C3 Assembly · Onboarder Training
Workflows
Training
Every form, sign-up or event registration is a chance to connect someone to God, His Church, and a next step. This is how we do it.
01Why this matters
Our heart
Our role is to help people take a practical next step into flourishing life in C3 Assembly — always with a spirit of loved and known.
Every person entering through our Inroads receives a Warm Hug from Ps Sam and Jess as they discover the flourishing life found in Jesus through the local church.
Our role
Steward clear, consistent onboarding pathways so no one falls through the cracks.
Why it matters
Every call and follow-up can help someone feel welcomed, loved and known.
Our commitment
Prompt, intentional and faithful in follow-up — going the extra mile.
02What we expect of every onboarder
Six expectations
Personal next step
Every person and story is unique — this isn't a box to check. You are the bridge to someone's next step.
Spirit-led connection
Structure keeps us consistent, but connection stays personal.
Reach out within 48 hours
Initial reach-out within 48 hours of a person entering a workflow. Timely responses show people they're valued.
Understand the context
Read the PCO notes and activity first. Give the next person context to care well.
Consistent engagement
Unblock stuck cards. 2–3 touchpoints with your workflow every week.
Care in card completion
Complete cards accurately — true vs false matters for the people and the reporting behind it.
03The process, at a glance
Eight practical steps
From logging in to closing out. Each one is a stop on this journey.
Plus the phone call reference guide — before you make the call, and how to make it.
Steps 01–02Log in & understand workflows
Where the journey lives
Log in
Planning Center → People → Workflows.
Access issues, or never logged in? Talk to your .
Open a workflow
A workflow is someone's journey — new to church, exploring teams, kids onboarding, or a next step like baptism.
See the steps
Each workflow is made of steps, and each step is one clear action.
Know which are yours
[Auto] happen on their own — no action.
Assigned to you need real follow-up.
Steps 03–04Find & open your cards
Your cards
- Click "My Cards" — this shows only the people and steps assigned to you.
- Overdue email — you'll get an email if a card becomes overdue. That means it's time to follow up.
- Open a card — review the current step and the person's details.
- Top to bottom — work through steps in order; finish one before moving to the next.
Step 05Common step types
Know what each step asks of you
A typical card moves through these in order:
Welcome email
Sent automatically. No action needed.
Call step
Reach out by phone or text. The goal is a warm connection, not pressure.
Awaiting response
A built-in waiting period. No action needed.
Completion step
Marks that the person has been connected or onboarded.
Call guideDuring the conversation
Making the call
next step — on the call
New or exploring
Affirm them, explain next steps clearly, invite one intentional step forward.
Ready to move forward
Clarify what's next, give a timeline, share excitement about the journey ahead.
Shares something personal
Listen carefully, respond with care, note it clearly and escalate to pastoral follow-up if needed.
Call guideIf they don't answer & closing well
Finish with clarity
No answer
Leave a warm, clear voicemail — introduce yourself and invite a call or text back.
Closing the call
End with clarity: what the next step is, and when they'll hear from you.
After the call
Always leave a note — what happened, what was shared, what's agreed next.
A follow-up call means someone wants to connect — this is our chance to respond with faith, clarity and care.
For leads, coaches & onboardersYouth Serve Program
Youth serving on team
Step 06Leaving good notes
Write for whoever comes next
- A good note explains what happened and what should happen next.
- Keep notes clear, respectful and useful for whoever follows up.
- Sensitive details go under the right category: Pastoral Care, Prayer Requests or Vulnerable Sector.
Steps 07–08Complete a step & when you're done
Finish the job
- Mark the step complete once you've taken the action and left a note — the card moves forward automatically.
- You're done when the workflow reaches completion, the person is clearly connected, or you've handed off with a clear note.
- Always add a final summary note before closing out a card.
Step 09How to close out a workflow
Two ways home
Connection made
The person has been connected or onboarded. Leave a final summary note, then complete the card so it reaches the end of the workflow.
Part 1 · closing out a Teams card · onboardedConnection not made
No response after your touchpoints, or they've chosen not to continue. Leave a note explaining what was tried, then remove the card from the workflow.
Part 2 · closing out a Teams card · not onboardedEither way, the note is the handoff. Whoever meets this person next should be able to pick up exactly where you left off.
Questions?Your Inroad leads
You're not doing this alone
Your Inroad lead is your first call for anything at your location — access, a stuck card, a question about a person, or how to close something out.
Inroad leads · by location
Matt
Email / phone TBC
Office hours TBC
Abby
Email / phone TBC
Office hours TBC
Barbara
Email / phone TBC
Office hours TBC
Rose
Email / phone TBC
Office hours TBC