School inquiry
and tour
follow-up
Give every inquiry an owner and a next step. We map how questions arrive, who answers them and when a tour reminder or follow-up is due, then set up the notifications and tasks your team agrees to use.
Tour-booking setup and tracking are included in Fill the Calendar at $1,500 a month. Custom integrations and automation beyond that are scoped and quoted separately. See packages and scope ↗
- Inquiry routingA named owner.
- Staff remindersUnanswered requests stay visible.
- Human reviewPeople handle sensitive decisions.
A reply can be sent
while the question is still unanswered.
A family submits a form and receives a confirmation. Several people see the message, but nobody is sure who should answer the program question or arrange the next step.
We map where inquiries arrive and how they move between staff. The process defines what needs a person, which repeatable steps can be automated and how exceptions reach the team.
Give staff a clearer handoff
and families a useful response.
The right person receives the request.
Routing can follow an agreed campus or program rule. Notifications include the information that person needs, with an exception route when a message or connection fails.
Open questions stay visible.
Staff reminders and inquiry status can show which requests still need attention. A receipt confirmation is recorded separately from a useful staff response.
Sensitive decisions stay with your team.
Any AI-assisted draft or question classification has an agreed review process and data boundary. Admissions decisions, policy exceptions and individual family circumstances go to an authorized person.
A parent asks.
The handoff is visible.
A parent asks about a preschool program through the website. The request is recorded and routed to the agreed campus owner, while a confirmation tells the parent that it was received.
The staff member answers the program question and records the next action. If the request remains unresolved, a reminder flags it for review. This is an illustrative workflow; the actual messages, tools and timing are agreed with your team.
Check the handoffs
before connecting the tools.
We review the systems and access you already have. A new CRM is not assumed. Compatibility, provider charges and data-handling requirements are confirmed before a connection is proposed.
The initial scope identifies the trigger, responsible person and exception route for a defined workflow. Test requests and failed-message scenarios are checked before wider use.
Define the boundaries.
Agree which information is needed, who can access it and which communications require review. AI features are scoped only for a defined task.
Keep an accountable owner.
Choose operational measures the team can maintain, such as unresolved requests and completed follow-up tasks. Clear website forms give the process a useful starting point.
YOUR SUBSCRIPTION
SIX BENEFITS OF
WORKING WITH US
Every ongoing service subscription includes the support below. One-off website and app builds are scoped and quoted separately.
01
Clear, regular reporting
Weekly updates and a detailed monthly report show completed work, available evidence and the next priorities.
02
Make informed decisions
Use the evidence and identify missing records before changing priorities or spending.
03
Cancel after three months
Three-month minimum, then monthly cancellation. One-off project commitments are agreed separately.
04
CMO guidance included
Founder-led marketing strategy and oversight help you set priorities and review the work.
05
A strategy built for your school
Plan around your programs, available places and admissions calendar, with updates when capacity changes.
06
Keep control of your accounts
Retain your accounts, data and agreed project assets. Advertising spend is paid directly through accounts you own.
FAQ
BEFORE
YOU COMMIT
Practical answers about scope, responsibilities and working with your team.
03 CONCISE ANSWERSDo we need a new CRM?
Not necessarily. We review the tools and access you already have before recommending a connection. Compatibility, provider charges and the workflow requirements are confirmed during scope planning. A focused improvement may be possible within the existing process; a new platform is not assumed.
Will AI decide who is admitted?
No. Admissions decisions remain with authorized people. A proposed AI feature may assist with a defined task, such as a staff-reviewed response draft, but requires an agreed data boundary, review process and correction route. Sensitive questions and policy exceptions go to your team.
What happens if a message fails?
Each scoped automation needs an exception route and an accountable owner. We test failed-message or connection scenarios so the issue is visible to staff. The exact monitoring and support arrangements depend on the agreed systems and are defined before the workflow is used.