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ChurchWiseAIHelping Churches Bring People to Jesus

Visitor and Callback Management

How to manage visitor contacts, callback requests, and follow-up workflows from your admin dashboard

When someone calls your voice agent or chats with your chatbot, ChurchWiseAI can automatically capture their contact information and follow-up requests. The Requests tab in your dashboard is where you manage all of this — visitor contacts, callback requests, and prayer requests — in one place.

Where to Find It

Go to your admin dashboard → Requests tab. You will see three sections:

  • Prayer Requests — People who asked for prayer
  • Visitor Contacts — People who shared their contact information
  • Callback Requests — People who asked for a call back from the pastor or staff

Who Can See What

Different roles see different request types:

Role What They See
Admin Everything — prayers, visitors, callbacks
Office Admin Everything — prayers, visitors, callbacks
Prayer Team Prayer requests only
Care Team Prayers, visitors, and callbacks
Volunteer Coordinator Visitors and callbacks
Spiritual Leader Prayer requests only
Care Leader Prayers, visitors, and callbacks

Callback reasons and confidential prayer text are visible only to Admin and Office Admin (pastoral roles). Other roles see redacted placeholders like "Pastoral inquiry" or "Confidential — contact the pastor."

Visitor Contacts

When a visitor shares their name, phone number, or email during a conversation (voice or chat), the AI captures it automatically and creates a visitor contact record.

Each contact shows:

  • Name — The person's name as they gave it
  • Phone / Email — Contact information captured during the conversation
  • Reason — Why they reached out (e.g., "Interested in small groups," "New to the area")
  • Status — New, Contacted, or Closed
  • Date — When the conversation happened

Following Up

Click on a visitor contact to see the full details. Update the status as you follow up:

  1. New — Just came in, nobody has reached out yet
  2. Contacted — Someone on your team has followed up
  3. Closed — Follow-up complete

Callback Requests

When someone asks to speak with the pastor or a staff member, the AI creates a callback request with:

  • Name and phone number — So you know who to call
  • Reason — What they want to talk about (visible to pastoral roles only)
  • Urgency — Normal or urgent
  • Status — Pending, In Progress, or Completed

Managing Callbacks

Update the status as your team works through callbacks:

  1. Pending — Waiting for someone to pick it up
  2. In Progress — Someone is handling it
  3. Completed — Callback done

Urgent callbacks are flagged so they stand out in the list.

How Contacts Get Captured

The AI captures contact information naturally during conversation — no cold forms or popups. Here is what it looks like:

Voice Agent: A caller says "My name is Sarah and my number is 615-555-1234. Can the pastor call me about baptism?" The AI acknowledges the request warmly and saves the contact + callback automatically.

Chatbot: A visitor types "I'd love to join a small group. My email is sarah@email.com." The AI responds with small group info and saves the visitor contact in the background.

This natural approach respects the visitor's experience while ensuring your team never misses a connection.

Notifications

When new contacts or callback requests come in, the admin email on file receives a notification. This ensures your team knows about new requests even if they are not checking the dashboard regularly.

Tips

  • Check the Requests tab daily. Fast follow-up is the number one factor in connecting with visitors.
  • Assign callbacks promptly. If someone asked for the pastor specifically, make sure the pastor knows.
  • Use statuses consistently. When your whole team uses the same status workflow (New → Contacted → Closed), nothing falls through the cracks.
  • Review weekly. At your staff meeting, pull up the Requests tab to review any open items.

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