Pastoral Visiting 

Pastoral visiting allows churches to digitally record who met with whom, when, where and for how long. 
 

 

Pastoral Visiting is our latest feature that continues our investment in helping churches care for their members.

Hubb now helps you keep a record of your leaders, staff and volunteers who meet with people for pastoral care purposes. Every visit they make can be recorded in your church app. Who they met, how long for, add visit notes and click to request a call from the pastoral care supervisor, if required. You can easily customise the fields they fill in, like adding the location of the visit. 

Your team can run reports on their activity in the app, and church leaders can run reports on the entire pastoral care team’s activity from the web office. Every person who receives a pastoral care visit will have it securely stored in their user record. 

Get Pastoral Visiting in your Hubb site

We can't wait for you to try out this new feature! Please email support@hubb.church or fill in the form below.

Name:
Website:
Email:

 

Support Guides

To help you make the most of this new feature, we have prepared the following guides with transcripts.

 

Editing the Settings

 

To get to the Pastoral Visiting Settings, click on the icon on the left-hand menu, then click on the Settings tab.

Here, you can set whether you want visits recorded against people. You can set this to hidden so no contacts ever get recorded, optional, or mandatory. I think it’s best to make this mandatory so you can always know who met whom and when.

There is a setting to set the number of days since a visit was logged, after which it can no longer be edited.

You can also set the term used for the visiting person and the supervisor. You will find the custom field all set up for the supervisor.
 

Setting the Pastoral Care Supervisors

 
To set someone's pastoral care supervisor, navigate to their user record, click on custom fields, and then open pastoral visiting. 

You can click to edit the pastoral care supervisor and select the person you want to be the supervisor. Once you're done, click save.
 

Adding Permissions

 
You can give Pastoral Visiting Permissions to any group by going to Group Settings, Permissions, and choosing Member Info from the dropdown.

It’s worth noting that anyone you give Pastoral Visiting permission to on the root group will be able to see and edit the Pastoral Visits menu item on the left, and they will be able to see and edit the settings.

You can give this permission to someone already on the list or add someone new who has not yet have permissions.

When you have added the person, tick the Pastoral Visiting permissions. Next time they log in, they will see this option become available.

 

Record, Edit and Report on Your Visits

 
To record a visit, go to your website address forward slash ‘app’. Then, under the ‘Me’ menu, you will see the Pastoral visiting icon. Click on Pastoral Visits.

You will be taken straight to the Create a visit section.

• Add the date and time of the visit.
• The visit type.
• Who did you meet, and for how long.
• If you need to flag the visit with your pastoral care supervisor, tick the box, and they will get an email notification letting them know.

Finally, enter any notes about the visit. These notes will only be visible to people with permission for pastoral visits.

To save it, click Record.

To edit a visit, go to the List section at the top, where you will see a list of your visits. If you are within the time the church has set for you to edit visits, click the pencil icon and edit your visit.

If you would like to run an activity report on your visits, click on the Report section at the top. Select the dates you wish to report on, and then choose to show a PDF or download a CSV. 

Running Reports and Viewing Visits

 

Anyone with Pastoral visiting permission on the Root group can access the Pastoral Visiting area by clicking on the icon on the left menu. You can see all the recorded visits in this area and filter them by date.

You can also click on the reports section to filter your visits by date, show a PDF, or download a CSV.
 

Tip - Add your own Visit Fields

 

You can easily add your own fields to the pastoral visits area. To do this, go to your Pastoral Visiting Settings and click the link to view or edit the fields.

Next, click the blue plus icon at the bottom right and select ‘Field’. Here you can give the custom field a name, description and choose the data type. Have a look at the list to see what you can add. I will use a drop-down list and then add a couple of options.

You can choose this field as mandatory. When you are done, click ‘Save’.

The new custom field is visible in your list, and it will also be there when you record a visit.

 

If you need any help, you can email us at support@hubb.church.