The Flow Builder in Enrollio AI gives you a visual way to design how your AI assistant talks with prospective families. Think of it as a flowchart that guides conversations from first contact to booked tours.

Access the Flow Builder

Navigate to AI Agents > Enrollio AI > Create Bot button > Create New Bot button (Flow Based Builder).

[SCREENSHOT: Navigation path showing AI Agents menu, Enrollio AI section, and Create Bot buttons highlighted]
Note: The AI Flow Builder looks similar to the Automation builder, but works differently. Each AI action can have multiple back-and-forth messages to complete its goal.

Bot Settings

Start by configuring your bot's basic settings:

  1. Name your bot (example: "Tour Booking Assistant")
  2. Set Bot Status to Auto Pilot
  3. Select communication channels (SMS, Instagram, Facebook, etc.)
  4. Set max messages to 100 (this allows longer conversations)
  5. Click Save
[SCREENSHOT: Bot Settings tab showing name field, Auto Pilot toggle, channel checkboxes, and max messages field]

Bot Goals

Bot Goals define your AI's personality and purpose. These instructions apply to every step in your flow.

Personality & Style

On the Bot Goals tab:

  1. Select tone keywords (example: friendly and confident)
  2. Describe your bot's personality using merge fields:
    "You are a helpful assistant for {{ai.business_name}}. Be warm and conversational."
  3. Define the conversation intent:
    "Your goal is to understand what families need and schedule a tour."
  4. Add business context and examples:
    "Don't say 'How may I assist you today?' Instead say 'Hey! What brings you here today?'"
[SCREENSHOT: Bot Goals tab showing tone selector, personality description field, and business context section]

Special Conditions

Configure how your bot handles specific situations:

  • Stop Bot — Immediately ends the conversation if a parent uses inappropriate language or says "stop"
  • Human Handover — Transfers to your team when the bot can't answer or someone asks for a human
  • Appointment Options — Allow the bot to cancel or reschedule tours

Click Save when you're done.

Building Your Flow

Click Launch Flow Builder on the Bot Goals tab.

You'll know you're in the AI Flow Builder (not the regular automation builder) because it says "Back to Enrollio AI" and "Test Bot" at the top.

[SCREENSHOT: Flow Builder interface showing "Back to Enrollio AI" link and "Test Bot" button]
Pro Tip: When you see [END] nodes in the flow, that just means the end of that specific goal — not the end of the conversation. The chat continues unless you explicitly end it.

Starting Point

Every flow begins with the Chat Initiated trigger. This fires when a parent first messages your bot.

AI Actions

Click the plus (+) icon to add actions to your flow. You'll see standard automation actions plus special AI Actions designed for conversations.

[SCREENSHOT: Action picker showing AI Actions section with all available options]

AI Action: Capture Information

Use this when you need to collect specific information from a parent. The bot will keep the conversation going until it gets what it needs.

Configuration:

  • Describe the objective — Tell the bot what to find out (max 500 characters)
    Example: "Find out the parent's first name"
  • Update contact field — Choose which family record field to update (example: First Name)
  • Additional instructions — Give the bot guidance on how to handle responses
    Example: "If they say their child is under 6 months, let them know we start at 6 weeks"
  • Response example — Show the exact format you want
    Example: "Format phone as: (555) 123-4567"
  • Skip if already filled — Skip this step if you already have this information
  • Maximum attempts — How many times the bot should try before moving on
    Example: Max 2 means the bot will ask twice, then continue
  • Don't proceed if criteria not met — Ends the conversation with a closing message if the bot can't get the information
  • Add a tag — Automatically tag the family when this step completes (example: "AI Qualified")
[SCREENSHOT: Capture Information action configuration showing all fields filled out with childcare examples]

AI Action: Book Appointment

This action guides parents through scheduling a tour. The bot keeps trying until a tour is booked or the parent clearly declines.

Configuration:

  • Enter the prompt — Describe how to encourage booking
    Example: "Help them find a convenient time to visit our center"
  • Select calendar — Choose your tour calendar from the dropdown

This action has two outcome paths:

  • Appointment Booked — Tour successfully scheduled
  • Appointment not booked — Parent declined or couldn't find a time
[SCREENSHOT: Book Appointment action showing calendar selection and two outcome branches]

AI Action: End Conversation

Use this to definitively end the conversation. Without this action, the bot stays active and responds to new messages.

Configuration:

  • End custom message — Write exactly what you want to send
    Example: "Thanks for chatting! We'll send you a tour reminder tomorrow."
  • Reactivate after bot — Check this to restart the bot after a delay
  • Reactivate after value — How many time units to wait
  • Reactivate after unit — Choose hours, days, etc.
Pro Tip: Use this action when you want a clean break — like after a tour is booked or a parent says they're not interested.
[SCREENSHOT: End Conversation action with message field and reactivation settings]

AI Action: AI Splitter

This action analyzes information and routes the conversation down different paths. It doesn't send messages — it just decides which way to go based on what the bot has learned.

Configuration:

  • Description — Describe the decision point
    Example: "What age group is the parent interested in?"
  • Branches — Create options like "Infant", "Toddler", "Preschool"
  • No condition met — The default path if none of the branches match
[SCREENSHOT: AI Splitter showing age group branches for infant, toddler, and preschool]

AI Action: AI Message

Sends a single AI-generated message. The bot won't loop or try to accomplish a goal — it just sends the message once.

Configuration:

  • Enter the prompt — Describe what message to send
    Example: "Share our flexible scheduling options and full-time vs part-time programs"
  • Wait for contact reply — Check this if the flow should pause until the parent responds
[SCREENSHOT: AI Message action with prompt field and wait toggle]

AI Action: Custom Message

Sends an exact message you write. The AI won't change or personalize it — what you type is what gets sent.

Configuration:

  • Enter the message — Type your exact message
    Example: "We offer care from 6 weeks to 5 years old, with flexible scheduling options."
  • Wait for contact reply — Check this if you want to pause until they respond
Pro Tip: Use Custom Messages when you want precise control — like sharing your licensing information or specific pricing.
[SCREENSHOT: Custom Message action showing message text field]

AI Action: Transfer Bot

Hands off the conversation to a different bot in your account. Useful for specialized conversations (like enrollment vs billing questions).

Configuration:

  • Select which bot should take over from the dropdown

AI Action: Continue Conversation

Keeps the conversation going in the current context without any specific objective. The bot stays engaged and responds naturally.

Configuration:

  • Enter the prompt — Describe how the bot should continue
    Example: "Answer questions about programs, pricing, and availability"

Custom Triggers

Custom Triggers let you branch your flow based on what happens during the conversation.

Creating a Custom Trigger

Click Add Custom Trigger to create a conditional branch in your flow. These work like if/else logic.

Example use case: If a parent mentions "urgent need", trigger a priority path that fast-tracks their inquiry.

[SCREENSHOT: Custom Trigger configuration showing condition builder and branch paths]

Changing Trigger Paths

You can modify which actions happen on which trigger path. This lets you create sophisticated conversation flows that adapt to what parents say.

Testing Your Bot

Click Test Bot in the top right to try out your conversation flow. You'll see exactly how parents will experience it.

[SCREENSHOT: Test Bot interface showing a sample conversation]
Pro Tip: Test different scenarios — interested parents, price shoppers, and people asking about specific programs. Make sure your bot handles each gracefully.