Increase the chances of long-term guest retention and integration into your organization by utilizing Forms, Workflows, and Interactions to track and follow-up with visitors. This allows for a person to have an actionable task to follow up and is your secret sauce to make sure it is on someone’s radar to reach out personally to this new person. No more people falling through the cracks!
Create a digital connection card that is quick and easy for guests to complete and then let automated workflows/interactions (email, text or phone call) trigger follow-up to ensure that they feel welcomed and provide options for ways to connect.
How to Leverage Interactions & Workflows for Guest Follow-Up
Step 1: Set up Interactions within your People module.
You can add Custom Interaction Types which are different ways you can connect with your members.
Step 2: If you haven't done so already, enable Interactions Permissions for the staff and volunteers that will be logging interactions.
Step 3: Create a New Guest Form for first-time visitors to complete.
Pro-Tip: You can use our Step-by-Step Form Builder Guide to walk you through any form you want to create!
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 the list of interactions that have been finished 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 need to be or have 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 using the credentials that have the appropriate permissions set for your user 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 delivered directly to a person's primary email address with a list of outstanding interactions.
- 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
Click below for a downloadable checklist to help you automate your Guest Follow-Up using Interactions and Workflows.
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