Icon for Church visitors taskflow solution

Church visitors

The 'Church visitors' taskflow helps you to capture visitors' info, send welcoming emails and dedicate a team member for follow-up contact.

A step-by-step guide to Church visitors

This guide will explain the 'Church visitors' taskflow step by step.
It makes use of numerous screenshots, but if you'd like to follow along in the Kotive webapp, you can sign up and copy the taskflow into your account for free.
Keep the taskflow open in a separate tab in your browser, and interact with it while reading the steps in this guide.

Section 1: Receiving visitor feedback

In this section, a new visitor fills in feedback forms after their first visit to your church.

Visitors form

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this taskflow: This paragraph contains instructions on how to personalize the taskflow for you and your church. If you intend to run the taskflow, these changes can not be ignored.

Next you'll notice that there are two faded out fields. These are called 'hidden fields'. These fields capture information without displaying them to the user and make their information available to other tasks in the taskflow.

The taskflow starts when a new visitor fills in this form. This is a 'published task' - anybody can view and complete this form, they do not have to be a logged-in user.

After the visitor fills in this form, the next form, 'Visitors form 2 of 3', is displayed for them to complete.
Visitors form

Visitors form 2 of 3

The process of providing feedback is divided into three forms. This is so that the new visitor only has to deal with a limited amount of questions at a time, making it feel easier to fill in the forms, and resulting in more feedback forms being completed.

The visitor answers questions relating to satisfaction with the church service, and indicates if they'd like somebody to visit them at home.
Visitors form 2 of 3

Visitors form 3 of 3

The visitor answers questions relating to their family life, and indicates if they'd like to receive information about becoming a member of the church.
Visitors form 3 of 3


Section 2: Reviewing the feedback

The church administrator reviews the feedback, and the visitor receives membership information.

Send membership information

This email task has two conditions:

Activate this task when...
'Church membership' IS 'Yes please'
AND
'Preferred email' IS NOT '____'

This email will only be sent if the visitor asked for information about church membership in the previous form task, AND if they filled in their email address in the 'Visitors form' task.

The visitor receives information about how to become a member of the church.
Send membership information

Notify church office

The church administrator receives an email detailing the visitor's feedback, and instructing them to review the feedback in the next task.

Kotive creates the content of the email by pulling in the visitor's feedback from the first three forms.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from earlier forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the church administrator, it won't look like it does now, it will all be normal text, because the taskflow will look at the previous forms and put the information from those forms into this email.
Notify church office

Review visitor feedback

The church administrator reviews the visitor's feedback, and indicates if any people need to follow-up with the visitor.

Based on the decision made by the administrator in this form, one of three forms can be displayed next. If the administrator decides to trash or archive the feedback, then either the 'Send to trash?' OR the 'Just archive?' form is displayed. However, if the administrator indicates that somebody needs to review the feedback, then the 'Which people?' form task will be activated.

This is possible because of conditions.
Review visitor feedback

Just archive?

This form task contains two conditions:

Activate this task when...
'Does anybody need to see this feedback in order to follow-up?' IS 'No. Just archive.'
AND
'Role' IS 'Administrator'

This form can only be viewed by the administrator, IF they indicated that the feedback should be archived in the previous form task.

The administrator explains why they've decided to archive the feedback, and saves the form.

If the administrator decided to archive the feedback in the previous form task, then the taskflow is over as soon as this form has been saved.
Just archive?

Send to trash?

This form task contains two conditions:

Activate this task when...
'Does anybody need to see this feedback in order to follow-up?' IS 'No. Send to trash can.'
AND
'Role' IS 'Administrator'

This form can only be viewed by the administrator, IF they indicated that the feedback should be trashed in the 'Review visitor feedback' form task.

The administrator explains why they've decided to trash the feedback, and saves the form.

If the administrator decided to trash the feedback in the 'Review visitor feedback' form, then the taskflow is over as soon as this form has been saved.
Send to trash?

Which people?

This form task contains two conditions:

Activate this task when...
'Does anybody need to see this feedback in order to follow-up?' IS 'Yes.'
AND
'Role' IS 'Administrator'

This form can only be viewed by the administrator, IF they indicated that the feedback needs to be seen by somebody in the 'Review visitor feedback' form task.

The administrator indicates which people need to see the feedback in order to follow-up with the visitor.

Depending on which people should review the feedback, one or more of three forms can be displayed next. These are the 'Assign church minister', 'Assign youth minister' and 'Assign Sunday school principal' form tasks. (These can also be activated if the visitor indicates that they'd like to receive a home visit, or that they have dependents of specific ages living with them.)
Which people?

Assign church minister

This form task has six conditions:

Activate this task when...
'Which people need to see this feedback?' CONTAINS 'Church minister'
AND
'Role' IS 'Administrator'

This form can only be viewed by the administrator, IF one of the checkboxes that they selected in the 'Which people?' form task was 'Church minister'.

OR
'May we visit you at home?' IS 'Yes please'
AND
'Role' IS 'Administrator'
OR
'May we visit you at home?' IS 'That would be alright'
AND
'Role' IS 'Administrator'

This form can only be viewed by the administrator, IF the visitor indicated that they would like a home-visit, or would be alright with a home-visit, in the 'Visitors form 2 of 3' form task.

The administrator selects a church minister to forward the feedback to, for further follow-up.
Assign church minister

Assign youth minister

This form task has six conditions:

Activate this task when...
'Which people need to see this feedback?' CONTAINS 'Youth minister'
AND
'Role' IS 'Administrator'

This form can only be viewed by the administrator, IF one of the checkboxes that they selected in the 'Which people?' form task was 'Youth minister'.

OR
'Dependents' CONTAINS '11 - 16 years'
AND
'Role' IS 'Administrator'
OR
'Dependents' CONTAINS '16 - 20 years'
AND
'Role' IS 'Administrator'

This form can only be viewed by the administrator, IF the visitor indicated that they have dependents aged 11 - 16 and/or 16 - 20 years of age in the 'Visitors form 3 of 3' form task.

The administrator selects a youth minister to forward the feedback to, for further follow-up.
Assign youth minister

Assign Sunday school principal

This form task has ten conditions:

Activate this task when...
'Which people need to see this feedback?' CONTAINS 'Sunday school principal'
AND
'Role' IS 'Administrator'

This form can only be viewed by the administrator, IF one of the checkboxes that they selected in the 'Which people?' form task was 'Sunday school principal'.

OR
'Dependents' CONTAINS 'Under 1 year old'
AND
'Role' IS 'Administrator'
OR
'Dependents' CONTAINS '1 - 3 years'
AND
'Role' IS 'Administrator'
OR
'Dependents' CONTAINS '3 - 7 years'
AND
'Role' IS 'Administrator'
OR
'Dependents' CONTAINS '7 - 11 years'
AND
'Role' IS 'Administrator'

This form can only be viewed by the administrator, IF the visitor indicated that they have dependents under the age of 1, and/or between 1 and 3, and/or 3 and 7, and/or 7 - 11 years of age in the 'Visitors form 3 of 3' form task.

The administrator selects a Sunday school principal to forward the feedback to, for further follow-up.
Assign Sunday school principal


Section 3: Final review

In this section, the church minister, youth minister and/or Sunday school principal reviews and responds to the visitor's feedback. (As these processes are all very similar, only the Sunday school principal's response will be explained in detail.)

Sunday school principal review

This sub-taskflow has one condition:

Activate this task when...
'Which principal?' IS NOT '____'

This sub-taskflow will be activated if the administrator selected a principal to forward the information to in the 'Assign Sunday school principal' form task.

To view the conditions of the 'Church minister review' and 'Youth minister review' sub-taskflows, simply select them in the left-hand panel of the Designer view.
Sunday school principal review

Email principal

The principal receives an email detailing the visitor's feedback. A link at the bottom of the email leads them to the next task.
Email principal

Principal review

This form task has one condition:

Activate this task when...
'Role' IS 'Sunday school principal'

Only the Sunday school principal is able to view and complete this form.

The principal fills in the form, drafting a message to the church office, as well as a message to the visitor (or phoning the visitor if no email address was supplied).
Principal review

Principal email to visitor

This email task has three conditions:

Activate this task when...
'Message to the visitor:' IS NOT '____'
AND
'Preferred email' IS NOT '____'

This email will only be sent if the principal edited the message to the visitor in the previous form task and didn't leave it blank, AND if the visitor filled in their email address in the 'Visitors form' task .

The visitor receives an email containing the message from the principal from the previous form task.
Principal email to visitor

Principal email to church office

The church office receives an email with a message from the principal from the previous form task.
Principal email to church office

After the 'Principal email to visitor' and the 'Principal email to church office' emails have been sent, the 'Sunday school principal review' sub-taskflow is over. (Similarly, any of the sub-taskflows which were activated are complete once their final emails have been sent.) At the conclusion of all activated sub-taskflows, the 'Church visitors' taskflow is complete.
Get started now and clone this taskflow directly into your Kotive account for free.

The Church visitors taskflow is automatically copied into your account when you select it. Want to make one or two changes to fit your situation better? No problem!