Coordinator Copilot - Tour Texts
A quick reference for replying to VenueAI tour review texts.
The system is designed to feel like texting a teammate. Just write naturally, no special commands needed.
How it works
After a tour, you will receive a message like:
Did Sarah Johnson show up for the tour on 10/15/26 at 2:00 PM? Reply yes or no and include any notes.
That’s it. Just reply as you normally would.
The basics
1. Simple yes or no
All of these work:
yes no show yeah nope
Even short forms like y , yea , nah are understood.
2. Yes or no with notes
You can include notes in the same message:
yes loved the venue, wants outdoor ceremony no show, but wants to reschedule yes! Nancy was here with her sister. Bride joined on FaceTime and loved the ballroom ceiling
Write naturally. Notes are saved to the lead automatically.
3. Mentioning other people
You can include names without confusing the system:
yes her name is Brianna not Brainna. looking at Wednesday or Friday yes Nancy (the bride) came with Kelly’s aunt. Kelly and Jeremy are not local
The system still knows the main lead is Sarah and stores everything correctly.
Handling multiple tours
If multiple tours are pending, you will see:
(2 other tours still waiting too.)
You have three options:
Option A: Answer one at a time
yes
You’ll get a confirmation and a reminder for the remaining tours.
Option B: Close all at once
all yes all no
This updates every pending tour instantly.
Option C: Mix and match
lyndsay yes, john yes loved the patio, leah no
Each person gets the correct status and notes.
You can also reference times:
the 9:30 was a no show
Adjusting follow-ups
After confirming a tour, you can change follow-ups by texting again.
Delay follow-ups
wait a week give it a few days 3 days follow up tomorrow
Older shortcuts like 2DAYS or 1WEEK still work.
Stop follow-ups
stop following up don’t follow up disable
All of these pause future messages to that lead.
Combine everything in one message
yes loved them, follow up in 3 days yes she’s looking at fall 2026, wait a week no show, don’t follow up
After closing multiple tours
If you used something like all yes , specify the lead when making changes:
disable Lyndsay wait a week on John 3 days for Hannah
Updating before the system asks
You don’t have to wait for the message. You can send updates anytime:
Sarah showed mark Mike as no show Sarah showed with Emily, loved the venue, follow up in 3 days
Out-of-order replies
You can send messages in any order.
Example:
2 days
The system will respond asking for confirmation.
Then:
yes
Everything gets applied together.
Same for notes first:
loved the venue, deciding in 2 weeks
Then:
yes
Duplicate names
If there are multiple leads with the same name, you’ll be prompted:
I found 2 tours:
- Sarah Martinez (2:00 PM)
- Sarah Johnson (4:00 PM)
Reply with 1 or 2 .
Common scenarios
| Situation | What to send |
|---|---|
| Great tour, ready to book | yes loved everything, wants to book |
| Solid tour | yeah they loved it |
| Needs time | yes, wait a week |
| No-show but interested | no show, follow up tomorrow |
| No-show, not interested | no show, don’t follow up |
| Add notes | yes with Emily, asked about kosher options |
| Fix mistake | actually they showed up |
| Close all | all yes |
| Mixed batch | sarah yes, mike no, jen yes loved it |
| Adjust one after batch | disable Lyndsay |
Key reminders
- Write naturally. No special formatting needed
- You can send everything in one message or multiple messages
- The system understands typos and variations
- For multiple tours, it will guide you step by step
- If unsure, just text the lead’s name and what happened
If anything feels off, just reply with what happened. The system will figure it out.