How to Welcome First-Time Guests to Church
On average churches see between 9–21% of first-time guests come back for a second visit? It’s a sobering statistic, and it highlights how crucial early impressions are.
At the 9% mark, a church is likely struggling to grow—but at 21%, the church is likely thriving. Where does your church fall on that scale, and what can you do to move that number higher?
As church leaders, one of our goals is to help newcomers feel at home in our church family—whether that’s through small groups, meaningful friendships, or simply a warm welcome. But in the early going we need to have one goal in view: encourage guests to return at least four times. Research shows that once they do, they’re much more likely to build deeper, lasting connections within our community.
In this article, we’ll explore five actionable steps to create a welcoming environment, develop a repeatable strategic approach that you and your team can execute, and ultimately reflect the love of Christ to all who walk through your doors.
Let’s dive in!
Step #1: Greeting at Your Church's Front Doors
A warm welcome can ease the anxiety guests feel when walking through your door for the first time. Recruit a team of friendly, approachable volunteers to greet guests with a smile and a genuine, “we’re glad you’re here!” as soon as they arrive. While greeting folks at the front door is a common practice, here are a few tips to upgrade your guest experience after they first arrive:
1. What not to say to guests…
Avoid asking, “Is this your first time visiting us?” Since your welcome team is likely different volunteers from week to week, avoid forcing someone to say “no, I’ve been here” week after week. Try a different approach, such as, “Hi, I’m Luke. I don’t think we’ve met yet.” This small shift avoids potential awkwardness for repeat guests, while still ensuring newcomers feel welcome.
2. Give thought to your entrance/lobby area
Consider how you can create a entrance/lobby area that feels energetic and full of life. Having an entrance with lots of people and/or background music can help put guests at ease and ensure they’re not walking into an empty room.
3. Offer guests a Visitor Guide handout
Equip your volunteers with Visitor Guides to hand out (more about this in step 2), providing helpful information and a clear next step for getting connected.
Encourage your congregation to go beyond simply noticing new faces—it’s everyone’s responsibility to welcome them. A warm hello, a genuine offer to help, or even an invitation to lunch after the service can leave a lasting impression. Teach your church family to actively look for newcomers during the 15 minutes before and after the service. This simple practice can shape a culture of hospitality at your church, creating a welcoming environment that makes guests feel valued and cared for.
Step #2: A Must-Have Visitor Guide Handout
A thoughtfully designed “Visitor Guide” is an excellent way to provide newcomers with helpful information. We recommend creating a compact, trifold brochure. Keep reading to access a FREE Canva template so you can create your own.
When done well, your Visitor Guide can provide your church with several benefits:
- Engages them before the service with something to read and provides a reference they can revisit later.
- Offers clear next steps to take after the service.
- Provides an option to share contact information online for those who aren’t ready to stop by the welcome center on their first visit.
- Introduces them to your Church Center portal, making it easy to explore your church online.
How to Create Your Visitor Guide
1. Download the Visitor Guide Canva Template!
To help you create your new Visitor Guide, we are offering the Canva template you need at no cost!
Just provide your email address and we’ll send you a link to the Canva files so you can make a copy and start creating.
2. Update the design with your colors, logos, photos, fonts, and information.
3. Next, take your design to a printing company. We recommend VistaPrint as they offer user friendly design tools and the exact paper specifications you’ll need to print this out. Click here to see the VistaPrint trifold brochure. We recommend the following options:
4. Important note: The orange lines in the Canva design represent the fold lines and bleed lines. Don’t forget to delete them before copying and pasting each image/page!
5. Finally, if you use VistaPrint, be sure to take advantage of their 33% discount for nonprofits—simply contact their support team and ask for the monthly nonprofit promotion code.
Step #3: Greeting from Pulpit + Connect Card
Keep It Simple
Welcome first-time guests to your church warmly during the announcements without putting them on the spot. Avoid singling them out by asking them to stand or raise their hands—a brief acknowledgment is all it takes to make them feel valued. Here’s a sample announcement script you can customize for your church:
Well, good morning to you all… and welcome to [church name]!
If this is your first time with us… My name is [your name] and I’m [your title]. We’re so glad that you’ve joined us!
We have a Welcome Center that’s designed for folks that are new to [your church name]. So after the service please join us. There will be friendly people there to say hello and answer any questions you have… And we also have a gift card to [local business/coffee house] just as a thank you for joining us!
Slide + Digital Connect Card:
During the announcements, display a slide with clear instructions on how guests can fill out the connect card, providing a helpful visual cue to guide them.
Here’s how to set everything up:
1. Create Your Connect Card
In Planning Center People, create a new form called “Connect Card.” Keep it simple by asking only for first name, last name, email, and phone number. Collecting more information at this stage can discourage guests from completing the form, and additional details can be added to their profile as the relationship grows.
2. Share the Form URL
Share the link to your Planning Center form with your website manager and ask them to create a memorable vanity URL—such as yourchurch.org/new. This URL should redirect guests directly to your Connect Card for a seamless experience. For clients of Digital Outreach, you can simply pass the link to your Planning Center form to your Digital Outreach onboarding manager, and we’ll take care of the rest.
3. Design Your Announcement Slide
Use our Canva template to create an announcement slide tailored to your church’s branding. Once customized, you’ll be ready to display it during your Sunday service!
Step #4: Welcome Center
A dedicated space for first-time guests is essential for every church. This area fosters meaningful greetings, builds connections, and provides key information to encourage a return visit. We call it the Welcome Center. Here’s what to include:
1. A Prominent Location & Sign
Ensure your Welcome Center is easy to find, clearly marked, and in a high-traffic area of your church. Use large and inviting signage to direct guests to the area where they can connect and learn more about your church.
2. A Small Gift
Offer a small token of appreciation, such as a $5–$10 gift card to a local coffee shop or business. This gesture not only welcomes guests but also shows your support for the community. Alternatively, consider providing an accessible book that reflects your church’s values, serving as both a meaningful gift and a helpful resource.
3. Digital Connect Card
While some guests may complete the connect card on their own devices, others might prefer a little help. Equip your Welcome Center with an iPad on a stand, preloaded with the Planning Center Connect Card form. This makes it simple for guests to share their information right away.
Most importantly, assemble a Guest Connection Team composed of your leadership and welcoming members of your congregation. This team will greet guests, answer questions, and build personal connections that encourage guests to return the following week.
As you seek to create a warm and inviting atmosphere in your Welcome Center, invite anyone in your church community who has a knack for interior design or décor to contribute their expertise. Thoughtful details can leave a lasting positive impression and make guests feel truly welcome.
Step #5: Guest Follow-up Workflow
Implementing a guest connection process ensures that every new visitor who walks through your doors is encouraged in their relationship with the Lord and takes steps towards becoming part of your church family.
Start by creating a ministry or group dedicated to welcoming and acclimating guests. Then, establish a guest follow-up workflow to track every guest and ensure no one is overlooked. A structured workflow provides personalized tasks for each new guest, streamlining follow-up efforts.
For this step, we suggest using Planning Center Workflows. It allows you to establish tasks, assign them to team members, and send reminders so everything gets done on time.
Getting Started with Planning Center Workflows:
- Open the Workflows tab in Planning Center.
- Click New Workflow in the top right corner.
- Name your workflow Guest Connection Workflow and begin building your follow-up process.
With this system in place, you’ll create a seamless experience that welcomes guests back and integrates them into your church family.
With your workflow framework ready, it’s time to outline the individual steps. We suggest a six-step process designed to encourage each guest to attend four Sunday services. Each step will include detailed instructions to help you set it up seamlessly in Planning Center. You can copy/paste the title and description of each step below directly into your Planning Center workflow.
WORKFLOW STEP #1: Text Message from Senior Pastor
- Description:
** GUIDING PRINCIPLE **
The guiding principle is that we want to show genuine care and hospitality to every guest, reflecting our commitment to discipleship and intentionality.
** ACTION ** Within 3 hours of a first time guest leaving the Sunday service, they should receive a short text message.Goal: Create a warm, caring, personal connection. Within **3 hours** of a first time guest leaving the Sunday service, they should receive a short text message.
** EXAMPLE **
Part 1 (Intro): Hi [Name]! This is Pastor [Your Name] from [Church Name]. It was great having you join us today!
Part 2 (Personal Note): Thank you for sharing about your recent move to the area. I know settling into a new place can be challenging, but I hope you felt right at home with us. We’d love to see you again next Sunday!
Part 3 (Question): Is there anything that I can pray for you about this week?” - Default Assignee: Senior pastor (or other church leader)
- Expected Response Time: Complete on the day of the guest’s visit
WORKFLOW STEP #2: Verify Membership Type = “Guest”
- Description:
** GUIDING PRINCIPLE **
Having accurate data in your system will allow you to care more effectively for people. By knowing who is a guest, your Guest Connections Team can help make sure no one slips through the cracks. Having accurate data also helps with targeted communication.** ACTION **
Set the Membership Type field to “Guest.” You can find this by going to the guest’s profile and looking towards the top right corner. - Default Assignee: Person responsible for managing the workflow
- Expected Response Time: Within 2 days of the first visit.
- Want to learn more? Read this article about maintaining accurate data in your church management system
- Description:
** GUIDING PRINCIPLE **
By purposefully getting to know guests, making them feel welcome, and helping them learn about our church, we create an environment that encourages them to keep coming back.
** ACTION **
Assign someone from your Guest Connection Team to the first time guest. That member of the team should notate when they show up on Sunday, make notes about interactions, pray for the guest, and look for ways to connect with that person on Sundays. - Default Assignee: Person responsible for managing the workflow
- Expected Response Time: Within 2 days of the first visit.
- Description:
**GUIDING PRINCIPLE ** Allow the team member the flexibility to start a conversation via text or email to make a deeper connection with the guest.
**ACTION** Once the assigned Guest Connection Team member has established an initial relationship with the guest, encourage them to take the next step by starting a text message thread or sending a personal email. - Default Assignee: GCT Member
- Expected Response Time: Within 1 week of the first visit.
- Description:
** GUIDING PRINCIPLE ** Once someone has visited a church 4 times within a short period of time (~2 months), they have different needs that go beyond just showing up on Sunday (e.g. trying out a bible study, going to a non-Sunday event, etc.)
** ACTION ** The Guest Connections Team member should complete this step once they’ve noticed the guest coming 4 times. - Default Assignee: Person responsible for managing the workflow
- Expected Response Time: Usually within 2 months of the first visit
- Description:
** GUIDING PRINCIPLE **
You’ve arrived at the destination! At this step we want to ensure our data is accurate (moving the guest to regular attender) and slowly hand off care to a formal care structure in the church (small groups, etc.).
** ACTION ** Before completing the workflow, update the guest’s Membership Type to “Regular Attender.”The Guest Connections team member should continue building the relationship with the guest. Once the guest has attended four times, they officially transition from “guest” to “regular attender,” marking the conclusion of this workflow. Before closing the workflow, remember to update their Membership Type in Planning Center to “Regular Attender.” - Default Assignee: Person responsible for managing the workflow
- Expected Response Time: Usually within 2 months of the first visit
That’s it—congratulations! Once a guest has successfully gone through all six steps, the Guest Connections Team has achieved its goal of encouraging them to return multiple times. What’s next? At this point, a leader in the church should regularly review the list of regular attenders and consider the best ways to disciple each individual.
Final Thoughts
Your goal is to remove barriers so that guests feel comfortable returning. A warm greeting, a strategic Visitor Guide, and a friendly follow-up let guests know they’re valued—not pressured. By focusing on genuine connection and clear next steps, you create an environment where first-time guests can become second-time guests, and second-time guests are well on their way to becoming a part of your church family.
A special thank you to Aaron Turner, executive pastor at Image Church in Atlanta, Georgia. Aaron is a good friend of Digital Outreach, and a valuable thought leader and gifted consultant in the area of guest onboarding. If your church is interested in rethinking its guest-welcome processes, we’re happy to make an introduction.
