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How to Set Up and Manage the Plan a Visit Tool in Connect

Allow Visitors to Schedule Their Visit with Ease

 

The Plan a Visit tool (powered by Connect's Schedule Meeting feature) enables your church to provide a seamless visitor experience by allowing people to schedule their visit in advance. This tool notifies your church staff of incoming visitors and collects important details to ensure a smooth and welcoming first-time experience.

1. What Is the Plan a Visit Tool?

The Plan a Visit tool allows visitors to:
✅ Schedule their visit on a specific date and time.
✅ Provide contact information and other details before arriving.
✅ Receive an automated confirmation email with visit details.
✅ Alert your welcome team so they can prepare for their arrival.

💡 Why It Matters: Visitors who plan their visit in advance are more likely to attend and feel welcomed when they arrive.

2. Setting Up Plan a Visit

Step 1: Accessing the Schedule Meeting Tool

  1. Log in to your Connect Dashboard.
  2. Navigate to Customize Tools.
  3. Locate Schedule Meeting and click the down arrow to expand settings.

Step 2: Renaming the Tool for Visitors

  • In Tool Title, rename it to Plan a Visit or Schedule Your Visit.
  • In Panel Title, change the text to something engaging, such as:
    • "Choose a date and time for your visit!"
    • "We’d love to meet you! Let us know when you’re coming."

3. Configuring Scheduling Options

Step 3: Adjusting Visibility

  • Set Visibility to Always Available so visitors can plan a visit 24/7.
  • If you're using this tool for something other than visit scheduling, you can limit availability to Working Hours or After Hours.

Step 4: Setting Date Display Options

  • Choose how many days in advance visitors can schedule.
    ✅ If scheduling for Sunday services, allow at least 5 Sundays in advance.
    ✅ For midweek events, adjust accordingly.

Step 5: Setting Up Notifications

  • Add a notification email (e.g., office@yourchurch.org) so your team receives an email when a visitor schedules.
  • Click "Manage Replies" to customize the email subject and message your team receives.

4. Creating and Managing Event Types

Step 6: Creating a "Sunday Morning Service" Event Type

By default, the system may have a general "Meeting" event. You should create a custom event type for worship services.

  1. Click "Manage Event Types".
  2. Click "New Event Type" and name it Sunday Morning Service.
  3. Add a description, such as:
    • "Plan your visit for Sunday morning worship at [Church Name]!"
  4. Click Save.

Step 7: Defining Available Time Slots

  • Ensure that the Plan a Visit event is only available on Sundays (or your church's service day).
  • Click "Never Available" for Monday-Saturday (if applicable).
  • Set specific service times under "Available Hours."
    • Example: Sunday 9:00 AM – 12:00 PM for two morning services.

5. Collecting Visitor Information

Step 8: Customizing the Visitor Form

The visitor form collects essential information before the visit.

✅ Basic Required Fields:

  • First Name
  • Last Name
  • Email Address
  • Phone Number

✅ Additional Custom Fields (Recommended):

  • "Are you bringing kids?" (Dropdown: None, 1, 2, 3, 4, 5+)
  • "What color is your vehicle?" (For easy identification in the parking lot.)

💡 Tip: Knowing how many kids are coming allows the children’s ministry team to be prepared for check-in.

6. Sending Confirmation Emails to Visitors

Step 9: Setting Up Automated Confirmation Emails

Enable confirmation emails to reassure visitors after they schedule.

  1. Click "Enable Confirmation Email".
  2. Set the email subject (e.g., "Thanks for planning your visit!").
  3. Customize the message, such as:
    • "We’re so excited to meet you! Here’s what to expect when you arrive at [Church Name]. Check in at the Welcome Center, and a team member will greet you!"
  4. Include meeting time and date placeholders so visitors receive specific details.
  5. If using Google Calendar, you can integrate it here.

7. Testing and Going Live

Step 10: Saving and Previewing the Plan a Visit Tool

  • Click "Save" to apply all changes.
  • Open your church website and click the Plan a Visit tool to ensure everything looks correct.

Step 11: Monitoring Scheduled Visits

  • Track scheduled visits in the Contact Inbox.
  • Notify the welcome team to prepare for the visitor's arrival.

8. Best Practices for Using Plan a Visit

✅ Promote this tool on your website’s homepage – Make it easy to find.
✅ Train your welcome team – Ensure they know who’s arriving and how to greet them.
✅ Follow up with visitors – Use their contact info to check in after their visit.
✅ Customize confirmation emails – Provide clear next steps so they know what to expect.

Next Steps

Now that you’ve set up Plan a Visit, explore other engagement tools in Connect to enhance visitor follow-up and communication. Need help? Contact support@ministrydesigns.org or visit ministrydesigns.com.