Group Interest Matching & Attendance Follow-Up System
A done-for-you church and ministry automation built for the Small Groups Director, connecting Twilio, Jotform, and Airtable so the work below happens on its own.
What this automation does, step by step
When someone expresses interest in joining a small group (through a weekend service card, the app, or the website) this automation captures their availability, neighborhood, life stage, and interest areas and matches them to up to three recommended groups.
The prospective member receives a personal introduction to each group leader, who is simultaneously notified of the new interested attendee with a prompt to reach out within 48 hours.
Groups that haven't logged attendance in two consecutive weeks receive a check-in from the small groups director, and groups that exceed their target attendance size are automatically prompted to consider launching a new group or adding a co-leader.
- ChMS (e.g., Planning Center Groups, Breeze, or Rock RMS)
- Jotform (interest form)
- Zapier or Make.com
- Twilio (leader connection prompt SMS)
- Email (prospective member matching notification)
- Airtable (group health and attendance dashboard)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
The manual version of this puts the entire workload on a small groups director, who has to juggle phone calls, emails, and spreadsheets just to keep things moving. Over a month, those small manual steps add up to a significant amount of lost time.
With this automation
- Intake forms that sync straight into your CRM or practice software
- Document collection with automatic reminders
- Welcome sequences that set expectations from day one
- Kickoff and first appointments scheduled without back-and-forth
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