Visitors

Track first-time guests from their first visit through follow-up and, hopefully, membership.

The funnel

Every visitor has a stage: New → Contacted → Revisited → Integrating → Converted (or Inactive, if follow-up stalls). The Visitors list shows a funnel view — how many people are at each stage, and your overall conversion percentage — so you can see at a glance where guests are getting stuck.

Board view

Use List | Board at the top of Visitors to switch views; your choice is remembered on that device. The board has one column per stage with how many people are in it (the Inactive column starts collapsed: click it to open). Each card shows the person’s name, how long ago they first visited, how they found you, who is following them up, the date of the last contact, and call and WhatsApp buttons when there’s a number. Click a card to open their detail.

To move someone to another stage, drag their card to the new column on a computer, or use Move to… on the card (on a phone, or with the keyboard). Moving someone to Converted starts Convert to member, just like the button on their detail page; if you cancel, they stay where they were. The search box works in both views. People who can only view visitors see the board without drag or Move to….

Adding a visitor

Only a first name is required, so you can log someone quickly at the door and fill in the rest later: last name, phone, WhatsApp, email, how they found you (social media, invited, event, walk-in, online, other), address, and notes.

Assigned to — who’s doing follow-up with this person. If your church has set up the visitor_followup tag role (see Tags & Tag Roles), only members carrying that tag are offered; otherwise every active member is.

Welcome team: “Welcome a visitor”

People on your welcome team don’t need access to the whole Visitors list. Give them the Welcome a visitor screen instead (it’s included for the Volunteer role by default): a short form with name, phone, WhatsApp, email, how they heard about you and notes. The visitor goes straight into Visitors as New, with today as their first visit, and your follow-up team picks it up from there.

Below the form, Visitors you added lists only the people that person added, so they can fix a typo. They can’t see anyone else’s visitors or delete any. In the visitor’s detail, coordinators see Captured by with the name of whoever added them.

Logging follow-up

Open a visitor’s detail page and log each contact — a call, message, WhatsApp, visit, email, or other — with a short note. Every contact is kept as a dated timeline so you can see the full history of outreach to that person.

Converting a visitor to a member

Once someone is ready to join, use Convert to member on their detail page. This creates a real Member record from their visitor info and marks the visitor’s stage as Converted. The button disappears once used, since a visitor can only convert once.

Roadmap

Automatic follow-up reminders, a “due for follow-up” queue, bulk-assigning visitors to a follow-up person, and importing visitors directly from a connect-card form.