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.
• 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.

Each card can be reassigned to a new stage directly from its stage selector.

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.
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."
6. Staff can create or assign 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 important idea here is that the pipeline is not only a storage list. It is a live board that shows the current relationship stage 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 now 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 creates a new stage and appends it to the end of the pipeline. The stage can then be renamed to fit your workflow.

Editing a Stage

Each column header includes an actions menu (the ellipsis icon). Selecting Edit stage opens a rename dialog pre-filled with the current stage name. Confirm the new name to apply the change across the board.

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 and update tasks.
• 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.