School tour to enrolment
When to use it
Section titled “When to use it”- Parents find you by word of mouth, social media or a sign at the gate, and visit before they apply.
- Admissions is one person or a small office, and enquiries sometimes wait too long for a call.
- You decide places by hand (offer, waiting list, decline) and want each parent told the same day.
Where the data comes from
Section titled “Where the data comes from”| How | What |
|---|---|
| A form people fill in | The Enquiry form and the Application form this playbook creates. Put the Enquiry link on your website, Instagram bio and WhatsApp status, or print it as a QR code for the gate. |
| A booking form | The Tour booking form this playbook creates: a date and time slot question. Each booking saves the tour time on the parent, which drives the reminders. |
| A form your staff fill in | A staff-only Admission decision form your admissions office fills in for each family, matched by the parent's phone number. |
What it sets up
Section titled “What it sets up”| Kind | Name | What it does | Lands |
|---|---|---|---|
| Team | Admissions | Gets the enquiry calls, the after-tour calls and the application reviews. | Empty |
| Team | Head teacher | Hears about calls and reviews not done in time; gets the weekly report. | Empty |
| Form | School Enquiry | The enquiry form. A hidden field marks the family as an enquiry. | Draft, not published |
| Form | School Tour | The tour booking form. Each booking sends booking.created with the tour's start time. | Draft, not published |
| Form | School Application | The application form. A hidden field moves the family to the applied stage. | Draft, not published |
| Form | Admission Decision | Staff-only form the admissions office fills in to record a decision. Matched to the parent by phone. | Draft, not published |
| Segment | Tour within a day | Tour within the next day. | Ready |
| Segment | Toured in the last day | Toured in the last day and hasn't applied yet. | Ready |
| Segment | Enquiries | Families at the enquiry stage. | Ready |
| Segment | Applied, waiting for a decision | Families who applied and are waiting for a decision. | Ready |
| Segment | Offered a place | Families offered a place. | Ready |
| Segment | On the waiting list | Families on the waiting list. | Ready |
| Template | Enquiry received (SMS) | Thank-you SMS with the tour booking link. | Ready |
| Template | Tour booked (SMS) | Tour confirmation by SMS. | Ready |
| Template | Tour tomorrow (SMS) | Reminder the day before the tour. | Ready |
| Template | After the tour (SMS) | After-tour SMS with the application link. | Ready |
| Template | Application received (SMS) | Acknowledgement when an application comes in. | Ready |
| Template | Place offered (SMS) | Message when a place is offered. | Ready |
| Template | Waiting list (SMS) | Message when a family goes on the waiting list. | Ready |
| Template | Place not offered (SMS) | Kind message when a place can't be offered. | Ready |
| Report | Weekly: admissions | Where families are now and how admissions is keeping up, to the head teacher each week. | Off |
| Follow-up | Tour 1: new enquiry | A new enquiry gets the tour link by SMS and a call task for admissions, escalated to the head teacher if nobody calls. | Off |
| Follow-up | Tour 2: tour booked | When a tour is booked, save its time on the parent and confirm by SMS. | Off |
| Follow-up | Tour 3: tour cancelled | A cancelled tour clears the saved time, so no reminder goes out. | Off |
| Follow-up | Tour 4: reminder the day before | Hourly run over "tour within a day"; one reminder per tour. | Off |
| Follow-up | Tour 5: after the tour | Daily run over "toured in the last day": the application link by SMS and a "how was the tour?" call for admissions. | Off |
| Follow-up | Tour 6: application received | An application gets an SMS acknowledgement and a review task for admissions, escalated to the head teacher. | Off |
| Follow-up | Tour 7: place offered | Admissions records "offered a place": the parent gets the offer message. | Off |
| Follow-up | Tour 8: waiting list | Admissions records "waiting list": the parent gets the waiting-list message. | Off |
| Follow-up | Tour 9: place not offered | Admissions records "not offered": the parent gets a kind message. | Off |
The questions it asks
Section titled “The questions it asks”| # | Question | Default | Fills in |
|---|---|---|---|
| 1 | What should messages call your school? | none, must answer | org_name |
| 2 | Which team calls new enquiries and follows up after tours? (can be one person) | Admissions | admissions_team |
| 3 | Who should hear if admissions is slow, and get the weekly report? (for example the head teacher) | Head teacher | head_team |
| 4 | Where should parents go when they arrive for a tour? | none, must answer | tour_where |
| 5 | Which number should parents call to change a tour or ask a question? | ‹workspace phone› | school_phone |
Other settings
Section titled “Other settings”These have defaults. Change any that don’t fit.
| Setting | Default | Key |
|---|---|---|
| Hours admissions has to call a new enquiry | 24 | enquiry_due_hours |
| Hours admissions has to review a new application | 72 | review_due_hours |
| Daily time for the after-tour follow-up | 09:00 | follow_up_time |
| Weekly admissions report | 0 8 * * 1 | report_cron |
| Default phone country on the forms | ‹workspace country› | default_country |
| Greeting when a first name is missing | there | greeting_fallback |
| Time zone for the daily and hourly runs | ‹workspace timezone› | timezone |
Timings
Section titled “Timings”- A new enquiry gets an SMS straight away, and admissions gets a call task due in 24 hours. If nobody has responded by then, it escalates to Head teacher.
- A booked tour is confirmed by SMS straight away. A reminder goes out when the tour is less than a day away. The reminders run every hour.
- Every day at 09:00 (‹workspace timezone›), parents who toured in the last day get the application link by SMS, and admissions gets a call task due in 24 hours.
- A submitted application gets an SMS straight away and a review task due in 72 hours.
- A decision recorded on the Admission decision form sends the matching SMS straight away.
- Weekly admissions report: 0 8 * * 1 in ‹workspace timezone›.
Channels
Section titled “Channels”| Channel | Needed for | Before it can send |
|---|---|---|
| sms | Every message to parents | An SMS provider, or Origamy managed SMS after business verification (KYC). |
| The weekly report to your team | Nothing extra. Reports go to your team members by email. |
What you need to do
Section titled “What you need to do”- Open the Tour booking form in the form builder and set your tour days, times and how many families fit in a slot. The playbook creates the form with the slot question; the opening hours are yours.
- Switch on the "Tour booked" and "Tour cancelled" follow-ups: they copy each tour's time onto the parent, which is what the reminders read.
- Add your admissions staff to the Admissions team and the head teacher to Head teacher (Settings → Collaborators → Teams). A task assigned to an empty team reaches nobody.
- Have admissions fill in the Admission decision form for every family as soon as a decision is made. It matches the parent by phone number, so use the number on their enquiry. The internal note is never sent to the parent, but keep it factual anyway.
- Publish the four forms, connect an SMS provider or finish business verification, then switch the follow-ups and the report on and test with your own phone.
- Set up the tour form in the form builder before you publish it: pick your tour days and times, and how many families fit in one slot. Small schools often run one group tour a week at a fixed time, which keeps reminders simple and the head free.
- Put the Enquiry link where parents already look: your website, Instagram bio, WhatsApp status and a QR code at the gate. Many parents will message you on WhatsApp first, so ask them to fill in the form or type the details in for them.
- Offers, waiting-list places and declines are sensitive. The playbook gives no reasons and shows no fees in any message. If a parent asks why, that is a phone call, not a text.
- You hold children’s details. Say on the forms how you use them, only ask for what you need at each stage (the enquiry form has no child’s name on purpose), and check your child-data and admissions rules before you start.
This playbook is synthesized: no customer has run it with us yet. If you build it, tell us what you changed, and we’ll replace it with the real version.
Copilot eval
Section titled “Copilot eval”The request used to test the copilot on this playbook (a live eval):
We're a private primary school. When parents fill in our enquiry form, text them a link to book a school tour and give admissions a task to call them within a day. Text a confirmation when a tour is booked and a reminder the day before. The morning after the tour, text them our application link and have admissions call to ask how it went. When we record that a child is offered a place, waitlisted or declined, text the parent the right message. Email the head teacher a weekly summary of where families are.
It passes when every piece is a valid draft and everything lands off, with at least: form, segment, workflow, message_template, report.