SUNDAY GUEST PROCEDURES: PEOPLE APP

• When a guest joins us for church on Sunday, we have a few things we do in order to contact & keep track of the people God entrusts us with. The first thing we do is enter them into our People App (a division of Planning Center Services). Visit HERE to login to the People App and begin. Select the “People” tab at the top, then select “Add Person” at the top right and your screen should look like the picture below.

• After typing their name in and selecting “Create a New Person,” proceed to enter their information in from their Info Card (email address & phone number) and select “save.”

• When you select save, you’ll be taken to their newly created profile. On the left-hand side, you’ll see tabs that we use to organize different pieces of information about that person and their next steps. Select “First Step. GUEST INFORMATION.”, select “Edit Answers” and enter “Campus,” “First Time Guest” Date, a date for “I Raised My Hand” and then enter any appropriate communication notes (like the text you sent them for their first or second time). Then click ‘save.’

 After clicking save, you’ll be taken back to their profile. Enter any other next steps information (Welcome to Church, Baptism, etc.) based on the sign-up forms & Info Card you receive from them on Sundays. Do this by selecting the tab on the left that corresponds with the step they’ve taken and enter the information based on the next step processes you see below. Most next steps will be entered after Welcome to Church Night because most sign-ups take place on those nights.SUNDAY GUEST PROCEDURES: GUEST TEXTING

• The next thing we do with guests is sending texts to them, thanking them for joining us and/or pointing them towards their next steps. You’ll do this by visiting clubtexting.com and entering your campus’ login information (email jordan@jrny.church if you don’t have this information). Use the messages listed under “Message Templates” below to send to new guests’ phone numbers. These numbers can be found in the People App that you would’ve just entered. 
• See step by step instructions on how to send text messages through Club Texting at the bottom of this page

To send the correct Message Template through Clubtexting, click on “Advanced Campaigns” and scroll down to “Message Templates”. 

BAPTISM BASH SIGN-UP PROCESS
1. Campus Directors send automated text message to baptism sign-ups using contact information from in/out card/next steps card:

1. For WTC Sign-ups: scheduled for Wednesday at 12p
   1. Hello! We are so excited that you are signing up to be baptized! Here is a link to guide you in finishing your sign-up: take a few moments to follow this link & fill out the form! {#URL=”www.jrny.church/baptism”#} We want to put you on our list as soon as possible, but we cannot move forward until we have a few more pieces of information, so make sure to fill it out as soon as you get a moment! Thanks!
2. For Sunday Sign-Ups: scheduled for Monday at 12p
   1. [To make it convenient, we’ve established Club Texting Accounts for each campus so that scheduling texts can be done any time prior to Monday if it’s helpful!]
   2. Hello! We are so excited that you are signing up to be baptized! Here is a link to guide you in finishing your sign-up: take a few moments to follow this link & fill out the form! {#URL=”www.jrny.church/baptism”#} We want to put you on our list as soon as possible, but we cannot move forward until we have a few more pieces of information, so make sure to fill it out as soon as you get a moment! Thanks!
3. Campus Directors enter all in/out card/next steps card information into People App to update other staff members’ lists (Under Next Step. BAPTISM. Tab along the left)
4. When new teammate visits link found in original text & fills out Wufoo form with needed information, appropriate campus leader will be emailed with those details. Additionally, when form is submitted, those signing up for baptism will receive the following email automatically (you don’t need to copy & send this, just for your reference):

Hello!
Thanks for submitting your baptism form – we are so excited to celebrate this commitment with you! You’re officially added to our list & we will have a t-shirt in your size prepared for you on the day of baptisms.
Between now and that day, there are two things I would encourage you to do:
1.) Follow this link {https://www.bible.com/reading-plans/3643-next-steps-baptism} to read our Bible Plan about baptisms and learn what the Bible says about them.
2.) Invite your friends & family to come witness your commitment – it’s a great opportunity to get them into church!
I will be in contact shortly with all the details and any specifics you will need, and at any point you can let me know if you have any questions!
Thanks,
[Campus Director Name]

1. When you receive the Wufoo email that they have submitted their form, add any pertinent information from their form into the People Profile section of their People Account, and make sure to mark off that they are ‘confirmed’ for their baptism (the field right under their baptism shirt size).
2. In the event that you don’t receive an email from someone who received the text, contact them via email two days after the text was sent to let them know that you’d love to have them on our list for baptisms & all the information they need can be found at the link, but that we can’t move forward without a few more pieces of information which can be provided at the link. (and then provide that link again for them in the email). Also let them know, that you’re available to set up a time to talk on the phone in the event that they would have any questions!
   1. For Sunday Sign-Ups: by Wednesday at 12p
   2. For Welcome to Church Sign-Ups: by the following Monday at 12p (preferably the Friday after)
3. If you still don’t hear back from them, use your discretion with following up from this point, but don’t feel bad removing them from the list and adding a note to their communication notes that says they never responded to you, but that you’ll add them back to the list if you hear back from them at any point!

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BAPTISM FOLLOW-UP: INFORMATIONAL EMAIL
Within 3 Days, send them the following information about baptism so that they have everything they need!
//
Hello!
       We can’t wait for your baptism this Sunday-we’re honored to be part of this day in your life! If you haven’t already, please read this Bible Plan about Baptism – it’s a great way to learn & be prepared for baptism!
Items to Bring With You:
– A towel
– A change of clothes 
            *We will have a shirt for you to be baptized in. For shoes, please wear flip-flops or sandals. For pants, please wear gym shorts/sweat pants or something similar. Avoid white clothing, items that are tight or short, and anything that can be damaged by water.
Order Of Your Day:
– Arrival: 30 minutes prior to the beginning of the experience
– Go to Baptism Check-In Table  (it will be a table with balloons attached to it, so you can easily find it)
– Check in and receive your T-Shirt to change into before you head into church
– Change into clothes you will be baptized in 
– Worship Experience, Sermon, and Baptisms!
Baptisms:
– When it’s time for baptisms, your Campus Directors will call you forward. At that time, please head to the baptism area. (There will be Ushers guiding you where to line up)
– You will be dunked completely under the water. Remember to remove all items that could be damaged by water! 
– If you’d like, someone who has been instrumental in leading you to Christ is welcome to help to baptize you. Please have them walk with you to the baptistery and when it’s your turn, just let your Campus Directors know that they’ll be helping to baptize you!
Let me know if you have any questions – I am here to help!
[Campus Director Name]

NEW TEAMMATE PROCESS

1. Campus Directors send an automated text message to new teammates using contact information from in/out card /next steps card
   1. For WTC Sign-ups: scheduled at Wednesday at 11am
      1. Hello! We loved having you at WTCN last night. And we are so excited that you are taking your next step! Here is a link to finish up the process: you are only a few steps away from serving & being used by God! {#URL=”www.jrny.church/join-the-team”#} However, we cannot move forward without a few pieces of information, so please visit the link as soon as you can so we can get you started! Thanks!
   2. For Sunday Sign-Ups: scheduled at Monday at 11am [To make it convenient, we’ve established Club Texting Accounts for each campus so that scheduling texts can be done any time prior to Monday if it’s helpful!]
      1. Hello! We loved having you at church yesterday. And we are so excited that you are taking your next step! Here is a link to finish up the process: you are only a few steps away from serving & being used by God! {#URL=”www.jrny.church/join-the-team”#} However, we cannot move forward without a few pieces of information, so please visit the link as soon as you can so we can get you started! Thanks!
2. Campus Directors enter all in/out card/next steps card information into People App to update other staff members’ lists (SEE BOTTOM OF PAGE FOR STEP BY STEP INSTRUCTIONS)
3. All Campus Directors are responsible to do the follow up for any person that signs up for their campus. Your People List will contain anyone from your campus that still needs to be followed up with (meaning they have not filled out their Wufoo form yet – see process for following up with them at Number 8 of this document below)
4. When new teammate visits link found in original text & fills out Wufoo form with needed information, appropriate scheduler will be emailed with those details. Additionally, when form is submitted, the new teammate will receive the following email automatically (you don’t need to copy & send this, just for your reference):

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HOSPITALITY
Hello,
Thank you for completing your serve team form – you’re only a few steps away from your first training Sunday!

The dates you provided to us will be your first training dates in that position – in the next few days you will receive an email requesting you to confirm those dates through our scheduling website/app called Planning Center.

Once you’ve confirmed your serve dates, your process is complete! The week prior to your first training date, your trainer will reach out to you & give you any details for the day (arrival time, where to meet, etc.).

We’re so glad you’re taking your next step – we can’t wait to see what God does through YOU!

BAND/PRODUCTION
Hello!

Thanks for filling out your application to be a part of the band/production/creative team at your campus! We believe that God uses our efforts to reach people who are lost & hopeless and bring them into new life.

We have your information & you’re just about ready to go! You’ll hear from us in the next 2-3 days to get you scheduled (production & creative team), or to make sure your video audition is submitted & in the proper format (band).

In the meantime, be sure to check out Planning Center, which is the website we use for all of our scheduling!
We’re so glad you’re taking your next step – we can’t wait to see what God does through YOU!

JRNY KIDS
Hello!

Thank you for completing your serve team form – you’re only a few steps away from your first training Sunday!

At this point, we need to work together to ensure that all of the necessary applications are complete & submitted. You can expect to hear from us within 2-3 days about the status of your clearances. Feel free to contact Lynn at lynn@jrny.church if you have any questions!

In the meantime, be sure to check out Planning Center, which is the website we use for all of our scheduling!

Once your clearances are complete, we will schedule you for your first training Sunday! The week prior to your first training date, your trainer will reach out to you & give you any details for the day (arrival time, where to meet, etc.).

We’re so glad you’re taking your next step – we can’t wait to see what God does through YOU!
——————————————————————————————————————————————————–

1. As soon as they fill out that form, you have all the information you need to get them on the schedule! Go ahead and put them on for the Sundays that they provided for their first two training Sundays (found on the form submission email you’ll receive once they fill it out).
2. When they fill out their Wufoo form, be sure to update the notes in People under the “Serve” tab according to their form. If you fail to update People, then that person won’t come off the “Follow up” list. If they are not removed from the list, the Campus Director’s will assume they have not filled out their form yet and will continue to reach out to them to join a team.
3. When they CONFIRM their serve dates, the new teammate is ready to go! The last step is the scheduler letting their trainer know the week before their first training Sunday and telling them to reach out to their new trainee with the following information:
   1. Let them know you’re excited to train with them, let them know you’ll meet them at their arrival time (which will change depending on which experience), let them know you’ll meet them in the lobby/kids’ check-in/outside patio/etc. (whichever applies to you)
   2. When you schedule someone, make sure you add to your People Profile information the DATE of his or her first serve Sunday! It is right underneath the field that says when they signed up.
4. In the event that the teammate never arrives, please adjust this date to be accurate for either next time serving or blank if they ‘dropped off the map.’
5. In the event that you don’t receive an email from someone on your People List for the submitted Wufoo form, contact them via email two days after the text was sent to let them know that you’d love to have them as part of the team & all the information they need can be found at the link (and then provide that link again for them in the email). Also let them know, that you’re available to set up a time to talk on the phone in the event that they would have any questions!
   1. For Sunday Sign-Ups: by Wednesday at 12p
   2. For Welcome to Church Sign-Ups: by the following Monday at 12p
   3. After that, any additional follow-up is up to your discretion & what you feel merits your time!
6. Follow up with your trainer the day after their first training Sunday with the following email:

“Hello,
I just wanted to follow up with training __________ on Sunday – could you let me know how it went by answering these quick questions?
 
1. Were there any areas of confusion or questions you felt unprepared to answer?
2. Do you think it seemed like that position was a good fit for them?
3. Do you think she understood the ‘why’ behind the ‘what’ when you explained it?

​Would you reach out to them this week & let them know that you had a great time training with them? Take the chance to encourage them with something that they did well & remind them that they were a part of seeing people meet Jesus!
 
Thanks!”​ 
NEW TEAMMATE NOTEBOOK:

• Whenever someone new joins your team, for their first day of serving you’ll want to write on the inside cover a personal note and/or verse that will encourage them in this new journey. Be sure to give it to the trainer so that when they greet the new teammate they can give them their notebook!​​​

NEW TEAMMATE: TRAINER PROCESS:​​

• ​Click HERE for Trainer Document

SIGNING UP TO BE A JRNY CHURCH PARTNER: SIGN-UP PROCESS
*If you are approached by someone who wants to partner with JRNY please ask for their email address and send them the following email:

Hello! 

Thanks for reaching out + inquiring about being a community partner of Journey Church! In order to be considered by the leadership here at JRNY to be a partner of ours, we ask that you fill out this application, which will provide us with the information we need in order to move forward.  

Once we receive your application, you’ll receive an email back explaining how the selection process will go! However, we cannot move forward until we receive your application, so please fill that out as soon as possible to be considered! 

Again, thank you for your interest in partnership with Journey to serve our community! 

Thanks, 
{your name} 

SIGNING UP TO VOLUNTEER AT A COMMUNITY GROUP: SIGN-UP PROCESS
Campus Directors send text message to Community Group sign-ups using contact information from anyone who shows interest on Sunday.
​
1. For Sunday Sign-Ups: scheduled for Monday at 12p

• Hello! We loved having you at church yesterday. And we are so excited that you are taking your next step! Here is a link to guide you in finishing your sign-up: you are only a few steps away from serving your community and displaying the love of Jesus! {#URL=” http://www.jrny.church/community-groups.html”#} However, we cannot move forward without a few pieces of information, so please visit the link as soon as you can so we can get you on the list! Thanks
• Campus Directors enter information into People App to update other staff members’ lists.​​ (See step by step process below)

• When someone signs up for Giving at WTCN you will have to insert the information into People so that the Business Manager can contact them. Click HERE to log into the People App. After you log on to People you will type in their name to take you to their profile: see picture below:

• After you are on their profile you will click the “Giving” tab located on the left side of the screen under Custom Tabs:

• Click on “Edit Answers” on the top right corner of the screen:​

• Change Giving Status to “In Progress”:

• Click on “Giving Selection” and choose the appropriate tab:

• Click the “Best Form of Contact” and click the form that they marked on their WTC In/Out Card:

• Be sure to save changes! This information will transfer to a list that the Business Manager runs so they know to contact them!