Rock U - Security - Background Checks

Transcribed Video Content

You probably already know that background checks are a crucial part of ministry. You may already use them to verify your volunteers and even staff members, and it just brings a form of accountability. Rock's made it easy to request, review, and even follow-up on background checks all within the product. So I'll show you how to set up a provider, and you can skip chasing down emails and manually entering information, you'll easily be able to find out who's passed on their person profile. Let's get into this right now. For background checks in Rock, there are two main providers, those being Protect My Ministry and Checkr. And these are both great well vetted options and I'll show you how you can set up either one of them. So back to Rock, let's start by looking at Checkr. So we'll go to admin tools and then settings and just start typing in Checkr. You'll see it pop up. Click there. And one thing to note is that the setup is a little bit different for both of these, so stay tuned to hear how to do the setup. And we have a more in-depth guide in the documentation on our community site in the security guide. So for Checkr, what you're gonna wanna do is you'll start by clicking connect to Checkr. This will take you to our community site. And for your organization, you can start to create an account for Checkr. Once you have an account, you'll be sent to their website and you'll set up a webhook with your Rock URL. Then you'll come back, you'll get a Checkr access token, enter it here and click save, and then you'll be able to start using Checkr. Now let's look at setup for ProtectMyMinistry. To do that, you'll go to admin tools, then settings, type in ProtectMyMinistry, and it looks a little bit different. First of all, you can pick which background check provider you want to be your default, and that will mean Rock will just know right off the bat which background check provider to use for certain things. And you will go register for an account through the ProtectMyMinistry website And once you do that, you'll come back and enter your username and password and save. There will be a little bit more setup. Again, you can see that in the security guide on the community site. But if you've already created a Protect Your Ministry account, we suggest you just get in contact with Protect My Ministry and tell them you're switching to Rock, you're gonna use Rock as your provider, and make sure that they know and they can help you understand what steps you need to take. Then once you have this set up, your screen's gonna look a little bit this. And after you've enabled background check types, your webhook is set up, everything's ready to go, and you've actually sent out requests, they'll come back looking this and you will get reports, you'll get documents, logs, you can run workflows based off of these. And you'll see where people's progress is on that same screen that we just showed for Checker and Protect My Ministry. Once it's set up, that's where you'll actually see where people are at in the background check process. Later I'll show you how to administer a background check or send one out. But next, I'm gonna show you something different. Now, if you wanna see how we send out background checks, there's two different ways. The first one is from a profile. So we're gonna head to Alicia Marble's profile. And from here, you can simply click actions. And as you can see in our block settings, we've already enabled the action of background check through checker and that will actually launch the background check flow immediately for Alicia Marble and that's really helpful. And one thing I want to show you here as well is if you look at extended attributes and someone has already completed their background check, it'll look something this. We have these attributes filled out, background checked yes, background check date was this date, and Alicia passed. Also, if there was a PDF returned or a document, the actual background check returns, it will usually be attached here as well. Now another way to send these out is by going to tools, down to workflows. And there's many, many different ways you can launch a workflow. For example, you could do it to a group, a communication list, but this is a simple example under the workflow entry category, which is safety and security. Out of the box, Rock has two different workflows and you can use either one of these to send out a background check. And in this case, if we were to click it, because we're not passing in a person, it'll just give us an error. But in reality, we would actually send it out through a list or another method, and you can track it using workflow logs as well. Now here is the actual flow of a workflow because you may wonder, okay, I've sent out a workflow, what happens from there? And what is my background check provider gonna do? Well, we have this handy chart right here that shows you, first of all, let's imagine Ted Decker, this nice guy, sends out a request and he's asking to do a background check for Jenny Michaels. An email is sent to Alicia Marble, and she can choose whether she wants to approve this request or deny it. And the reason we have that is because there's costs involved with a background check. So if someone already has had one done or there's a reason why you may not need to do a background check, then it's nice to let the person who's in the background check security role pick whether or not we should go ahead with the request. Now if our admin, Alicia, was to deny it, there would be an email sent back to Ted saying this was denied and Alicia can tell you exactly why. Then from there, Ted can pick whether he wants to just cancel the request or change some information, send it back to Alicia. But if she were to approve that request, the background check would be sent to the provider. And there's some information involved here such as the Social Security number that we'd need to get from the person who's actually receiving the background check on themselves, but it will get passed to that background check provider. They'll do the background check. They'll send it back. And if it's a pass, we get this email back to Ted Decker saying this person's passed, their background looks good, and it will automatically populate in their person profile when they passed, the background check, all of that super helpful done for you. Then if the person has not passed for some reason, it will be sent back to the person in that approval role and they'll see for what reasons the person may not have passed and they can pick whether they want to accept that answer and consider this a fail or if they want to go ahead and pass the person, some other things they can configure as well. And then ultimately, another email will be sent and it will just keep everyone in the loop on what's happened with his background check. Now that you've got a background check provider set up, the person profile will show you all the information you need to know about whether someone's been cleared through their background check. Thanks for watching this video.