Automated follow-up messages to first-time guests and new members

Purpose

1.1. Automate multi-channel follow-up communication with first-time guests and new members, fostering engagement, providing key information, prompting next steps, and encouraging church involvement.
1.2. Ensure every visitor receives personalized outreach, event invitations, connection resources, feedback collection, and opportunities for further engagement in a timely, consistent manner.

Trigger Conditions

2.1. New contact added to guest database or CRM;
2.2. Specific “first visit” event logged in check-in or registration system;
2.3. Tag or status updated to “new guest” or “new member”;
2.4. Form submitted via church website, app, or digital connect card;
2.5. Scheduled interval after initial attendance or interest shown (e.g., Day 1, Day 3, Day 7).

Platform Variants

3.1. Twilio SMS
• Feature/Setting: SMS “autoresponder” and scheduled messaging; configure to trigger on CRM webhook event for new guest.
3.2. SendGrid
• Feature/Setting: Marketing Campaigns API; templated welcome and nurturing emails sent via automation triggers from the church CRM.
3.3. Mailchimp
• Feature/Setting: Automation workflows; conditional send based on “new guest” list with customizable delay steps.
3.4. ActiveCampaign
• Feature/Setting: Automations; use “Contact Added” trigger, branching follow-ups by engagement score.
3.5. Salesforce
• Feature/Setting: Process Builder; auto-send emails, create tasks, or initiate SMS upon new Contact creation with “First Visit” tag.
3.6. HubSpot
• Feature/Setting: Workflows; trigger email, SMS, and internal tasks for new contacts with church interest property.
3.7. Church Community Builder
• Feature/Setting: Process Queues; assign communication process by new profile activity.
3.8. Planning Center
• Feature/Setting: Workflows in “People”; assign follow-up sequence based on form submission or event attendance.
3.9. Elvanto
• Feature/Setting: Automated follow-up actions tied to guest import or group joining.
3.10. Flocknote
• Feature/Setting: Automated Tex/Email sequence initiated by group addition (e.g., “First Timers”).
3.11. TextInChurch
• Feature/Setting: Workflow automation; send pre-configured series of SMS/email when new guest data received.
3.12. Constant Contact
• Feature/Setting: List-join triggered “Welcome” email series; segment new list for follow-ups.
3.13. Google Workspace (Gmail + Sheets)
• Feature/Setting: Apps Script automation to detect new Sheet entries; auto-send Gmail templated emails.
3.14. Microsoft Power Automate
• Feature/Setting: Flow with Outlook/Teams connector; triggers on new Excel/SharePoint entry.
3.15. Slack
• Feature/Setting: Workflow Builder; send private welcome or prompt team follow-up in New Guest channel.
3.16. Moosend
• Feature/Setting: Automation triggers for campaign sequences; “Contact Added” as entry event.
3.17. Brevo (formerly Sendinblue)
• Feature/Setting: Transactional email and SMS; API event for new contact triggers automation.
3.18. Klaviyo
• Feature/Setting: Flows for event-based multi-message follow-up (form submit or new sub).
3.19. Pipedrive
• Feature/Setting: Workflow automation; sends templated email upon stage change to “New Guest.”
3.20. Zoho CRM
• Feature/Setting: Workflow Rules; automated template message when Lead/Contact enters “visitor” status.
3.21. Intercom
• Feature/Setting: Custom event triggers an in-app or email series on first engagement.
3.22. Aircall
• Feature/Setting: Auto-create follow-up call tasks or trigger SMS/email via integration after call logging.

Benefits

4.1. Ensures every first-time guest and new member receives timely, consistent, engaging communication.
4.2. Boosts guest retention through immediate outreach and ongoing touchpoints.
4.3. Minimizes manual workload for staff while increasing accuracy and personalization.
4.4. Enables multiplatform messaging—SMS, email, in-app, and calls—for maximal reach.
4.5. Allows data-driven iteration and improvement of church engagement strategies.