Keep families from missing their scheduled tours by setting up automatic reminders. Enrollio can send text messages, emails, or both at any time before a tour is scheduled.

What You'll Need

  • An active Enrollio account
  • Tours scheduled in your calendar
  • Parent contact information (phone number for texts, email for emails)

Setting Up Tour Reminders

You have two ways to send reminders: using built-in calendar notifications or creating a custom automation.

Option 1: Built-In Calendar Reminders (Quick Setup)

This is the fastest way to send basic reminders for tours.

  1. Click Calendar in your main navigation
  2. Select the calendar you use for tours (or click Settings if you need to edit an existing calendar)
  3. Scroll to Notifications
  4. Toggle on Email Reminders, SMS Reminders, or both
  5. Set when you want reminders sent (e.g., 24 hours before, 1 hour before)
  6. Customize your message text
  7. Click Save
[SCREENSHOT: Calendar settings screen showing notification options with toggles for email and SMS reminders, timing dropdown, and message customization fields]

Pro Tip: Send two reminders — one the day before and one an hour before the tour. This dramatically reduces no-shows.

Option 2: Custom Automation (Advanced Control)

Build a custom automation if you want more control over timing, multiple touchpoints, or conditional logic.

  1. Go to Automations in your main navigation
  2. Click Create Automation
  3. Name it something like "Tour Reminders - [Calendar Name]"
  4. Set your trigger to Appointment Scheduled
  5. Filter by your tours calendar
  6. Add a Wait step (e.g., "Wait until 24 hours before appointment")
  7. Add an action: Send Email or Send SMS
  8. Customize your reminder message
  9. Optionally, add another wait step and reminder for closer to tour time
  10. Click Publish
[SCREENSHOT: Automation builder showing a tour reminder flow with appointment scheduled trigger, wait step set to "24 hours before", and SMS action]

Best Practices for Tour Reminders

Timing That Works

  • 24 hours before: Gives families time to reschedule if needed
  • 2 hours before: Catches last-minute scheduling conflicts
  • 30 minutes before: Final nudge for people running late

What to Include in Your Message

  • Tour date and time
  • Your center's address with a map link
  • Where to park
  • Contact number if they're running late
  • What to bring (if applicable)

Sample Reminder Message

"Hi [First Name]! This is a reminder that your tour of [Center Name] is tomorrow at [Time]. We're located at [Address] - here's a map: [Link]. Park in visitor spots near the main entrance. Questions? Call us at [Phone]. See you soon!"

Troubleshooting

Reminders Aren't Sending

  • Check that the family has a valid phone number (for texts) or email address
  • Verify your calendar notifications are toggled on
  • If using an automation, make sure it's published (not in draft mode)
  • Confirm the appointment was booked after you set up reminders

Families Say They Didn't Get Reminders

  • Ask them to check spam folders for emails
  • For texts, confirm they haven't opted out of messages
  • Double-check their contact info is entered correctly

Pro Tip: In your first reminder, ask families to confirm they're coming. Set up an automation that sends a follow-up message only to families who don't respond within 12 hours.

Related Articles

  • How to Set Up Your Tours Calendar
  • Creating Text Message Automations
  • Managing Tour No-Shows
  • Calendar Booking Settings