Enquiry-to-Tour Follow-Up

Keep every family moving from first contact to booked tour without staff chasing emails all day.

58 hrs

Time saved/month

Companies have mapped

About This Automation

Enquiry-to-tour follow-up at childcare centres involves capturing parent enquiries from multiple channels, scheduling tours, sending reminders, and logging outcomes.

Automation captures enquiries automatically, extracts parent details, proposes tour dates from the calendar, sends personalised invitations, delivers reminders, and logs outcomes in a central system. The result is faster response times, higher tour attendance, and consistent data quality.

Key features

Extract enquiry details automatically from email, phone, and web forms into a centralised record

Propose available tour dates based on centre calendar and staff availability

Send personalised tour invitations with parent-specific details and multiple date options

Deliver automated reminders to parents 1 day before confirmed tours

Notify centre staff via messaging with tour details and parent information for preparation

Log tour outcomes and follow-up actions in a single system for consistency

How The Automation Works

The full workflow, from trigger to completion.

1. New Enquiry Receivedtrigger

Enquiry arrives via email, phone, or web form and is captured by the automation platform.

2. Extract and Validate Enquiry Data

The automation reads the enquiry, extracts parent name, phone, email, child age, and any notes, and validates the data for completeness.

3. Create Lead

Validated enquiry is automatically created as a new lead record with all details and a tour-pending status.

4. Check Tour Availability

Automation queries for available tour slots in the next 7 days and selects the 3 best options based on centre preferences.

5. Send Personalised Tour Invitation

Personalised tour invitation email is sent with the parent's name, child's age, and the 3 available tour slots.

6. Monitor for Parent Response

Automation monitors the parent's reply and updates the lead record with the response (confirmed, declined, or no reply after 3 days).

7. Send Reminder Before Confirmed Tour

If tour is confirmed, a reminder email is automatically sent 1 day before the scheduled tour time.

8. Notify Centre Staff of Tour

Notification is sent to the centre manager with tour details, parent name, and child age so staff can prepare.

4 reasons to map this process

It's completely free

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You get a complete build plan

A visual process map, automation spec, delivery timelines, and everything needed to build it, customized to your workflow and tools.

You see your real numbers

Custom pricing, ROI projection, and payback timeline based on your actual process, not industry averages.

There's no obligation to build

45 hrssaved/month

30times mapped

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Frequently asked questions

Everything you need to know before mapping this process.

My process is slightly different from this. Can I customize it?

This template is a starting point based on how other businesses handle this type of work. When you map your process, you describe exactly how your team does it and the automation is built around your workflow, not a generic template.

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What do I actually get from the mapping session?

Does this work with the tools my team already uses?

What happens after I map my process?

Do I need to prepare anything before starting?

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Estimated Time Saving

58hrs/month

Process pain:8.2/10

Mapped by:6 Companies

Map this to your business to get your exact numbers.

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