Canceling and Rescheduling Tours in AI Chat Bots

Your Enrollio AI chat bot can handle tour cancellations and rescheduling automatically—no staff intervention needed. Parents can adjust their bookings directly in the conversation, making it easier for busy families to manage their schedules while reducing administrative work for your team.

What This Feature Does

When enabled, your guided AI bot can manage existing tour appointments for families in real time. The bot prompts parents to reschedule or cancel their tours during conversations, handling everything automatically without your team lifting a finger.

Why This Matters for Your Center

Automating tour management delivers immediate benefits:

  • Parent Convenience: Families can reschedule or cancel tours 24/7 without calling your office
  • Less Admin Work: Your staff doesn't need to handle routine schedule changes
  • Bulk Changes: Parents with multiple tours scheduled can cancel them all at once
  • Full Control: Toggle cancellation and rescheduling on or off anytime to match your needs
  • Works Everywhere: Manages tours across all calendars associated with your bot
  • No Status Limits: Handles tours in any status—confirmed, pending, or otherwise

Setting Up Tour Cancellation and Rescheduling

Follow these steps to enable your bot to manage tour appointments:

Step 1: Enable Required Features

  1. Click Settings in your Enrollio dashboard
  2. Navigate to Labs
  3. Find and enable both Cancel And Reschedule and Form Based Bot
  4. Review the confirmation carefully—once enabled, these features can't be turned off

[SCREENSHOT: Labs settings page showing the two toggle switches for "Cancel And Reschedule" and "Form Based Bot"]

⚠️ Important: Lab features can't be disabled once activated. Make sure your team is ready before enabling these options.

Step 2: Configure Your Bot

  1. Go to Enrollio AI in your dashboard
  2. Select the bot you want to edit
  3. Click Edit Bot
  4. Navigate to Bot Goals

[SCREENSHOT: Enrollio AI dashboard showing list of bots with "Edit Bot" button highlighted]

Step 3: Enable Appointment Management

  1. Scroll to the Appointment Details section
  2. Find the toggles for rescheduling and cancellation
  3. Turn on the features you want your bot to offer
  4. Save your changes

[SCREENSHOT: Bot Goals page with Appointment Details section expanded, showing rescheduling and cancellation toggle switches]

Step 4: Test Before Going Live

  1. Use the Bot Trial feature to test the conversation flow
  2. Try different scenarios: single tour cancellation, rescheduling, multiple cancellations
  3. Confirm the experience works smoothly before letting parents use it
💡 Pro Tip: Test with a colleague playing the role of a parent. They'll spot confusing wording or missing steps you might overlook.

How Appointment Management Works

Tour Booking Rules

Understanding how your bot handles tours helps you set expectations:

  • All new tour bookings go to the calendar you specified in your bot's Appointment Details
  • The bot can reschedule or cancel tours from any calendar in your account
  • Changes are managed at the family level, so all appointments for that parent are accessible
  • Every tour status is supported—nothing gets missed

Flexible Control

You decide when and how your bot offers cancellation and rescheduling:

  • Toggle these options on or off in Appointment Details anytime
  • Adjust settings seasonally (like during enrollment season when tours are in high demand)
  • Match your center's policies and current capacity

Handling Multiple Tours

When a family has several tours scheduled, your bot can cancel them all in one conversation. This saves parents time and ensures nothing slips through the cracks.

Frequently Asked Questions

Can I turn off cancellation or rescheduling after enabling them?

Yes, you can toggle these options on or off in your bot's Appointment Details. However, the Lab features themselves can't be disabled once activated.

Will the bot work with tours from all my calendars?

Your bot can reschedule or cancel tours from any calendar in your account. New tour bookings only go to the calendar associated with that specific bot.

What happens when a parent has multiple tours booked?

Your bot can handle multiple cancellations in a single conversation, making it easy for parents to clear their schedule if plans change.

How do I preview the parent experience?

Use the Bot Trial feature to simulate conversations and test different scenarios before parents interact with your bot.

Are there any tour statuses that won't work?

No—all appointment statuses are supported for cancellation and rescheduling.

What if I accidentally enable the Lab features?

Lab features can't be disabled once activated, so review your decision carefully before enabling them. Consider your long-term needs and whether your team is prepared to support these capabilities.

Will parents receive notifications when tours are changed or canceled?

Notification settings depend on your calendar configuration and any automations you've set up in Enrollio. Review your tour confirmation and reminder settings to ensure parents receive appropriate updates.

💡 Pro Tip: Create an automation that sends a confirmation text when parents reschedule or cancel tours through your bot. This provides peace of mind and reduces no-shows.