- How do I enter visitor information into CARS ?
You will enter information into a web form. Some customers use an Apple iPad for this, or a laptop computer, or your desktop PC in your office. You can even use a web-enabled smartphone. Guests do not enter this info; you do, after gathering it from them.
CARS is built on Google Documents. We create a Google spreadsheet to hold your visitor info, and you enter new contact info into that spreadsheet via a custom form. You will need a free Google account.
- Does every visitor receive the same series of messages?
Not necessarily. There is a default series of messages, but each message can include or exclude paragraphs based on the guest's inquiry. For example, one guest who asks about youth programs will see a paragraph about that, while another guest who asked about lifegroups will see a paragraph about that.
You may also create complete separate series, such as a Spanish-language series or a series just for out-of-town visitors who won't be returning.
- How many messages can I have in each series?
As many as you like, but we recommend no more than 5 or 6 max (typically 3). More, and visitors may feel that you are abusing their email account.
- What is the longest delay I can use?
You can send messages as long as 365 days later. But be careful, because people do change email addresses. A follow-up sent a year later may not reach the original visitor. Or, they may not remember their visit! We recommend no more than a 90-day maximum follow-up delay.
- What if a visitor replies to a message with further questions?
For every follow-up sent, you control the From: address seen by the recipient. That's the address to which any replies will go. So you should send messages From: real staff addresses, and the staff member will receive all replies. Or you may send From: a generic "info" address, then assign someone to handle/route any replies.
- Can individual staff members receive copies of the messages?
Absolutely. In fact, each "IF_" section of a follow-up (included only if the guest inquired about that subject) can include a Cc: (Carbon-Copy) address, where a copy of every delivered message will be sent. But the staff Cc: is included only when the staff member's respective ministry area is discussed in the follow-up!
In other words, each staff member whose ministry area is discussed in the follow-up will receive a Cc: of that follow-up message.
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