Summary: Learn how to combine triggers, tags, and groups to build multi-step follow-up progressions that automatically guide people through ministry workflows like visitor onboarding and baptism preparation.
Before You Begin
You will need administrative permissions to access and configure Automations, Tags, Forms, and Follow Ups.
Identify the specific process you want to automate first (e.g., first-time visitors). It is recommended to start with the progression that will save your staff the most manual entry time.
Step-by-Step Instructions
Create your baseline Tag, Form, or Group. Navigate to Tags to build a Smart Tag (e.g., "New Profiles Added Today"), Forms for a specific submission trigger (e.g., "Volunteer Interest"), or Groups for an entry trigger.
Configure a corresponding Follow Up Option. Navigate to Follow Ups, select Options, and create a category that matches your goal (e.g., "Baptism Interest" or "Joined Membership Class").
Assign the Automated Trigger. Navigate to Automations and create a new task. Set the trigger to fire when a profile is newly tagged or added to a group, and assign it to launch your new follow-up workflow.
Build the Follow Up Progression. Under Automations, sequence multiple scheduled tasks or messages to create your chain. Completing one step will move the profile into the next stage, triggering the next communication automatically.
Common Progression Workflows
You can apply the framework above to build these seven standard workflows:
| Workflow | Trigger Mechanism | Suggested Follow-Up Actions |
| 1. New Visitor | Profile tagged "First-Time Visitor" (Smart Tag) | Assign staff task to call/email; send newcomer event invite. |
| 2. Baptism Prep | Profile tagged "Baptism Candidate" (Form Submission) | Enroll in prep class emails; task pastor for 1:1 meeting; schedule service date. |
| 3. Membership Class | Request to join "Membership Class" group | Send class dates/materials; track attendance; follow up with absentees. |
| 4. Volunteer Onboarding | Profile tagged "Interested in Volunteering" (Form) | Send training reminders; introduce team leader; track background checks. |
| 5. Grade Changed | Smart tag applied when grade is assigned/changed | Trigger household check-in; flag for staff care (moving, graduating, classroom updates). |
| 6. Small Group Interest | Request to join a specific small group | Schedule 3–5 day attendance check-in; route to staff for alternative group suggestions if needed. |
| 7. Renewal Reminders | Smart tag filtering expiration dates within 30 days | Trigger automated outreach regarding upcoming membership or certification renewals. |
Troubleshooting & FAQs
How do multi-step progressions actually move forward?
When using a follow-up group progression, completing each individual step automatically moves the person into the subsequent group, which sequentially fires the next message or task in the chain without manual staff intervention.
How do I ensure Smart Tags stay accurate for daily follow-ups?
When creating a date-based Smart Tag (like "New Profiles Added Today" or "Renewal Date Within 30 Days"), check the box for "When this task runs, also remove people from this tag that do not match the selected filter." This keeps the automation targeted only to current matches.