Admissions Dashboard Part 1: Inquiries and Tours

Step 1: Access the Admissions Dashboard and Identify Pipeline Stages

In the Admissions dashboard, review the different pipeline stages that appear at the top of the screen.

Stage one is Inquiries. Any family who fills out an inquiry link or an embedded inquiry form on your website will appear in this stage. Use this tab to ensure all inquiries are tracked and responded to.

The next tab is Tours, where tour bookings submitted via your public tour form are collected.

Step 2: Understand Inquiry and Tour Forms (URL and Embedded)

Families can submit inquiries or book tours using either:

• A URL link form you share directly, or

• An embedded form placed on your website.

When you open the URL version of the form, it will look similar to this (but with your logo):

The embedded form behaves the same way, but is integrated directly into a page on your website.

Step 3: Walk Through the Tour Booking Form

On the tour booking form, families:

1. Enter their contact and child information, then click Next.

   

2. Select a date from the calendar for their tour.

   

The available dates shown are based on the tour availability you configure for your center. For example, a family might select August 25 as their tour date:

They can then choose a time, such as 10:00 AM, and optionally add a desired enrollment start date and other details.

When the form is complete, they click Book Tour to submit the request.

After booking, they see an on‑screen confirmation and receive a confirmation email.

Step 4: Locate and Share Inquiry and Tour Forms

To find the forms (and the code/links you need to share or embed them):

1. Go to the Communicate module.

   

2. Click on Forms.

   

From here:

• Select the appropriate form (Inquiry or Tour).

• Choose the relevant organization location.

• Copy either:

  • The URL link to share directly, or

  • The embed code to place the form on your website.

Step 5: Configure Automated Emails for Tours and Inquiries

Ensure your automated emails for tours and inquiries are correctly set up:

1. Go to the Setup module.

2. Open the Custom section under the applicable center.

   

3. Go to Automated Emails.

   

Here you will see all automated emails related to the admissions process, such as:

• Tour booking confirmation

• Inquiry received

• Tour canceled or rescheduled

• Tour reminder (e.g., sent the day before the tour)

• Other admissions-related notifications

To customize a specific email, expand it. For example, expand the Tour booking confirmed email:

You can edit the content to match your preferred wording and branding, and preview it with your logo.

Similarly, you can customize:

• The email sent when an inquiry is submitted,

• The emails for tour bookings that are canceled or rescheduled,

• And the tour reminder email sent prior to the tour.

Step 6: View Booked Tours in the Calendar

When someone books a tour, it will automatically appear in the Calendar:

1. Go to the Communicate module and open Calendar.

2. Click into Calendar.

   

You will see a default calendar named Tours. This calendar is system-generated and cannot be removed or renamed.

Step 7: Configure Tour Calendar Settings and Availability

Within the Tours calendar, open the Tour settings:

Configure:

• Time slots and duration (e.g., how long each tour lasts in minutes).

• Maximum families per tour (how many families can attend the same slot).

• Minimum notice required before booking (how many hours in advance a tour can be booked).

• Advance booking window (how far into the future tours can be booked, e.g., up to 30 days).

Next, specify:

• Available days and times each week when your center offers tours.

• Blackout date ranges (e.g., holidays or other periods when tours are not available).

You can also add specific blackout dates by using the plus sign in the specific dates section:

To streamline setup, you can import local holidays so they are automatically added as blackout dates, which you can then edit if needed.

Finally, configure Roles and Permissions for the tour calendar:

• Decide who can edit, view only, or have no access to the tour calendar (e.g., center admins, office staff, room staff).

On the Tours calendar:

• Available tour times appear in a faded green.

• When a tour is booked, it appears as a distinct event on the calendar.

You can edit booked tours directly from the calendar and notify families of any changes.

Step 8: Manage Booked Tours from the Tours Tab

Return to the Dashboard module:

Open the Tours tab in the Admissions dashboard.

Here you will see a list of all families who have booked tours (in the demo center, these appear as test entries). For each record, you can view key details such as family information and tour date/time, and perform several actions:

• Click Email to send a message directly to the family from this screen.

This opens the email window as a quick shortcut, without leaving the Tours tab.

• When the tour is complete, you can either:

  • Archive the record to remove it from the active Tours list, or

• Click Register, which advances them to the Onboarding stage to begin the registration process.

Archived families appear in the Archive section:

They can be easily unarchived and returned to Active if needed.

Step 9: Manage Inquiries Using the Same Actions

The Inquiries tab functions in the same way as the Tours tab:

• You see a list of all inquiries.

• You can email families, archive records, or move them through the admissions pipeline using the same actions available on the right-hand side.

Part two of the training will cover the remaining stages of the admissions pipeline, including Waitlist, Onboarding, and Leaving.