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Visitor Tracker

Estimated reading time: 10 min

UPDATE: Visitor Import
Congregate v6.5 introduced the ability to import visitors via the supplied CSV spreadsheet template file. The import option is not seen in the video above, but is described below.

UPDATE: Customize Public Visitor Entry Services
Congregate v6.3.1 introduced the ability to choose and rename services for use on the public visitor entry page. The customize services option is not seen in the video above, but is described below.

Make local church visitors feel right at home with Congregate’s visitor tracker – which not only allows you to capture visitor information and record each time they visit, but can automatically assign members to perform visitor follow-up tasks, such as sending a thank you card or email. It’s simple to input the same visitor information many congregations collect on a visitor card – including an unlimited number of custom fields.

Adding Visitors via Congregate Admin

    1. To add a visitor, click “Visitors” under Congregation Tools > Visitor Tracker inside Congregate Admin and click “New.”
    2. Enter the contact information of the visitor (name, address, phone number, and email address) or any applicable information you have collected.
    3. Select if the visitor is a local visitor or a non-local visitor in the “Local” dropdown menu. This is used for emailing visitors who are local vs. non-local and will be included on any data export for reference.
    4. Enter any additional comments or information to any custom fields you may have added.
    5. Click “Add” to add the visitor.

Adding Visitors via Your Public Visitor Entry Page

    1. To allow visitors to enter their own information on your website, create a new, blank public page in the page manager and title it accordingly (e.g., “Visitors” or “Visitor Registration”).
    2. Select your page as the “Public Visitor Entry Page” on the Visitor Tracker’s Options page.
    3. Customize any additional Public Visitor Entry Page settings and save  your changes.
    4. Provide visitors with the URL of your public visitor entry page (and/or the auto-generated QR code that appears in the Public Visitor QR Code on the Visitor Tracker’s Options page) which links to the same page.

Managing Visitors

To add, edit, or remove visitors click “Visitors” under Congregation Tools > Visitor Tracker inside Congregate Admin.

To edit a visitor, simply click his or her name or edit icon.

To permanently remove a visitor, click the trashcan icon next to his or her record.

To bulk update visitors, check the checkboxes next to applicable visitors and select the following from the “Checkbox Options” dropdown menu: delete. Then click “Apply.”

Adding/Managing Visits

A visitor already in the visitor tracker can have visits recorded in order to keep track of how often and when he or she has visited.

    1. To add a visit, click a visitor’s name from “Visitors” under Congregation Tools > Visitor Tracker inside Congregate Admin.
    2. Scroll to the “Visit History” section and click “Add Visit.”
    3. Enter the date and service of the visit. If you wish, enter any additional comments about this visit.
    4. Click “Add” to add the visit.

To edit a visit, simply click its date or edit icon.

To permanently remove a visit, click its trashcan icon.

Managing Milestones

Milestones are tasks/jobs/goals assigned to members in regard to specific visitors. Visitors can have the same milestone assigned to them multiple times/repeatedly, if need be.

To add, edit, or remove a milestone, click “Milestones” under Congregation Tools > Visitor Tracker in Congregate Admin.

    1. To add a milestone click “New.”
    2. Enter the milestone name, the gender of who can complete this milestone, the order of display (entering “1” will display this milestone first, “2” second, etc.), and an optional description.
    3. Click “Add” to add the milestone.

To edit a milestone, simply click its date or edit icon.

To permanently remove a milestone, click its trashcan icon.

Willingness

Indicate which members are willing to be assigned to various milestones. Members with permission can also indicate their willingness through their member account.

To edit willingness, click “Willingness” under Congregation Tools > Visitor Tracker in Congregate Admin. Select a milestone to manage or click “Edit Willingness By Member” and select a member to manage. Then use the checkboxes to mark members as willing/unwilling.

Assigning and Editing Milestone Assignments

Congregate can attempt to automatically assign members to any pending visitor milestones. Auto-assignment is dependent upon several factors and results may differ depending on the size of your membership, number of job milestones, and member willingness. You can elect to assign all milestones manually if you prefer not to use auto-assignment.

Full Setup is Required Before Assigning Milestones
In order to assign member follow-up tasks – milestones – you first need to set up your visitors, milestones, and member willingness.

Assigning Milestones

    1. To start assigning milestones, click “Assign Milestones” under Congregation Tools > Visitor Tracker inside Congregate Admin.
    2. Select the month/year you wish to assign milestones within.
    3. Click “Auto-Assign” if you wish to use Congregate’s auto-assignment engine or “Manually Assign” if you wish to manually assign your own milestones.
    4. After submission you will be forwarded to the manage/edit jobs page where you can finalize your assignments.

Managing/Editing Milestones

To manage milestone assignments, click “Manage Assignments” under Congregation Tools > Visitor Tracker inside Congregate Admin.

For each position, use the “Member” dropdown menu to select an individual you wish to assign or re-assign. The dropdown list of individuals will be catered to each milestone based on member willingness. The dropdown menu will default to “Please Select a Member” if the position was not auto-assigned or if there was a conflict during the auto-assignment process. Make sure you click “Save” at the bottom of the page after selecting members and statuses. Selections will not be saved until you click save.

For each milestone, you can modify its status. If “Pending Assignment” is selected as a status, the position as been assigned, but not confirmed – meaning members will not see the assignment. Until a status is “Assigned,” the assignment is only visible in Congregate Admin. If a member has completed the milestone, its status can be “Completed.” If the milestone was never completed and you wish to re-assign the milestone to another member, use the “No Reply; Needs Assignment” status.

Use the buttons at the bottom of the page to quickly publish all, unpublish all, or un-assign all. Make sure you click “Save” at the bottom of the page after selecting members and statuses. Selections will not be saved until you click save.

Sending Reminders

To send initial and/or secondary reminders to members who are assigned a milestone, click the “Manually Send Reminders” or “Manually Send Secondary Reminders” on the “Manage Assignments” page inside Congregate Admin.

Visitor Message Center

The visitor message center is just like the “regular” message center within Congregate. Use it to email visitors and/or visitor mailing lists. You can opt to send messages to multiple visitors, all visitors with exceptions, and choose non-local or local visitors only. You can also select a date range to qualify certain visitors. For example, all local visitors within the past 60 days.

    1. To send messages to visitors, click “Message Center” in Congregate Admin.
    2. Complete the form, enter your subject, message, and add any attachment(s).
    3. Click “Send Message” to email your recipients.

Mailing Lists

Use mailing lists to send an email from the visitor message center to specific visitors and those outside the visitor tracker. Mailing lists only work within the visitor message center. Visitors grouped by locale and time period automatically appear in the visitor message center; there is no need to create mailing lists for such.

Creating a New Mailing List

    1. To create a mailing list, click “New” under Congregation Tools > Visitor Tracker > Mailing Lists inside of Congregate Admin.
    2. Enter the name of the mailing list in the “Name” field.
    3. Enter all the email addresses you wish to include in your list, separated by commas (e.g., john@aol.com, jane@gmail.com, etc.) inside the “Emails” field.
    4. If you wish to include any members from your member directory in your mailing list, enter their name(s) in the “Members” field.
    5. Check the “Active” checkbox to have your mailing list displayed on your site. Uncheck the box if you want the mailing list hidden from display. Use this feature if you want to start a mailing list draft and return to editing/activating it later.
    6. Click “Add” to save and/or activate your mailing list. Click “Cancel” to cancel.

Managing Mailing Lists

To manage your mailing lists, click “Mailing Lists” under Congregation Tools > Visitor Tracker inside of Congregate Admin. There you will find a list of all your mailing lists that are active and inactive. 

To edit a mailing list, simply click its title or edit icon.

To permanently remove a mailing list, click its trashcan icon.

To bulk update mailing lists, check the checkboxes next to the applicable posts and select one of the following from the “Checkbox Options” dropdown menu: delete, make active, or make inactive. Then click “Apply.”

Custom Fields

Add your own custom fields for additional data-collection from visitors.

Adding a Custom Field

    1. To create a custom field, click “New” under Congregation Tools > Visitor Tracker > Custom Fields inside of Congregate Admin on the “Custom Fields” page.
    2. Enter the name of field in the “Name” field.
    3. Check the “Active” checkbox to have your field displayed on your site.
    4. Select the type of field – text input or a dropdown menu of options.
    5. If “Options” is selected, enter each option on its own line. Each line will appear as an item in the dropdown menu for selection.
    6. Optionally, enter how this field’s title will display on your public visitor entry page if different from the name of the field.
    7. If you wish to hide this field from your public visitor entry page (i.e. making it a private field for admins only), check the hide checkbox.
    8. Optionally, enter a number in the “Ordering” field to place your custom fields in a custom order (e.g., 1 = first in list, 2 = second in list, etc).
    9. Click “Add” to save. Click “Cancel” to cancel.

Managing Custom Fields

To manage custom fields, click “Custom Fields” under Congregation Tools > Visitor Tracker inside of Congregate Admin. There you will find a list of all your fields that are active and inactive.

To edit a custom field, simply click its title or edit icon.

To permanently remove a custom field, click its trashcan icon.

To bulk update custom fields, check the checkboxes next to the applicable fields and select one of the following from the “Checkbox Options” dropdown menu: delete, make active, or make inactive. Then click “Apply.”

Reminders

Administrators can remind and notify members via email, text message (premium feature), or voice message (premium feature), of a milestone assignment and send a secondary reminder if the status of the assigned milestone is unchanged. Members with permission can modify their reminder preferences in their account settings.

To edit automated reminder preferences, click “Reminders” in Congregate Admin. Then use the dropdown menus to select members’ reminder preferences: no reminder, email and text message reminder, text message reminder, or voice message reminder.

Import/Export

Congregate can export all of your visitor information (including contact information, visit history, and milestones) to a CSV file. To export your data, click “Export (Date-Based)” or “Import/Export” under Congregation Tools > Visitor Tracker in Congregate Admin:

      • If date-based, select your desired date range and click “Export to CSV” to export all visitors and visit history within your selected date range.
      • If exported via the Import/Export page, click “Export to CSV” to export all visitors with their last (not all!) recorded visit.

To import visitor records (including contact information, custom fields, and last visit):

    1. Click “Import/Export” under Congregation Tools > Visitor Tracker in Congregate Admin and download the CSV spreadsheet template.
    2. You will need to add your visitor data to this template (without modifying it in anyway; add one visitor per row) and save as a CSV file.
    3. Upload your updated CSV file and click “Import Visitor Entires.”

Multi-visit history and milestones completions cannot be imported at this time. Each visitor can include a single visit – date and service – imported along with their contact information if you choose. Ensure the service name exactly matches a service name you already use in Congregate. You can add additional visits or completed milestones, if needed, to any visitor in Congregate Admin.

Options

Selecting Display Pages

Use the dropdown menus to select the pages for your visitor tracking. If you do not wish to use a visitor tracker feature, select “None” from the dropdown menu to disable it.

      • Visitor Tracker Page: the page that will list your most recent visitors and their contact information.
      • Visitor Milestones Page: the page that will show pending assignments and milestones assigned to visitors.
      • Visitor Map Page: the page that will display visitors plotted on a Google map. (Requires valid Google API keys entered on your general settings page to function.)

Default Visitor Date Range

Enter the number of days you wish to use for the default “recent visitors” length.

Milestone Reminders

Administrators can remind members of milestone assignments via email, text message (premium feature), or voice message (premium feature). Members with permission can modify their reminder preferences in their account settings.

Here is where you create a custom template for your reminders: one for the initial reminder and a second template for the secondary reminder.

      • Reply-to Email Address: If an email reminder is sent, choose a reply-to email address. This is where the email will be sent if the member replies to the reminder.
      • Email Subject: Enter the reminder subject.
      • Email Message Template: Be sure to use the tags in your template; they will be replaced by the actual content they represent. For example, the “[[Name]]” tag will be replaced with the name of the receiver and “[[Milestones]]” will be replaced with actual milestones they are assigned to.
      • Text Message Template: Be sure to use the tags in your template; they will be replaced by the actual content they represent. For example, the “[[Name]]” tag will be replaced with the name of the receiver and “[[Milestones]]” will be replaced with actual milestones they are assigned to. Text messages can only be up to 150 characters in length. 
      • Voice Message Template: Be sure to use the tags in your template; they will be replaced by the actual content they represent. For example, the “[[Name]]” tag will be replaced with the name of the receiver and “[[Milestones]]” will be replaced with actual milestones they are assigned to. Voice messages can only be up to 500 characters in length. 

Public Visitor Entry

Allow visitors to add themselves to the visitor tracker by enabling the public visitor entry page. (If no page is selected, visitors must be added inside Congregate Admin.) There are several options you can configure when it comes to your public visitor entry page:

      • Public Visitor Entry Page: the public page that will display your visitor registration form.
      • Public Visitor Entry Success Message: the confirmation message that will appear to visitors after they successfully submit the visitor registration form.
      • Public Visitor Entry Notification Email Address: select or enter an email address to be notified each time a visitor submits the form.
      • Public Visitor QR Code: Right-click to save/download the image of the QR code (which links to your public visitor entry page) to use on printed or projected material so visitors can quickly access your visitor entry page on their mobile devices. You must first select a public visitor entry page, save your settings, and reload the page for the QR code to be generated. A new QR code must be generated if you ever change your public visitor entry page.
      • Customize Built-in Fields: In addition to your own custom fields, you can select which built-in fields will appear on your visitor registration form and if you wish to rename them for display on your form.
      • Customize Services: Select which services will appear on your visitor registration form and if you wish to rename them for display on your form. Services are pulled from the services inside the sermons module. To add/edit services, go to Sermons > Services inside of Congregate Admin.

 

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