Protect My Ministry. & Church Community Builder User Guide

Transcription

1 Protect My Ministry & Church Community Builder User Guide

2 SETTING UP YOUR ACCOUNT This section will walk you through setting up Church Community Builder to work with Protect My Ministry (if you have an existing account, you will only need to modify the API services in order to use the new integration)

3 Setting up Church Community Builder to work with Protect My Ministry Create API User 1. Open the System Settings by clicking on the wheel in the upper right hand corner. 2. Select API from the drop down menu.

4 Write down your API URL-very important! You will need to provide this URL to Protect My Ministry to set up your account. Please provide the entire string of characters shown.

5 Add a new API User Using the Actions menu on the right, select Add a new API User You will need to enter the following information in the fields provided: Name Protect My Ministry Username will be provided after signup Password will be provided after signup You will also need to enter the Primary Organization Contact Information: Organization Name Protect My Ministry Contact Name Customer Service Contact Phone (800) Contact support@protectmyministry.com Save Your Information!!!

6 Services Tab ENABLING API SERVICES Once you have created the PMM API User, you will need to enable the API services needed. Click on the Services tab at the top and enable the following services: 1. add_individual_to_queue* 2. custom_field_labels 3. execute_search* 4. individual_profiles* 5. individual_profile_from_id* 6. individual_search 7. update_custom_field_labels 8. update_individual SAVE YOUR INFORMATION!!!! *these are the additional services you will need to add if you are an existing integration user

7 Your set up is complete! Allow 24 hours for the system to import all of your applicants and return the PMM Custom Field links (some accounts may take longer due to size)

8 NAVIGATING BETWEEN OUR TWO SYSTEMS

9 MENU ITEMS Church Community Builder Protect My Ministry The menu links in Protect My Ministry will redirect to the pages in Church Community Builder by opening new tabs.

10 Navigating Menus When you access Protect My Ministry through an applicant s profile in Church Community Builder, you will continue to see the same menu options on the left hand side as you are used to seeing in Church Community Builder. At any time when you are finished working in Protect My Ministry, you can use the Log Out button on the left to exit PMM and close the tab or you can click on any of the other menu options (Home, Groups, People, Serve) to be redirected back into your Church Community Builder pages. Clicking these other menu options, however, will create additional tabs in your browser so be sure to close all tabs when finished working.

11 ORDERING BACKGROUND CHECKS This section will walk you through ordering background checks when you have already obtained the signed consent form from the applicant and have the required information such as SSN, Date of Birth, Middle Name and Address.

12 Ordering Background Checks Go to your People Menu and enter the name of the applicant needing a background check

13 Under the applicant s Info tab, go to Custom Fields and click on Proceed next to the Custom Field titled PMM Report.

14 Enter your credentials that you were given upon sign up. You can check the Remember me box to save your credentials.

15 Order Background Check/CST If you have all of the applicant information (including middle name, SSN and address)and have obtained paper consent you can click on the Order Background Check/CST button to continue. Only users with the permission to order checks can click this button. If you do not have the permission level, it will be disabled.

16 Verify the applicant details that were imported are correct and complete any required information that is needed. You can also select a Position from the drop down menu if you previously had them set up in Ministry Mobilizer (Bundle 4 only) or enter a Billing Reference if you would like your invoices subtotaled by a reference number. When finished, click Next.

17 Package/Service Selection All of the packages and services available to your account will be shown. Please select a package or a la carte service and add the optional Child Safety Training (Bundles 1 and higher), then click Next. Child Safety Training can not be added at a later date. It must always be ordered with a background check. Link to recommendations map

18 Criminal Search If you have selected the Plus Package, you will need to select either a county or state for the court search. If you are not familiar with our recommendations, there is a link on the previous ordering page to our Criminal Recommendations Map. When finished with your selection, click Next. You will then be given the option to set that search as the default for your account. It can be removed at any time.

19 Process Queues Process Queues must be set up in Church Community Builder before you can use them with Protect My Ministry. For more information on process queues, please view this tutorial der.com/customer/portal/articles/ If you have process queues set up and would like to use them with your background checks, select yes and enter the Step ID (numeric value only) and Queue Name and click Next. The next time you order, this step ID and queue name you have entered will be shown to you in the Recently Used section where you can select from the drop down list.

20 Summary Page Review for accuracy and click to Submit

21 Finished! After the thank you appears, you will be returned to that applicant s details where you can either close the tab and remain working in CCB or use the links on the side menu to be redirected back to the CCB pages.

22 SEND LINK TO APPLICANT This feature is available to Bundles 2 and higher. To speak to someone about this feature or to upgrade your account, please support@protectmyministry.com or call

23 Select Applicant Use the People menu option to search for an applicant and then click on PMM Report Proceed

24 Sign in to Protect My Ministry All users have the ability to use the Send Link to Applicant feature as long as their account is Bundle 2 or higher.

25 Select the Send Link to Applicant button

26 Required Fields for Send Link to Applicant Confirm the first name, last name and address for your applicant are correct and then scroll down to the bottom of the page and click the Send Link to Applicant button. This will send an to your applicant with a link to complete the electronic consent. Please Note: If you are a bundle 4 client using different forms, please be sure to select the correct Position from the drop down field at the top so that the applicant receives a link to the proper form that corresponds with that position. Any changes to positions and forms would need to be done through your Ministry Mobilizer account or by submitting a ticket to Customer Service.

27 Next Steps Confirmation Message Applicant receives the with the link The link will change from Proceed to Awaiting and the applicant will have 7 days to complete the link before it s disabled. If the link gets disabled, you will need to start the process again.

28 Once Applicant Completes Link You will receive notification that the application has been submitted Log back into CCB to proceed with ordering. >Go to People >Select Applicant >Click Proceed in PMM Report field >Use View Documents tab to view the consent and Background Check Order tab to place order

29 VIEW DOCUMENTS This option is available to all Bundles and all users

30 View Documents This tab houses the electronic consent as well as any application you have required from your applicant. Only Bundles 3 and 4 have the ability to add custom questions which can be viewed on the View Application Form link. The most current application and authorization will be shown.

31 VIEW REPORT Only users with the permissions level to view results will have access to background check reports. If you do not have the proper permission level this button will be disabled.

32 View Reports When a background check is complete, you will receive an notification. Once you receive the notification, log into Church Community Builder, Select People, and view the custom fields. The Report Date will indicate the date the most recent report was completed. To view the results, click on Complete in the PMM Report field. Enter your credentials and click the View Report option.

33 Select View Report Option

34 Reports All pending and completed reports will be displayed Including reports previously ordered through Ministry Mobilizer (Community Church Builder imported applicants only). Click on the C link to view the pdf of a completed report. If the report had any alerts, it will be indicated in the Alert column.

35 CHILD SAFETY TRAINING Child Safety Training is available to Bundles 1 and higher

36 Ordering Child Safety Training There are three options for Child Safety Training: Employee (Full Training-approx 1 hr 15 min) Volunteer (Condensed- approx 45 min) and Spanish (approx 1 hr 30 min). Each training video is followed by a 25 question quiz. Child Safety Training must be ordered at the same time as the background check. No exceptions are possible. Once the order is processed, an with a link to the training will be sent to the applicant s address provided. Once the training has been completed with a score of 70% or higher, you will receive notification. Log back into the applicant s profile and view their certificate by clicking on the Custom Field titled: CST Certificate Click

37 Frequently Asked Questions Why doesn t the PMM link show for my applicant? The service that populates the links only runs twice per day. Allow up to 24 hours for the link to populate. My link title changes. Why is that? The links are also a progress indicator. The initial status is Proceed. Once the order is placed, the link changes to Pending. Once the order is complete, the link changes to Complete. If the applicant has been sent a link, the status will be Awaiting. Clicking on any of these will bring you to the applicant s page in PMM where you can view your options. How do I know if an applicant has completed the Child Safety Training? If the applicant scores the required minimum of 70%, you will be ed notification that the training is complete. You can then view the certificate and the applicant s score right from Church Community Builder in the custom field titled CST Certificate. How long does the background check take to complete? While some results are available immediately, others can take up to 72 hrs depending on the court search to complete. Once the report is complete, you will receive an notification and can then log into Church Community Builder to view the results. Is there a way to order for multiple applicants at the same time? Bulk order? No. Each applicant will need to be ordered separately. There is no bulk import or bulk order functionality at this time. I would like to add a new user to Church Community Builder that will need access to Protect My Ministry. How can I add them? If you have permissions to add or delete users, you can log into Ministry Mobilizer with your same credentials and add a user or you can submit your request to support@protectmyministry.com. How can I change our custom questions? If you have the permissions level to edit forms, you can log into Ministry Mobilizer and make changes to existing forms. It is not recommended to edit questions as this will affect all forms previously submitted. It is recommended to create a new form and associate it with the position.

38 FAQ Continued. I just added a new applicant to my Church Community Builder platform. How long will it take for the PMM Report link to populate? It could take up to 24 hours but is usually done by the end of the day. What are the required fields to order a background check directly? First/Middle/Last Name, DOB, SSN, complete address and address are all required fields. What are the required fields in order to use the Send Link to Applicant Feature? Only First/Last Name and address are required to send the link to the applicant. How long are the ed links valid? Links will be disabled after 7 days. You will have to resend the link if the applicant s link expired and they are still interested in participating. Where can I learn more about Process Queues? Please visit How do I delete a process queue I created by mistake? Please submit a ticket to support@protectmyministry.com and indicate which step ID/queue name should be deleted. Does the spelling of the queue name matter? No, the report is being linked back to the step ID of the process queue so a misspelled queue name will not affect the report being returned. An incorrect step ID, however, will affect where the report gets linked. How can I upgrade my account to take advantage of features I can t currently access? You can call or support@protectmyministry.com