Follow-ups
Make sure every visitor and new member is contacted, and nobody is forgotten.
Starter plan and above Open in WorshipHQ
How follow-ups are created
- Automatically when a visitor fills in your visitor form or an admin adds a visitor (due in 2 days).
- Automatically for new members who register themselves, if you switch that on (due in 3 days).
- By hand: choose New follow-up for anything, e.g. "Visit Sister Abena in hospital".
Choose who handles them
- 1Go to Follow-ups and choose Settings.
- 2Under Assign new follow-ups to, choose your follow-up lead.
- 3Tick Also create a follow-up for every new member who registers themselves if you want those too.
- 4Save.
The lead is texted (and emailed) each time a follow-up arrives, with the person's name and number. Every morning, team members are emailed the follow-ups due or overdue, and admins are emailed any that nobody is assigned to.
Working through the list
- Filter by Active, Mine, Overdue, Done or All, then narrow further by Kind, by who it is Assigned to (or Not assigned yet), and by a date range. Choose whether the dates mean Due date, Created or Completed.
- Sort by soonest due, newest, oldest, name or recently completed.
- Long lists are shown 15 at a time with Previous and Next, so there is no endless scrolling. Clear filters resets the narrowing.
- Each task shows the person's phone number with Call and WhatsApp buttons.
- Change the status (Open, In progress, Done) or the due date.
- Add note for details about the task.
Assign one person or several
- 1On the task, choose Assign (or Change if someone is already on it).
- 2Search your team and tick everyone who should handle it. Untick anyone to take them off.
- 3Choose Save assignees. Anyone newly added is texted and emailed.
You can also pick several people when you create a follow-up with New follow-up. Anyone whose role has Manage on Follow-ups can assign and reassign.
Give a report
Only the people a follow-up is assigned to can report on it. Everyone else sees the task and its reports but not the Give report button. A leader who wants to report should assign themselves first.
- 1On a task assigned to you, choose Give report.
- 2Choose how you reached out (phone call, WhatsApp, text, home visit, met in person).
- 3Choose what happened, e.g. Spoke with them, Will come again, Wants to join the church, Needs prayer or pastoral care, No answer.
- 4Add details, tick This follow-up is finished if it is, and choose Save report.
Leaders can open Team report to see how many were reached, how fast, who's keeping up, the outcomes, and the latest reports. Download it with Download reports.