Nearly every church has a guest card—whether it’s a paper card in the seatback, a QR code on the screen, or a kiosk in the lobby. No matter the format, the goal is the same: to create a simple moment of connection.
These cards—often called Welcome Cards, Connection Cards, or Response Cards—invite people to share prayer requests, indicate decisions, express interest in volunteering, or simply let you know they visited.
But while what you collect matters, what happens next matters even more.
Your card and its follow-up process might be as old as the church itself. Or maybe you’re just getting started and haven’t built one yet. Either way, taking time to evaluate its purpose and strategy can transform how you connect with and care for the people who walk through your doors. Still, examining a process—whether inherited or brand new—can feel daunting. What questions should you be asking? And what kind of impact will changes have on the staff who manage it? Today, I hope to introduce ideas that will help you begin evaluating—or reimagining—how you use the Connection Card, and whether it’s time to refresh or reinforce the process behind it.
In our next article, we’ll go in-depth into how one of our clients walks people from first-time guest to membership. But for now, let’s start by asking a few key questions to get the conversation going.
A Connection Card is only as effective as the process behind it.
Imagine someone filling out a card to update their email address—yet still not receiving communications because the old one is still on file. Or someone offering to volunteer and never hearing back, left wondering if they’re even needed. If you’re collecting information but aren’t sure what happens to it afterward, what’s the point?
🔍 Perspective: Your Connection Card is more than just a form—it’s a frontline tool for engagement, care, and community.
Whether you're using paper, digital, or a combination of both, asking the right questions can help you evaluate and strengthen how your church connects with people.
Questions to Ask About Your Connection Card Process
As you review your current workflow, here are some helpful questions to consider:
Should we go digital—or keep paper too?
Paper still has its place in certain contexts, but could a digital form help streamline the process, reduce manual data entry, or boost response rates? Offering both options might bridge generational or technical comfort gaps. A digital version also provides a convenient way for volunteers to input information from paper cards—without needing direct access to your internal Rock Rock RMS. And once the paper cards are entered, what happens next? Is there a plan for how they’re stored, secured, or discarded?
Are we asking people to fill out multiple cards across ministries?
Imagine visiting a church for the first time. You drop your kids off at Children’s Ministry and fill out a card so staff can contact you if needed. Then you check in your teenager at Student Ministry and complete another card—asking for 80% of the same information. Finally, you enter the worship center and are encouraged to fill out a guest card to receive a welcome gift—again, repeating the same details.
Are we asking for the same information more than once? Could this process be streamlined? Would a digital form with branching options allow families to enter their information once and have it routed to the appropriate ministries?
Can (or should) one card serve multiple purposes?
A Connection Card—especially a digital one—can do more than just collect first-time guest information. It can also serve as a place for congregants to update their contact details, submit prayer requests, indicate decisions made during a service, or sign up to serve. A well-designed digital form can trigger workflows to alert various ministries instantly. For example, if someone checks a box to serve, a workflow could send them a text with a direct link to your serving opportunities page.
Do we have a follow-up process in place?
What happens after someone fills out the card? Is the process manual or automated? Who is responsible for the next step? Every card represents a potential need for follow-up—it might be a simple response or a longer conversation. And every field on the form should have a clear purpose. Are we acting on the information we collect?
A well-tracked, coordinated process helps prevent multiple ministries from reaching out to the same person with duplicate messages, which can leave someone feeling overwhelmed or unheard. When follow-up is intentional and streamlined, people feel seen, valued, and truly connected.
Are staff and volunteers trained on the process?
Does everyone who interacts with guests know what happens after a card is submitted? Can they confidently explain the next steps if asked? A well-designed system is only as strong as the people using it. When staff and volunteers are trained and aligned, the guest experience feels seamless. Without clear understanding, responses can be inconsistent—or worse, missed entirely.
Training ensures everyone knows their role, how to handle submissions, and what to say when someone has questions. It also empowers your team to make personal connections, not just collect data.
How is the information routed, stored, and safeguarded?
Imagine a staff member transitions out of their role, and the new person opens a filing cabinet filled with years’ worth of Connection Cards. Has the information been entered into the system? Were people contacted? Is the data being stored responsibly?
Once a card is submitted, where does the information go? Is it automatically routed to the right ministry team, or does someone need to sort and forward it manually? Is the data entered into your database consistently—and securely?
Clear routing ensures no one falls through the cracks and that ministries can respond promptly. But storing the information matters just as much—especially for long-term care. Consider who has access, and whether it’s stored in a way that protects privacy and supports ministry goals.
Taking time to evaluate these questions helps ensure your Connection Card isn’t just a form—it’s a gateway to real relationships and meaningful ministry.
Do we know how well it’s working?
It’s easy to assume the process is functioning just because it’s in place—but is it producing meaningful results? Are we tracking how many cards are submitted each week? How quickly follow-up happens? What outcomes result from those connections?
Without metrics, it’s difficult to know what’s working and what needs attention. Are guests returning after their first visit? Are prayer requests being acknowledged? Are volunteers getting plugged in where they’re needed? Measuring effectiveness helps you celebrate what’s going well and identify where the process might need refining—so your Connection Card becomes a true tool for growth, not just a checkbox.
🔜 Next Month: A real-world look at how one church takes people from first-time guest to membership—starting with the Connection Card.
Your Connection Card is more than just a form—it’s a frontline tool for engagement, care, and community. But like any tool, it only works if it’s supported by a thoughtful, intentional process. By asking the right questions, you can uncover opportunities to improve follow-up, streamline data collection, and create meaningful pathways for connection.
Feeling overwhelmed? Take a deep breath. In our next blog post, we’ll walk through a real-life example of how one church moves people from first-time guest to active member—starting with the Connection Card. We’ll also provide practical tools to help you hit the ground running.
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Looking Ahead
Don't miss next month's blog, Harnessing the Power of the Guest Card, Part 2.
The Guest card is a powerful tool—often underestimated—that captures everything from first-time guest details and newsletter signups to prayer requests, contact updates, and even volunteer interest. It gathers information that spans multiple departments and requires varying levels of follow-up. We'll explore how to build a streamlined process that ensures no one falls through the cracks and follow-ups are smooth for both staff and guests.