Introduction

The Planning Center Online plugin allows you to sync team assignments and person records between Planning Center Online and Rock

Setup

To configure the plugin, we’ll need to configure your Planning Center Online account

Get Planning Center Credentials

1. Log into your Planning Center Online account

2. Navigate to https://api.planningcenteronline.com/oauth/applications

3. Click the button to add a new Personal Access Token

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4. Add a short description about this token

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5. Copy the Application Id and Secret to use in the following steps below.

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Linking RockRms to Planning Center Online

1. Log in to your Rock instance, and then navigate to Installed Plugins > Planning Center Online

2. You’ll see a list of Planning Center Accounts. Go ahead and click on the '+' button in the corner to add one.

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3. Fill out the following fields:

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      Value: Give this account a name

   2. Description: Add a short description if you like

   3. Application Id: This is the Application Id from your Personal Access Token

   4. Secret: This is the secret from your Personal Access Token

   5. Synced Person Properties: This is a list of the properties that will be synced between person records by the Person Sync job if it’s configured.

   6. Person Sync Blacklist: If there are any people whose properties you don’t want synced by the Person Sync Job, add a dataview of them here.

   7. Group Prefix: This will be the prefix tag used on autogenerated groups for this account.

4. Hit Save.

Configuring System Jobs

Syncing between Rock and PCO is handled with two system job types, Sync Team Assignments and Sync People.

PCO Sync Team Assignments

To sync team assignments, we’ve added a new system job that uses the Sync Team Assignments job type, as shown below.

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We recommend configuring the job to sync several times throughout the day if you often have team changes.

Syncing Person Records

The Team Member Sync will only populate person record data when creating new records. If you also want to sync person record changes if existing records are updated, we recommend adding a Sync People job, as shown configured below. These are split into two jobs so that you could have them on separate schedules: For example, while you might need team assignments synced multiple times a day, you might just need to sync person record changes once a day or less often, or just don’t want them synced more than necessary.

The person sync job will ignore any people set on the account’s Blacklist attribute. Additionally, the job will only sync the person properties configured on the PCO Account.

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Group Structure

The plugin will build out a group structure built out of Serving Team groups in the following structure:

• Account

  • Service Type

    • Team

      • Position

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These groups will reflect PCO’s team positions, and any changes made to team members in one will be synced to the other. Team members are synced according to the following:

• If a member is added on PCO’s side, Rock will search for an existing inactive group member and activate them. If one can’t be found, then Rock will find or create a person record and then add a group member tied to the PCO Team Assignment

• If a member is removed from PCO’s side, Rock will mark that group member as inactive

• If a member is added to Rock’s side, PCO will search for a matching person record, or create one if it can’t be found. PCO will then add the corresponding Team Assignment.

• If a member is archived or marked inactive from Rock’s side, PCO will remove that team assignment. NOTE: If a member is deleted, there will be no data in Rock saying that there was once a member, so PCO will assume that they have a new member and add that member back to Rock. Be sure to either inactivate or archive group members.