The Tour Form in Optix allows prospective members to easily book an in-person tour of your space directly from your website. It's a simple yet powerful way to convert interest into engagement — helping you showcase your community and facilities while collecting key visitor details, automatically.
Enabling the Tour Form helps you:
Increase the conversion of your website: Let leads easily book tours at their convenience
Simplify lead capture: Automatically record inquiries and visitor info in your Optix dashboard
Save time: Sync tour availability directly with your Google Calendar
Streamline your sales process: Centralize tour scheduling, follow-ups, and conversions in one place
How to enable the Tour Form
How to enable the Tour Form
Note: The tour form requires that you integrate with Google Calendar. The hours of availability displayed in your tour form are directly correlated to either the open hours of your location or your Google Calendar's availability. |
To get started, first enable the Tour Web Form in your Optix dashboard:
Select Settings from the left-hand menu, followed by Forms, and then Tour bookings
If it's not currently enabled, on the right-hand side of the screen under Using this feature, select Enable Feature
Note: Enabling the tour will add a link on your Drop-in Form, so users can choose to book a tour if they are not ready to make a drop-in booking. |
How to customize Your Tour Form
How to customize Your Tour Form
Next, you'll want to ensure your Tour form is customized to your preferences:
Under Options you can add a title for your tour form.
Set the duration, you can choose from 15 minutes up to one hour.
To customize the look of your form, you can go to Settings > Forms > Forms overview > Customize Theme. Changes made here will affect all of your Forms. Learn more on how to customize the design of your forms here.
Set whether you want the Company and Phone number fields appear in your Tour Form. To adjust these fields:
Go to Settings > User settings > User properties.
Locate the Company or Phone number property.
Scroll to the bottom to find Tour bookings form.
Choose one of the following options:
Hidden – field won't appear in the Tour Form
Optional – field is visible but not required
Required – field must be completed before submitting the form
How to collect additional details from your leads
How to collect additional details from your leads
To create and enable additional details you want to collect from users filled out the Tour form:
Navigate to Settings > Forms > Tour bookings, scroll down to the bottom under 'Included fields' to click Go To User Properties OR navigate to Settings > User settings > User properties
Optional: Create a separate property group for your Tour bookings form. Click here to learn more.
Create your questions via User properties
Scroll to the bottom of the user property under 'Tour bookings form', and select either Optional or Required based on your preference.
How to embed the form on your website
How to embed the form on your website
Scroll to Get the code and specify how you would like the form to display on your website (pop up, embed, or via a link).
Click Get the Embed Code/Link to generate an export of the code or link that can be added to your website.
How to embed the tour form onto your website
How to embed the tour form onto your website
There are three different ways you can enable your Tour Form:
Embed will allow you to have the Tour Form integrated onto one of your existing web pages
Pop-up will allow you to have users click a button to open a modal that displays over the top of a webpage
Link will give you the URL to which you can connect a \"Tour\" button (or something similar) to open the tour booking form on a separate page
To select your preferred method:
Scroll down to Embed and select pop-up, embed, or via a link
Click Get the Embed Code/Link to generate the code or link that can be added to your website
If you are unfamiliar with how to edit your website, it is recommended that you work directly with your web developer on how best to integrate this functionality on your website. If you don't currently have a web developer available to you, we recommend using the link option. The link to book directly from your website will be in the format: yoursubdomain.optixapp.com/book/tour
How to view a Tour booking
How to view a Tour booking
When a lead books a tour via your Tour Form, you'll find:
A new Unconfirmed User in your User list, with the source listed as Tour
The tour booking on your Schedule
Note: The tour form does not override existing user names. If an existing user (with the same email) tries to book a tour, the tour will be booked under their name as seen in your dashboard and not under any new name they enter in the tour form. |
FAQs
FAQs
Can I collect more information from people booking tours?
Yes! You can add custom fields through Settings → User settings → User properties, then scroll to Tour bookings form to mark each field as Optional or Required.
Can I customize the confirmation message after a tour is booked?
Yes! You can edit your follow-up communications by creating a Tour Booking automation.
How do I know if a tour booking worked?
Each successful tour booking will:
Create a new Unconfirmed User in your dashboard with the source Tour
Appear as an event in your Schedule
Troubleshooting
Troubleshooting
The Tour Form isn't appearing on my website.
Make sure you've copied the full embed code or link correctly, and that your website uses https:// (secure connection)
The available time slots aren't correct.
Double-check your Google Calendar connection in Apps & Integrations → Google and ensure your calendar's availability matches your open hours.
The Company or Phone fields aren't showing up.
Go to Settings → User settings → User properties, scroll to Tour bookings form, and make sure these fields are not set to Hidden.
The tour confirmation message shows the wrong contact info.
Check your Location Settings → Contact info → Primary contact — the message pulls this information automatically.