This article will show you all about Planning Center Workflow cards which represent a person in your workflow.
For Follow Up Workflows, cards will be automatically added to your ministry workflow when:
- A volunteer checks-in under your ministry for the first time.
- A volunteer checks-in your ministry, but with an absence of 6 months between check-ins
Additionally, cards will be added to any ministry when:
- A volunteer serves in two ministries and checks in for the first time at both
What does the automation of people (cards) mean for me?
- This means a volunteer can appear on two workflows, for example, a new volunteer serving in two ministries may be added to both workflows. This just means they will receive a follow-up from each ministry. You can see a Workflow history on a person's record in the People Application and it will show the Workflows they are on. No change is needed on your workflow.
- If a volunteer doesn't check into your ministry for 6 months and then checks in again, you will have a card for that person in your workflow twice; one card on step one and one card on a later step.
- At this time, removal of cards from the follow-up workflows is not automated. If a volunteer has stopped serving, you may want to remove them from your workflow. See #7 on Anatomy of a Card. This way, if they begin serving again, they don't receive several follow-up calls or emails.
Anatomy of a Workflow Card (More Details under Working A Card)
- The person's information. You can click on their name and be taken to their profile in People.
- Who the card is assigned to.
- Add notes here to summarize what happened. during your follow-up.
- You can send an email from this tab.
- You can send them to the next step by clicking Complete Step.
- Unsnooze a card or, if card is unsnoozed, click here to snooze it.
- You can remove the card from the workflow by clicking here. This will keep the card's history in the person's profile, but remove them from the workflow.
- You can delete the card. This will remove all history of the card from the person's profile.
Assigning Cards
- When you open your workflow, you will see your name and the cards that are assigned to you, both ready and snoozed.
- To reassign cards to others or take cards from others, click the dropdown list. This list will only have people on it that currently have cards assigned to them.
Click on the person that has cards assigned to them. Snoozed cards won't show up on the numbers next to the names. All new cards will go to the default assignee.
Click View Card
Click Reassign Card and type in a name of a team member. Anyone that has access to the workflow can be assigned a card. Or, Click Take it to assign it to yourself.
All cards are initially in the "placeholder" account named generically i.e. Host Team Pastor, LifeKids Pastor. Even if you are the Host Team pastor, you will decide whether to assign cards to someone else or take them. When you take them, you are moving them from the placeholder account to your account. You'll receive emails when they are ready to be worked either way, however they will show up more readily when you log in, if you take the card.
TO PIN or NOT TO PIN
When you Reassign or Take a card, it will stay with you for that step only. Once you complete the step, it will go to the default assignee (which is the generic placeholder account) for the next step, unless you pin it when you Reassign or Take.
If you'd like the cards to go back to the default assignee to be re-assigned on the next step/s - Don't pin it.
If you'd like the card to stay with the person it's assigned to initially through the next step/s - Pin it to them.
If you do pin a card to a person and they are responsible for the follow-up through each step, they can still click Reassign or someone else can Take the card from them. There just needs to be the awareness that the card will need to be manually removed from that person, if they are no longer helping with follow-up.
"Working A Card"
When a card changes from snoozed to ready, you will receive an email if the card is assigned to you. Once you have completed your follow-up, the follow list will help with what to do with the card in your workflow.
- If any contact info has changed, click Edit to go to the person's profile to edit. On the profile, clicking the pencil next to any field opens the edit window. Additionally, there is now a place to add nicknames, if needed.
- If your follow-up is an email, click this tab. Emails sent from workflows are always sent in plain text in order to be as personal as possible.
- Always add a detailed note about how follow-up was made and the answers to any questions you asked about volunteer satisfaction. This is very important. Cards may pass through several people's hands for follow-up. Provide the next person with as much information as possible.
- See notes on the Assigning Card section, if changes need to be made on assignments before clicking Complete Step.
- No need to snooze the card. It will be automatically snoozed for 3 months as soon it moves to the next step.
- Remove card if the volunteer no longer going to serve.
- Click Complete Step to send the card to the next step of the workflow.
You're done with everything you need to know to get started. If you want to learn more about using the People Application on your phone, go to Using The Mobile Application.