Enquiry-to-tour follow-up at early education centres involves manually logging parent enquiries, drafting personalised invitations, tracking responses, and chasing non-responders across multiple tools. Manual coordination creates delays, inconsistent follow-up, and lost leads.
Automation captures enquiries from all sources, deduplicates records, sends personalised tour invitations with tracking, and automatically follows up with non-responders. The result is faster parent response times and higher tour conversion rates.
The full workflow, from trigger to completion.
Parent submits enquiry via website form or email is received. The automation platform captures the submission and extracts parent name, contact, child age, and preferred tour date.
The automation queries to see if the parent email already exists. If found, the record is flagged for manual review. If new, the parent is created as a contact.
A new lead record is created with enquiry details, status set to 'Enquiry Received', and a follow-up date set to 3 days from now.
A personalised tour invitation email is sent using a template populated with parent name, available tour slots, and a direct link to confirm attendance.
The email send event is logged to the lead record, including timestamp and email template used.
The automation monitors for parent replies. When a response arrives, the lead status is updated to 'Tour Confirmed' or 'Tour Declined' and the tour date is recorded.
If no response is received after 3 days, a follow-up email is automatically sent. If still no response after 5 days total, the lead is marked 'Cold' and a notification is sent to the admissions team for manual outreach.
When a tour is confirmed, a message is sent to the admissions team with parent details and tour date, and the tour is added to the centre's shared calendar.
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