Send One-Time Tour Booking Links in Automations

Overview

A one-time booking link is a unique scheduling link that automatically expires after someone books with it. This prevents link sharing and ensures each family gets their own dedicated time slot.

With the 'Generate One-Time Booking Link' action in your automations, you can automatically create and send these secure links to prospective families — no manual work required.

What This Action Does

This automation action creates a unique, single-use booking link for your calendar and delivers it directly to families. Once they book a tour or appointment, the link expires automatically.

Perfect for tour requests, waitlist callbacks, or any situation where you want to offer personalized scheduling without the risk of duplicate bookings.

How to Set It Up

Follow these steps to automatically generate one-time booking links in your automations:

1. Create Your Automation

Start by creating a new automation in your account. Choose a trigger that makes sense for your workflow — like when a family submits a tour request form or when they're moved off your waitlist.

2. Add the Booking Link Action

Click to add a new action to your automation. Navigate to the 'Appointments' category and select 'Generate One Time Booking Link.'

3. Choose Your Calendar

Select which calendar this link should book appointments on. This might be your tour calendar, enrollment consultation calendar, or any other calendar you've set up in Enrollio.

4. Add a Communication Action

Add an email or text message action after the booking link generator. This is how you'll send the link to your families.

5. Insert the Booking Link

In your email or text message, click where you want to insert the booking link. Use the custom value picker to select 'Generate One Time Booking Link' and then choose 'One Time Link.'

The actual unique link will be generated automatically each time the automation runs.

6. Customize Your Message

Write a friendly message around the booking link. Let families know what the link is for and that it's unique to them. Click 'Save' when you're done.

Pro Tip: Let families know the link is single-use and encourage them to book right away. Something like: "This personalized link is just for you and expires after you book — click below to choose your preferred time."

7. Publish Your Automation

Review your automation and click 'Publish.' Now every time a family triggers this automation, they'll receive their own unique booking link automatically.

Example: Auto-Send Tour Booking Links

Here's a common use case for childcare centers:

Scenario

Automatically send a personalized tour booking link when a family submits your tour request form.

Setup

Trigger: Form Submitted — Select your tour request form

Action 1: Generate One Time Booking Link — Select your 'Tours' calendar

Action 2: Send Email — Use the custom value picker to insert the one-time booking link in your email body

Email Example

"Hi [First Name],

Thanks for your interest in [Center Name]! We'd love to show you around.

Click your personalized link below to choose a tour time that works for you:
[One Time Booking Link]

This link is unique to you and expires after you book, so grab your spot today!

Looking forward to meeting you,
[Your Name]"

Result

As soon as a family submits your tour request form, they receive an email with a secure booking link. They click it, choose their preferred time, and your tour is scheduled — all without you lifting a finger.

Pro Tip: Combine this with a follow-up automation that sends a reminder text 24 hours before their scheduled tour. You can set this up using tour booking as the trigger.

Why Use One-Time Links?

• Prevent double bookings: Links expire after use so families can't accidentally book twice
• Stop link sharing: Each link is unique to one family
• Track engagement: Know exactly who booked from which automation
• Save time: No more manually sending calendar links
• Professional experience: Families get personalized, secure scheduling