Your First Week

Setting up your booking calendar for tours

Quick answer: Go to Calendars, click + Add Calendar, pick the calendar type (typically Round Robin for tours), set your availability and tour length, then share the booking link in your funnel and email signature.

Why this comes before the funnel

Most schools' first funnel page collects tour requests. Your booking calendar is what families interact with after they request a tour — they need available time slots to pick from. Set up the calendar first, then point your funnel at it.

Step-by-step

1. Open Calendars

1. Click Calendars in the main menu.
2. Click Calendar Settings.
3. Click + Add Calendar.

2. Pick the calendar type

Common types for schools:

• Round Robin — best for tours with multiple admissions staff. Distributes bookings evenly.
• Class booking — multiple families book the same time slot (e.g., a group open house).
• Personal — bookings go to one specific staff member.

3. Name and describe the calendar

• Name: "School Tour" or similar — families will see this when they book.
• Description: 1–2 sentences explaining what to expect. "30-minute campus tour with our admissions director. Best for families with children entering Pre-K through 8th grade."

4. Set the team

If you picked Round Robin, add the staff members who give tours. Each person needs their own user account (see the "Invite a team member" article in Getting Started).

5. Set availability

Pick the days and times you offer tours:

• Most schools offer tours Monday–Thursday, mid-morning
• Set tour length to 30–60 minutes
• Set a buffer between tours (15 minutes is typical) so staff have time to reset
• Decide how far in advance bookings are allowed (typically 30–60 days out)
• Decide how close to "now" bookings are allowed (a 24-hour minimum prevents last-minute surprises)

6. Attach a custom form for intake

When a family books, you want more than name and email — you want their child's name, grade level, what they're hoping to learn. Attach a custom form to the calendar:

1. Build a short intake form in Sites → Forms. Keep it to 5–8 questions.
2. In the calendar editor, click Forms & Payment.
3. Pick your tour intake form from the dropdown.
4. Save.

See the "Attaching a form to a calendar booking" article in the Contact and Registration Forms module.

7. Configure confirmation and reminders

• Confirmation email sent right after booking
• Reminder email the day before
• Optional: SMS reminder 1 hour before (once SMS is approved)

8. Get the booking link

Each calendar has a unique booking URL. Copy it. You'll use it in:

• Your funnel page's "Schedule a tour" button
• Email signatures
• Social media bios
• Anywhere prospective families might want to book

Tips

• Don't overbook your staff. Building in buffers prevents tour fatigue and lets you reset between families.
• Set bookings to require approval if helpful. Some schools want to vet requests before confirming. Others auto-confirm — pick what fits your workflow.
• Block out staff vacation time. Each staff member can set their own unavailable times.
• Test by booking yourself. Walk through the booking flow as a parent would. Confirm reminders fire correctly.

Related articles

• Launching your first funnel page
• Setting up your admissions pipeline
• Setting up automatic follow-up for new inquiries