Auto Update Enrollment Stage on Tour Date

You can automatically move families through your enrollment pipeline based on when their tour is scheduled. This keeps your pipeline accurate without manual updates.

Why This Matters

When a parent books a tour for next week, you don't want them sitting in "Tour Scheduled" stage today. This automation moves them to the right stage at the right time — like "Tour Today" or "Tour Completed" — so your pipeline always reflects what's actually happening.

How to Set It Up

Step 1: Create Your Automation

  1. Go to Automations in your left navigation
  2. Click Create Automation
  3. Choose Start from Scratch

[SCREENSHOT: Automations page showing Create Automation button and template selection]

Step 2: Set Up the Trigger

  1. Add an Appointment Scheduled trigger
  2. Select your tour calendar (the one parents use to book tours)
  3. Save the trigger

[SCREENSHOT: Appointment Scheduled trigger configuration showing calendar selection dropdown]

Step 3: Add a Wait Step

  1. Click the + button below your trigger
  2. Select Wait from the action menu
  3. Choose Wait Until and select Appointment Start Time
  4. This makes the automation pause until the actual tour date/time

[SCREENSHOT: Wait action configuration showing "Wait Until" option with appointment start time selected]

Step 4: Update the Pipeline Stage

  1. Add a Create/Update Enrollment Opportunity action
  2. Select your enrollment pipeline
  3. Choose the stage you want (like "Tour Today" or "Tour Completed")
  4. Save the automation

[SCREENSHOT: Create/Update Opportunity action showing pipeline and stage selection fields]

Pro Tips

Multi-stage movement: Add multiple wait steps to move families through several stages. For example: wait until tour time → move to "Tour Today", wait 1 hour → move to "Follow Up Needed".

Handle cancellations: Add a condition that checks appointment status before updating the stage. This prevents moving families forward if they canceled their tour.

Common Use Cases

Tour Day Automation: Move families to "Tour Today" when their tour starts, then to "Post-Tour Follow Up" 2 hours later.

No-Show Detection: Wait 30 minutes after tour time, check if the appointment was marked complete, and move no-shows to a "Reschedule Tour" stage.

Upcoming Tour Reminders: Wait until 24 hours before the tour, move to "Tour Tomorrow" stage, which triggers your reminder text messages.

Troubleshooting

Families aren't moving automatically: Check that your trigger is using the correct calendar. Each tour calendar needs its own automation.

Timing seems off: Verify your wait step is set to "Appointment Start Time" not a fixed delay. The appointment start time updates if parents reschedule.

Not all families are being updated: Make sure families have an enrollment opportunity created before the tour is booked. The automation can't update an opportunity that doesn't exist.