Assigning visitors to staff members creates clear accountability for follow-up and helps build personal connections. This guide covers both automatic and manual assignment methods.

Viewing Staff Assignments

From the staff management page, you can see at a glance how many visitors each staff member is responsible for. Click on any staff member to see their full list of assigned visitors.

Automatic Assignment

VisiConnect can automatically assign visitors to staff based on configurable rules. This ensures every visitor is connected with someone without requiring manual intervention.

Setting Up Automatic Assignment

  1. Navigate to Settings > Assignment Rules.
  2. Click + New Rule.
  3. Define the rule criteria (see options below).
  4. Select the staff member(s) to assign to.
  5. Set the priority (rules are evaluated in priority order).
  6. Click Save.

Assignment Rule Criteria

Rules can be based on various visitor attributes:

  • Geographic: Zip code, city, or state
  • Demographic: Age range, marital status
  • Interest-based: Ministry interest, small group preference
  • Visit-based: First-time vs. returning, service type attended
  • Source: How they heard about the church

Example Rules

Condition Assign To
Age 13-17 Youth Pastor
Has children under 12 Children's Director
Zip code 90210-90299 West Campus Pastor
Interested in Small Groups Small Groups Pastor
All others (catch-all) Connection Team (round-robin)

Manual Assignment

Sometimes you'll need to assign visitors manually, especially for special circumstances.

From the Visitor Profile

  1. Open the visitor's profile.
  2. In the sidebar, find the Assigned Staff field.
  3. Select a staff member from the dropdown.
  4. Click Save.

Bulk Assignment from Visitor List

  1. Go to Visitors > All Visitors.
  2. Use filters to find the visitors you want to assign (e.g., "unassigned").
  3. Check the boxes next to the visitors.
  4. Click Bulk Actions > Assign Staff.
  5. Select the staff member and confirm.

Round-Robin Assignment

For teams where visitors should be distributed evenly, use round-robin assignment:

  1. Create an assignment rule with the criteria "All visitors" (or your preferred filter).
  2. Select multiple staff members.
  3. Choose Round-Robin as the distribution method.
  4. Visitors are assigned to staff members in rotation, balancing the workload.

Reassigning Visitors

When staff roles change, you may need to reassign their visitors to someone else:

  1. Go to Staff > Manage Staff.
  2. Click on the staff member whose visitors need reassignment.
  3. Click Reassign Visitors.
  4. Select the new staff member.
  5. Choose whether to transfer open tasks as well.
  6. Click Confirm.
Best Practice: Review unassigned visitors daily. The dashboard includes an "Unassigned Visitors" widget that shows anyone who hasn't been connected with a staff member yet. Aim to assign all new visitors within 24 hours of their first visit.

Staff Notifications

When a visitor is assigned to a staff member, they receive a notification (configurable in their account settings). The notification includes the visitor's name, contact info, status, and any immediate action items.