Follow-up model
Missed follow-up risk = weekly visitors x percent without timely follow-up.
Drafting time returned = weekly visitors x average minutes per personal draft.
Monthly follow-up capacity = drafting time returned x 4.33.
Planning Center follow-up calculator value = capacity returned plus fewer missed guest touchpoints.
Inputs to collect
- Average new visitors per week
- Minutes needed for a personal follow-up draft
- Percent of visitors currently missed or delayed
- Staff hourly cost
- Weekly review capacity
Outputs
- Monday morning visitor follow-up drafts
- Estimated delayed follow-up reduction
- Weekly staff time returned
- Approval queue volume
How to use this tool
Step 1
Count actual visitor volume
Use recent Sunday guest records from Planning Center or the church intake process instead of guessing.
Step 2
Model the review queue
Estimate drafts prepared, contacts missing email addresses, duplicates skipped, and messages waiting for approval.
Step 3
Protect tone and context
Keep final sending human-approved so each visitor receives a warm and accurate note.
Review checklist
- Does the process avoid duplicate outreach?
- Does it skip people without permission or an email address?
- Does a staff member review each draft?
- Does it avoid overfamiliar language for first-time guests?
Related questions
Why use a visitor follow-up ROI calculator?
Visitor follow-up is a high-friction workflow with visible ministry impact. A calculator helps staff see the cost of delayed follow-up and the value of prepared drafts.
Can Collie send visitor follow-up automatically?
No. Collie can prepare drafts and queue them in Pending, but external email actions require human approval in v1.