Summary: This guide explains how to use Follow Up Progressions to automatically link tasks together. When one follow-up task is marked "complete," the system instantly assigns the next step in the process to the appropriate person. This is ideal for multi-step workflows like new visitor integration or discipleship tracks.
Before You Begin
How It Works: Think of this as a chain reaction. You define a "Trigger" (the first task) and an "Action" (the next task). As soon as the Trigger is finished, the Action begins.
Run Frequency: This automation runs immediately upon the completion of the trigger follow-up.
Key Features:
Stacking: You can chain multiple automations together (e.g., Task A triggers Task B; Task B triggers Task C).
Future Dating: You can delay the start of the next task by up to 365 days.
Note Handling: Notes from the first task do not automatically copy over to the new task (see details below).
Step-by-Step Instructions
Stage 1: Access Automations
Navigate to Account Settings (⚙️) in the top-right corner.
Select Automations from the dropdown menu.
Click the + Add Task button.
Select Follow Up Progression from the list.
Stage 2: Configure the Progression
Choose the Trigger: Select the follow-up option that, when completed, will start the process.
Example: "First Time Guest - Letter Sent"
Choose the Action: Select the follow-up option that should be automatically created.
Example: "First Time Guest - Phone Call"
Set Timing (Optional): If you want the next task to be delayed (Future Dated), select the number of days (up to 365).
Click Add Task to save.
Use Cases & Advanced Features
1. Stacking Follow Ups
You can create a long chain of events by setting up multiple automation rules.
Example:
Rule 1: When "Week 1 Visit" is done → Start "Week 2 Visit".
Rule 2: When "Week 2 Visit" is done → Start "Week 3 Visit".
Rule 3: When "Week 3 Visit" is done → Start "Coffee with Pastor".
2. Future Date Progressions
You do not have to start the next task immediately. You can set the new task to appear 1 to 365 days in the future.
Visibility: The future-dated task will appear in the "Follow Ups" section immediately after the first task is finished, but it will be grayed out.
Notification: The assignee will not be notified (via email or dashboard) until the actual "Assigned On" date arrives.
3. Handling Notes (Important)
When the system automatically creates the new follow-up task, it does not copy the notes from the previous task.
The Default Message: The note on the new task will read: "This follow up was automatically assigned because this person completed the [original follow up name] follow up."
How to View Previous Notes: If the person assigned to the new task needs context from the previous step:
Go to the Person's Profile.
Click More on the left-hand menu.
Select Follow Ups.
Click Show Completed Assignments to read the history.