Sanctumel Visitors

"Someone will take care of it." Nobody did.

A visitor signs themselves in by scanning a QR at the door. After that, every call, every message, every meeting is written into their journey: who made contact, when, by what means, and what they said.

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The visitor's recordand their welcome journey
Welcome among us
Sanctumel Church · Brussels
First name
Sarah
Last name
N.
Phone
+32 4·· ·· ·· ··
+ Add more details (email, town, a word)
Sign me in
The pipelinewhere they stand
New5
Contacted7
Converted3
A converted visitor leaves the visitor count: they are now counted among your members.

The short form, the traced source, the journey in the "date · channel · logged by · note" format, the automatic move to Contacted and the journey kept on conversion all exist as shown. The people and dates are examples.

The empty seat

Someone sat there last Sunday. Nobody wrote down their name.

The front door

The welcome book stayed empty, like every Sunday

There is a book on the welcome table. The visitor does not see it, or does not dare, or the welcomer is already talking to somebody else. The result: the person who came for the first time leaves without anyone knowing they came.

They sign themselves in, in thirty seconds
A QR at the door, their phone camera, three fields: first name, last name, phone. The rest is optional, under "add more details".
One A4 poster, put up and forgotten
The QR prints in your church's name, with its logo at the centre. Placed at the entrance or by the coffee table, it fills your records without tying anyone up.
And you know who brought them
The record keeps the member who invited them, and the source of the sign-up: scanned by the visitor, or entered by the welcome team.
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The journey

No more "someone will take care of it"

Two people call the same visitor in one week; three others are never called because each assumed the other had done it. That is not an organisation problem, it is a shared-memory problem: nobody knows what has already been done.

Every contact is written into the journey
"20 May · Call · logged by Pastor Elie · responded warmly". The channel, the date, the person who called and what was said. Milestones - first visit, conversion - sit in the same thread.
What you send logs itself
The email goes out on behalf of the church, in its language; the WhatsApp message goes when the integration is on. Either way, the send is written into the journey without you noting it.
The status moves without anyone thinking about it
At the first contact the visitor moves to "Contacted" by itself. The pipeline reflects what actually happened, not what somebody remembered to tick.
Integration

Becoming a member without losing their story

In most tools, converting a visitor into a member erases the visitor. You then lose the only thing that had value: how this person arrived, and who walked alongside them.

A queue, not a list
The "Active" filter gathers new and contacted: that is your week's work. Start with "New" - the first contact is the one that makes all the difference.
The journey follows the person
On conversion, the whole history stays attached. On their member record, a banner recalls that they were welcomed as a visitor, when, and who had invited them.
And the list prints
A PDF on the church letterhead, with the counters by status, for the welcome team meeting or a follow-up point away from a screen.

What Visitors does, and what we will not do.

These are people who came once, often without asking for anything. Better to say clearly what we do with their details.

What Visitors does
  • Self-service QR sign-up, the poster to print, and manual entry when somebody would rather talk
  • The full welcome journey: channel, author, date and note, with sends logged automatically
  • The three-status pipeline, the active queue, search and PDF export
  • Conversion to member keeping the whole history, and the legal basis and retention period carried on the record
What we will not do
  • Keep the details indefinitely: every record carries an end of retention, and it applies
  • Send automated messages to a visitor: a welcome is done by a person, not by a scheduled sequence
  • Score people: the journey says what happened, it gives no mark, no score, no ranking

Put the QR up this Sunday.

Print the poster, put it by the door, and watch the records arrive on their own. The first call will still be yours - but you will know it was made.

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