Follow-up workflows for pastoral care requests

Purpose

1.1. Automate consistent, personalized follow-up actions for pastoral care requests, ensuring no member is overlooked, automating check-ins, resource provision, notifications, and escalation within Nazarene church communities.
1.2. Automates engagement sequences between staff, volunteers, and congregants, ensuring transparency, accountability, and compassion in the care process.
1.3. Streamline record-keeping for care history and status, while automating communication, reminders, and reporting for ongoing pastoral needs.

Trigger Conditions

2.1. New pastoral care request form submitted via web, app, or email.
2.2. Change in request status (e.g., urgent, assigned, resolved).
2.3. Missed follow-up window or inactivity beyond defined SLA.
2.4. Feedback or confirmation response received from care recipient.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Automate outbound and two-way pastoral care SMS; use Messaging API with a pre-configured sender number, sample: POST /Messages with personalized care note.

3.2. SendGrid
• Feature/Setting: Automated follow-up emails; configure Dynamic Templates via API v3, trigger on new care tickets.

3.3. Slack
• Feature/Setting: Auto-notify pastoral team channels; configure Incoming Webhooks with conditional triggers.

3.4. Google Sheets
• Feature/Setting: Automatedly log all request progress; use Sheets API v4 to POST/UPDATE rows on status changes.

3.5. HubSpot CRM
• Feature/Setting: Automate creation of contact and ticket records; configure Workflows + Tickets API for care assignments.

3.6. Salesforce
• Feature/Setting: Automated Case creation and stage updates; configure Process Builder flow with REST API.

3.7. Microsoft Outlook
• Feature/Setting: Automate follow-up scheduling/confirmation emails; use Graph API to send calendar invites and reminders.

3.8. Zoom
• Feature/Setting: Automate scheduling of care calls; configure Meeting API to trigger event on assignment.

3.9. AirTable
• Feature/Setting: Automate case management status boards; configure REST API to auto-sync care data.

3.10. Discord
• Feature/Setting: Send automated DMs to volunteer support teams; configure Bot API to trigger on assignment.

3.11. Mailchimp
• Feature/Setting: Automates segmented nurture follow-ups; setup Automated Journey with audience tags.

3.12. WhatsApp Business API
• Feature/Setting: Automated care engagement messages; configure automated flows using Message Templates.

3.13. Asana
• Feature/Setting: Automate task assignment for care actions; use Webhooks and API to create/update tasks.

3.14. Trello
• Feature/Setting: Automate new card creation for each request; enable Butler automation to set due dates.

3.15. Zapier
• Feature/Setting: Multi-platform automator for chaining triggers/actions; configure Zaps for request lifecycle.

3.16. Monday.com
• Feature/Setting: Automate follow-up boards and automations; setup Item Creation via API on intake event.

3.17. RingCentral
• Feature/Setting: Automate voice call tasks for urgent care; use Call-Out API to trigger outbound staff calls.

3.18. Pipedrive
• Feature/Setting: Automated deal pipeline for pastoral care; create/update Deals and Activities via API.

3.19. Intercom
• Feature/Setting: Automate chat follow-ups for digital requests; configure Conversation API triggers.

3.20. Google Calendar
• Feature/Setting: Automatedly schedule all follow-up appointments; use Calendar API to create and auto-update events.

Benefits

4.1. Automates consistency, ensuring no care request is missed or delayed.
4.2. Automated communication and engagement accelerates response and builds congregant trust.
4.3. Automating escalations and reminders minimizes manual oversight and maximizes care quality.
4.4. Transparent audit trails enable easy reporting and compliance by automating recordkeeping.
4.5. Automation frees staff for higher-value ministry, scaling personalized care.