Today's Tour Kiosk
The functionality described below is designed to run on a tablet/iPad that centre 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 mobile platform for managing your tours.
A Note About Security and Peace of Mind
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)/iPad to require a PIN login and an automatic logout timer if it sits idle.
Tour Kiosk Initial Setup
Step 1: Create a kiosk form (if you don’t already have one).
A) Click or tap Automation> Landing Pages>
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 New Page" in the upper right toolbar.
D) Fill out the resulting form using the dropdown to select Kiosk .
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.
E) Save the form when you are done.
F) Copy and paste the highlighted URL 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.)
Using the Kiosk: Logging In
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.
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 white “Tours Today” calendar icon in the upper left corner of the screen (You must be at certain location to see this icon)
Using the Kiosk: Today's Tours Screen
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 families.
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 centre. When finished, tap the “CLOSE” button.
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 Parent Scheduled Tour form. If your location is not set up for Parent Scheduled Tours, this button will be inactive. (Click here to learn about setting up Parent 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.
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: