Visitor Follow-up & Assimilation

During or after the service, a welcome team member fills in a short visitor card — name, contact, how they heard about the congregation, and any initial notes. The card creates a visitor record immediately and starts the follow-up clock. Paper cards can be entered in batch later if digital capture is not possible on the day.

Once a visitor is captured, a follow-up workflow creates a sequence of tasks for the team — a same-day message, a midweek call, an invitation to a newcomers’ event. Tasks are assigned to named team members so ownership is clear and the pastor can see at any time where each visitor is in the process.

Each call, message, or in-person meeting is logged against the visitor record with a note about the outcome. The log builds a history that any team member can review before the next contact, so the visitor is never re-introduced to the programme from scratch by a different person.

The pipeline has clear stages — First Visit, Welcomed, Invited to Group, Attending Regularly, Membership Class, and Membership Applied. Dragging a visitor card to the next stage updates their record and may trigger the next wave of tasks. At any stage the team sees who is where without running a report.

When a visitor is ready, the follow-up team sends a direct invitation to the next newcomers’ class, a welcome dinner, or a small group. The invitation is logged and the response tracked, so the team knows whether the visitor is coming and can follow up if they do not.

Once a visitor has completed the assimilation path, converting them to a member takes one action. Their contact details and history carry across, their status changes to Prospective and then Active as membership is completed, and they join the full member directory with no re-keying of their information.