Rock U - Groups - Group Requirements

Transcribed Video Content

Chasing background checks, signed forms, and required trainings is a job no one can really keep up with. Group requirements add these things right to a group so that Rock can help enforce those things for you. Okay. Let's look into group requirements. So we're gonna start by going to admin tools, then settings, and type in group. You'll see something group requirement types. We'll click in here, and right now we have one setup, and that's background check. That's a pretty common one, and let's look into what this type is about. So we've got a name and a simple description. If you've got a lot of requirements, you'll probably want to start categorizing them. We can add a summary and some of these things such as the summary will show up externally if you're doing a fundraising group, for example, and you have a requirement to get into that group. You can also pick an icon, but there are three ways to calculate requirement criteria, and this is the most important part to understand. So you can use SQL, which is a querying language that we can use and we can say, if you fall into what's returned from this SQL statement, then you will be considered meeting this requirement or we can also have a SQL statement for you'd be considered in a warning state. Then for data views, we can use a data view in Rock. This is a super easy, powerful way to do it, and it's easy for you to understand who is in this data view so who's meeting the requirement of background check is still valid. Also, who's in a warning state, meaning the background check is about to expire. Or you can do this manually and you'd simply have a checkbox label, and you could have it be something meets requirement. And when people are being added to a group, you can just toggle that checkbox. But there's another actually state you can be in that isn't shown right here, which is does not meet. And that's if someone doesn't fall into the meets criteria data view, for example, or the warning criteria data view. So you'll wanna be careful regardless of the method you're using, but especially with data views to make sure that everyone who's in the meets criteria data view genuinely has a background check that is still valid and that people that are in the warning criteria data view are only people that should be in a warning state. We don't want to have things overlapping here so that Rock gets confused. Then we can pick the meets requirement label, does not meet requirement label, and warning label to describe the state of a requirement for an individual. And to make it easier for people to be in the right state and get their requirements, we can have workflows that run when either someone does not meet a requirement or has a warning requirement. We can pick whether it's auto initiated, and then we can have a link as well if we want to give to someone to direct them to. For example, if someone just got into a warning requirement, they might not know that, say their background check is gonna expire in thirty days. We could send them an email saying, hey, your background check is about to expire. We want you to stay within the requirements for this group. Here's a way to do it. That's a simple example, a sort of workflow that you could initiate. Then we can pick, which is really relevant for background checks, whether this expires. And in this case, background checks, we can say that they expire after thirty days. That's pretty fast, obviously. But a lot of requirements may expire. A lot of requirements might not expire. That's up to you. Then the due date, we can pick, when it comes to a group, whether the due date is immediate. You can configure the date specifically when someone's, added. You could even have a group attribute that is linked to when the due date is for a group requirement, or we could pick just a flat out days after joining number. But there we go. We've got this background check required requirement type, and let's go to group types now. We'll go to admin tools, settings, then look for group types, and let's go to serving teams as this is one where you'll often have some requirements. And we'll click on the group requirements section. You'll see that all we did is we added background check required, then we can get specific about who this requirement applies to. So here we say members, and we can pick whether it applies to all age classifications or just adults or children. We can even get super specific with a data view of who this applies to. And we can allow leaders to override the requirement manually, or we can require members to meet requirement before they can even be added to a group of this group type. But now we know we have this requirement on serving teams. Now let's go to a serving team. I'll go to people group viewer, and let's go to our children's serving team. If we scroll down here, we have group members and you can see this little warning icon. This yellow one means there's a requirement warning. Red one means they do not meet requirements. And Alicia has nothing on her profile, so she's all good. But we'll click requirements, and we can get real specifics about what their status is. And in the case of Cindy, she's got a warning that her background check is required. Pamela, her background check is really required. She's late on that. Then Alicia Marble, her background check is complete because we've got green here. And if you click into a person, you can pick to refresh their requirements, and that will just automatically run the check to see if they meet requirements, though that check automatically happens on a schedule. And if we had allowed leaders to override requirements manually, then in here, I'd be able to instead say that Alicia meets requirements, for example. But that's it for group requirements. Requirements make sure the right people serve in the right places. Rock does all the checking for you so that everyone is staying compliant.