The functionality described below is designed to run on a tablet that center staff can place in a parent's hands for data entry and then carry around during a tour for reference. It contains all the day's tour information at a glance and can handle walk-ins and no-shows. It is a powerful and mobile platform for managing your tours.
Some directors have concerns about a tablet lying around that a parent might pick up and start using without supervision, seeing others’ scheduled tours.
If you share this concern, you might consider changing the security setting on your tablet(s) to require a PIN login and an automatic logout timer if it sits idle.
Step 1: Create a kiosk form (if you don’t already have one).
A) Click or tap Settings > Organization Settings > Forms
B) If any forms say “Kiosk” under the “Form Type” column, no further action is needed on this step.
If there is more than one kiosk form, the tablet will use the oldest form. To change this, click a form and check the “Default Today's Tours Kiosk Form” checkbox.
If you want to review/edit a form, click or tap on the row of the form you want to review.
C) If none say, “Kiosk”, click or tap “+ Add Kiosk Form” in the upper right toolbar.
D) Fill out the resulting form.
A field that does not have the “Active” checkbox checked will not appear on the form when a parent is using it.
A field that does not have the “Required” checkbox checked is a field that can be left blank when a parent submits their form.
For more on creating and using forms, click here.
E) Save the form when you are done.
F) Click or tap “Click Here to Review Form” to review the form as it will appear to a parent. Make sure it looks right. (Note that the screen is live: you can also enter test data into your CRM by entering data in this screen.)
Step 2 (optional): Determine whether you want the Home tab or Today’s Tours screen to appear after you log in.
Click or tap your name in the upper right of any screen.
Click the “EDIT” button.
On “Screen after login”, select “Home” to see the normal home tab or “Today’s Tours” to see the kiosk view after you login.
Click or tap the “SAVE” button.
Step 1: Enter your username and password.
After logging in, the kiosk will either open to the “Today’s Tours” screen or will open to the desktop view.
(Which view you see after logging in can be controlled by making sure you’re logged in a the center level, then clicking/tapping your name in the upper right corner, then click or tap the “EDIT” button, and select your choice from the “Screen after login” drop-down options.)
Step 2: (Ignore this step if your kiosk has already opened to the “Today’s Tours” screen.) To get from the desktop view to the “Today’s Tours” view, tap the orange “Tours Today” icon in the upper right corner of the screen or tap the grey “Tours Today” icon in the upper right of the “Tours & Meetings Schedule” window.
The “Today’s Tours” screen is the main kiosk work screen. For privacy and safety reasons, the info on the “Today’s Tours” screen is for staff only; do not show it to leads.
Here is a very quick overview of the “Today’s Tours” screen:
The rest of the buttons will be explained in detail below.
You can see more information about any Lead in the “Today’s Tours” screen by tapping the lead’s “Tour Sheet” button. This can help you, for example, to prepare for an upcoming tour.
Step 1: Tap the “Tour Sheet” button for the tour you want to review.
Review the info about the lead (and their child/children, if they’ve provided it).
Step 2: When you are done reviewing the info, tap the “CLOSE” button.
Step 1: Find the lead’s tour. Tap the “HERE” button.
Step 2: When the kiosk form comes up, hand the tablet to the lead and have them correct any errors and fill out any blanks. Or do this yourself while talking with them.
Step 3: Tap “Next” to move to the next page (if necessary). Tap “Done” when the form is completely filled out.
Step 4: After verifying the lead’s information on the data confirmation page, press “Continue” at the bottom of the tablet.
Step 5: Tap the lead’s “Tour Sheet” button.
Step 6: With the Tour Sheet open, give the lead a tour of your center. When finished, tap the “CLOSE” button.
Optional: Instead of carrying the kiosk, you can print the Tour Sheet and carry that with you during the tour.
To print...
Go to the “Today’s Tours” screen and tap the ChildCareCRM logo to go to the desktop view (or go to a desktop/laptop computer).
Type the lead’s name in the upper right search bar and select the lead’s name when it appears.
Click the print icon in the upper right.
Print the page that appears.
Step 7: Tap the tour’s “COMPLETE” button.
Step 8: The “Complete Tour Task” window will open with “Result Type” showing “Tour Completed”. Fill out the rest of the info.
Step 9: Tap the “SAVE” button. You’re done.
Sometimes a person off the street will come in and ask about your services. Answer their questions while giving them a tour.
You will also use this same procedure if a lead shows up for a tour on the wrong day or if they show up after you’ve marked them as a “no show”.
Step 1: Tap the “UNSCHEDULED TOUR” button.
Step 2: Decide if you want to search by the lead’s phone number, email address, name or child’s name. Tap to select the search method you want.
Step 3: Start entering info into the search bar. Results will appear below as you type.
Step 4: Tap to select the result that matches your lead. If none match, tap the “NONE OF THESE – TOUR NOW” button if you’re giving a tour today. Or tap “NONE OF THESE – SCHEDULE TOUR” if your lead wants to come back for a tour later.
Note that “NONE OF THESE – SCHEDULE TOUR” uses the Self-Scheduled Tour form. If your location is not set up for self-scheduled tours, this button will be inactive. (Click here to learn about setting up self-scheduled tours.)
Step 5: When the kiosk form comes up, hand the tablet to the lead and have them correct any errors and fill out any blanks. Or do this yourself while talking with them.
Click “Next” as necessary to fill out each page of the form.
Step 6: Tap “Done” when the form is completely filled out.
Step 7: After verifying the Lead’s information on the data confirmation page, press “Continue” at the bottom of the tablet.
This will create a card on the “Today’s Tours” screen for your unscheduled Lead.
Step 8: Tap the lead’s “Tour Sheet” button.
Step 9: With the Tour sheet open, give the Lead a Tour of your center. When finished, tap the “CLOSE” button.
Optional: Instead of carrying the kiosk, you can print the Tour sheet and carry that with you during the Tour.
To print...
Go to the “Today’s Tours” screen and tap the ChildCareCRM logo to go to the desktop view (or go to a desktop/laptop computer).
Type the lead’s name in the upper right search bar and select the lead’s name when it appears.
Click the print icon in the upper right.
Print the page that appears.
Step 10: Tap the tour’s “COMPLETE” button.
Step 11: The “Complete Tour Task” window will open with “Result Type” showing “Tour Completed”. Fill out the rest of the info.
Step 12: Tap the “SAVE” button. You’re done.
Step 1: Tap the “EDIT EVENT” button on the completed tour you want to edit.
Step 2: Make whatever edits are necessary.
Step 3: Tap the “SAVE” button.
Once you have decided a lead is not just running late for their tour but is not going to show up at all, do the following.
(If they do show up after marking them “no show”, you can find them again by tapping the “UNSCHEDULED TOUR” button.)
Step 1: Tap the “NO SHOW” button on their tour.
Step 2: The “Complete Tour Task” window will open with “Result Type” showing “Tour Not Completed”. Fill out the rest of the info.
Step 3: Tap the “SAVE” button.
Optionally, you can also set up talking points so that tour-givers never forget an important feature that parents want to know. To learn how to add Talking Points to the Today's Tours Kiosk, see: