Visitor Follow-Up Module

Estimated reading time: 2 min

Overview

 This module is part of DiscipleSoft web application. Through the module your church is able to methodically capture and follow up on visitors to the church. With this module, you will be able to stop the church growth leakage resulting from visitors falling through the cracks. A very powerful component of the module is an inbuilt automated follow-up workflow that sends messages to visitor and assigned follow-up person. This embedded automation process is meant to perform those tasks that are standardized and repetitive. By removing the human element in these tasks, the follow up process will likely be more effective with less human error.

How to Add A Visitor

This allows your church to capture all visitors to your services into the visitors’ database. This is the first step in ensuring that your visitors do not fall through the cracks.

Step 1: From the menu to your right, click on Visitor Follow-Up and then select Visitors as shown below

Step 2: Click Add New Visitor

Step 3: Enter all the visitor’s required information and click Save when you are done

Visitor Automated Follow -up Protocol

The automated follow up functionality is used to handle all standard and repetitive communication with the visitor and the assigned follow up person. Automation removes over reliance on humans for tasks that can be handled with a computer software. When it comes to reliability, computers are more reliable than humans. For instance, if you rely on someone to send a thank you message to all visitors to your Sunday services. Chances are that one or two visitors or even more might not be sent the message for one reason or the other. However, if the task is automated, chances that some visitors will not receive message is much lower. It is for this reason that we have embedded automation into the system.

See below, some of the automated messages embedded within the Visitor Module:

  1. Thank you message to visitor after first time visit – sent as soon as visitor information is captured 
  2. Notification to assigned follow-up person that a visitor has been assigned to – sent as soon as visitor information is captured and a follow-up person is assigned
  3. Church profile – sent 2 Days father visit 
  4. Sunday Service Reminder – sent weekly a day before the main service
  5. Beginning of the Week Declaration (optional) – sent every Monday from the second Monday after the visit 

All Inclusive Profile View

This a powerful feature that allow you to view all the key information on any visitor from one place. Other than the basic information on the visitor you are also able to send the them emails or SMS, schedule or log a meeting and schedule or log a phone call. Through the Activity Feed on the profile view you will be able to see a chronological account of all the interactions with the visitor.

More Information on the features of a profile view is available under General Functions. However it is important to take note of the actions performed under Visitor Internal Tab.

Accessing a Visitor Profile View

Step 1: Identify the member record you want to view and click on View as shown below

 Step 2: Go to Internal tab on the Follow-up Panel

Make a Convert

When a Visitor has made the decision to become part of the church family, there is need to move them from being a visitor to a convert as shown in the image below.

Step 1: Click on Make a Convert as shown above; a pop up comes up as shown below. Assign an Integration Person who will be responsible for integration.

Choose a Classification

Knowing the different classifications of visitors can be helpful. Understanding what different visitors seek can guide you as you get to know them and help them understand whether your church is a good spiritual fit for them.

After interacting with a visitor for 2 weeks, a follow up person is required to choose a classification that best describes the visitor which informs the course of action going forward. The following are the classifications to choose from:

Allocating Visitor Classification

Step 1: Click on Choose Classification and choose the correct classification from the options available

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