The Why

LCBC Mission – To introduce people to Jesus and together fully follow Him.

Problem

We have a strong adult check-in culture. Because of that culture, we are provided with some great data on our attendees. One of the pieces of data we track is when an attendee stops checking in. Similar to a lapsed giver process, this process is around weekend attendance. If someone stops checking in on the weekend this is highly likely to be a potential care opportunity for that attendee. We wanted to have a simple process that allows specific follow-up actions to be completed and tracked in Rock. The goal is to provide a consistent care experience for attendees whom we have identified may be starting to disengage with the church because of their attendance behaviors.

Solution

Create a Connection Request based process with staff touch-points

This creates accountability and is easily managed by our staff

The How

Flow chart of Process

How the Process Kicks Off

This process is kicked off by a Data view to Workflow job 

These are adults 18+  that are not Volunteers, and haven't checked in in the last 4 week, are not in the Attendee Onboarding Process, and within the last 8 week these people when from engaged in Gather to not engaged in Gather.  They are filtered by campus and currently they don't include community gathering locations. Also if they have a No Absentee Communication Signal on their profile they are excluded from this data view

The Data View Criteria

That Job then runs and triggers the people in that DataView in to a workflow to create a new connection request under the Absentee Connection Type in the Adult Opportunity. 

Here is the Workflow - Create_New_Absentee_Connection_Requests_-_Adults_202207261330.json

Here are the Workflow Details 

Connection Requests

Here hope the Connection board looks

We created a new Connection Type with these Activities.

After the Job kicks off the workflow will pull the person's Connection Request campus by what campus there primary is set to on their profile.The Default connectors for this Are Guest Experience Staff members at that particular campus. 

During this Process the Connection Requests will move through each week Status until it hits Week 11. There is a DataView to Workflow Job that Moves them each week on Tuesdays at 5pm. 

Here is the Workflow Move_CR_to_The_Next_Week_202207261331.json

At this point in the process there are 3 Activities that need to happens. 

At Week 4 - the GE connector will need to send a Postcard out to the connection. After that has happened, there is a Manual workflow button labeled "1. Postcard Sent", they will have to click that button. That will fire off this manual Workflow - 1._Postcard_Sent_202207261329.json , that will mark the activity and then un-assign the GE Connector until the next activity on Week 6. If this Activity is not done by Friday at 5:00pm then a Data view to Workflow Job will run and set the Activity as Incomplete and un-assign the connector. 

Here is the Workflow Mark_Postcard_Incomplete_202207261331.json

At Week 6 - The Connection Request is then Automatically assigned to the Absentee Email connector for that campus, this is person is assigned on the campus attribute Absentee Email found on the campus page in Rock. The person assigned is then responsible for emailing that connection, then marking with the manual Workflow - 2._CP_Email_Sent_202207261329.json. This will mark the activity and then un-assign the Connector until the next activity on Week 10. If this Activity is not done by Friday at 5:00pm then a Data view to Workflow Job will run and set the Activity as Incomplete and un-assign the connector. 

Here is the Workflow Mark_CP_Email_Incomplete_202207261330.json

Automated Emails - The locations have the option to either manually email the connectors or have an email automatically sent. The campuses are selected in the DataView of this Job that runs every Wed. at 9am. 

The Data View looks at the Requests that are in the Week 6 status and are in campuses that want automatic emails sent. 

Here is the Workflow Automated_CP_Email_202207261330.json

At Week 10 - The Connection Request is then Automatically assigned to the Absentee Email connector for that campus, this is person is assigned on the campus attribute Absentee Email found on the campus page in Rock. The person assigned is then responsible for making a phone call to that connection, then marking with the manual Workflow - 3._Phone_Call_Made_202207261329.json. This will mark the activity and then un-assign the Connector. If this Activity is not done by Friday at 5:00pm then a Data view to Workflow Job will run and set the Activity as Incomplete and un-assign the connector. 

Here is the Workflow Mark_Phone_Call_Incomplete_202207261331.json

When Someone in the Process Checks In

When someone checks in through the weekend or week prior a Workflow Job runs and sets the Request's status to Completed - Person Checked-In and sets the state to connected. 

Here is the Workflow Connect_People_that_Check_in_202207261330.json

How to Opt People Out

To Opt People out of this Process you must go to their person profile and add a signal to their profile with the Signal Type - No Absentee Communication. There is a Job setup to remove them from the process at that point. This Job runs on Tuesday at 4:30pm. 

Here is the Workflow Opt_Out_202207261331.json