The same way you might set up a workflow to have someone reach out if a frequent attendee stops attending, you might also want to check in on those who go from being frequent givers to not giving. If someone stops giving, it could indicate financial trouble at home, poor health, or a falling out with your ministry’s mission. It’s helpful to use a workflow that alerts you when any of these things might have happened so you can engage in an appropriate way with the person who may be suffering. Creating this engaging Workflow is simple and steps are laid out below. Modify this to fit your church setup as needed.

Find the left navigation menu and select Workflows.

Give the newly added Workflow a name that makes it easily recognizable. Add a description so it is understood what the purpose of the Workflow is. This helps bring clarity when reviewing at a later point and focus on the goal of the workflow while building it.

Now, add triggers to start building the actions of your Workflow. Since we are working with donations, the Giving-focused triggers are what we want to use. Specifically the Giving - No Longer Giving trigger.

Select that trigger to add it and then the Group(s) that the workflow should look for. In the example, we will look for anyone that is in the -STATUS - Regular Attender group. Once the group(s) is added, there are four filter criteria parameters to set so the workflow knows what classifies when giving has stopped.

1. Set the minimum amount of times per month which would classify a member as a regular giver. In our example, we will set this to one time to represent a single regular donation a month.
2. Define the range in months for how long to review the giving history of a member for the months they have given to compare against the times given per month.
3. The fund option can be set to a singular category or look over all of them.
4. Adding the last option defines the span of time to be notified when the member has NOT been donating over the set monthly range.

Once the trigger is set up with monitoring parameters, then we can set up actions to follow up with members that may need care. There may be a financial person, care coordinator, or the pastor that wants to send a personal message to the donor. Use an Interaction to assign this to the correct person with details of what needs to be followed up.

In our example, we will also add an Admin message so the database admin is aware of this donor also and can make the appropriate group actions if needed.

Should you want to take some further actions to automate details like removing from groups or stacking triggers, use the Update Progress action. This makes sure all the criteria found in the trigger has been acted upon and is true before moving to the next trigger.

The last important item to add for this simple workflow is the Update Progress action. This action makes sure that after the other actions have completed, the database will not run this workflow again for this person. It declares, "I have already run this and don't need to again."

All our triggers, actions, and customization have been added so we need to save the work done. Use the DONE button to save your Workflow!

Your new Workflow is now set up and ready use. Click the SAVE button to add the Workflow to the list.

Updated January 12, 2023 15:20