Visitor Pipeline

Visitor Pipeline is your team’s follow-up board for new guests and first-time connections.

What Visitor Pipeline Handles

• Collects new guest entries from your intake channels.
• Places each person into a visible follow-up stage.
• Helps staff move people forward as conversations happen.
• Assigns one responsible person to each card from the people responsible for its stage.
• Applies stage follow-up rules to each card when it enters a stage.
• Connects guests back to Invite Campaigns when available.
• Tracks follow-up tasks so next steps are not missed.

Pipeline Workspace View

The Visitors page presents a column-based board:

• Columns represent stages.
• Cards represent people.
• Stage counters show current workload.
• Search helps find people quickly by contact details.
• Cards show their responsible person, or No one assigned when an owner is unavailable.
• Due labels identify cards due today, due tomorrow, or overdue.

Each card can be moved to a new stage directly from the board. Moving a card applies the destination stage's responsible person and follow-up deadline. A card's responsible person can be changed from the people assigned to that stage.

Intake to Pipeline Flow

Visitor pipeline sequence

Step-by-step explanation:

1. The sequence begins when a visitor submits the public connection form. That is the entry point into the pipeline. Before this moment, there is no visitor card yet.
2. The intake system then checks that the submission is usable. In this case, that means the form has the required core information and the system tries to avoid accidental duplicate entries caused by repeated quick submissions.
3. Once the submission passes validation, Holy Resource creates two related things: the intake submission itself and the first pipeline card. The submission is the raw record of what the visitor entered. The pipeline card is the follow-up object your team works with on the board. If the first stage has responsible people, one of them is assigned to the card.
4. If the visitor arrived through an invite link, that campaign context stays attached during this handoff. That is what allows the Visitor Pipeline and Invite Campaigns to connect back to one another later.
5. The pipeline then shows the new card to the follow-up team in the first stage. That is why the first column matters so much operationally: it is the handoff point between "someone submitted a form" and "our team needs to do something next." A stage rule can create a deadline based on the number of days, weeks, or months after entry.
6. Staff can assign the card to one of the people responsible for its stage and create follow-up tasks from that point. This is where practical ministry work begins: call this person, send a welcome message, arrange the next conversation, or assign someone specific to follow up.
7. As real conversations happen, the team moves the card from stage to stage. The destination stage supplies the card's responsible person and deadline rule. The important idea here is that the pipeline is not only a storage list. It is a live board that shows the current relationship stage and next responsibility for that person.
8. The last part of the diagram shows that visitor activity can also feed Automations. That does not remove human follow-up responsibility. It simply means Holy Resource can start approved welcome or nurture messages while the team continues managing the card and tasks.

In plain language, the Visitor Pipeline is the bridge between "a person showed interest" and "our team is actively following up." The intake form gets the person in, the pipeline board makes the work visible, the tasks keep the work accountable, and automations can assist with timely communication without replacing human care.

Stage Progression

Teams can move a visitor card from one stage to another in real time. Stage changes are reflected immediately on the board, helping teams coordinate during services and weekday follow-up.

Typical progression example:

1. New
2. Contacted
3. Engaged
4. Ongoing Care

Stage changes immediately reflect in board column placement. Your exact stage names can follow your ministry style. This supports live team triage during services or weekday follow-up blocks.

Stage Management

The pipeline board supports custom stages to match your follow-up process.

Adding a Stage

An outlined Add stage placeholder appears after the last column on the board. Clicking it opens a dialog where you provide the stage name. The name is required. You can also choose multiple responsible people, set a follow-up rule such as 3 days after entering this stage, and enable email notification when a visitor enters the stage. Each card receives one responsible person from the stage's responsible people.

The Visitors page opens in the stage board view. Use the view toggle beside Filters and Refresh to switch to the progress overview, which summarizes each stage with color-coded open and done counts, responsible people, and its entry-relative follow-up rule.

Editing a Stage

Each column header includes an actions menu (the ellipsis icon). Selecting Edit stage opens a dialog pre-filled with the stage details. You can update the name, responsible people, entry-relative deadline rule, and email notification setting without moving the visitors already in the stage.

Assigning Visitor Cards

Each visitor card has one responsible person. The card assignment menu lists only the people assigned to that card's stage. A user assigned to the stage can assign cards there, and users with communication write permission can manage assignments across the pipeline. If a stage has no responsible people, or a card has not been assigned, the card displays No one assigned so the gap is visible during follow-up review.

Moving a card to another stage applies that stage's responsible-person pool and entry-relative deadline. The first eligible stage person receives the card automatically; the assignment can be changed to another person in that stage's pool.

Follow-Up Deadlines

Stage deadlines are rules rather than fixed calendar dates. For example, a rule of 2 weeks after entering this stage gives every card a deadline two weeks from the moment it enters that stage. Cards surface the resulting deadline as Due today, Due tomorrow, or Overdue when attention is needed. Review overdue cards during follow-up triage and either complete the next action, reassign the card, or move it to the appropriate stage.

Deleting a Stage

Selecting Delete stage from the column actions menu opens a confirmation dialog before anything is removed. When a stage is deleted, any visitors currently in that stage are automatically reassigned to another available stage so no records are lost.

Attribution Connection with Invite Campaigns

When invite context is available: When an intake submission includes invite token context:

• The visitor can be linked back to the campaign and invite source.
• Teams can see which invites are producing real guest responses.
• Follow-up priorities can be adjusted based on what is working best.
• Invite Campaign stats can report conversion from click to submit.

This ties front-door invitation efforts directly to actual guest responses.

Contact and Source Data Rules

Visitor entries typically include:

• Full name
• Email and/or phone
• Preferred contact channel
• Optional message
• Source labels (for example kiosk, web, import, unknown)

This gives teams enough context to contact guests in the right way.

Duplicate Protection (Important)

The intake flow helps avoid duplicate cards when someone submits multiple times in a short period.

Later, legitimate new submissions can still be captured as expected.

Follow-Up Task Support

Visitor follow-up tasks are supported at the pipeline-item level:

• Create task with title, due date, and assignee.
• Update task status (open, done, canceled).
• List tasks per pipeline item in prioritized order.
• Delete task when no longer needed.

This gives teams an accountable checklist connected to each person.

Submissions Listing and Review

You can review submissions and current stage placement to support:

• Reporting exports
• Follow-up audits
• Queue balancing

Automation Integration

Visitor activity can trigger Automations, so follow-up messages can start quickly without manual handoff.

This is especially useful for welcome journeys and invite-response sequences.

Security and Access Model

• View access allows teams to read board details.
• Write access allows teams to move stages, assign visitor cards, and update tasks.
• Stage-responsible people can move cards in their assigned stages and assign cards to people in those stages.
• Card assignments are limited to the responsible people configured for the card's current stage.
• Delete access allows removal of tasks and related items where permitted.
• Communication features remain subject to your paid-feature access setup.

Suggested Team Workflow

1. Monitor new submissions in the first stage.
2. Assign and complete immediate contact tasks.
3. Move cards as follow-up milestones are completed.
4. Use campaign attribution to prioritize effective channels.
5. Review stale cards regularly and reset action dates.