Overview

You can automatically add notes to appointments using the Create Appointment Note action in your automations. This helps you log important details without manual data entry — perfect for tracking tour feedback, parent preferences, or follow-up reminders.

When to Use This

This automation action works in two ways:

  • With appointment triggers — automatically add notes when tours are booked, rescheduled, or completed
  • With webhook triggers — receive appointment notes from external systems or forms

How to Set It Up

Step 1: Create Your Automation

  1. Go to Automations in your Enrollio dashboard
  2. Click Create New Automation
  3. Choose Start From Scratch

Step 2: Add Your Trigger

Select one of these triggers based on your needs:

  • Tour Booked — when a family schedules a tour
  • Tour Completed — when a tour status changes to completed
  • Inbound Webhook — when receiving data from an external source

Step 3: Add the Create Appointment Note Action

  1. Click Add Action
  2. Select Create Appointment Note from the list
  3. Give your action a clear name (e.g., "Log Tour Feedback")

Step 4: Configure Your Note Content

If you used an appointment trigger:

Simply type the note you want to add. You can use custom values to personalize it:

Tour completed for {{contact.first_name}} {{contact.last_name}}. Follow up in 2 days.

If you used an Inbound Webhook trigger:

You'll need to specify which appointment to add the note to:

  • Appointment ID: {{inboundWebhookRequest.appointmentId}}
  • Note Body: {{inboundWebhookRequest.body}}

Configuration Details

Appointment ID Field

When it's required: Only when using an Inbound Webhook trigger. You must pass the appointment ID so Enrollio knows which appointment to add the note to.

When it's not required: When using appointment-based triggers (Tour Booked, Tour Completed, etc.). The automation already knows which appointment triggered it.

Note Body Field

This is the actual content of your note. You can:

  • Type static text that stays the same every time
  • Use custom values to pull in parent names, appointment details, or form responses
  • Combine both for personalized notes

Character limit: 5,000 characters maximum per note

Example Use Cases

Automatic Tour Follow-Up Notes

Trigger: Tour Completed
Note: "Tour completed on {{appointment.start_date}}. Parent interested in {{custom_values.program_interest}}. Schedule enrollment call."

Webhook Integration Notes

Trigger: Inbound Webhook
Use case: When a parent fills out a pre-tour form, automatically add their responses as a note to their scheduled tour appointment.

Staff Reminder Notes

Trigger: Tour Booked
Note: "New tour scheduled. Family has {{custom_values.number_of_children}} children ages {{custom_values.child_ages}}. Prepare materials for {{custom_values.program_type}}."

Pro Tips

Keep notes organized: Start each automated note with a consistent label like "[AUTO]" or "[SYSTEM]" so your team knows it was generated automatically.

Use with other actions: Combine this action with others — for example, send a text to staff AND add a note to the appointment when a family cancels a tour.

Important Things to Know

  • Notes added through automations appear alongside manually created notes — they're not visually different
  • If you're using webhooks, make sure your webhook payload includes both appointmentId and body fields
  • The 5,000 character limit is generous, but avoid adding extremely long notes that might be hard to read
  • Notes are attached to the appointment, not the parent record (though you can view them from both)

Troubleshooting

Note isn't appearing on the appointment:

  • Check that your automation was triggered (look at the automation history)
  • If using a webhook, verify the appointment ID is being passed correctly
  • Make sure the note body isn't empty

Webhook integration not working:

  • Test your webhook payload format — both appointmentId and body must be included
  • Check that the appointment ID matches an actual appointment in Enrollio