How to Set Up and Edit Your Easter Plan Your Visit

Phase 1: PYV Set Up in the Church Fuel Software


1. If You’re Using the Easter Kit Page Templates 

  • Before you start this step, you can refer to this video and follow along: https://vimeo.com/1168653214?fl=ip&fe=ec 

  • Get your pages: Log into your dashboard (beta.churchfuel.com). Navigate to

    Sites > Websites > New Website > Templates. Select the "Alive Easter Kit" (or your preferred theme). This creates a dedicated "path" for Easter traffic that won't interfere with your main site.

  • Connect the form: Open your Easter page in the editor. Click on the form element (it may look like an error at first). Under Element Options, select "Easter Plan Your Visit Signup V1." This links the page to the specific Easter automation.

2. If You’re NOT Using the Kit Page Templates

  • Before you start this step, you can refer to this video and follow along: https://vimeo.com/1168656747?fl=ip&fe=ec 
  • For External Sites (Wix/WordPress): You don't need to rebuild your whole site. Go to Sites > Funnels in Church Fuel. Copy the URL of the first step of your Easter funnel. On your Wix/WP site, simply link your "Plan Your Visit" button directly to that Church Fuel URL.

3. Update Custom Values

  • Instead of editing 10 different emails and texts, go to Settings > Custom Values and search for "Easter."
  • The Technical Fix: Update the "Easter Service Times" value (e.g., "9:00 AM & 11:00 AM"). Because our templates use "merge tags," updating this one box automatically changes the text in every confirmation email, reminder text, and landing page detail.

Phase 2: The Logic (Pipeline & Tracking)

Teaching Principle: Stewarding the Lead. You aren't just collecting data; you are managing a relationship. Your dashboard should reflect the "health" of your Easter outreach at a glance.


1. Set Up the "Smart Tag"

  • The Goal: You want to instantly see who is an Easter guest vs. a regular Sunday guest in your list.
  • The Steps: Go to Pipelines, click the pencil icon to edit your "Connections" pipeline, and click Smart Tags.
  • Create the Tag: Name it "Easter" and pick a bright color (like pink).
  • The Automation Rule: Set the rule to "Opportunity Value equals 1." The Church Fuel system is designed so that every Easter signup carries a value of "1," which triggers this specific color-coded tag.

2. The Final Test (The "User Experience" Check)

  • Open your live Easter URL on your phone. Fill out the form as if you were a guest.
  • The Checklist: * Did you get the text message immediately?
    • Does the email have the correct service times?
    • Do you appear in the "Plan Your Visit" column of your pipeline with a pink tag?
    • If yes, your "pipes" are connected and ready for traffic.

Phase 3: The Connection (The "Steak Dinner" Strategy)

Teaching Principle: Closing the Deal. In sales, a deal isn't closed until the papers are signed. In church, a connection isn't made until they walk through the door. You are building "Healthy Obligation."


1. The 15-Minute Rule

  • When a notification hits your phone, call within 15 minutes.
  • The Why: When someone hits "Submit," their interest and anxiety are at their peak. If you wait two days, life, distractions, or the enemy will talk them out of coming. Speed signals that they are a priority to you.

2. Master "Text Stacking"

  • People often ignore unknown numbers. Send two short texts before calling:
    • Text 1: "Hi [Name], this is Pastor [Name] from [Church Name]!"
    • Text 2 (30s later): "I saw you planned a visit for Easter! I’ll call in about 15 mins to say hi and answer any questions. Is that cool?"
  • Result: When you call, they recognize the number. You are now a "friend" rather than a "telemarketer."

3. The Phone Call (Building the Hook)

  • The Steak Dinner Mentality: If you invite someone to dinner, you tell them you bought the steak and set their place.
  • The Script: "I'm so excited you're coming! I'm going to tell our Kids Pastor to have a specific gift bag ready for your kids, Bobby and Sarah. Make sure you stop by the 'New Here' booth so we can give that to them!"
  • The Result: Now, the guest feels they must show up because someone has already prepared something specifically for their children.

Phase 4: The Visit (Sunday Hosting)

Teaching Principle: Make a Friend. People don't stay at churches because of the lights or the music; they stay because they made a friend. Your PYV system is a "Friend-Making Machine."


1. The "Super Host" Treatment

  • A PYV guest is a VIP. Match them with a host who meets them at the door (or a designated spot).
  • The host should:
    • Give them a 2-minute tour (restrooms, coffee, kids' area).
    • Introduce them to a staff member or the Pastor.
    • Sit with them or save them a seat.

2. The "No Show" Recovery

  • If they don't show, don't delete them! Move their card to the "No Show" column in your pipeline.
  • The Automated Grace: This triggers a follow-up: "Hey, we missed you today! We had a gift ready for you and would love to save it for you next Sunday. Will you be able to make it then?" * The Logic: This covers you if they actually came but you missed them, and it acts as a "second invite" for those who simply got cold feet.

FAQs

What is the "Alive Easter Kit"?

It is a member-exclusive resource containing video content, print resources, bumper videos, countdowns, and a playbook. It also includes Canva templates for those who prefer an easier alternative to Photoshop. You can find it at churchfuel.com/easter.


Why do I need a "Custom" Easter Landing Page if Church Fuel already runs a basic one for me?

The basic page is a general "Learn More" site. A Custom Page allows you to showcase your specific "offer stack" (e.g., helicopter egg drops, service times, or glow parties). It makes the ad more personal and connects directly to your church’s unique follow-up system.


Where can I find the Easter Event Doc and resources mentioned in the call? 

You can access the Event Doc here and find general Easter resources at churchfuel.com/easter.


Are custom ads available for both Google and Facebook? 

Yes. Google Ads can utilize your Ad Grant, while Facebook ads require you to set a personal budget. The Church Fuel team can help build both. 


What is the deadline to request Easter Facebook Ads?

The deadline for requests is March 19th. You can submit your request via this form.

● March 5th: Deadline for custom Easter landing pages and Google Ads.

● March 19th: Deadline for Easter Facebook Ads.


Should I run "Evergreen" (year-round) ads and Easter ads at the same time?

Yes, it is recommended to keep both running simultaneously to maintain a consistent outreach presence.


Software, Technical Set Up & Dashboard Access


How do I access my software dashboard?

Once you have received your "keys" (login credentials), you can log in at beta.churchfuel.com. If you are having trouble logging in, visit churchfuel.com/login.


Is there a mobile app for managing leads on the go? 

Yes! The app allows you and your team to respond to Plan Your Visit (PYV) leads even when the office is closed.

● iOS: Search for "Church Fuel" or use this link.

● Android: Search for the Lead Connector app or use this link.


Can multiple people use the same assigned phone number in the software?

Yes. Multiple team members can be assigned to the software and use the same number via the app to communicate with visitors.


Can I add people to the connections pipeline who didn’t sign up through a PYV form?

Absolutely. You can manually add people (such as those who filled out physical connection cards) into the pipeline to trigger follow-up automations.


What is the difference between "Evergreen" and "Easter" Plan Your Visit (PYV)?

● Evergreen: Your Sunday-to-Sunday system for regular weekly visitors.

● Easter: A separate, duplicate workflow and form.


How do I tell which leads in my dashboard are for Easter?

You can set up a "Smart Tag" in your Pipeline settings. By setting a rule where "Opportunity Value equals 1," the software will automatically label Easter leads with a specific color (like pink) so you can distinguish them from regular weekly leads.


What if I built my landing page on my own website (Wix, WordPress, etc.)?

You can still use the Church Fuel system! Simply go to the Funnels section in the software, copy the URL for the PYV step, and link your website's "Plan Your Visit" button to that Church Fuel URL.


📲 Follow-Up & Communication – The Art of Follow Up


How fast should I respond to a new lead?

Within 15 minutes. Data shows that the chance of a guest showing up drops drastically if you wait longer. If they sign up at 1 AM, calling the next morning is acceptable, but during "waking hours," speed is key.


What should I say on the phone call?

Use the "Steak Dinner" philosophy. Build anticipation by asking, "Who is coming with you?" and promising a specific gift for them or their kids. By telling them you are preparing something specifically for them, you "obligate" them to show up.


Should I call visitors from the Church Fuel software number or my personal cell?

It is up to you, but using the Church Fuel number (via the app) allows you to keep your personal number private while maintaining a consistent "thread" of communication for the visitor.


What do I do if someone plans a visit in the middle of the night (e.g., 1:00 AM)?

Do not feel obligated to respond immediately! A follow-up the next morning is perfectly reasonable and expected.


What is "Text Stacking"?

This is a strategy used to build depth in communication. It involves sending a series of helpful, short texts rather than one overwhelming block of information, making the conversation feel more natural and personal.

1. Text 1: Introduce yourself and the church.

2. Text 2: Let them know you’ll be calling in 15 minutes.

This "stacks" your info in their phone so they recognize the caller ID when you eventually call.


🎁 Guest Experience & Gifts


What are some fresh ideas for first-time guest gifts?

The community shared several successful alternatives to the standard coffee mug:

● The "Survival Kit": A re-branded gift bag containing church info, a s'mores kit, and a "Welcome Rally" invite.

● Local Flavor: Unique local items (like RC Cola and MoonPies in TN).

● Charitable Giving: Donating $5 to a local mission in the guest's honor when they turn in a card.

● Practical Items: Notebooks, handwritten cards, or $5 coffee gift cards.


How do we know if a PYV guest actually showed up on Sunday?

They need to check in with a host or at a "New Here" booth. It is recommended that hosts have a specific identifier (like a sticker or certain bag) to recognize and prioritize PYV guests.


What if my Easter landing page shows a "404 Error"?

This usually means the page hasn't been "published" yet or there is a slight error in the URL path. If you are using a Church Fuel Kit, jump into a breakout room or contact support to have the path verified.


Where can I find recorded sessions if I missed a call?

Church Fuel Live meetings are now focused on active "Next Steps," so they aren't always posted publicly. However, you can message the Success Team (Taylor or Ashley) if you need access to a specific recording. We also publish extensive notes and


🤝 Partnerships & Community


What was the big announcement regarding Leaders.church?

Leaders.church and Church Fuel are officially joining forces. Dick Hardy and Jonathan Hardy are bringing their years of ministry wisdom and resources into the Church Fuel ecosystem to better serve pastors.


How do I know if my automations are actually working?

The best way is to test it yourself. Go to your live Easter URL, plan your visit as a guest, and ensure you receive the immediate confirmation text and email.

Still need help? Contact Us Contact Us