

Notes are internal to Enrollio; external calendar descriptions remain separate and do not replace these notes.

What You'll See in the Notes Area:
  • Staff-added notes (these appear on Family/Enrollment Opportunity/Conversation)
  • Parent's Additional Information from the booking form (visible only in the Tour Modal)
  • Google/Outlook event descriptions if two-way sync is enabled (also Tour Modal only)

Internal notes never sync out to external calendars. With two-way sync, Google/Outlook descriptions can sync into the tour for reference.

Key Benefits of Tour Notes

Understanding these benefits helps your team rely on notes as the shared source of truth for tour context.

  • Consistency: One note tied to the tour appears on Family, Enrollment Opportunity, and Conversation
  • Real-time updates: Edit once and changes are reflected everywhere the note is shown
  • Findability: Filter by source—Staff, Automation, or API—to focus on the entries that matter
  • Accountability: Each note records the author and timestamp for clear ownership

How Notes Flow Across Different Modules

Tour notes travel with the family so you can see the same context without jumping back to the calendar. The note you create on a tour is the same note you'll see elsewhere; viewing or editing it from any module shows identical content, author, and timestamp.

Families: Open Families → select the family → check the right-side Notes panel (and the Tours card) to view or edit the tour's internal note.

Conversations: Open Conversations → select a conversation → use the right-side Notes panel to view or edit the tour note tied to that family.

Enrollment Opportunities: Open Enrollment Opportunities → click the relevant opportunity → choose Notes in the drawer to view or edit the tour note linked to that opportunity's family.

Use this quick matrix to confirm what appears where:

Input Type Tour Modal Family Enrollment Opportunity Conversation
Internal tour note (Staff/Automation/API) ✔ ✔ ✔ ✔
Family note (added on Family record) — ✔ — —
Parent's Additional Information ✔ — — —
Google/Outlook event description ✔ — — —

How to Add, View, and Manage Tour Notes

Here are the most common ways to capture context no matter where you're working in Enrollio.

From Calendar View (booked tour)

  1. Go to Calendars → Calendar View
  2. Click the tour to open it, then choose the Notes tab
  3. Click Add Internal Note, type your note, and Save

[SCREENSHOT: Calendar View showing a tour selected with the Notes tab open and "Add Internal Note" button highlighted]

From Tour List View (booked tour)

  1. Go to Calendars → Tour List View
  2. Find the tour, click the ⋮ menu, then select Edit
  3. In Edit Details → Internal Note(s), click Add Internal Note, type, and Save

[SCREENSHOT: Tour List View with the three-dot menu open next to a tour, showing the Edit option]

When a Parent Books (Additional Information field)

Your calendar form includes an Additional Information field. Whatever the parent types appears with the tour as booking context. This helps you prepare before they arrive.

Pro Tip: Use the Additional Information field to ask parents what specific programs or age groups they're interested in. This gives your staff valuable context before the tour starts.

Add an Internal Note (Editor & Status)

Compose your note and, if needed, update the tour status from the same panel—keeping context and meeting lifecycle in sync.

  1. Open the tour from Calendar View or Tour List View, then click Add Internal Note
  2. Type your note. You can use formatting (bold, italics, underline, lists, links)
  3. The editor supports up to 65,000 characters

[SCREENSHOT: Internal Note editor open showing formatting toolbar and character limit indicator]

Managing Tour Notes

Make it easy to find and control notes on busy timelines.

Filter by source

Click the filter icon in Internal Note(s) and choose Staff, API, and/or Automation. You can select multiple options.

[SCREENSHOT: Notes panel showing the filter dropdown with Staff, API, and Automation options]

Sort notes

Click the sort icon to sort by Date created (ascending/descending).

Search notes

Use the Search field in Internal Note(s) to find keywords across notes for this tour. Perfect for quickly finding specific details like "dietary restrictions" or "sibling discount."

Status

Use the Tour List View tabs (Upcoming, Cancelled, All) or the Status field in the Edit Details panel to navigate tours.

Notes remain accessible regardless of tour status; changing status does not delete notes. Whether a tour is confirmed, cancelled, showed, no show, or unconfirmed, your notes stay intact.

Delete or edit a note (⋮ menu)

  1. Open the tour → Internal Note(s)
  2. On the note card, click the ⋮ (three dots) menu to Edit or Delete the note
  3. Deleting a note removes it from the Family, Enrollment Opportunity, and Conversation where it appears
Note: Deleted notes can be restored within 30 days.

Frequently Asked Questions

What's the practical difference between an internal tour note, the Parent's Additional Information, and a Google/Outlook event description?

Internal tour notes are created by your staff, automations, or API in Enrollio and propagate to the associated Family, Enrollment Opportunity, and Conversation.

Parent's Additional Information is provided by the parent during booking and stays on that tour only.

Google/Outlook event descriptions (with two-way sync) appear on the tour as external context and never push to other modules or replace internal notes.

If I edit a tour note from the Family/Enrollment Opportunity/Conversation view, does it update the tour too?

Yes. It's the same note referenced in multiple places. Editing or deleting from any surface updates the note everywhere it appears, including the tour.

What happens to notes if I reschedule or cancel the tour?

Notes remain attached to the tour record and stay visible according to the rules in this article. Changing Status (Confirmed, Cancelled, Showed, No Show, Invalid, Unconfirmed) does not remove notes.

How do notes behave with recurring or duplicated tours?

Notes are tied to a specific tour instance. Create notes on each instance that needs its own context; notes aren't copied automatically to new or duplicated events.