First-Time Guest Follow-Up

What it does

Every connect card gets a warm welcome in your voice, prayer and call requests go privately to pastoral care, and a newcomers' invitation follows 6 days later.

• Starts from each new row your welcome or connect-card form adds to its response sheet.
• AI writes a warm welcome from your pastor or welcome team in your own voice, naming the next steps the guest ticked with your links (kids' ministry only when they said they have kids).
• Prayer requests and call requests go only to your private pastoral-care Slack channel; the welcome just says the team has the request.
• The welcome is emailed with replies to your welcome team.
• Six days later, the guest gets an invitation to your next newcomers' event.

What it needs

• A paid plan (agents run live on paid plans).
• An AI provider key (Settings → AI Providers).
• Google Sheets and Slack, connected in Settings → Integrations, and a private pastoral-care channel.
• A connect-card form that writes to a Google Sheet, and your next steps and newcomers' event dates.

What it doesn't do

• It uses only “has kids: yes/no” and never children's names or details, even when a card contains them.
• Prayer requests are never repeated in emails or posted anywhere except the private channel (they stay in your form's sheet and the run history).
• It doesn't connect to Planning Center or Breeze, and cards already in the sheet before activation aren't processed.
• The invitation follows 6 days later (a wait can be at most 30 days); waits need the live scheduler, so Dry Run skips them.

Availability and plans

Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.

Before you start

• A paid plan: agents run live, and the Free plan only runs Dry Runs.
• An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
• These apps, connected in Settings → Integrations: Google Sheets and Slack.
• The app it watches, connected in Settings → Integrations (the agent starts from an app event).
• About 15 minutes.

• Bring your own AI key
• Google Sheets (live)
• Slack (live)

Set it up step by step

Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.

1. Connect your AI provider

The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.

• Connect your AI provider

2. Connect Google Sheets

Connect the Google account that can open your connect-card response sheet (Settings → Integrations → Google Sheets).

• Connecting Google Sheets

3. Connect Slack

Connect the Slack workspace your pastoral team uses (Settings → Integrations → Slack).

• Connecting Slack

4. Pick your connect-card sheet

Open the trigger, pick your Google account, paste the spreadsheet link and the tab new cards are added to.

5. Describe your community and events

Open “Write the welcome” and replace the placeholder with your voice, next steps with links and your newcomers' events.

6. Pick the pastoral-care channel

Open “Tell the pastoral team” and pick your account and the private channel.

7. Add your welcome-team inbox

Open “Email the welcome” and “Invite them to the newcomers' event” and enter the Reply-to address in both.

8. Test it with Dry Run

Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.

• Dry Run vs Run

9. Switch the trigger on

Open the trigger and click “Activate app trigger”. New cards are picked up on your plan's schedule interval; cards already in the sheet aren't processed.

How it works

The agent is a normal workflow with 12 steps (1 AI step). You can open, edit and monitor it like any other workflow.

• New connect card in your sheet — Starts on “New row” in Google Sheets (an app event). Starts a run for each row your welcome or connect-card form adds to its response sheet (checked on your plan's schedule interval).
• Write the welcome — AI step (runs on your AI provider key). AI writes a warm, personal note from your pastor or welcome team naming the next steps they ticked, prepares the newcomers' invitation, and spots prayer and call requests for the pastoral team.
• Prayer or call request? — Decision: picks the branch to follow. Prayer requests and call requests go only to your private pastoral-care channel.
• Tell the pastoral team — Slack: Post a message. Branch: Pastoral care. Posts the request (with the prayer request exactly as written) to your private pastoral-care Slack channel, so someone prays and follows up personally.
• Pastoral team told — Kept in the run history. The request went only to the private channel.
• No care request — Kept in the run history. Branch: No request. No prayer or call request on this card.
• Email address? — Decision: picks the branch to follow. Guests without an email address get no emails (follow up in person).
• No email address — Kept in the run history. Branch: No email. No email was sent; the run history keeps the card.
• Email the welcome — Sends an email from your workspace's sender. Branch: Has email. Sends the personal welcome note from your workspace's sender, with replies going to your welcome team.
• Wait 6 days — Waits 6 days. Pauses 6 days before the newcomers' invitation.
• Invite them to the newcomers' event — Sends an email from your workspace's sender. Sends the invitation to your next newcomers' event (or to hear about the next one).
• Welcomed and invited — Kept in the run history. The run history keeps the welcome and the invitation.

Test it with Dry Run

Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. The sample has the same shape as a real event from the app.

Sample data fields

sheet, row._row, row.Timestamp, row.Name, row.Email, row.Phone, row.How did you hear about us?, row.I'm interested in, row.Do you have kids?, row.I'd like a call, row.Prayer request, row_number.

• Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
• Wait steps don't wait: they report how long they would wait and the run goes on.

Go live

• Open the trigger and click “Activate app trigger”. New cards are picked up on your plan's schedule interval; cards already in the sheet aren't processed.
• Activating the app trigger needs the trigger's connected account. The first check only remembers what's already there, so older items don't start runs; the same item never starts two runs.
• The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
• When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.

• App event triggers
• Switching a trigger on (Activation)

Questions

What should the connect card ask?

Name, email, phone (optional), how they heard about you, the next steps they're interested in (groups, serving, kids' ministry, “I'd like a call”), “Do you have kids? yes/no” and an optional prayer request. Google Forms writes each card to a response sheet. Don't ask for children's names: the agent never uses them.

Who sees prayer requests?

Only your private pastoral-care Slack channel. The agent never repeats them in emails. They also stay in your form's response sheet and in this workflow's run history, so limit who can open those.

Does it work with Planning Center or Breeze?

Not directly (they aren't connectors). Use a form that writes to a Google Sheet, or export new guests to one.

Troubleshooting

• “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
• A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
• An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
• Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
• No runs start: activate the app trigger with a connected account. Only items created after activation start runs.
• A run shows “Waiting until …” in History: that's a Wait step; it continues on its own (it can be cancelled through the API).
• A step failed: open the run in History and check that step in the Trace tab for the error and what it received.

• Debugging failed runs
• Error messages
• Get help