What You'll Learn
This guide shows you how to set up an Enrollio AI assistant using our guided form builder. No coding or prompt writing needed—just answer a few questions about your center and let Enrollio handle the rest.
Perfect for busy childcare owners who want professional, automated conversations with prospective families without the technical headache.
What is the Guided Form Builder?
The Guided Form Builder lets you create an AI assistant by filling out a simple form. You define what information you need—like parent names, child ages, or preferred tour times—and Enrollio builds the conversation flow automatically.
No prompt engineering required. Just point-and-click simplicity that gets your AI assistant up and running in under 5 minutes.
Why Use the Guided Form Approach
The Guided Form Builder gives you powerful AI capabilities without requiring technical expertise. Here's what makes it valuable:
Fast and Reliable
- Launch a complete AI assistant in under 5 minutes
- Logic-based responses ensure consistent, accurate answers
- No need to test and refine complex prompts
Built for Lead Capture
- Automatically collect parent contact details and child information
- Qualify families based on their responses
- Connect responses directly to your enrollment pipeline
Smart Conversation Handling
- Adapts follow-ups based on what families already shared
- Gently redirects off-topic messages back to enrollment questions
- Uses empathetic language that still moves conversations forward
- Reduces drop-offs and improves completion rates
Reusable Templates
- Create once, use across multiple campaigns
- Duplicate and customize for different programs or age groups
- Works seamlessly with automations and tagging
How to Set Up Your AI Assistant
Follow these steps to create your guided form AI assistant and connect it to your enrollment process.
Step 1: Open the Bot Builder
- Go to Enrollio AI → Bots in your left menu
- Click Create Bot
- The Guided Form builder opens automatically
Step 2: Add Your Center's Brand Information (Optional)
While optional, adding brand details helps your AI assistant sound more personal and on-brand.
- Center Name: Your childcare center's name
- Business Type: Childcare center, preschool, daycare, etc.
- Tone of Voice: Professional, friendly, warm, casual
This ensures responses match your center's personality and feel natural to prospective families.
[SCREENSHOT: Brand information section of the bot builder showing fields for center name, business type, and tone selection]Step 3: Configure Basic Bot Settings
These core settings control how your AI assistant starts and handles conversations.
Initial Message
The first thing your AI assistant says to families. For example: "Hi! Thanks for your interest in Sunshine Academy. I'd love to help you learn about our programs and schedule a tour."
How it works:
- With Initial Message: Your AI sends the welcome message first, then waits for the family's reply before asking enrollment questions
- Without Initial Message: Your AI jumps straight into enrollment questions when the family sends their first message
Language
Select the language your AI assistant should use when talking with families.
Bot Name
Give your AI assistant a friendly identifier like "Tour Assistant" or "Enrollment Helper."
Behavior Type
- Auto-Pilot: Fully automated—your AI responds instantly without staff involvement
- Suggestive: Your AI suggests replies that staff can review and send
Step 4: Define Your Questions and Objectives
This is where you tell your AI assistant what information to collect from families. Click Add Question / Objective for each piece of information you need.
Common Enrollment Questions
- Parent name and contact information
- Child's name and age
- Preferred program or classroom
- Desired start date
- Tour availability
- How they heard about your center
Pro Tips
- Enable "Skip if Already Filled" to avoid asking for information you already have
- Drag and drop questions to reorder them—most important first
- Use Yes/No questions to qualify families ("Are you looking for full-time care?")
Additional Instructions
Use this section to give your AI assistant extra context about your center and how to handle specific situations.
You can add up to 2,000 characters of guidance, such as:
- Your center's role and what programs you offer
- Boundary rules ("Don't discuss pricing—schedule a tour instead")
- How to handle common edge cases
- Critical steps that must come first
Where to find it: Open Objectives & Questions and scroll to the Additional Instructions field.
Keep it clear and concise—bullet points work best, with your most important guidelines at the top.
[SCREENSHOT: Additional Instructions text area within the Objectives & Questions section]Step 5: Set Up Actions for Each Objective
Once you've defined your questions, tell Enrollio what to do when families provide answers. This is how you automate follow-ups and keep your enrollment pipeline moving.
Available Actions
- Trigger an Automation: Enroll the family in a follow-up sequence or send a confirmation email
- Update a Custom Field: Save responses like "Preferred Tour Time" or "Child's Birthday"
- Assign Tags: Label families as "Tour Requested," "Infant Program," or "Hot Lead"
These actions help you personalize follow-ups and segment families based on their needs.
[SCREENSHOT: Action configuration panel for an objective showing Trigger Automation, Update Custom Field, and Assign Tags options]Step 6: Review and Launch
Before saving, double-check all your settings and configure where your AI assistant will be active.
Bot Availability
Set specific days and times when your AI assistant should be active. Perfect if you want staff to handle conversations during business hours and let AI take over after-hours.
Channels
Choose where your AI assistant will respond:
- Text messages
- Web chat on your enrollment site
- Instagram messages
- Facebook Messenger
Fallback Message
Create a custom message for when your AI assistant can't answer a question. Example: "That's a great question! Let me connect you with a member of our enrollment team."
When everything looks good, click Save to activate your AI assistant.
[SCREENSHOT: Final review section showing Bot Availability scheduler, Channels checkboxes, Fallback Message field, and Save button]Frequently Asked Questions
Can I switch between Guided Form and custom prompt modes?
Yes. Click the dropdown arrow next to "Create Bot" to choose your setup method. Guided Form is easiest for most childcare centers, but custom prompts give you more control if you need it.
Can I edit my AI assistant after creating it?
Absolutely. Open your AI assistant from the Bot Manager and click "Edit" to make changes anytime.
What happens if a family doesn't answer a question?
Your AI assistant will either retry the question, move to the next one, or end the conversation—based on how you configured each objective.
Can I duplicate an AI assistant?
Yes. Use the "Duplicate" option in the bot menu to copy a configuration and customize it for different programs or campaigns.
Can I use my AI assistant on Instagram or other channels?
Yes, as long as you've connected those channels to Enrollio. You can enable or disable channels in the bot settings.
When does my AI start asking questions if I set an Initial Message?
If you add an Initial Message, your AI sends that welcome first and waits for the family's reply before starting your enrollment questions. If you leave it blank, questions start immediately.
Next Steps
Test Your AI Assistant
Use the test chat window to validate your setup and make sure questions and actions work as expected.
Monitor Conversations
Check the Conversations view to see how families interact with your AI assistant and identify opportunities to improve.
Connect with Automations
Link your AI assistant to automations that nurture prospective families through your enrollment process.
Create Variations
Duplicate your AI assistant and customize it for different scenarios—like tour scheduling, waitlist inquiries, or program-specific questions.