First-timer to member
When to use it
Section titled “When to use it”- You collect first-timer or visitor cards on Sundays (on paper or a tablet) and want every visitor welcomed and called.
- Visitors can say they would like to become members, and a membership team confirms them before a membership class.
- Leaders want a weekly list of first-timers and a monthly "visitors to members" summary by email.
Where the data comes from
Section titled “Where the data comes from”| How | What |
|---|---|
| A form people fill in | The First-Timer Card, filled on a phone or tablet, or typed in from paper cards by the office. |
| A form your staff fill in | The Membership Confirmation and Membership Class forms, filled by the membership team. |
What it sets up
Section titled “What it sets up”| Kind | Name | What it does | Lands |
|---|---|---|---|
| Setting | settings_tz | Sets the workspace time zone first; schedules and reports take it when they're saved. | Ready |
| Team | Follow-up team | Gets the first-timer call tasks. | Empty |
| Team | Pastors | Hears about calls not made in time; gets the monthly summary. | Empty |
| Team | Membership team | Confirms people who want to join; gets the weekly list. | Empty |
| Team | Church office | Enters paper cards; gets the Sunday check, new-members report and monthly summary. | Empty |
| Form | First-Timer Card | The first-timer card. Sets lifecycle_status to first_timer and records whether they want to join. | Draft, not published |
| Form | Membership Confirmation | Staff-only form the membership team fills to record a decision. Matched to the person by phone. | Draft, not published |
| Form | Membership Class | Filled at the membership class. A hidden field sets lifecycle_status to member. | Draft, not published |
| Form | Baptismal Class | Registration for the baptismal class. Sets baptismal_class to registered. | Draft, not published |
| Segment | First-timers | Everyone whose stage is first_timer. | Ready |
| Segment | Potential members | First-timers who said yes to membership and weren't marked "not joining". Entering it starts the membership team's task. | Ready |
| Segment | Visitors (not joining yet) | First-timers who didn't say yes to membership. | Ready |
| Segment | Members | Everyone whose stage is member. | Ready |
| Template | First-timer welcome (email) | Welcome email to a first-timer. | Ready |
| Template | First-timer thank-you (SMS) | Thank-you SMS a couple of days later. | Ready |
| Template | Membership class invitation (email) | Membership class invitation, sent once the membership team confirms. | Ready |
| Template | Membership class invitation (SMS) | Membership class invitation by SMS. | Ready |
| Template | Welcome new member (email) | Welcome email to a new member. | Ready |
| Template | Welcome new member (SMS) | Welcome SMS to a new member. | Ready |
| Template | Baptismal class registration (SMS) | Confirmation SMS for baptismal class registrations. | Ready |
| Question | Report: first-timer cards entered | How many first-timer cards were entered (used by the Sunday check). | Ready |
| Question | Report: first-timers who want to join (list) | Table of first-timers who want to join (for the weekly list). | Ready |
| Question | Report: first-timers just visiting (list) | Table of first-timers just visiting (for the weekly list). | Ready |
| Question | Report: confirmed by the membership team | People the membership team confirmed. | Ready |
| Question | Report: new members | New members (Membership Class forms). | Ready |
| Question | Report: new members (list) | Table of new members. | Ready |
| Question | First-timers (now) | First-timers now (reads traits, which stay correct when segment membership counts lag). | Ready |
| Question | Members (now) | Members now. | Ready |
| Question | First-timers per week | First-timers per week, for the dashboard. | Ready |
| Funnel | First-timer to member journey | Card → confirmed → membership class, over 90 days. | Ready |
| Dashboard | First-timers to members | First-timers to members at a glance. | Ready |
| Report | Sunday: first-timer cards entered today | Sunday evening check to the office team, with an alert when no cards were entered that day. | Off |
| Report | Weekly: this week's first-timers | The week's first-timers, split into potential members and visitors, to the follow-up and membership teams. | Off |
| Report | New members | New members, sent by the new-member follow-up (no schedule). | Off |
| Report | Monthly: first-timers to members | Last month's journey from first-timer to member, to the office team and leaders. | Off |
| Follow-up | 1. First-timer welcome | Welcome email after the card, thank-you SMS later. | Off |
| Follow-up | 2. First-timer follow-up call | Call task for the follow-up team; escalates if not done. The outcome and note are saved on the person. | Off |
| Follow-up | 3. Potential member: confirmation | When someone becomes a potential member, the membership team gets a task (no deadline) to talk with them and fill the confirmation form. | Off |
| Follow-up | 4. Confirmed: class invitation | When the membership team records "Confirmed", the class invitation goes by email and SMS. | Off |
| Follow-up | 5. New member: welcome and report | Welcome for new members, and the new-members report (at most once a day). | Off |
| Follow-up | 6. Baptismal class registration | Confirmation SMS when someone registers for the baptismal class. | Off |
The questions it asks
Section titled “The questions it asks”| # | Question | Default | Fills in |
|---|---|---|---|
| 1 | What should messages call your church? | none, must answer | org_name |
| 2 | Who calls first-timers? (a team; you add the people later) | Follow-up team | follow_up_team |
| 3 | Who should hear if a call isn't made in time? | Pastors | escalation_team |
| 4 | Who talks to people who want to join, and confirms them? | Membership team | membership_team |
| 5 | Who enters paper cards and gets the reports? | Church office | office_team |
| 6 | Which address should emails come from? It must be on a domain you verify in Settings → Channels. | none, must answer | email_from |
| 7 | Do you also run a baptismal class people register for? | Yes | baptismal_class |
Other settings
Section titled “Other settings”These have defaults. Change any that don’t fit.
| Setting | Default | Key |
|---|---|---|
| Time zone for reports | ‹workspace timezone› | timezone |
| Default phone country on the forms | ‹workspace country› | default_country |
| Greeting when a first name is missing | Friend | greeting_fallback |
| Welcome email after the card is entered | 2h | welcome_delay |
| Thank-you SMS after the welcome email | 2d | sms_delay |
| Call task created after the card is entered | 2d | call_delay |
| Hours the follow-up team has to make the call | 48 | call_due_hours |
| Hours after which an unmade call escalates | 48 | escalate_after_hours |
| Weekly first-timer list | 0 8 * * 6 | weekly_report_cron |
| Sunday check that cards were entered | 0 18 * * 0 | entry_check_cron |
| Monthly summary | 0 9 1 * * | monthly_report_cron |
Timings
Section titled “Timings”- Welcome email 2h after the card is entered, thank-you SMS 2d later.
- Call task 2d after the card, due in 48 hours, with reminders before it is due; escalates to Pastors after 48 hours.
- The membership team's confirmation task has no deadline.
- Reports (cron, in ‹workspace timezone›): Sunday card check 0 18 * * 0, weekly list 0 8 * * 6, monthly summary 0 9 1 * *. The new-members report is sent by its follow-up, at most once a day.
Channels
Section titled “Channels”| Channel | Needed for | Before it can send |
|---|---|---|
| Welcome, class invitation and new-member emails; all reports | A verified sending domain for ‹Sender address›, or Origamy's test sender while you try it. | |
| sms | Thank-you SMS, class invitation and new-member SMS | An SMS provider, or Origamy managed SMS after business verification (KYC). The free plan allows 30 SMS a month before verification. |
What you need to do
Section titled “What you need to do”- Add people to the Follow-up team, Pastors, Membership team and Church office teams (Settings → Collaborators → Teams). Tasks and reports go nowhere while a team is empty.
- Verify the sending domain for ‹Sender address›, and connect an SMS provider or finish business verification for managed SMS.
- Review and publish the forms (First-Timer Card, Membership Confirmation, Membership Class, and Baptismal Class if you run one). Publishing makes their links live; nothing sends.
- Switch the follow-ups and reports on (a follow-up only runs once it's on), run one test person through the card using your own phone and email, check the welcome, call task and segments, then erase the test person.
- Nothing can trigger on something that didn’t happen. “Email the office if no cards were entered on Sunday” is a Sunday-evening report that always sends and shows an alert when the count is zero.
- Funnels can’t go in an emailed report. The monthly report sends the count at each stage; the funnel itself is on the dashboard, linked from the report.
- Phone numbers aren’t in the weekly list. A form’s phone answer is stored on the profile, not on the form event the list reads, so the list shows names, the date and who invited them. Team members open the person for the number.
- Stage cards read traits. The “now” cards count the
lifecycle_statustrait, which stays right even when segment membership counts lag. - A published question can’t change type. To turn a dropdown into radio buttons after publishing, add a new question with a new key.
- Teams, not groups, get tasks and reports. Groups (ministries, cells) are for membership; the people who act go in a team.
- Erasing the test person can time out half way on a large workspace. Run it again and it finishes.
Copilot eval
Section titled “Copilot eval”The request used to test the copilot on this playbook (a live eval) as a church workspace:
we want to track visitors basically, and see how they can become members finally.... we are looking at first timer, if indication to be a member is on, keep in a segment(potential member), for first timer, we want to send a welcome message after like 2 hours of inputing it. send sms after two days, create task for the follow up group to call manually and report if call was made or not and drop comments.... if task not done, send a reminder after a day and after 2 days if no action escalate. if no input on a sunday, send a mail to the church office collaborator(to see if they can fill in the first timer form that has been imputed manualy) by saturday of every week, send list of first timer (potential members and just visitors) and to the visitation and follow-up team and to the membership team. the membership team have the task to confirm membership or not... and that has no time limit. membership should also have form for baptismal class and membership class (by transfer or from first timer flow).... on filling membership class, members segment should move to membership. if there are new members (those that indicated to join the church) for reporting send a report to the church office, church pastors. monthly report form funnel to church office, church posters and church deacons (group). we can keep all this flows as seperate implemennttions.
It passes when every piece is a valid draft and everything lands off, with at least: segment, form, message_template, workflow, team, report. It must never use: discount, cart, checkout, purchase, revenue, customers, upsell.