Creating a Welcome Workflow
- Thaddeus Sieverding
- Feb 28
- 3 min read
Updated: Mar 4
Create a lasting first impression for new church visitors!
The saying "First impressions are everything" is true, especially in an era where many people "church shop" before committing to a community. You have a limited window of time to make an impactful impression, and while your church service and offerings play a big role, there are other ways to increase your chances of making a lasting connection. One of the most effective ways is by creating a structured welcome workflow.
What is a Welcome Workflow?
A welcome workflow is the system your church has in place to ensure meaningful follow-up with first-time visitors. It provides an organized administrative structure to help nurture and engage new leads, guiding them toward deeper involvement in your church community.
There are two main types of leads your church will encounter:
In-Person Leads – Visitors who attend a service or event physically.
Virtual Leads – Those who engage with your church online, whether through social media, your website, or livestream services.
While the initial interaction may differ, the follow-up process should be almost identical.
First Contact: Capturing Visitor Information
Before you can follow up with a visitor, you need to capture their contact information at the first point of contact. This is where a well-rounded physical and virtual connection card becomes essential.
Your connection card—whether digital or paper—should collect key details such as:
Name
Email
Phone number
Areas of interest (e.g., small groups, volunteering, Bible study, youth ministry, etc.)
By gathering this information, you can tailor your follow-up efforts to be more personal and relevant.
Creating Funnels: Automating Your Follow-Up
Once you've collected visitor information, the next step is to engage them through a structured follow-up process. Using an automated email service like MailerLite, Mailchimp, or Kit, you can create automated email sequences with timed delays to gradually introduce them to your church.
Your workflow should include:
A Personalized Intro Email – A warm welcome with wording based on their initial contact form with your church.
A Series of Introduction Emails – Sent over a few days or weeks, these emails provide information about your church’s mission, ministries, and ways to get involved.
Encouraging Further Engagement – Inviting them to a newcomers' event, a small group, or another next step in their journey with your church.
Why This Matters
By creating a structured welcome process, you ensure that every new visitor is intentionally engaged multiple times, reinforcing trust and connection. A strong welcome workflow increases the likelihood of turning first-time visitors into committed members of your church.
Beyond Email: Other Touchpoints
Your welcome workflow shouldn’t rely on email alone. Consider additional ways to nurture new visitors:
Church Management System (CMS) Integration – Import new leads into your church database for organized record-keeping.
Mailing Lists & Newsletters – Add them to relevant communication lists for ongoing updates.
Welcome Cards or Packages – A handwritten note or small gift can leave a lasting impression.
Personal Follow-Ups – Set reminders for a church leader or volunteer to check in after a few weeks.
What Not to Do
It's exciting to have new visitors, but avoid these common mistakes:
Don’t overwhelm them – Sending too many emails or texts too quickly can feel pushy. You want to treat them like any other member.
Don’t be generic – A personalized approach makes visitors feel seen and valued. You can use dynamic email automations to make communications feel more personal.
Don’t leave them hanging – Consistency is key; ensure they are nurtured over time. Adapt your communications based on their interactions and responses.
Example Welcome Workflow
Day 1: Visitor attends service and fills out a connection card.
Day 2: Automated welcome email is sent with next steps related to their area of highlighted interest.
Day 4: Follow-up email introducing your church ministries and the people they should contact to get involved.
Day 7: Invitation to join you at coffee hour after church, an upcoming event or small group.
Week 2: A follow up asking if they have any prayer requests or would like to schedule a pastors visit.
Week 4: Final check-in to offer additional resources or next steps.
Conclusion
A well-structured welcome workflow ensures that no visitor falls through the cracks. By combining automated follow-ups with personal touchpoints, your church can build lasting relationships and create a thriving, engaged community. Start refining your welcome process today to make every visitor feel valued and connected!
We'd love to hear from you! What welcome workflows does you church currently implement? Leave a comment and start the conversation.
Comments