RX 24 - Event Participation Call-To-Action Using a Workflow Form - Terri Townsend

Transcribed Content

Hello, everyone. Welcome to our afternoon session. Let's give Terry a nice welcome round of applause. Hey. Thank you all. Last one of the first day. Here we go. Does everybody do events at their church? Yes, everybody does events. So a little bit about me in my church. I'm Trinity Fellowship at Amarillo, Texas. We love events, and it's kinda interesting. Before I got into the whole rock side, the tech side, I was the event person at the church. So I had a you know, many perspectives on events. But then once we got into rock, we could do so much more. We've been on ROC for four years. And I think it was probably two years ago, a year and a half ago, we really got our next steps going and things like that. And so we were wanting a way to know what people's next step was. And that's kind of the event that came up was asking that. They wanted a call to action. They wanted something that they could know what all the people's steps were, that they had you know, your database is never complete, right? So we were looking at trying to find a tool that would help us in getting people to know what their next step was if we didn't have that in our database as we were going, or if they could identify what their next step would be. And so that's the first workflow or way we created or event we created this for. And we had a pretty good lead time on this first time we did it. And then it was like every event after we did this wanted this and used it. So what we have done and many, we've done it for women's events, men's events, married couples events, student events. And the students, we considered a few things and tweaked it a little bit for it. I'll tell you what that was. But we've made this now and used it probably for two years, probably 10 times. And I did do a recipe for it so you get the workflow and things like that. So I'm not going to go detailed into the workflow. I can answer any questions for that. But I'm going to tell you what you have to think about in each one of them and how to put it into place. And so at our events, what we do whoops, I just messed that up. He told me to use the clicker. I will use the clicker next time. Okay. So this is kind of the flow. We have it. You can change this. You can tweak it up. But this is what we do. At all of our events, we have a check-in. And so at the check-in, any new people that come in, we get them added into the check-in group. So you have the check-in. And at that check-in, almost every one of our events, at least adults and students, not at our student camps or anything like that, but we do a welcome text. So when they check-in, we have a little workflow that sends out a welcome text that we just change the content of each one of those, and they receive a welcome text. And we make sure then that that welcome text is they have our number, then the phone number that's coming for our communications. And so they get a little welcome text right away at check-in. And then sometime during the event, when the call to action is gonna take place, we will text the check-in group a message that kind of is in the flow of the process of whatever they're talking about or anything when it's ready to be initiated. We'll text the check-in group with a link to the workflow. And so that link then, they get told, just click the link, and it will take you into your a little form that you can then tell us whatever the call to action is gonna be. And like we did next steps at first. And so then they're instructed from the stage. We work with our our pastors or our MCs, whoever it is, to we'll have a screen slide of what the form looks like and things like that. And then they'll go through and the participants will then fill out the short little form. And then that just gives us feedback, and we have on the back end everything that the ministry has wanted to do follow-up wise built out, and they can do all of their their follow-up is then set up from one little short form. Usually, I think the most questions we've ever asked is maybe six or a multi select, like six little questions. Some had a little conditional things I can show you or answer to. But then we have all from every participant, and I wish I could tell you that I was practicing what John told us to do to set the goals and measurements up ahead of time, but I have not. But the participation we've received from this out of the participants, it's been well over 60% to 75% at every event at least that the participants will do it and will get follow-up information. So that's kind of the overall of what happens at an event. And so now let's go into actually what's needed, how do you put all this together. So the items needed I have a little golf theme going on here on my slideshow. I love golf. I love to be outside. I love to do this. But I was able to when I was putting this together, you know, I wanted to be out playing golf, but I was putting together a slideshow. So your golf clubs are your tools. That's what you use. Your clubs, which tool to use for what? And so this is kind of what you're going to need for this to get set up and take place. You need some groups. So you're going to need to add we reuse the same workflow. So you always want to have a group that everybody that hits the workflow is going to go into so you know how many participated because you're going to not want to keep those in a workflow the whole time. You want to blow those away after a while. So you need some groups to add the participants to. And then whatever your call to actions are, the breakouts of those selectors, you're going to want to have a group for each one of those as well and to break that out. And then you're going to need the workflow form, which this is a recipe that you can go out there and get. And you actually have the form and the workflow to create it all in. This is kind of the order you need to build it into or you need the things in because you need to put the groups into the workflow, so make sure you build those first. And then you're going to put the workflow on a page, and we're going to talk about some suggestions or ideas about that. And then when you send that text message, it needs to be a personalized token so that that it'll come in personalized to them when they open their workflow. And then you you gotta create your text message to send out to the participants, and then you also have to set up and have the check-in set up at the event. Okay. Some considerations when you're building out your groups is you want to have a group for everyone who completes a workflow, like I just said, because if you don't understand, you don't want to keep workflows out there all the time and you'll lose those after a while. So always have a group. And then if a year later, they come back and they say, how many actually did that at that? Oh, let me tell you. It's in that group. You don't lose that information. You also need to determine the groups you need to support all the follow-up. So if we had a suggestion of five next steps, you would need a group for each one of those next steps that are selected for that. And the other thing is we have I don't know if any of you all are multi campus, but sometimes campuses participate together in events and do different things. So we've recently realized they wanna follow-up. The campus wants to follow-up with their people. So if you have multi campus, you wanna bring them all in, like know everybody that put water baptism as your next step at the whole event. You want that, but then break those out into campuses, groups for the campuses themselves, if that makes sense. Like for your future self because you would rather set it up on the front end and it all just populate after the event, you're not worried about it, and rather come back and say the campuses, Oh, I want to talk to just my people. And then you have to go and redo it. Just do it at the front when you're making all those groups. So those are kind of some suggestions for your groups. And when I do this, after I do this, and right before the event, I just email or Slack or send links to all the groups to all the people that are going to do the follow-up and send those links to them so they're not saying, where did I find this? Where did I you know. And they're able to do it. The next thing is your workflow. And some considerations for your workflow is you want to capture the person, but we've also created a way on the form you'll see in just a minute that if that person's phone number wasn't right or if you need to people don't have you wanna you know, you have a link to where you're creating a form that they can fill in who they are as well. And so if it came in and I was clicked on it and it said, Hi, Bob, instead of Hi, Terry, there's something wrong. And so we have just a little thing at the bottom you'll see and it says, If this is not you or this information isn't you, click here, and it opens a form where they can fill their stuff in. It happens every once in a while. Or if a form, you you have some husbands and wives or kids and their parents have their same phone number on, it'll make it where it'll go to that form as well. And you also want a very clean, simple form. They're doing this from their phone usually. You don't want a lot of things for them to read or have to decide or spend a lot of time on and you want it just real clean and things. So we get our communications our marketing team helping and they do all the text to make sure it's clean and concise and things like that. And you'll see an example of some of that. Not even a lot of ton of graphics or colors or things like that. And also the multi select on the call to action. If you're going to do separate groups in your workflow for each call to action item, you can do a multi select and they can use one. But if you're wanting to have conditional items off of that, like we've done this for group pushes to get into small group, and if you say they want to join a group or they say I'm already in a group, you may want that to be conditional and if they choose that, it to open up and say, have them put in what group they're in. And so to do that, you would need each one of your selectors to be a single select value so you can run a conditional item on it. If you're not familiar with how the workflows work, you would need that. And it works real good. You can just hide the label on it, and it just looks like they're just right in a row. You'll see that on one in just a minute. And then you want to, in your workflow, to make sure you add to the correct groups, add them all to the groups that you've already created. Okay, so this is kind of what the form looks like, the workflow form. It's simple, it's concise, it looks really good on a mobile device. You want it to not be too long too so they don't have to do a lot of scrolling. This was for a women's event that we did. We probably had a little bit too much text up at the beginning, and we've gotten shorter and shorter when we do these. And the graphic at the top is actually just an HTML on that page that then we go in and just switch out the graphic. And we've used GIFs up there and everything like that as well. So it looks kind of cool. It fits the theme of whatever the event is that we do. So you'll see down there, I have these blown up. The very bottom, you cannot read that, I'm sure. But that's that little phrase, if if you're not if it's not your name above, click here, and it takes them to then this form that they can actually tell us who they are and go in there. This one this one, I think we did use the separate single ones. But it it really you can't even tell a lot of times that that's a multi select or if you've used separate single select. See if I covered everything on that. So we've also done, say, if people don't have their phones or they didn't get the text, you need to consider that during the event. And we've put up QR codes that they can scan, and it would send them the form that way. Or we've just made a short link URL to it and told them to type in their URL. We've done some things in the past too as people don't have their phone or they left it at home. They don't have a phone, And we'll have people in the back with just iPads with the form pulled up. Raise your hand. We'll bring you an iPad and let you fill it out. But it's like we'll have 400 or 500 people in an event, and I think two is the most we've ever done like that. Most people have their phones. Okay. So here's a couple more examples of some different looking forms, real simple. See, we got even shorter about how they looked, things like that. Let me see if there was anything specific on these. You'll notice on the married couples night, there's a campus selection because we had multi campuses coming to this event. And if for some reason they slipped in, didn't check-in, or anything like that, this would actually add him as a new person as well into the database. Just a couple of other examples of those. So before I move into the next one, I'll tell you what we did on student events. We're finding out strange things about the students and yeah. To get them to do things or get them to respond. Two things. We have not had as good of a return at our student events of them actually doing things. They don't respond sometimes or they don't detects or do anything. So what we did for them is we actually just made a slide and used a SMS pipeline and did I think we did numbers the last time. We've used initials and numbers from to text in for just from a and they just texted the number in, and we get had a better thing of that than sending them a link and them opening the link and things like that. So we've set up pipelines as well-to-do this same process. Just the workflow, you're just adding that on the beginning of a workflow. And that's worked better for students. We're always I think all of us need to share what works best with students on which year. I know. So the next thing on your page, whenever you're building out your page for this, you'll need to set it up. But you also want to use the way we got that simple, clean look is we used the simple card layout. And it just pulls that in real clean, not a lot like, you don't necessarily need your headers and your footers on there and everything like that. And then the graphic above, like I said, it's just a HTML content block that we added, and that you just would use your that's kind of the code for it. And that we had to play with the width a little bit to get it right. So in your text message that you're gonna send to get the link, you want a personalization token, and that's how you would do the personalization token and then put in whatever the page form slug was. And you can also it's better because you know in your text when you get a big old long thing, you can create a short link and it works great in that as well. And then we always use the same to send that message, we use the same that we used the same phone number, whether it was a short code or a long code, that we sent the welcome text at the event so they recognize. And we know, you know, they could get it, and they'll recognize that it was from us. And then, again, you can have issues sometimes if more than one person with a phone number, but it has that option in the workflow that they can click that button for an unknown person. And that's when we give a URL also if they don't even get the text or have the link. And here's some other options. You can automate your follow-up messages. We've done this as well. Whenever they select a certain thing, you can actually have it then send a you can send them a resource. You can send them to another web page. You can send them that supports or gives them kinda what to do in that next step. So we have some kind of different videos, fun videos we've done called In Five Minutes, our church did. And, like, there was one on water baptism, and it explains water baptism. So if they clicked that, we would and sometimes we would delay it to the next day, or we you would have it after they maybe got home, and you could have it send them a a text message for a resourcer that explains more or next steps to take the next maybe time they're we're doing baptisms, something like that. But you can follow that for every one of your, call to action items. There could be lots of them. Like, we've done the next steps. We've done I think one of them you saw was different groups we're trying to promote, what would be interested to you of next groups. We also just launched our app about two and a half, three months ago, and we have part of our app has Journeys, and it's very similar to YouVersion's devotions and things like that, but they're guide led. They call them travelers, and they are led by guides. And so our last few events, we've had specific journeys created just for those participants to go through. And so they can one of the choices is just to sign up for a journey, and it just automatically goes and puts them in journeys. And then they're signed up for it in one day or two days or the next day that they'll start on the app into a journey. Or if you have a bible reading plan or something like that, you could connect all that to this event just for their next thing that they wanna do or what you're wanting to push them to do. You cannot make it happen. Oh, this is another thing we did. I think this was at a men's event. We did this. Actually created Christine down here. She created this. As people it's similar to like, as they started answering the questions, they could see the numbers tallying. It was kind of like, some people, that's enough motivation to get them to do it, that they want to participate in the numbers going on. Now I have to say with us just launching the app, we started doing interactive experiences. We've done a lot of things that some of our this may shift in how we do some of these things at events. But the thing I don't know yet or I haven't been able to do with interactive experiences is to capture all of the data behind or do the follow-up, which this workflow always allows you to do any kind of follow-up with. But we're going to look more into interactive experiences and doing those. Those are what we've done with interactive experiences in our app so far has just been more like icebreaker stuff and, you know, interaction things like that. I liked what we did last night in the kickoff meeting, but this is more in-depth as, you know, they're listening to the message or they're listening to something, and then it's gonna chat have them do a challenge. You know, do you participate? It's it's a lot more like that. Okay. So this is the rock recipe that will get you the workflow and how it all works. I did not make it a link. I didn't think about that. Oh, it should have. So So I'll leave that up in a few minutes, and then we'll be ready for some questions. This tool has really given us a lot of data on people and encouraged them because you can really do anything. And we have this template built now for this. It's really easy to change. You've got to create your groups. You've got to go in. And we have like I have a workflow created for a women's event, a men's event, a student event, and even different campuses. I just let them and then we just recycle the same workflow, change out the groups, go in, switch them out, and the content like what the text messages say or anything like this. But it's not that hard to then when they come with their vision of what they want their follow-up to be or that what they want the call to action steps or whatever it's gonna be, it's not that hard to switch it out. Now I went to the rigging of the pre data sets and all that with events, and this could fall into that and you could connect mean, go if you get the subscription and watch that, that was really cool that was given on. You can connect your workflows, your groups, your events, your registrations, all that together into the same one. And so I would suggest that this would be something you could add in and make it even better. Alright. Well, this is me, my contact information, and Christine Ronk is down here. She built some of the other things in it as well. And if you need to get ahold of us. Any questions?