Visitors and follow-up

Keep track of people interested in a group, log each contact, set the next follow-up, and hand them to a group.

All visitors is the office's list of everyone the church knows is interested in a group: someone from a connect card, a guest at a meeting, a person who asked through Find a group. It's part of Groups, so Groups must be on. Admins and staff see the whole list. A group's leaders see their own group's visitors on the group's Visitors page.

Open the list

Open Groups, then All visitors. The page is called People to invite and has three parts:

Waiting for a group: people not yet handed to a group. They wait here with the office.
With a group: people a group is following up.
Joined or not now: folded away at the bottom. Open it to see people whose follow-up is done.

Each row says the stage, the group, where you met them, and when the next follow-up is. Anyone due today or overdue comes first.

How people get on the list

Someone at the office adds them with Add a visitor.
A leader marks a guest at a group meeting. The guest's follow-up is set three days out, when the group's kind follows up on visitors.
A member asks to join a group through Find a group. Their message shows on their page, and their follow-up is due that day.

Add a visitor

On All visitors, press Add a visitor.
Fill in their name and whatever you know: phone, email, neighborhood, How we met, and What they said they're looking for.
Pick Who's following up and a Next follow-up date. If you leave the date empty, it's set three days out.
Under Hand to a group (optional), pick a group, or leave it as Not yet, keep with me.
Press Add.

They're added to People too, with the status Visitor.

A visitor's page

Press a name to open their page. At the top: Group, Next follow-up, Came (the group meetings they came to), How we met and Followed up by. Then:

Follow up: shows when a follow-up is due, with Log a contact.
Contact log: every text, call, email and conversation, newest first, so whoever follows up next knows where things stand.
Keeping in touch: the next follow-up date with Change, the Stage, and the meetings they came to.
Contact: their details, and for the office, the Group they're handed to.
When they're ready: what to do when they join, or aren't ready.

The stages are New, Contacted, Invited, Visited, Joined and Not now.

Log a contact

Press Log a contact.
Pick How: text, call, email or in person, and When.
Write What happened.
Set Stage now and the Next follow-up. It starts a week out.
Press Log it.

To stop the reminders without logging anything, press Change beside the next follow-up and clear the date.

Write from a template

Press Write from a template on their page. Pick a template, adjust the words, and choose how to send:

An email can go from Trellis when the church can send email, or open in your mail app with Open in Mail.
A text opens in Messages on a phone. On a computer, Show number and message shows both so you can send it from your phone.
Copy works everywhere.

Leave Log this as a text (or email) ticked and Trellis logs the contact and sets the next follow-up for a week out. To add or change templates, press Message templates on the visitors page.

Hand a visitor to a group

Only admins and staff can do this.

Open the visitor's page.
Under Contact, pick the group in Group.

The group's leaders now see them on their own Visitors page and take over the follow-up. Pick Not assigned to bring them back to the office.

When they join

On their page, under When they're ready, press They joined · add to the roster and confirm. They go on the group's roster as a member, their status becomes Attender, and what they said they were looking for is saved as their first note in the group.

If they aren't ready, press Not now. They stay on the list under Joined or not now and stop showing as someone to check on.

Remove someone from visitors

Remove from visitors takes them off this list and deletes their contact log.

Still stuck? Ask Silas