Schedule tours and send follow-ups
Available on Grow
Book a family's tour, write down what mattered, and send a warm follow-up a couple of days later.
The tour is where most families decide, and the note a few days later is where many of them commit. This article covers booking the visit, recording what happened, and sending the follow-up. Tours are under Enrollment on the web and the Grow tab in the app.
On Free or Plus? Families book tours from your website, and you'll find requests in your website area. See Let families book tours from your site.
Book a tour
- Open Tours and choose New tour (New in the app).
- Pick the Family. You can't change it after the tour is created.
- Set Scheduled, the date and time. Times are in your school's time zone.
- Set Duration (minutes). It starts at 45.
- Choose a Type: In person, Virtual or Open house.
- Choose Schedule tour.
A tour's status is Scheduled, Held, Canceled or No-show. Change it from the status menu on the tour.
If your school has standing tour hours, an enrollment suggestion on Enrollment forecast has a Schedule a tour button. It proposes open times that fit your hours and what the family told you, and Confirm tour books one.
Write the recap
After the visit, mark the tour Held and write a Recap: what happened and what the family cared about. Only you see it, and it shapes the follow-up. Even one line helps. Choose Save recap.
Schedule a classroom visit
If a family wants their child to spend time in a room first, open the tour and choose Classroom visit. Pick the Classroom, Date & time, the Child if you know which one, and Observer notes for what the teacher should watch for. Then choose Schedule visit.
Send a follow-up
When a tour is Held, a Keep the moment going card appears. Choose Schedule a follow-up. It takes you through four screens:
- Recap: confirm your notes.
- What mattered: add a Personal note only you will see, and up to 6 highlights the family responded to, like "Loved the Pre-K yard".
- Timing: Tomorrow morning, In 2 days, In 3 days or Next week. Then choose Email, which Clear Day sends at the scheduled time, or Message, a script you send yourself.
- Preview: read the draft and edit the subject and body. Redraft with my changes takes another pass with your edits. Nothing sends until you confirm.
Choose Schedule send for an email, or Save follow-up for a message script. The follow-up then shows on the tour, where you can Send now or Cancel it until it goes out. Send now only applies to email.
To find it later, or to edit or cancel it, see Scheduled outreach.
Related articles
- Keep in touch with families who go quiet
Schedule a stay-in-touch note, and edit, send or cancel any follow-up that hasn't gone out yet.
- Work your enrollment pipeline
See every inquiry as a board, a list or a seat forecast, open a family to see where they stand, and close out the ones who don't enroll.
- Process applications and send offers
Review enrollment applications, move them through their statuses, and send offers families can accept, with a deposit and an e-signature if you want one.
- Let families book tours from your site
Set your tour hours, block dates, accept a tour request, and see what the Free plan's limit of 4 bookings a month means.
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Collect inquiries with an interest form
Build an inquiry form, publish it, and paste it into your own website so every response lands in your pipeline as a new family.
Process applications and send offers
Review enrollment applications, move them through their statuses, and send offers families can accept, with a deposit and an e-signature if you want one.