Rock U - Security - Background Checks v13

Transcribed Video Content

In this video, we're gonna cover background checks, a little bit about how they're configured and how they work. Let's take a look. Rock supports two background check providers out of the box. These are Protect My Ministry, is the first one, and we also use Checkr. So if you're not already signed up with the background check provider, then either one of these are great options. We recommend checking each out and deciding what works best for your organization. But for now, we'll go into a little bit of the configuration for each of these. So first, we'll take a look at setting up ProtectMyMinistry. Your first step in in setting this up is gonna be to go to admin tools, system settings, and ProtectMyMinistry. And then from here, you can configure your account and register for that. Then then you'll be given a username and a password, which you would type in on this page here. And then from there, you can go ahead and continue with the rest of the configuration. Now, if you already have a ProtectMyMinistry account, then we recommend that you call them and talk to them about what you need to do to get your account converted and known to be working with Rock. Usually, that's a pretty simple process, and a lot of times not much needs to be done. But it's always a good idea to give them a heads up that you're about to make a change. So if the background checks start coming in a little differently, they know how to accept that. Okay. Next, we'll look at, Checkr. Setting up Checkr is just a little bit different. Your first step is going to be to go out to the Rock Community website and log in, and you'll create a new Checkr account from there. That'll give you the access token that you'll need on this screen here. But there's also some setup that you need to do on the Checkr side. And all of the instructions for this are documented in the RockAdmin Hero Guide, so check that out for step by step instructions. So, how do you initiate a background check? There are a couple of ways, but the primary way is probably to initiate a check from the person's profile page. So if you go to the actions menu, you'll see we already have a workflow listed listed there for Checker. If you're using Protect My Ministry, you can add that workflow, which is just called background check. You can add that to this list of actions by editing the block settings here. So what happens when you launch a background check? Whether you're using Protect My Ministry or Checker, the process is about the same for both workflows. And we recommend that you keep those workflows and don't modify them, at least at first. , maybe as you get more accustomed to it and as you grow in your knowledge of workflows, then you might extend these workflows. But generally, they should meet most needs as is. So let's go ahead and walk through this workflow. So it'll start off, with the request from the person's profile page. That's where you'll initiate the workflow. And when you do, you'll be asked for a couple of bits of information, , we need the person's social security number. And then after that step, it'll kick off an email to the safety and security team. They're gonna review the request for a background check, and it's up to the safety and security team to determine if a if a background check should be processed. We just we have that step in there due to the costs of background checks, so requests don't just automatically go out whenever someone clicks the button. And so if the safety and security team decides that a background check isn't needed, they'll deny the request. And this will send an email to the staff person who requested the background check. That person can either update the request and resubmit it, or, they can just cancel the request. But more likely, what'll happen is that they will approve the request to go into the background check process, and that's where it gets sent off to your chosen provider, whoever you're working with. From there, the background check will return with the result of either pass or not pass. If there's nothing found, then we consider that a pass, and the requester will be notified of the completion. On the other hand, if anything was found, and we mean anything because we're not gonna be the ones to determine what would be a pass, then someone will have to review that, and they'll have to manually mark the result as either a pass or a fail. Either way, a notification will go out to the requester, and the corresponding person attributes will still be updated. Okay. So if you have the appropriate security, you can administrate these requests from tools, workflows, or from tools, my workflows. Pending requests from either Checkr or, Protect My Ministry will be viewed from here. It's also really good to know about this screen, which you can find under admin tools, system settings, protect my ministry. Once you've logged in and configured your account, the screen will look similar to this. Knowing that you can see all of the background checks in the bottom portion portion of the page is really helpful. Of course, you can look at the workflows, but these are the actual requests that the workflow initiated. And what's nice about this is you get a lot you get a lot more information, the report that came back. So you can definitely come here to check on the status of a particular request. And as you can see, the same thing applies to Checker under admin tools, system settings, Checker. And just with Protect My Ministry, you can see the requests down below, and you can view the status of the report itself. So that's a little bit of how you can set up your background check providers, how to initiate a request, and then how to review the requests that have been sent out. For more information on background checks, be sure and check out our Rock Admin Hero Guide posted to the community website. And thanks for watching.