Visitor Tracking
Easy digital visitor registration, tracking, and member follow-up.
Every visitor remembered and easy follow-ups assigned.
Most congregations already collect visitor information. The hard part is what happens next, which is why Congregate treats a visitor record as the beginning of a process rather than the end of one. Contact details, visit history, and notes live in one record, and the follow-up work that should come after a visit is assigned to real people with real due dates.
Visitors can be added by a member during or after a service, or they can enter their own details through your public registration form. The form lives at a URL you can link anywhere, and Congregate generates a QR code for it so a card in the pew, a sign in the foyer, or a slide before the service is all it takes. New submissions can notify whoever should see them first.
Because every congregation asks slightly different questions, the form is yours to customize. The built-in fields cover name, phone, email, and notes, and you can add unlimited custom fields, including dropdowns, and mark visitors as local or non-local so the appropriate follow-up applies.
Visit history builds up automatically. A visitor who has come three times looks different from a visitor who came once, and that difference is visible without anyone having to remember it.
Follow-up that does not depend on anyone’s memory.
Milestones are the steps you want taken after a visit, such as a card in the mail, a phone call, an email, or an invitation to a study. You define them once, decide whether each applies to local visitors, non-local visitors, or both, and Congregate can assign them automatically as soon as a visitor is added, or you can assign them by hand.
Assignments go to members based on their willingness, so the people who have said they enjoy writing notes are the ones asked to write notes. Members receive reminders by email, text, or voice with a secondary reminder available for anything still outstanding, and you can see at a glance which milestones are complete and which are still waiting.
Visitor attendance is tracked alongside member attendance, so overall visitor counts and individual visitor attendance both feed the same reports. Visitors can be imported from a CSV file when you are moving from another system, and exported the same way whenever you need the list elsewhere.
Highlights
- A visitor record contains contact details, notes, milestones, and full visit history
- Public visitor registration form with a shareable URL and a generated QR code
- Unlimited custom fields alongside the built-in fields
- Local and non-local classification, with follow-up that respects the difference
- Milestones for follow-up steps you define
- Automatic or manual milestone assignment, based on member willingness
- Reminders by email, text, or voice
- Visitor attendance tracked with the rest of your attendance reporting
- CSV import and export
Who This Feature Helps
Members
Follow-up requests arrive already matched to what they have said they are willing to do, with the visitor’s details and the reminder attached, so saying “yes” to visitor follow-up is simple.
Leaders
You can see the whole pipeline: who visited, how often, what has been done, and what is still outstanding. Nothing depends on one person remembering a conversation from Sunday.
Visitors
Scanning a QR code to complete the visitor registration takes only 30 seconds and preferred over paper forms. Visitors are followed up deliberately by a variety of members who are willing to perform follow-up tasks.