Who Should Be on Your Guest Follow-Up Team

When it comes to guest follow-up, I’ve learned something the hard way: it’s not a task to complete, it’s a ministry to steward.

You can have the best systems in place, the most polished messages, and even the latest automation tools, but if the people behind them don’t genuinely care about helping others feel seen and valued, it all falls flat.

Follow-up is about connection, not completion.

That’s why who’s on your guest follow-up team matters just as much as what your system looks like.

Let’s talk about the people you need to build a culture of connection that lasts.

The Relational Rockstars

Every great guest follow-up team starts with relational rockstars, the kind of people who naturally make others feel at ease.

These are the ones who:

• Remember names (and actually use them)
  
  
• Smile with their whole face
  
  
• Follow up on prayer requests
  
  
• Genuinely love people

They’re the heartbeat of your team. Whether it’s sending a warm text, writing a handwritten note, or making a low-pressure phone call, they carry the relational warmth that makes a guest feel like family.

Relational Rockstars are Perfect for:

• Sending texts
• Writing notes
• Making friendly phone calls

The Organized Communicators

Consistency is what turns good follow-up into great follow-up.
You need someone who sees the big picture, keeps things moving, and helps the whole team stay aligned.

They’re detail-oriented, love lists, and probably have a color-coded calendar. They’ll make sure no guest slips through the cracks and every message goes out on time.

They’re the ones who:

• Track who’s been contacted
  
  
• Schedule messages clearly
  
  
• Update the team on guest engagement

Organized Communicators are Perfect for:

• Managing a follow-up calendar
• Overseeing guest records
• Setting up automations or message templates

The Content Creators and Tech Helpers

Not everyone is meant to send texts or make calls, and that’s okay.
Some people shine behind the scenes. They love crafting words, designing visuals, or setting up systems that make everything run smoothly.

They help ensure your digital communication still feels personal.
Because the tone of your message matters just as much as the timing.

Content Creators and Tech Helpers are Perfect for:

• Writing email drafts
• Designing invite cards or graphics
• Managing Text In Church workflows and templates

The Pastoral Voices

Guests love hearing directly from the people who lead the church.
Even if pastors aren’t part of the day-to-day follow-up process, their voices add authenticity and trust.

Pastors can:

• Record short welcome videos
  
  
• Write a personal note or email
  
  
• Send an occasional “Hey, I’m glad you joined us” text or call

A quick message from a pastor can make a guest think, “Wow, they actually noticed me.” And that builds connection faster than any automation ever could.

Reflect the Diversity of Your Church

Here’s one more tip that often gets overlooked:
Your guest follow-up team should look like your church.

That means including people from all walks of life, young, old, married, single, outgoing, reserved, new believers, longtime members.

Why? Because your guests come from all walks of life too.

When guests see someone who reminds them of them, it builds instant trust.

The Win: Connection That Sticks

When you build a guest follow-up team with the right people, those who love God, love others, and love details, you create a rhythm of connection that helps guests move from visiting to belonging.

It’s not about having a big team.
It’s about having the right team, one that believes every message, note, and smile is an opportunity to reflect God’s love.

Because at the end of the day, great follow-up doesn’t just grow attendance, it grows relationships.