Creating Automatic Follow Ups for New Attenders

Follow Up with New Attenders

When someone attends an event for the first time, you can have Breeze automatically create a follow up for that person. 
This task runs daily at 9am.
 

Overview: Want to reach out when someone attends a Sunday service for the first time? Or, maybe when they’ve attended their first small group. Let tasks help you. 

Setting Up Your Follow Up for New Attenders 

  1. Go to the Account Settings (mceclip3.png) > Automations
  2. Click "+ Add Task"
  3. Select "Follow Up with New Attenders"
  4. Choose the event that you would like to trigger the follow-up for
  5. Choose the follow up that should be triggered
  6. Click "Add Task"

Extra Options While Setting Up (or Editing) This Task

When someone hasn't attended for a long time and then attends again, sometimes that goes unnoticed. Now you can trigger a follow up to include people who have attended for the first time in 18 months or longer. 

Using Multiple Events in One Task

If you use multiple events in one task, then only the first time someone attends any one of those events will it trigger a follow up.

For example, if you have 3 Sunday services and someone who typically attends your 9am service comes to the 10:30 service instead, a "new attender" follow up will not be assigned because they have been previously checked into the 9am service. 

In the event that you do want to track if someone switches services for the first time, you can set up a separate task for each different event series. 

Use Cases

Create a special follow up which will allow you to get in touch with a first-time attendee, welcoming them in and encouraging them to come back.

When you have someone new join an ongoing event for the first time, alert the staff member responsible for getting that person class schedule information, class roster and/or study material - whatever the "task" is that needs to be done when someone attends for the first time, set up an automated follow up to alert you of their attendance. 

About Follow Ups

If you need assistance with learning more about Follow Ups, please view any of the following articles: 

Follow Ups Overview

Assigning a Follow Up

Creating New Follow Up Options

Follow Ups Video

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Comments

16 comments
  • Do you have an automated six week process to sending text and emails to new comers?

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  • Hi Sandals!

    Would love to answer this through an email! Please be looking for one from Support coming your way!

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  • Love this feature! Suggestion for you - give the same functionality to the "alerts" as you do with follow ups regarding combining events. Sending a "we miss you" postcard to someone who comes every week but came 6 weeks ago to a different service once can be embarrassing and send the wrong message, and cross checking alerts every week is cumbersome and seems unnecessary given that the functionality is already in follow ups. Either that, or add "missed event" to the follow up task.

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  • Hey @beau!

    Greetings! Thanks for your kind words and feedback here about how we can improve breeze with the "alerts"--we’re always on the hunt for the next great idea to serve churches better! Currently we are not accepting feature requests via the Community forum. For more information about submitting a feature request, please check out www.breezechms.com/features.

    Blessings!

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  • How do I add the event to choose from it doesn't say. So if someone files out the form to join a group and it goes into the forms area. I get an email.. I think alerting me and I go and check, now how do I add them to a follow-up series?

    Also, 1st-time visitors, how do we set up auto event my drop downs are blank

    Paula 

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  • @paulalee27 It sounds like we may need to get some events set up on the Breeze calendar before we can create these follow-ups! I would absolutely love to help with this! I have created a ticket and sent you an email to assist further with this. Look forward to working with you on this! 

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  • Is there a way to set up an automatic follow-up task just not triggered by someone attending an event but by simply entering their information i.e. a new person  ?

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  • Hey @katyclemons!

    This would be neat! However, at this time that is not a current feature within Breeze. Would you consider sharing this on our feature request page? If so check this page out: www.breezechms.com/features

    Happy Breezing! 

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  • Our church would like to have a welcome email sent to newcomers automatically (we identify them as a newcomer, and a pre-made email is automatically sent). Is there a way to do this with follow-ups or tags? Is this accomplished by running the MailChimp extension?

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  • Hey @Luke!

    Great question. We do have many automated tasks within Breeze, however the Birthday email is the only automated email that automatically gets sent out. While we can get to your desired results eventually, there would just be a bit of some manual work up front.

    This might be most helpful: You can add all of your newcomers to a tag, and then compose an email to be sent to that tag at a later time and date.

    Here is some more information on tags and emails.

    Automated Tasks Overview

    Breeze Recommended Most Helpful Automated Tasks You Can Use! 

    Tracking and Turning Visitors into Members

    Emailing Groups of People in Tags

    Scheduling an Email to Go Out at a Later Time/Date

    If you need any additional support, please don't hesitate to reach out. We are here and happy to serve.

    Blessings!

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  • Is there a way to set up an automatic email when someone gives for first time or attends church for the first (or second) time? I see there is a way an automatic email can be set up for birthdays. What about these other important tasks?

     

    If not, can that be added? Thanks so much!

    Mel

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  • Hey @melreddy!

    Great question! At this time that is not a current feature within Breeze but we're happy to think it over. I'd love if there was a way for this also.

    For now, a great solution is to group everyone who gives or attends for the first time by tags, then you can set up a email for that tag to be sent out at a later time and date. This would automatically go out to those in the tag. For example if they visited Sunday, you could set the tag up Monday and have the email send to them a few days later by scheduling it.

    Here are some additional resources that might be helpful in setting this up:

    Scheduling an Email to Go Out at a Later Time/Date

    Using Smart Tags

    Automated Tasks Overview

    Breeze Recommended Most Helpful Automated Tasks You Can Use! 

    We currently are not taking feature request on this page, but if you'd like to share this idea, please check this out:

    www.breezechms.com/features.

    Happy Breezing! 

     

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  • Is there a way to view the timestamp of when someone is added to Breeze for the first time?

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  • @guy

    Great question! By this, are you insinuating that the person was deleted and then re-added? If so, then you would have no record of the previous add date. However, if someone was archived, you could unarchive them and find out the date they were originally added to the database. You can search for people added on a specific date (or range of dates) using the Advanced Filter Search OR you can export someone's profile fields to Excel and Breeze will produce the Added Date for everyone included in that report! 

    I hope this helpful for you.

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  • @stephenivey

     

    Neither. We just want to know when people are added to Breeze for assimilation purposes. It looks like you can look for "who was added on Sept 6, 2019" for example, but if you're on the profile for Jane Doe, there is no way to find out when she was added. Is that correct?

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  • @guy

    Thanks for the clarity here! Currently, there is no functionality to be able to see an add date for a person directly in their profile. My suggestion would be to add a Profile field for this and update that field weekly or monthly based on the "added date" functionality in the Advanced Filter Search. This would help you have a visual reference directly from the person's profile!

     

    Blessings!

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