Workflow: Assimilate Vistors with Automated Follow Ups

Most every church wants to engage the new visitor to make sure they feel welcomed and want to return to interact more with the ministry. There is often the question of how to make this follow up automated to contact the new person, and at the same time reduce administration overhead. The goal is to make sure no person 'falls through the cracks.' This is where an assimilation workflow comes in nicely. Creating this engaging Workflow is simple and steps are laid out below. Modify this to fit your church setup as needed.


Navigate to General Settings  (and hover) → select Workflows.

location of the workflow menu

Give the newly added Workflow a name that makes it easily recognizable. Also, add a description so it is understood what the purpose of the Workflow is. This helps bring clarity when reviewing at a later point and focus on the goal of the workflow while building it.

workflow name and description setup

Now, add triggers to start building the actions of your Workflow. Since we are focusing on follow-ups, we want to keep an eye on groups and attendance. Specifically starting with the 'Group - Add/Remove' trigger.

Select that trigger to add it and then the Group(s) that the workflow should look for. In the example, we will look for anyone that is in the '-STATUS - Guest' group. Once the group(s) is added, we can start adding some actions to engage the visitor and also notify the staff or pastor.

The following are some starting actions but can be customized to fit your needs.

  1. Send an Email. Email is a great way to create a personal message that can engage the new visitor and get them additional information about the ministry.
    • To: check off the person, their spouse if you want (depends on Family relationships), and any other contact that should be on the email. We will use the person and their spouse only in our example.
    • Reply To: Add the email address of a staff member that follows up with new contacts. When the workflow runs and sends the message, this is the email address a reply would go to.
    • Subject: Have this be warm and welcoming. Include the name of the church so it is easily recognizable as to where this email is coming from.
    • Message body: below the message body are placeholders that can be used to auto-insert the new visitor's name. People warm up to hearing their name and it adds a great personal touch. From there, you can add links to information on your website like upcoming events, new visitor information, staff directory, etc. Be creative and show your personality as a church! If you have a person that does HTML/CSS coding, style can be added to give it extra flair through accessing   Source.
  2. Create an Interaction: This allows for a person in the database to have an actionable task to follow up. This is your 'secret sauce' to make sure it is on someone's radar to reach out personally to this new person. Choose an interaction type from the drop-down, add the person(s) that should get this assignment, and give instructions on the expectations of this interaction so the person being assigned knows when it is complete.

The next trigger is the 'Group - Membership Duration'. Using this trigger will automatically watch the date of when the member was added to the group using a relative date. Based on our example, we are going to add this trigger twice. The first will be set for 2 weeks and the second will be set for 12 weeks.

new visitor triggers list

In each of the triggers, a recommended action to use is an Interaction. This creates a follow up for important points in time since that new person visited the organization. This also has added bonuses for reporting and historical notes to show the contact points that have been made. The goal is to have another workflow or movement happen to get this person moved to one of the membership groups. If it gets to week 12, then the interaction notes can look something like this

3-month follow-up.
  - Call to see what their status is and invite them to take the next step (Small group, ministry team, membership, etc.)
  - If not still coming change status to Status - No Longer Attending.
  - If still attending, change status to Status - Regular Attender.

All our triggers, actions, and customization have been added so we need to save the work done. Use the DONE button to save your Workflow!

Your new Workflow is now set up and ready to roll! Click the SAVE button to add the Workflow to the list.



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