Setting Up Enrollio AI for Your Childcare Center

This guide will walk you through setting up and configuring Enrollio AI so you can automate parent communications and handle inquiries 24/7 across all your messaging channels.

What is Enrollio AI?

Enrollio AI is an intelligent conversation system that automates parent interactions using AI-powered bots. It handles inquiries, provides support, and streamlines communication across SMS, Facebook, Instagram, and live chat — so you can focus on caring for children while the platform manages enrollment conversations.

Key Benefits of Enrollio AI

  • Multiple Bots: Create different bots for specific purposes — one for enrollment inquiries, another for current families, etc.
  • Primary Bot for Inbound Messages: Designate one primary bot to handle all incoming messages that aren't part of an automation.
  • Automation Integration: Use additional bots within your automations for context-specific responses.
  • Multi-Channel Support: Respond to parents on SMS, Facebook, Instagram, and live chat — all from one place.
  • Real-Time Testing: Test and refine your bot as you build it, making immediate adjustments.
  • Automated Tour Booking: Send booking links, transfer conversations to another bot, or trigger automations after parents schedule tours.
  • Smart Conversation History: The bot automatically understands previous messages in each conversation thread.
  • Childcare-Specific Terminology: The bot uses your renamed objects (like "Families" instead of "Contacts") so everything feels natural.

Pro Tip: The conversation history feature works automatically — you don't need to change any settings to benefit from it.

Creating Your First Enrollio AI Bot

Setting up a bot takes just a few minutes. Here's how:

  1. Click "Create Bot" in the Enrollio AI dashboard.
  2. Choose a Template: Select a prompt template that matches your bot's purpose. You can fully customize it after creation.

Available templates:

  • General Q&A Template: For handling parent questions and general support inquiries.
  • Tour Booking Template: For scheduling and managing center tours.

Note: Templates are starting points to help you get up and running faster. Everything can be customized to match your center's voice.

  1. Set Bot Status: Choose how the bot interacts with incoming messages.
  • Off: The bot is inactive and won't respond.
  • Suggestive: The bot suggests responses in your message composer. You review, edit, and send them manually.
  • Auto-Pilot: The bot automatically responds to parents without your intervention.
  1. Assign Channels: Select which communication channels this bot should monitor (SMS, Facebook, Instagram, live chat).
  2. Set as Primary (Optional): Make this your primary bot to handle all incoming conversations not initiated by an automation. Only one bot can be primary at a time.

[SCREENSHOT: Enrollio AI dashboard showing the "Create Bot" button and template selection screen]

Important: The template you choose only affects the initial prompts. You can modify everything to match your center's needs.

Primary vs Non-Primary Bots

Understanding the difference between primary and non-primary bots helps you structure your parent communication strategy.

Primary Bot

  • Handles all general inbound conversations from parents.
  • Responds to messages that aren't transferred from an automation.
  • Assign all relevant channels to your primary bot so it can answer on SMS, social media, and live chat.

Non-Primary Bots

  • Work within specific automations for specialized tasks.
  • Assign channels based on where you want the bot to operate in your automations.
  • Make sure the channels in your automation match the channels assigned to the bot.

Example: Your primary bot handles all incoming tour requests, while a non-primary bot sends follow-up messages through an automation after a parent tours your facility.

[SCREENSHOT: Side-by-side comparison showing primary bot settings vs non-primary bot settings in an automation]

Advanced Features and Settings

Fine-tune your bot's behavior with these advanced controls:

  • Wait Time Before Responding: Add a natural delay so messages don't feel too robotic.
  • Maximum Message Limit: Set how many messages the bot can send in a single conversation.
  • Send Bot to Sleep: Temporarily pause the bot when you're manually responding or during specific automations.

Pro Tip: To change how Enrollio AI labels your CRM objects (like renaming "Contacts" to "Families"), go to Settings → Objects in your account settings.

[SCREENSHOT: Advanced settings panel showing wait time, message limit, and sleep mode options]

Training Your Bot

The more you train your bot, the better it understands your center and responds accurately to parents. Use these two training methods:

Web Crawler

The Web Crawler pulls information from your website and online sources to help the bot answer questions accurately.

You can configure it to gather data from:

  • Specific pages (like your programs or tuition page)
  • Entire directories on your site
  • Your complete website domain
  • Google Docs with center information

Custom Bot Responses (FAQs)

Create specific answers for frequently asked questions to ensure consistency. When a parent asks something similar to an FAQ, the bot provides your exact configured response.

Common FAQ Topics:

  • Tuition rates
  • Age ranges and classroom ratios
  • Operating hours
  • Enrollment process
  • Waitlist information

[SCREENSHOT: Bot training interface showing Web Crawler configuration and FAQ setup]

Setting Bot Goals and Personality

Bot goals define your bot's personality, purpose, and tone to match your center's communication style.

The Prompt

The prompt is the foundation of your bot's behavior. It combines personality, intent, and additional instructions to guide responses.

Enrollio Pro Tip: Don't include specific tour time slots in your prompts. This can cause the bot to generate incorrect availability information. Let the bot send booking links instead of stating specific times.

Form-Based (Guided Form) Bots

For structured conversations where you want to collect specific information from parents, use the Form-Based bot option. The Additional Instructions field supports up to 2,000 characters for detailed guidance.

Best for:

  • Initial enrollment inquiries
  • Tour request forms
  • Waitlist applications

Personality

Set your bot's tone to match your center's brand:

  • Friendly: Warm and approachable (great for parent-facing conversations)
  • Professional: Polished and formal
  • Casual: Relaxed and conversational
  • Enthusiastic: Energetic and upbeat

[SCREENSHOT: Bot personality and prompt configuration screen]

Testing Your Bot

Before turning your bot loose on parent conversations, test it thoroughly:

  1. Use the built-in chat window to send test messages.
  2. Try different variations of common parent questions.
  3. Provide feedback and adjust responses in real-time.
  4. Test across all channels (SMS, Facebook, Instagram, live chat).

Pro Tip: Start with "Suggestive" mode so you can review bot responses before they're sent. Once you're confident, switch to "Auto-Pilot."

Next Steps

Once your bot is set up and trained:

  1. Create automations that use your non-primary bots for follow-ups.
  2. Monitor conversations in your inbox to see how the bot performs.
  3. Regularly update FAQs based on new questions from parents.
  4. Train your team on when to manually intervene in bot conversations.

Your Enrollio AI bot will get smarter over time as it learns from interactions and your ongoing training. Check back regularly to refine responses and add new information as your center's offerings evolve.