How to Build Automated Tour Follow-Up Surveys

When a parent books a tour, you want to follow up automatically — confirm their booking, remind them about the visit, and gather feedback afterward. This guide shows you how to set up a complete tour follow-up sequence that runs on autopilot.

What This Automation Does

Once you build this, Enrollio will automatically handle four key touchpoints every time a tour is booked:

  1. Tour Confirmation — Send an immediate confirmation email or text when they book
  2. Tour Reminders — Send reminder messages leading up to the scheduled tour
  3. Follow-Up Survey — Ask what happened after the tour (Did they show up? How was their experience?)
  4. Review Request — If the tour went well, automatically request a review
[SCREENSHOT: Automation Builder overview showing a complete tour follow-up sequence with all four stages visible]

Step 1: Create Your Tour Follow-Up Survey

Before building the automation, you need a survey to send. This survey will help you understand what happened with each tour.

  1. Go to Sites → Surveys
  2. Click Create Survey
  3. Name it something like "Tour Follow-Up Survey"
  4. Add questions like:
    • "Did you attend your scheduled tour?" (Yes/No)
    • "How would you rate your experience?" (1-5 stars)
    • "What program are you most interested in?" (Multiple choice)
    • "Do you have any questions for us?" (Open text)
  5. Save your survey
[SCREENSHOT: Survey builder showing a simple tour follow-up survey with the questions listed above]
Pro Tip: Keep your survey short — 3-4 questions max. Parents are busy, and you'll get better response rates with a quick survey.

Step 2: Build the Automation

Now you'll create the automation that ties everything together.

  1. Go to Automations in your left sidebar
  2. Click Create Automation
  3. Name it "Tour Follow-Up Sequence"
  4. For the trigger, select Appointment Booked
  5. In the filter settings, choose the specific calendar(s) you use for tours
[SCREENSHOT: Automation Builder showing the "Appointment Booked" trigger with calendar filter options]

Step 3: Add Tour Confirmation (Action #1)

Your first action should confirm the tour booking immediately.

  1. Click the + button below your trigger
  2. Select Send Email or Send Text Message (or both)
  3. Write a friendly confirmation message that includes:
    • Tour date and time
    • Your center's address and parking instructions
    • What to expect during the tour
    • A calendar link to add it to their schedule
[SCREENSHOT: Email template editor showing a tour confirmation message with appointment details merged in]
Pro Tip: Use merge fields like {{appointment.start_time}} and {{appointment.calendar.address}} to automatically insert tour details.

Step 4: Add Tour Reminders (Action #2)

Set up reminder messages to reduce no-shows.

  1. Click the + button to add another action
  2. Select Wait
  3. Choose to wait until a specific time before the appointment (we recommend 24 hours and 2 hours before)
  4. Add a Send Text Message or Send Email action after each wait
  5. Keep reminders short and friendly: "Looking forward to seeing you tomorrow at 10am for your tour!"
[SCREENSHOT: Automation showing two "Wait" steps with reminder messages — one at 24 hours before, one at 2 hours before the appointment]

Step 5: Add Follow-Up Survey (Action #3)

After the tour happens, send your survey to find out how it went.

  1. Add another Wait action
  2. Set it to wait 2-4 hours after the appointment time
  3. Add a Send Email or Send Text Message action
  4. In your message, include a link to the survey you created in Step 1
  5. Keep the tone warm: "Thanks for visiting us today! We'd love to hear about your experience."
[SCREENSHOT: Email template showing a survey request message with a clear call-to-action button linking to the survey]

Step 6: Add Review Request (Action #4)

If the tour went well, automatically ask for a review. This requires a conditional path based on survey responses.

  1. Add a Wait action (wait for 1 hour to give them time to complete the survey)
  2. Add an If/Else condition
  3. Set the condition to check if they rated their experience 4 or 5 stars
  4. In the "Yes" path, add a Send Email or Send Text Message requesting a Google or Facebook review
  5. In the "No" path, you might add an internal notification to your enrollment team to follow up personally
[SCREENSHOT: Automation showing an If/Else branch with condition checking survey response, splitting into review request vs. staff notification paths]
Pro Tip: Only ask happy families for reviews. If someone had a negative experience, your team should reach out personally instead.

Step 7: Test Your Automation

Before going live, test the entire sequence.

  1. Create a test appointment on your tour calendar
  2. Use your own email and phone number
  3. Watch as each message arrives according to your timing
  4. Complete the survey to test the conditional logic
  5. Make adjustments as needed

Step 8: Activate and Monitor

Once you're satisfied with your testing:

  1. Toggle the automation to Active
  2. Monitor your survey responses in Sites → Surveys
  3. Check your automation analytics periodically to see open rates and response rates
  4. Adjust timing or messaging based on what you learn
[SCREENSHOT: Automation analytics dashboard showing email open rates, text delivery rates, and survey completion rates]

What's Next?

You now have a complete automated tour follow-up system. Every family who books a tour will receive timely confirmations, reminders, and follow-up — without you lifting a finger.

Consider building similar automations for:

  • Enrollment completion sequences
  • First-day check-ins for new families
  • Birthday reminders and messages
  • Re-enrollment campaigns