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Getting started with StudioBot

Brad Bingham
Updated

This is the step-by-step path for studio owners after Enrollio turns StudioBot on for your location. You’ll set knowledge, trial booking, behavior, and sending — then go live carefully.

Dashboard: https://studiobot.enrollio.ai

Before you begin

Enrollio will:

  • Connect StudioBot to your Enrollio CRM location
  • Send you an owner invite email
  • Start you in Practice mode (drafts only — nothing sends to parents yet)

You do not need to build CRM webhooks yourself. If something isn’t receiving messages, contact Enrollio support.

Step 1 — Accept your invite and log in

  1. Open the invite email from Enrollio
  2. Set your password (or use the magic link if offered)
  3. Sign in at https://studiobot.enrollio.ai
  4. Confirm you’re viewing the correct studio in the studio switcher (top of the app)

Step 2 — Check Home status

Open Home. You should see:

  • A plain status sentence (for example, Practice mode)
  • Needs your attention — drafts, pending facts, follow-ups, or failed sends
  • Optional 30-day snapshot (conversations, trials booked, handoffs)

Don’t Go Live yet. Use Home as your daily checklist.

Step 3 — Review Knowledge (Studio Facts + FAQs)

Studio Facts

  1. Go to Knowledge → Studio Facts
  2. Review pending facts from your website sync (if any)
  3. Accept facts that are accurate; dismiss ones that aren’t
  4. Add or edit facts for hours, location, dress code, parking, and policies

FAQs

  1. Go to Knowledge → FAQs
  2. Add common Q&A pairs parents ask (drop-off, what to bring, make-up classes, etc.)

Documents (optional)

Upload studio PDFs or handbooks under Knowledge → Documents so StudioBot can learn from them.

Tip: Bad or outdated facts cause wrong answers. Prefer fewer verified facts over many unverified ones.

Step 4 — Configure Trial Booking

  1. Go to StudioBot Setup → Trial Booking
  2. Choose your trial policy (for example free trials, request-only, or no trials)
  3. Enable the CRM calendars / classes StudioBot is allowed to offer
  4. Set any post-trial follow-up timing if shown

Only enable calendars you want parents to book into.

Step 5 — Set Behavior

  1. Go to StudioBot Setup → Behavior
  2. Choose primary goal (usually book a trial)
  3. Pick a tone that matches your studio
  4. Add always / never rules (for example: never discuss tuition; always mention arriving early)

Step 6 — Configure Human Handoff

  1. Go to StudioBot Setup → Human Handoff
  2. Confirm when StudioBot should involve staff (pricing, upset parents, “speak to someone,” etc.)
  3. Turn on notifications you want (Slack or CRM-side alerts, if available)
  4. Leave Advanced CRM tag options alone unless Enrollio support asks you to change them

Step 7 — Test StudioBot (nothing sends)

  1. Open StudioBot Setup → Test StudioBot (Test Lab)
  2. Run a few parent scenarios: age + interest → ask for a trial time
  3. Mark wrong answers and use Teach StudioBot to correct them
  4. Confirm the page notes that nothing sends to parents or CRM as a real message

Do not Go Live until Test Lab answers look right.

Step 8 — Choose Sending: Review before sending

  1. Go to StudioBot Setup → Sending
  2. For SMS (and other channels you enable), choose Review before sending
  3. Leave Send automatically for later, after you’ve approved real drafts for a while

Step 9 — Go Live (Practice → Active)

  1. Go to StudioBot Setup → Status (or use Go Live from the status area)
  2. Complete the preflight checklist
  3. Confirm you understand messages may reach parents after approval (or automatically, if you chose that)
  4. Type LIVE when prompted and confirm

You should now see Active with Review before sending (recommended start).

Step 10 — Work the Review Queue daily

  1. Open Conversations → Needs Review
  2. For each draft: Approve & Send, Edit then send, or Reject
  3. When you reject, use Teach StudioBot so the same mistake is less likely next time
  4. Watch Home for failed sends and retry or contact support if something stays stuck

Step 11 — (Optional) Switch to Send automatically

When drafts are consistently good for your studio:

  1. Return to Setup → Sending
  2. Switch SMS to Send automatically
  3. Keep checking All Conversations and handoffs for the first week

You can switch back to Review before sending anytime.

Quick checklist

  • [ ] Logged in at studiobot.enrollio.ai
  • [ ] Studio Facts reviewed / FAQs added
  • [ ] Trial policy + calendars enabled
  • [ ] Behavior and handoff set
  • [ ] Test Lab scenarios look good
  • [ ] Sending = Review before sending
  • [ ] Gone Live
  • [ ] Review Queue checked daily

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