The Guests Hub
The Guests hub is the one screen that answers the question your Sunday actually turns on: who is coming, who came, and who has nobody looking after them?
Most guests are not lost during their first visit. They are lost in the quiet week afterwards, when everyone assumed somebody else had called. The Guests hub exists so that nobody slips through in that gap.
What you need
- At least one way for guests to arrive: a Visit Page, a connection card QR, or prospect cards
- Service times set up under Admin → Settings → Services, so arrivals can be recorded against a real service
:::note Greeters can use this too The Guests hub is not admin-only. Anyone with a staff login can open it on their phone at the door — which is the point, because the person who needs the list is usually standing in the foyer, not sitting in the office. :::
The four tabs
Today
Who is expected at this Sunday's services, and who has already walked in.
This is the tab to have open on a phone at the welcome desk. It shows the guest's name, how many people are coming with them, and whether anybody has spoken to them yet. When someone arrives, mark them Arrived — that records their attendance and stops any reminder messages that were still queued for them.
Pipeline
Everyone in progress, grouped by how far along they are:
| Stage | What it means |
|---|---|
| Invited | Somebody gave them a card or an invitation, but they have not planned a visit |
| Coming | They picked a service on your Visit Page and said they are coming |
| First visit | They came once |
| Came back | They came more than once |
| Connected | They joined a group, a class, or a ministry — they are not a guest any more |
Stages move on their own as attendance is recorded and people join things. You do not maintain this by hand.
Needs attention
The tab that earns its keep. It collects the people who fell out of the normal flow:
- Missed their visit — they planned a visit and did not come
- Never came — they were invited, and a fortnight later had still not turned up or planned to
- Stopped coming — they came, then stopped
- Nobody has spoken to them — they came (or you have had their details) for more than two days, and no person on your team has spoken to them. An automated thank-you does not clear this, and neither does an open follow-up task — someone has to complete the call or send a personal message.
Each one can be assigned to a person on your team as a care assignment, so "someone should call them" becomes a name and a task.
Insights
Where your guests came from, and what share of each source actually showed up. If you are running ads, this is where you find out whether the clicks turned into people.
How a guest travels through it
- They arrive from your Visit Page, a connection card, or a prospect card.
- They appear under Today for the service they picked, or as a walk-in.
- A greeter marks them Arrived, which writes their attendance.
- Passport enrols them in the follow-up journey that fits what happened — they came, they missed, or they never came back.
- When they join a group or a ministry, they reach Connected and stop appearing as a guest.
Guest journeys
Four automatic sequences run alongside the hub:
| Journey | Fires when |
|---|---|
| Plan your visit | Somebody plans a visit — confirms the time and reminds them beforehand |
| After first visit | They attended for the first time |
| Missed visit | They planned a visit and did not arrive |
| No return | They came once and have not been back |
You can edit the wording under Admin → Settings → Guest Journeys. See Guest journeys for the detail.
:::note Automated messages need Plus On the Basic plan, journeys still create the follow-up tasks and staff alerts — a human still gets told to call. The automatic texts and emails require Plus or Pro. :::
:::note Switching journeys off Run guest journeys stops the texts and emails. Follow-up tasks are still created: a first visit, a planned visit, and a missed visit still assign someone on your team to reach out. :::
Common questions
Somebody planned a visit but came a different week. Mark them arrived on the day they actually came. The plan resolves itself, and their reminders stop.
A guest is in the list twice. That usually means they filled in a connection card under a slightly different name or number. Merge them from their person profile; the guest record follows the merge.
Nothing appears under Today. Either nobody has planned a visit for this Sunday yet, or your Visit Page is still a draft. A draft page's link does not work for guests — check Admin → Settings → Visit Page.
Next steps
- Automate the routine part — Guest Journeys sends the predictable messages for you.
- Add somebody by hand — Staff Guest Intake for the welcome desk or a tablet.
- See which routes work — Guest Funnel breaks arrivals down by source.