Schedule tours and send follow-up outreach

A tour is the high point of your enrollment pipeline. The warm note a few days later is where a lot of families decide. Clear Day keeps both in one place: book the visit, jot down what mattered, and send a personal follow-up at the right moment. Clear Day drafts it; you approve it before it goes.

The Tours list

Open Tours to see every visit, newest scheduled first. On the web each row shows When, Type, Duration, and a Status tag. On the app the rows are leaner: the date alongside the status and type. Tap a row to open the tour.

A tour moves through four statuses:

Status	Meaning
Scheduled	Booked, not yet held
Held	The family came and toured
Cancelled	Called off
No-show	Booked, but the family didn't come

Book a tour

1. From the Tours list, choose New tour (on iOS, New).
2. Enter the Family ID for the prospective family. You can't change the family once the tour is created.
3. Pick a date and time under Scheduled.
4. Set the Duration (minutes). The default is 45.
5. Choose a Type: In person, Virtual, or Open house.
6. Choose Schedule tour.

Tour-slot templates: propose a time instead of guessing

For schools with standing tour times (Tuesday mornings at 9:30, say), Clear Day can propose a tour instead of you picking a date by hand. When you're scheduling a tour for a family, Clear Day checks your recurring windows, subtracts what's already booked, and ranks what's left against anything the family has told you about their own availability. You get a short list of best-fit times (the window, how many spots are left in it, and why Clear Day picked it) and confirm one with a tap.

Some tour windows hold more than one family at a time, so a confirmed slot doesn't always mean the whole window is full. This sits alongside the manual New tour flow above: reach for it whenever your school runs standing tour times and you'd rather offer a family your next few real openings than negotiate one from scratch.

Write a recap after the visit

Once a family has visited, open the tour and switch its status to Held from the status dropdown. Then fill in the Recap: what happened, what they cared about. Only you see this, and it shapes the follow-up. Choose Save recap when you're done. Even one line helps.

Schedule a classroom visit

Some families want their child to spend time in the room before they commit. From an open tour, choose Classroom visit (top right) to schedule one for that family. The form opens with four fields:

1. Classroom: pick the room the child will sit in. The list is your school's classrooms.
2. Date & time: when the visit happens.
3. Child: optionally choose which of the family's prospective children the visit is for. If the family has no prospective children on file yet, this is left blank.
4. Observer notes: a private prompt for what the teacher should notice during the visit.

Choose Schedule visit to save it. Clear Day links the visit back to the tour so the context stays together.

Schedule a follow-up

Mark a tour Held and a Keep the moment going prompt appears. Choose Schedule a follow-up to open the wizard. It has four steps:

1. Recap: confirm or add your notes from the visit.
2. What mattered: add an optional Personal note (yours alone) and up to eight Highlights the family responded to, like "Loved the Pre-K yard." Clear Day weaves these in so the note reads like you remembered.
3. Timing: choose when it should land. Two or three days is the sweet spot. Then pick How to send: Email, which Clear Day sends at the scheduled time, or Message, a script you send yourself.
4. Preview: read the draft, edit the subject and body however you like, or choose Redraft with my changes to have Clear Day take another pass. Nothing sends until you confirm.

Finish with Schedule send for an email, or Save follow-up for a message script. The follow-up then shows on the tour with a Send now or Cancel option until it goes out.

Note: Send now only applies to email follow-ups. A message script is something you send yourself, so there's nothing for Clear Day to fire off.

Stay in touch with families who go quiet

When a family withdraws or just goes silent, a warm note a couple weeks later tells them the door is still open. From Scheduled outreach, choose New outreach, search for the family, and choose Continue to open the Keep the door open wizard. Pick a timing (in 2 weeks, 1 month, or 3 months), review the draft on the next step, and choose Schedule send.

Manage scheduled outreach

The Scheduled outreach list holds every pending follow-up and stay-in-touch note. Filter by All, Scheduled, Sent, Failed, or Cancelled. On any Scheduled row you can:

• Edit: change the send time, subject, or message body.
• Send now: send it right away instead of waiting.
• Cancel: stop it from sending.

Sent, failed, and cancelled rows are final.