MinistrySafe
Introduction
The MinistrySafe plugin allows you to assign awareness trainings and background checks to your employees and volunteers and record the results in Rock. This allows you to easily keep track of which volunteers require training and background checks.
This plugin assumes you already have a MinistrySafe account. If you would like help configuring MinistrySafe, please contact the BEMA Information Technologies support at 877-817-7776.
Overview
Bundled into the MinistrySafe Plugin are several new components that work together to assign and track MinistrySafe Trainings and Background Checks. Let’s take a look at these components.
Awareness Training Workflow – This workflow can be launched from a person’s profile or from a connection request, and goes through the process of approving, submitting, and recording results from a MinistrySafe Training.
Background Check Workflow – This workflow can be launched from a person’s profile or from a connection request, and goes through the process of approving, submitting, and recording results from a MinistrySafe Background Check.
Awareness Training Attributes – These are new attributes under the category MinistrySafe that will display on a user’s Extended Attributes page.
Awareness Training Badge – This is a new badge that displays whether a user has taken a MinistrySafe training, as well as their score.
Background Check Badge – This is a new badge that displays whether a user has taken a MinistrySafe background check, as well as their result.
RSR – MinistrySafe Awareness Training Administration – This is a new Security Role geared towards approving MinistrySafe Awareness Trainings
MinistrySafe Page – This page lists all past and ongoing MinistrySafe Trainings and Background Checks.
MinistrySafe Webhook – This plugin uses a webhook to receive updates from MinistrySafe, which means as soon as your users complete their training or background check, their results will be posted to Rock!
MinistrySafe Jobs - This plugin also includes jobs to catch any trainings or Background Checks the webhook misses or weren’t launched from Rock, and even imports older ones.
SETUP
To configure the plugin, we’ll need to configure Rock and MinistrySafe to communicate with each other, and then add people to the MinistrySafe Awareness Training Administration group.
Setting Up The API Key
Log in to your MinistrySafe account, and then navigate to https://safetysystem.ministrysafe.com/webhooks.
Look at the Private API Key section. Copy down your API Key. If one doesn’t already exist, click the Generate API Key button to create one.
Next, scroll down a bit to the Webhooks section, and click the Add Webhook button we’ll be adding a webhook for quizzes and one for background checks.
Add a name. This can be whatever you like, but we recommend RockRms Quizzes and RockRms Background Checks, for clarity.
Add a URL in the format https://[YourOrganizationUrl]/Webhooks/MinistrySafe.ashx
For example, the Rock demo site would use the URL https://rock.rocksolidchurchdemo.com/Webhooks/MinistrySafe.ashx
Go to RockRMS and navigate to System Settings > MinistrySafe. In the upper right-hand corner paste the API key you got from step 2. Hit Save.
After hitting save, the page will not look like the picture below. If you’re planning on using MinistrySafe as your background check provider as well, click the Enable As Default Background Check Provider button. After doing this MinistrySafe will pull down the background check packages you have available to use.
RockRMS and MinistrySafe are now able to communicate with each other.
Configuring the admin team
Much like how background checks in Rock go through the Background Check Administrators, MinistrySafe Awareness Trainings also ship with a security role of their own. These people oversee approving training requests that come in. Make sure you have at least one person in this role before using the plugin.
Plugin Features
MinistrySafe Awareness Trainings
The Plugin will add a new workflow called Awareness Training (MinistrySafe). It’s available from the Actions dropdown menu on the Person Profile Page by default, but you can also add it as a manually triggered workflow to connection requests.
When launched, the employee will be asked to select a training and user type. Any tags that already exist on the user in MinistrySafe will be selected on the screen.
After entering that information, the request will go to the RSR – MinistrySafe Training Administrators to be approved or denied.
Once approved, a training will be created in MinistrySafe, and an email with a link to the training will be sent to the person the request was made for. Any tags selected will also be saved to the user’s profile. If there is no response after 15 days, the workflow will send a follow-up link to the applicant. If after another 15 days there has still been no response, the workflow will notify the original requester and then complete itself.
Once the training is completed, MinistrySafe will send Rock the results via the webhook we set up, and the training type, date, and score will be saved to the person’s profile.
MinistrySafe Background Checks
The Plugin will add a new workflow called Background Check (MinistrySafe). If MinistrySafe is your default background check provider, it’ll simply be called Background Check. It’s available from the Actions dropdown menu on the Person Profile Page by default, but you can also add it as a manually triggered workflow to connection requests.
When launched, the employee will be asked to select a campus and fill out a reason, as well as fill out some required questions.
After entering that information, the request will go to the RSR – Background Check Administrators to be approved or denied. This is also when the type of background check is selected.
Once approved, a background check will be created in MinistrySafe, and an email with a link to the background check will be sent to the person the request was made for.
Once the background check is completed, MinistrySafe will send Rock the results via the webhook we set up. The Background Check Administrators will review it and decide whether the applicant passes or fails the background check.
After passing or failing the background check, the date, document, and results will be stored on the person’s profile under the existing Safety And Security attributes, on the Extended Attributes page.
MinistrySafe Awareness Training Attributes and Person Badges
The plugin comes with new Awareness Training attributes displayed on the Extended Attributes page, as well as new Awareness Training (Laptop Icon) and Background Check (Lock Icon) person profile badges, shown below.
MinistrySafe Defined Types
The Plugin also ships with three new Defined Types, MinistrySafe Training Types, MinistrySafe User Tags, and MinistrySafe User Types.
MinistrySafe PAGE
To see a full list of MinistrySafe Trainings and Background Checks, navigate to System Settings > MinistrySafe. Here you’ll see a list of all trainings, the associated person, the date their training was created, the date it was completed, their score, and a link to the workflow associated with them. To view background checks, click the Background Checks tab
MinistrySafe Import Trainings and Import Background Checks Jobs
To help issues where the webhook between Rock and MinistrySafe fails, we’ve added two new jobs that run weekly. These jobs will pull all completed trainings or background checks for a given date range, and update the existing background checks / workflows connected to them. Or, if you’d like to import trainings or background checks from before you installed the plugin, you can include a workflow that will be launched once the new background check is added. ( we recommend the existing Awareness Training and Background Check ones: they’ve been updated to skip straight to the Process Results portion when launched this way!)
Customizing Workflows
There are several cases in which you may want to customize a workflow. For example, you may want to launch a background check workflow for each selected person in a grid. While this is definitely possible out of the box, additional information like the type of background check, and approval for it, will still be required for each person.
In instances like this, we recommend creating a copy of the workflow to customize to your needs. For example, if you wanted a workflow to automatically submit an Employee Level Three background check when launched, you would do the following:
First, create a copy of the existing Background Check (MinistrySafe) workflow type, and call it Employee Level 3 Background Check.
Set the default value for the Type Workflow Attribute Value to MinistrySafe - Employee Search Level THREE
Set any additional values you’d like to pass to MinistrySafe, such as whether the person will be working with children or is over 13
Under the Initial Request Activity Type, replace the Get Details action with an Activate Activity one that launches the Submit Request Activity.
Delete the Approve Request Activity Type, since it’ll never be used
And there you go! A quick workflow you can preset to your volunteer processes that can be launched from a grid!