Tour availability controls when families can book a tour within CRM. Families then choose from the times you set, and brightwheel sends their confirmation automatically.
đ Not seeing brightwheel CRM in your account? New schools see it automatically, while existing schools need to opt in. Learn how to opt in.
The family experience
When you move a lead to Contacted and send the email, you can choose to send the family an invitation to schedule a tour via email.
They select Schedule Tour, choose a time from your availability, and select Confirm booking. They'll see a message that their tour is scheduled, receive a confirmation email, and can add the tour to their calendar.
Families don't need a brightwheel account or the app to book. They'll get a reminder email 24 hours before the tour, and their lead moves to Tour scheduled in your pipeline.
Note: Families can't cancel or reschedule on their own yet. They'll need to contact your school to make changes. You can always manage tours from the CRM > Tours tab.
Tour settings
Providers can control the following tour settings.
Recurring schedule: Turn on the days and times you offer tours each week.
One-time dates: Add a single date and time, like an extra tour next Friday at 1 p.m.
Blocked dates: Block a date families shouldn't be able to book, such as a holiday.
đĄ Tip: The scheduling window sets how far ahead families can book. The default is eight weeks, which is also the longest option.
Set tour availability
Log in on the web
In the sidebar menu, go to CRM > Setup
Click Tour availability
Choose your accent color and scheduling window
Enter how many families can sign up for each tour spot
When finished, hit Save changes
Note: Your changes won't be saved until you select Save changes.
Edit tour emails
Brightwheel sends families a tour reminder 24 hours before their tour. You can also edit your tour cancellation and no-show reschedule emails.
From the CRM > Setup page, click Message templates. Scroll down to Tour automations to make adjustments.
FAQs
Can families cancel or reschedule a tour on their own?
Not yet. Families need to contact your school directly.
How many families can book the same tour time?
You choose. Enter the number of families allowed for each tour spot in your settings.
Do I have to set up tour availability to use CRM?
No, but we recommend it. You can also schedule tours for leads yourself.