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Five Planning Center Workflows That Actually Work
Get the exact steps + email templates we use with our clients — so your team can follow up consistently and never lose track of the people who matter most..
The Problem With Most Follow-Up Systems
Every church wants to follow up well. But without clear steps and ownership, things slip.
The first-time guest who never heard back. The volunteer who got stuck in onboarding limbo. The person who raised their hand for next steps and then… nothing.
It's not that your team doesn't care. It's that there's no system making sure every person gets the attention they deserve.
That's exactly what workflows solve.
Quick Note on Email vs Text
If your church primarily uses text, you can absolutely use these steps with texting tools (Clearstream, Text in Church, etc.). The key is simple: spell out the steps in the workflow so anyone can jump in and help.
What You'll Get
These are the five workflows churches ask us for first — because they cover the moments that matter most:
First-Time Guest Follow-Up — Turn a visit into a relationship
Volunteer Onboarding — Get new volunteers from "yes" to serving with confidence
Next Steps & Connection — Follow through when someone raises their hand
Pastoral Care — Track sensitive situations so nothing gets missed
Giving & Engagement Follow-Up — Steward generosity and re-engage the disengaged
Each workflow includes:
Step-by-step instructions you can implement today
Sample email copy (ready to customize)
Clear handoffs so your whole team knows who does what
Get the Free Workflows
A Quick Note on Email vs. Text
If your church primarily uses texting (Clearstream, Text in Church, etc.), these workflows still work. The key is the same: spell out the steps clearly so anyone on your team can jump in and help.
This Is For You If…
You're already using Planning Center (or migrating soon)
You're tired of spreadsheets, sticky notes, and "I thought you were handling that"
You believe no one should slip through the cracks at your church
You want systems that actually support ministry — not slow it down
These workflows are based on real church implementations. They're not theory. They're what actually works.
Why We're Sharing This
We've helped hundreds of churches migrate to and optimize Planning Center. These five workflows are the ones churches ask for first — especially when things feel disorganized or people are getting missed.
They're a great starting point. And for most churches, they're exactly what's needed to bring some sanity to follow-up.
What If You Need More Than Workflows?
Workflows solve the process problem. But most churches eventually hit a different ceiling:
Staff members setting things up differently across apps
Volunteers unsure how to use Planning Center confidently
One person becoming the default "Planning Center expert" for everything
Systems that technically work but don't scale
That's not a workflow problem. That's a training and clarity problem.
Introducing the Planning Center Playbook
The Playbook is ongoing, role-based training that helps your entire team understand how Planning Center actually works — and how to use it with confidence.
For Admins: Learn how to configure Planning Center correctly, maintain clean data, and build systems that scale.
For Staff: Learn how to use Planning Center confidently in day-to-day ministry without needing constant help.
For Volunteers: Get simple, clear guidance so they know exactly what to do and feel confident serving.
Why Ongoing Training Instead of a One-Time Course?
Because your team changes. Planning Center evolves. Ministry seasons shift.
The Playbook is a living resource you return to — for onboarding new staff, revisiting best practices, and keeping everyone aligned as you grow.
