How to Mark a Tour as Complete, Cancelled or a No-show

Manually Completing a Tour

Tours can be automatically marked as completed four hours after the tour end date. After this time, a family will automatically receive their Tour Completed & Thank You email with a link to the Feedback Survey. You can choose this setting in Tours > Tour Settings.

To manually complete a tour:

1. Locate the family’s waitlist application or lead enquiry
2. On the child profile, locate the Tours section by scrolling down
3. Locate the tour that you wish to update and use the drop-down menu to select status Completed
   

A dialog box will appear to confirm your action. The family will receive a Tour Completed & Thank You email when the tour is marked as completed. If an administrator needs to change the status to a cancellation or no show, then they may do so after completion. However, the family will have received the thank you email prior.

Tour No-Shows

1. Locate the family’s waitlist application or lead enquiry
2. On the child profile, locate the Tours section by scrolling down
3. Locate the tour that you wish to update and use the drop-down menu to select status No Show
   

The family will receive a Tour No-Show email when the tour is marked as No Show. Below is an example of the No Show email template that will be sent to carers. This email template can be edited in your system Settings under Email Templates. You can add a placeholder Tour Booking URL to allow carers to book another tour as shown below.

Cancelling a Tour

1. Locate the family’s waitlist application or lead enquiry

2. On the child profile, locate the Tours section by scrolling down

3. Locate the tour that you wish to update and use the drop-down menu to select status Cancelled

A dialog box will appear to confirm your action, as this action cannot be undone. The family will receive a Tour Cancelled email when the tour is marked as Cancelled.