Getting Started - Set Up Tour Booking Calendar

Setting up your tour booking calendar is like hiring an assistant who's available 24/7. Imagine waking up to a full schedule of center tours without lifting a finger—sounds great, right? Let's walk you through getting this set up so you can easily secure up to 20 tours in your very first week and cut no-shows down by at least 25%!

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Set Up Your Tour Calendar

Your tour booking calendar is your best friend when it comes to managing center tours and parent meetings. Once it's up, you'll wonder how you ever managed without it.

To use Google Calendar for scheduling tours, you'll first need to create an Enrollio Tour Calendar. This calendar serves as the foundation for your scheduling rules—allowing you to configure availability, buffer times, meeting durations, and reminders.

Here's how to set it up:

  1. Navigate to Calendar > Calendar Settings.
  2. Click Create Calendar.
  3. Select calendar type (for 1-on-1 tours, choose Personal Booking).
  4. Fill in your calendar details:
    • Give it a friendly name like "Center Tour" or "Parent Meeting"
    • Select yourself as the host
    • Review your custom URL
    • Specify tour duration (typically 30-45 minutes)
    • Set your available hours
  5. Click Confirm.
  6. Copy the calendar link or embed code.
  7. Share the calendar link to start booking tours!

[SCREENSHOT: Calendar Settings page showing Create Calendar button and calendar type selection]

Pro Tip: Customize your calendar appearance to match your center's branding. This makes the booking experience feel more professional and inviting to prospective families.

Add Yourself As A Staff Member

Even if you're working solo, adding yourself as a staff member ensures everything runs smoothly. Think of it as giving yourself VIP access to your own scheduling system.

  1. Navigate to Settings > My Staff.
  2. Click Add User.
  3. Add yourself and save the details.

[SCREENSHOT: My Staff page showing the Add User button and staff member form]

You can set specific permissions for yourself or additional team members later, streamlining your workflow as your center grows.

Set Up Automated Reminders

Automated reminders mean fewer missed tours and happier families. They're like your calendar gently tapping parents on the shoulder to remind them about their upcoming visit.

  1. Navigate to Automation.
  2. Click Create Workflow and select Recipe.
  3. Choose the recipe Appointment Confirmation + Reminder.
  4. Edit the Confirmation Email action.
  5. Update your meeting link (Zoom, Google Meet, etc.) and click Save Action.
  6. Review all actions.
  7. Click Publish.
  8. Click Save.

[SCREENSHOT: Automation workflow showing the Appointment Confirmation + Reminder recipe with email and text message actions]

Pro Tip: Customize your reminders with personalized messages about what to expect during the tour. This builds stronger connections with families even before they visit your center.

Integrate Your Personal Calendar

Connecting your booking system with your personal calendar keeps everything in sync. No more double-booking or missed meetings, just effortless organization.

  1. Navigate to Calendars > Calendar Settings.
  2. Select the Connections tab and click Add New to connect your personal calendar (Google Calendar, Outlook, or iCloud).
  3. Select the Video Conferencing tab and click Add New to link your preferred conferencing tool for virtual tours.

[SCREENSHOT: Calendar Settings showing Connections tab with options to connect Google Calendar, Outlook, and iCloud]

Double-check that your integrations are syncing properly to enjoy seamless scheduling!

Share Your Calendar

Sharing directly from the calendar you're editing saves time and prevents copy-paste errors.

Use the Share button to:

  1. Open Settings → Calendars → [Your Calendar] and click Share in the top-right header.
  2. Choose from these options:
    • Copy Link - Get your direct booking link
    • One-Time Link - Create a single-use booking link
    • Embed Code - Get HTML code to add to your website
    • Preview - See the calendar as families will see it

[SCREENSHOT: Calendar header showing the Share button and dropdown menu with all sharing options]

Pro Tip: Add your booking link to your email signature, Facebook page, and website to make it easy for families to schedule tours anytime.

Frequently Asked Questions

Where do I find my booking link?

Open Settings → Calendars → [Your Calendar] and click Share in the top-right header. Click Copy Link.

How do I generate a one-time link?

Click Share in the header and select One-Time Link, then follow the prompt to create and copy it. This is great for sending a booking link to a specific family.

Where's the embed code for my website?

Click Share in the header and choose Embed Code to copy the HTML snippet. You can add this to your center's website so families can book tours directly.

Can I preview the calendar as a visitor?

Yes! Click Share and select Preview (or open the copied link in a private browser window) to see exactly what families will experience.

What does "Troubleshoot Calendar" do?

It launches diagnostics to check for configuration and availability issues and guides you to fixes if something isn't working correctly.

Who can use the Share and Troubleshoot buttons?

Users with permission to edit the calendar can see and use these buttons. If you're the account owner, you have full access.

Do these buttons change any existing links?

No. They surface quick actions, but your booking link remains the same unless you create a new one-time link.

Will Troubleshoot change my settings automatically?

It provides guided fixes and instructions. You'll always have control over what changes are made to your calendar settings.

Related Articles

  • Troubleshooting Tool for Calendar
  • Creating One-Time Booking Links
  • Embedding Your Calendar on Your Website
  • Why Tour Time Slots Are Missing on Your Calendar
  • Calendar Scheduling Conflicts