Adding event sign-ups to a flow
Flows are a great way to manage repetitive "people-processing" admin tasks and stay on top of who is at each stage in your processes; triggering reminder notifications when tasks become due for each person. For example, the DBS application process, which has lots of stages of actions before completion. Flows are also especially useful where you want to follow up with those who have participated in one of your events.
In this article we describe the Add to flow action on the Sign-Ups tab of an event's "View" page in the Calendar module, but note also the option to Add to flow on the Invites and Check-Ins tabs too. For example, you may prefer to only process those people who have actually attended (checked in to) the event.
For further information about Flows see the related support article.
Only active people already in your Address Book or Children module can be added to a Flow. Event sign-ups by people not yet in ChurchSuite must first be added to the Address Book or Children module, as appropriate. Subject to your Data Protection policy, and where you have a lawful basis for processing, it's easy to add people not yet in ChurchSuite to your other modules. Select the Action menu and then choose Add child to add a sign-up to the Children module or Add contact to add the contact to the Address Book. Once they have been added to ChurchSuite, they too can be added to a Flow as described in the article below.
Since people can only be added to a Flow once, you can safely use the Add to flow action described below for a list of sign-ups and only those not already in the flow will be added - those already in the selected Flow will be ignored.
From the event's "View" page in the Calendar module, scroll down the page to the Sign-Ups tab (or Invites or Check-Ins tab). Select Add to flow from the Add drop-down menu.
The Add to flow pop up provides options to further filter who is to added to the Flow, perhaps filtering just those who have provided a certain response to one of your event Questions, or those who have Signed up between certain dates or to certain Tickets. Filter as appropriate or leave the filters unchanged to select all sign ups. Click Proceed.
Next, select the Flow and Stage into which the selected People are to be added. By default people are added to the first Stage of a Flow, but you can optionally override this and select to add to a different Stage. You can also search for and select other People to be added. When you are finished with your selection click Add to Flow to finish.
If any people were not added to the Flow, a Warning message will explain why, so that you can make corrections as necessary. Typical warnings will be if the selected Flow isn't visible in the module you are adding people to - in the example below the people being added are all children, but the "Join a Group" Flow isn't yet enabled for the Children module. You will also receive a warning if any people are already in the selected Flow.