Overview
Enrollio AI now supports multiple calendars for tour booking. Your AI assistant can automatically detect which calendar to use based on parent requests — whether you need separate calendars for infant tours, toddler tours, different locations, or staff members.
This means one AI bot can handle all your tour scheduling needs without manual routing.
What is Multiple Calendars Support?
Instead of limiting your AI bot to a single calendar, you can configure multiple calendars — each representing a program, location, or tour guide. The AI automatically determines which calendar to use based on the parent's message.
For example, if a parent says "I'd like to schedule an infant room tour," the AI routes the booking to your Infant Tours calendar. If they mention "afterschool program," it books using your Afterschool calendar.
Key Benefits
- Smart Calendar Detection: The AI matches parent requests to the right calendar using descriptions and keywords you configure
- Multi-Program Booking: Manage tours for infants, toddlers, preschool, afterschool, and multiple locations within one AI bot
- Fallback Calendar: Set a default calendar to catch any requests the AI can't match, so no tour opportunity is missed
- Works with Your Automations: All your existing automations for tour confirmations, reminders, and follow-ups continue working
- Clear Tracking: See exactly which calendar was used when you review appointment details
How It Works: Smart Calendar Detection
The AI routes tours to the correct calendar using your configured calendar names, descriptions, and optional keywords.
When a parent types something like: "I want to visit the toddler classroom next week"
The AI identifies your Toddler Tours calendar and shows available time slots.
Fallback Calendar
The fallback calendar acts as a safety net when the AI can't match a parent's request to your configured calendars. This ensures every tour request gets booked.
Select one of your calendars as the fallback option. If the AI can't determine intent from the parent's message, it automatically books on this calendar.
[SCREENSHOT: Tour Booking Bot configuration showing fallback calendar dropdown with "General Tours" selected]How to Set Up Multiple Calendars
Follow these steps to configure multiple calendars for your tour booking bot:
- Navigate to AI Agents → Enrollio AI → Bot Goals and select Tour Booking
- Choose the Multiple Calendars option at the top
- Under Calendar Selection, pick the calendars you want to include (each calendar's name and description are automatically fetched)
- Optionally, add Additional Keywords & Descriptions to help the AI recognize parent intent — especially useful if your calendar itself doesn't have a detailed name and description
- Configure a Fallback Calendar to handle unmatched requests (you can uncheck this if you don't want a fallback)
- In AI Configuration, define your AI prompt (e.g., "Which program would you like to tour?")
- Configure Advanced Options:
- Pause bot response after booking
- Trigger automations after booking
- Transfer to staff member post-booking
- Allow bot to cancel the tour
- Allow bot to reschedule the tour
- Save your configuration
Writing Effective Prompts and Keywords
Clear prompts and keywords help the AI route tours accurately:
- Use program-based keywords like "infant," "toddler," "preschool," "afterschool"
- Write calendar descriptions in plain language: "Tours for our infant program, ages 6 weeks to 18 months"
- Include how parents actually talk: "baby," "little one," "my 2-year-old" → maps to appropriate programs
- Keep your main prompt simple: "Which program would you like to visit?" works better than lengthy explanations
- If you have multiple locations, include location keywords: "downtown center," "west side location"
Viewing Booked Tours and Calendar Details
After a tour is booked, both the conversation thread and the appointment details show which calendar was used.
- Open the conversation thread to see the AI's confirmation message with time slot details
- Click View Appointment to open the details panel
- The assigned calendar name (e.g., "Toddler Tours") appears in the Calendar field
Frequently Asked Questions
Can I switch between single calendar and multiple calendar modes?
Yes. Choose the mode that fits your needs. Single calendar works best if you only need one tour calendar. Multiple calendars is ideal for centers with multiple programs, locations, or tour guides.
How many calendars can I add?
You can add multiple calendars, but we recommend keeping the list focused. Fewer, well-configured calendars lead to more accurate AI matching than many similar calendars.
What if the AI can't identify the correct calendar?
The fallback calendar automatically handles these cases, ensuring every tour request gets booked.
Will my existing automations still work?
Yes. All your existing automations continue working — tour confirmations, reminder texts, follow-up emails, and any post-booking automations you've set up.
Can I use this for phone calls with Enrollio AI?
Not yet. Multiple calendar support currently works in chat conversations only. Voice AI integration is planned for a future update.
What if a parent wants to book tours for multiple programs?
The AI will guide them through booking one tour at a time. After completing the first booking, the parent can start a new conversation to book additional tours.
Can I assign different staff members to different tour calendars?
Yes. Each calendar can have its own assigned staff member or team. Configure this in your calendar settings under Settings → Calendars.