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.
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.
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.
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.
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
- 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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