Tour Management System is a complete scheduling solution for your childcare business. Illumine offers powerful set of features including calendar set up, automated bookings and email reminders, easy rescheduling and more.
Childcare and preschools can leverage this to
Enhance parent experience - Improve appointment scheduling and communication for quicker school visits and personalised attention to parents
Streamline daily operations - Automate appointment scheduling, convert to admission enquiry and manage full funnel.
Attract new parents - Set up online and offline meetings and increase visibility.
Revenue growth - Improve operational efficiency, increase reach and parent satisfaction leading to revenue growth
Before you begin
You can use Tour Management through the Illumine platform, along with other features.
If you get started and decide you want more hands-on help setting up Tour Management, you can reach out to us at customersupport@myillumine.com
Tour management Trial
All Illumine clients have access to a free trial, or you can start a trial by reaching out to us at customersupport@myillumine.com
How does it work?
1. Manage your calendar with ease
Navigate to ‘Tour management’ →’Manage Calendars’ to begin.
Here, you can create a new calendar or edit available slots within an existing calendar, and more. You can use calendar’s availability settings to decide when you're open for appointments. You can:
Set regular weekly hours.
Add multiple recurring slots of time on each day of the week.
Cancel regular weekly hours on particular days using block off time.
After you've set your availability, the calendar will be visible on the landing page of Tour management. Parents will be able to schedule appointments by choosing any of the available slots.
2. Copy and share link with parents for automated scheduling
You can copy calendar links and share with prospecting parents via multiple channels. This link would provide them a view of all available slots within the calendar and proceed with booking by putting in their contact information.
We recommend you to share the calendar links via Whatsapp, Forms, Emails to maximise channels and parent bookings.
Illumine provides automated flows to set up message templates across all these channels - Whatsapp, Forms, Emails.
3. Manage calendar types
You can create multiple calendars for the different services you offer. You can choose to share the calendar links based on the intent of the parents.
Some businesses only need one calendar. If you have multiple staff members or locations, you can create individual calendars for them.
4. How Tour Management assigns appointments when multiple staffs are associated
When multiple staff members are associated with a calendar, Illumine by default will assign the booked appointment to all staff members.
Alternatively, you can leverage the checkbox within Calendar set up to evenly distribute the booked appointments to staff members. This will ensure a single staff member gets assigned to the new booking basis the number of bookings each member has so far.
5. Convert appointments to Enquiries with simple setting
You can convert appointments to New Enquiries within Enquiries module using a simple setting in the calendar. This will help you streamline admission process and source enquiries from a new channel.
6. Email alerts, Automated confirmations
Tour management module allows you to send automated email confirmations, reminders to parents upon booking. You can customise the email templates and personalise information, share other details with each email.
7. Better appointment management - Easy rescheduling and cancellations
Tour management allows you to manage appointments with ease. You can
reschedule an appointment in case of unavailability
mark no show and cancel if parents don’t show up
reassign staff in case of leaves
cancel a single appointment or add block off time to cancel multiple appointments.
How to make the most of Tour Management?
Configure calendars to easily schedule appointments with parents for any upcoming event. We suggest
Scheduling School Tours for parents interested in Admissions.
Setting up Open Days by managing available slots, max capacity, and sharing links with parents to ease slot booking
Making Parent Teachers meet more effective by allowing parents to pre book slots on Teachers or program’s calendar
Watch the videos
Watch the videos here to learn more