How to Manage Church Prospects/Contacts in SWAPP for Follow-up
- Buildingit LLC
- Apr 29
- 5 min read
Managing prospects (also referred to as contacts) in The Soulwinning App (SWAPP) is essential for churches to build relationships and follow up with individuals during outreach. In this guide, we’ll walk you through how to add and view prospects, explain the difference between mobile app and dashboard access, and briefly touch on routing (with more details in a separate post). Let’s explore how to manage your contacts effectively to support your outreach efforts.
Understanding Mobile App vs. Dashboard Access
Before diving into managing prospects, it’s important to understand the two main interfaces of SWAPP, as highlighted in our latest video:
Mobile App: Used by all church members (including admins) for on-the-go tasks like adding prospects during door-to-door outreach. It’s designed for volunteers to interact with maps and contacts while in the field.
Dashboard (Web Version): Accessed via thesoulwinningapp.com, this is for admins to manage all church data, including viewing and organizing all prospects added by the team.
These two interfaces serve different purposes, and admins can use both depending on their needs.
Adding Prospects During Door-to-Door Outreach
The most common way to add prospects in SWAPP is during door-to-door outreach, as it allows you to capture leads in real time. Here’s how, as demonstrated in the video:
Check In to a Map
Open the SWAPP mobile app and go to the Outreach tab. Select a map from your outreach zone (e.g., “North 1” in the “North” folder). Tap View Street, then Check In to claim the map for outreach. This marks the map as yellow (pending) and allows you to interact with houses on the street.
Note: If you’re unfamiliar with checking into maps, see our FAQ on creating and managing maps (#) for more details.
Select a House
While checked into the map, zoom in to see individual houses. If you’re standing in front of a house and meet someone interested in your church (e.g., “Bobby,” who just moved to town and is looking for a church), tap on that house. Your location (blue dot) should align with the house if location services are enabled.
Add the Prospect
After tapping the house, select Add Contact. Confirm the house number to ensure accuracy, as SWAPP uses Google Maps to prefill the address. Enter the prospect’s details:
First Name: The only required field (e.g., “Bobby”).
Optional Fields: Add a phone number, email, or notes (e.g., “#VBS” for Vacation Bible School interest). Notes can be tagged with hashtags for categorization.
Tap Save to add the prospect. A pin will appear on the house, visible to other team members who check into the same map.
Viewing Church Prospects
Once prospects are added, you can view and manage them to plan follow-up visits. Here’s how to access and interact with your prospect list on both the mobile app and dashboard:
On the Mobile App (Personal List)
In the SWAPP mobile app, tap the Contacts icon in the bottom menu (you’ll see a number next to it if you have new prospects). This opens your personal list of prospects—regular users can only see prospects they’ve added.
View Details: Tap on a prospect (e.g., “Bobby”) to see their address, phone number (if added), email (if added), and notes.
Record a Visit: Tap Record Visit to log a follow-up (e.g., “Went back by and he wasn’t home”). This adds a timestamped note to the contact.
View on Map: Tap the map icon to see all your prospects on a map, helping you locate them while driving around town.
On the Dashboard (Admin View)
Admins can log in to the web version at thesoulwinningapp.com and go to the Prospects section in the dashboard. This shows all prospects added by the church, including those added by team members.
List View vs. Map View: Toggle between List View (shows contact cards with details) and Map View (shows pins of prospect locations). Map View is useful for seeing where prospects are located.
View Notes: Click on a prospect (e.g., “Bobby”) to see their note history, including visits logged by team members (e.g., “Went back by and he wasn’t home”).
Search with Tags: Use hashtags in notes (e.g., “#VBS”) to search for prospects. For example, searching “#VBS” will show all prospects tagged with that note.
Organizing Prospects into Folders
Organizing prospects into folders helps you categorize contacts for different purposes, such as VBS attendees or church members. Here’s how:
Create Folders (Dashboard)
In the Prospects section of the dashboard, click the folder icon to create a new folder. Name it based on your needs (e.g., “VBS,” “Bus Route Number One,” “Members”).
Move Prospects to Folders
Select a prospect (e.g., “Helen” with a “#VBS” note), click the folder icon, and move them to the appropriate folder (e.g., “VBS”). Repeat for other prospects (e.g., move “Bobby” to “Members” after he joins the church).
Access Folders on Mobile (Admins)
Admins can switch their role to “Admin” in the Team section of the dashboard to enable the Admin Prospects option in the mobile app. Go to the Contacts tab, select Admin Prospects, and view folders like “VBS” or “Members” to access all church prospects.
Sharing Prospects with Team Members
Sharing prospects ensures the right team members can follow up with contacts:
Share from Mobile App
In the mobile app, open a prospect (e.g., “Bobby”), tap Share, and select a team member (e.g., “Pastor So-and-So”) to share the contact with. Shared contacts appear in the recipient’s Appointments tab (clock icon), where they can view details and record visits.
Share from Dashboard
In the dashboard’s Prospects section, click the three-dot menu next to a prospect, select Share, and choose a team member. This also sends the contact to their Appointments tab.
Adding Prospects via QR Code
Admins can generate QR codes to streamline adding prospects, such as for VBS registration or visitor cards:
Generate a QR Code (Dashboard)
In the Prospects section, select a folder (e.g., “VBS”), click the QR code icon, and download the QR code. Place this on visitor cards, tracts, or registration forms.
Scan and Add:
When someone scans the QR code, it opens a form to add themselves as a contact. They enter their details (e.g., name, phone number), and the contact is automatically added to the specified folder (e.g., “VBS”).
Using Church Prospects with Routing for follow-up in APP
Routing allows you to create a route to visit multiple prospects efficiently, such as for follow-up visits (visit routing) or bus ministry (bus routing). While creating a route is a separate process (see our upcoming FAQ post “How to Create and Manage Routing in SWAPP” (#) for details), here’s a quick overview:
Admins can create a route in the dashboard’s Prospects section, adding contacts like “Bobby” and “Helen” to a route (e.g., “Bus 1”) with a start and end location.
Share the route with app users, who can access it under the Appointments tab to navigate and visit prospects.
This feature helps staff or volunteers manage multiple visits effectively.
[Video Coming Soon]
Need More Help?
Managing prospects in SWAPP helps your church build meaningful relationships during outreach. If you have questions or need assistance, contact our support team at tommy@theswapp.io
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