Pastoral and care records track visits, counselling sessions, and prayer requests for people in a congregation or care network. Manual recording, searching, and follow-up tracking consume significant staff time and create gaps in continuity of care.
Automation captures visit details in a structured form, matches them against existing records to prevent duplication, and automatically alerts pastoral workers when follow-ups are due. This ensures no one falls through the cracks and staff focus on care rather than administration.
The full workflow, from trigger to completion.
A pastoral worker submits a visit form immediately after completing a pastoral interaction. The form captures the person's name, date, visit type, notes, prayer requests, and any follow-up date.
An automation checks the submitted data against existing records in the centralised database to prevent duplicates and flag any missing information. It enriches the record with the person's contact details and care history.
The validated pastoral record is automatically written to a Google Sheet serving as the centralised pastoral database, with consistent formatting, timestamps, and searchable fields.
The automation checks if a follow-up date was recorded. If yes, it creates a task in the system and schedules a reminder. If no follow-up is needed, the record is marked complete.
If a follow-up is due, the automation sends a message or email to the assigned pastoral worker with the person's name, history summary, and due date, ensuring continuity of care.
A copy of the full pastoral record is automatically saved in a dated, searchable folder structure for compliance and historical reference.
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