Increase guest retention within your ministry by utilizing Forms, Workflows, and Interactions to track and follow up with visitors. Use workflows to automate and create actionable visitor follow-up tasks (Interactions).
This is your secret sauce to ensure personal connection happens and no one slips through the cracks!
For example, create a digital connection card that is quick and easy for guests to complete. Then, use automated workflows/interactions to trigger emails, text messages, and follow-up reminders to ensure your visitors feel welcome and provide simple connection opportunities.
How to Leverage Interactions & Workflows for Guest Follow-Up
Step 1: Set up Interactions within your People module to include guest follow-up, for example.
You can add Custom Interaction Types, which are different ways to connect with your members.
Step 2: If you haven't already, enable Interactions Permissions for the staff and volunteers who will be logging interactions.
Step 3: Create a New Guest Form for first-time visitors to complete.
Pro tip: Our step-by-step Form Builder Guide can help you create any form!
Step 4: Create a Guest Follow-Up Workflow.
Workflows help you automate follow-up tasks and reminders, so no one falls through the cracks! You can use Workflows to:
- Add a Person to a Group
- Assign an Interaction
- Send a Text Message
Pro-Tip: Check out our article on How to Automate your Visitor and Assimilation Process for step-by-step instructions!
How to Log & Manage Interactions
In the People Module
Depending on the Interactions Permissions enabled for your user, select Interactions from the left-hand menu to view the following:
- My Outstanding: review the list of interactions assign to you which need to be filled out.
- Outstanding: Designed for managers of other people's interactions. Review the list of incomplete interactions that need to be completed.
- Completed: See a list of finished interactions list and have a 'Date Completed' assigned to them.
- Assign: Assign a new Interaction to another staff member or volunteer.
- Log: Log a completed Interaction.
Note: When an Interaction is automatically created as a part of a Workflow, the assignee will be automatically notified.
In the Mobile App
Depending on the Interactions Permissions enabled for your user, select Interactions from the Mobile App menu to view the following:
- Assigned to Me: Review the list of interactions assign to you. You can filter between your Outstanding and Completed Interactions. Select an Interaction from the list to complete it.
- Assigned to Others: Designed for managers of other people's interactions. Review the list of interactions assigned to others that have not been completed.
- + Interaction: Select + Interaction to:
- Past Due: If an interaction has not been completed by the assigned due date, it will display an exclamation point icon on the Interactions screen and Past Due on the Interaction Details screen.
Note: You must be logged into the app with the appropriate permissions to view the Interactions menu.
Additional Interactions Features
Managing, adding, and updating interactions do not have to be done only in the database. There are external and internal tools available to make interactions flexible to interact with.
External Logs
- Interactions Digest: The digest is a reminder system that delivers a list of outstanding interactions directly to a person's primary email address.
- Interaction Email: After an interaction assignment has been created, the assigned person will receive an email with the interaction details to their primary email address.
Internal Logs
- Interactions in Workflows: All workflows' triggers have the option to include assigning an interaction under the 'Add Action' button as a part of the automated task running.
- Interactions in Mass Contact: Sending an Email or SMS (does not include Voice) allows for the option to 'Log Contact as Interaction.'
- Interactions in the Mobile App: The Mobile app allows for a review of interactions assigned to a person along with logging features to complete the task.
Downloadable Checklist
To simplify guest follow-up automation, we've created a step-by-step checklist. Each step links to more information if needed.
Checklist: Automate Guest Follow-Up
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