Tour bookings
Booking a tour, what the family gets when you confirm it, and what happens when plans change.
Booking a tour
Open More → Enrollment → Tour bookings, then tap +. Fill in:
- Family / contact name — required.
- Contact email and Contact phone — optional, but the email is the only way a confirmation reaches the family.
- Tour type — In person, Virtual or Phone. A virtual tour also asks for a Meeting link, which goes in the confirmation email as a join button.
- Date, Starts and Ends — required, and the end has to be after the start.
- Party size — useful when a family is bringing grandparents and a stroller.
Tap Book Tour. New tours start as Scheduled. Booking doesn't send the family anything; confirming does.
Upcoming and past
Upcoming holds tours that haven't started yet. Once a tour's start time passes, or it's cancelled, it moves to Past & cancelled on its own.
Add to Calendar puts an upcoming tour on your phone's calendar; tap it again to take it off. That entry is yours alone — the family isn't sent a calendar invite.
Confirming
Confirm appears on scheduled tours. Tapping it marks the tour Confirmed and, if there's a contact email, emails the family.
Once a tour is confirmed the button becomes Resend confirmation, which sends the email again. Use it after changing a time or correcting a mistyped address.
What the family receives
The email's subject is Your tour of your center's name is confirmed, followed by the day and time. It shows when the tour is, in your center's time zone, and your center's address for an in-person tour. It closes by asking the family to let you know if their plans change. Replies go to the email address on your center's profile, if one is set.
For a virtual tour the email says Online and includes a Join the virtual tour button when the booking has a meeting link; without one, it tells the family you'll send the link before the tour. For a phone tour the email says you'll call them at the booked time, and leaves your address off.
Cancelling
Tap Cancel tour, then Cancel Tour to confirm, or Keep Tour to back out. The tour is marked Cancelled and moves to Past & cancelled.
Cancelling sends nothing to the family. Call or email them, and offer another time while you're at it.
Tours in the pipeline
The Tours tab inside Applications & pipeline shows the same tours as columns — Scheduled, Confirmed, Completed and Lost — with Edit for changing a time or adding notes.
Its Book tour form takes the same contact email, phone and meeting link, so a tour booked from either place can be confirmed by email. For the rest of the pipeline, see Enrollment pipeline and waitlist.
More: All director guides