• Set Up Protect My Ministry Integration
  
  • Install Plugin
  • API Key
• Ordering the background check
  • Through Candidate Profile
  • Through Plugin
    • Submit Single Order
    • Submit Bulk Order
• View Results
  • Through Plugin
  • Through Candidate Profile
• Background Check Status

 

Set Up Protect My Ministry Integration

Whether you're an existing client with Protect My Ministry or a new client, you will need to go through our sign up process

After you've gone through the sign up process, make sure you have the Protect My Ministry v3 Integration plugin installed into Rock, and there will be an API key sent to you from Protect My Ministry to enter and connect the two systems.

Installing Plugin

The plugin for Protect My Ministry v3 Integration is available to install through the Rock Shop

• In Admin Tools, select Rock Shop

• On the top of Rock Shop will be orange tabs. Click on "Workflow"

• Scroll through all available Plug-Ins until you see Protect My Ministry
  • *Note* - Protect My Ministry 2.0 is still in the Rock Shop. Make sure you are downloading Protect My Ministry 3.0

• If you have not yet gone through the sign up process to get the new integration, there will be a link to sign up with Protect My Ministry on the plugin page. Or you can call 800-319-5581 to talk to a sales associate to sign up.
  • You MUST sign up, even if you are an existing account so PMM can properly integrate and update the account

• Install the Protect My Ministry 3.0 Plug-In 

Setting up API Key

Once the account has been signed up by Protect My Ministry, you will receive an email confirmation that the account is ready along with an API Key to plug into Rock.

• When you get the API Key from Protect My Ministry, go into the Admin Tools in Rock and select Installed Plug-Ins

• Click on the Protect My Ministry v3 Integration option
  • *Note* If you do not see PMM v3 Integration as an option under Installed Plugins, you may need to double check that you have successfully installed this plugin

 

• You should get a place to enter in the API Key in the "API Secret" field
  • *Note* If you do not see this after clicking on the plugin, you may need to click on Edit

• Updates Notification Group - This is to choose who will receive notifications from Protect My Ministry when a new background check package or billing reference is added in the PMM Portal

Ordering a Background Check

After installing the PMM 3.0 plugin and entering in the API Key, you will now have the ability to order the background checks inside of Rock

There are two ways to order a background check, through the candidate's Rock profile or through the PMM 3.0 plugin

Through Candidate Profile

• Inside of Rock, pull up the candidate's profile
• Under the Actions option, under the candidate's profile picture, click on "Send Background Check Invite"
  • *Note* If you have other PMM plugins, you will still see them as an option here. For the new integration, the option is only "Send Background Check Invite"

• You will be able to choose the type of background check to order and send out an online consent form link to the candidate to give consent and other required information needed.

• • Email - The email address will automatically populate with the candidate's email address from their Rock profile. You are able to change the email address if needed
  • Package - The different background check packages that can be ordered from your account
  • Billing Reference - Optional. These will only show up on your invoice to group together applicants that you've ordered background checks on. These will not affect the background check
  • Training Type - If you would like this applicant to go through The Child Safety Training. The Child Safety Training is a series of videos with a test at the end about child abuse awareness. This feature is a yearly cost. If you have not signed up with this feature, please contact our Support team at support@protectmyministry.com or call 800-319-5581
    
    
• The last step is to look over the FCRA Certification and Submit the order request to send the applicant the Online Consent Form
  • *Note* Even though this says Fair Credit Report Act, this does not mean a credit report is ordered on your applicant.

• The candidate will receive an email with a link to fill out the online consent form and to enter in the required information needed to run the background check and to give consent. 

Through Plugin

• Go into Admin Tools > Installed Plugins and select Protect My Ministry v3 Integration

• There will be three options, Open PMM Portal, Submit Single Order, and Submit Bulk Order

• • Open PMM Portal -This will open the Protect My Ministry portal, where you will be able to view the results to the background checks, create billing references, and create customized background check packages.
  • Submit Single Order -This will allow you to either manually order a background check on a candidate or send an online consent form link to the candidate
  • Submit Bulk Order - This will allow you to either manually order a background check on multiple candidates or send out the online consent form link to multiple candidates under a Data View

Submit Single Order

This option will allow you to either manually order a background check on a candidate or send an online consent form link to the candidate

Unlike ordering from the candidate's profile in Rock, the option to order through the plugin provides the option to manually order. Manually ordering will have you fill out the required information needed to run a background check and agree that you have a consent form on file.

• Search for the candidate by clicking on the Person dropdown

• Type in the name and select the candidate by clicking on the circle to the left of their name. Then click on Submit on the bottom

• After clicking on Initiate Order, in the middle of the screen, you will have the option to manually order a background check or send the online consent form link

• • New Manual Order- You will need to enter in the required information that is needed for a background check, such as the candidate's SSN, Date of Birth, Driver's License, etc. You will need to have a consent form on file that is signed by the candidate
  • Invite New Applicant(s) - Send an online consent form link to the candidate, so they can enter in their own information and give consent online. 
    
    
• Whichever option you choose, the next page will allow you to select what type of background check to order and if the Child Safety Training link will be sent to the candidate
  • *Note* - You will not be able to send out the Training link if you have not signed up for the service. You may be able to select an option on this page, but when submitting the order, you will receive an error message for the Training. 

• • Background Check Package - The different background check packages that can be ordered from your account
  • Child Safety Training - If you would like this applicant to go through The Child Safety Training. The Child Safety Training is a series of videos with a test at the end about child abuse awareness. This feature is a yearly cost. If you have not signed up with this feature, please contact our Support team at support@protectmyministry.com or call 800-319-5581
  • Check Alias -This option will have PMM search up any Alias names that are entered by the candidate (if the online consent invitation is being sent out) or by you (if choosing to manually order). Checking Alias Names will be an additional cost per name and per jurisdiction. Please contact our support team for more information.
  • State where employment or volunteering will occur - This is the state that the employment or volunteering will occur for the candidate. This will not affect the background check.

*Note* If this is a manual order, the next page will be where you will enter in the required information needed for a background check. If you are sending out the online form, this page will be skipped. 

• Required Information on this page: Middle Name Social Security Number, Date of Birth, email address, Address (Street Address, City, State, Zip, County)
  • Driver's License Number and Driver's License State is only required if a background check package is selected with the MVR service, which is the Motor Vehicle search
    
    
• The Billing Reference & Email Template page is where you can set the Billing Reference for this order and choose the Email Template for the Child Safety Training link

• • Billing References would have been set up in the PMM Portal
  • Child Safety Training Email Template is only required if you had selected to send out the Child Safety Training on the first page with the background check package
    
    
• The last page will be the Review Order page. Double check the information entered and check the Fair Credit Reporting Act
  • If you had manually ordered, the last button will say "Submit Order"
  • If you are sending out the online invitation link, the last button will says "Send Invitation"

Submit Bulk Order

You will have the ability to send out the online consent form invitation link to multiple candidates or manually enter in the candidates' information

• Search for the Data View to run the background checks on
  • Data Views is a Rock feature to group up candidates. You can go to Tools > Data Views inside of Rock to add a Data View with certain candidates inside.

• Select the Data View and click on Initiate Order

• In the middle of the screen, you will have the option to manually order a background check or send the online consent form link

• New Manual Order- You will need to enter in the required information that is needed for a background check, such as the candidate's SSN, Date of Birth, Driver's License, etc. You will need to have a consent form on file that is signed by the candidate
• Invite New Applicant(s) - Send an online consent form link to the candidate, so they can enter in their own information and give consent online. 

Whichever option you choose, you will either be able to choose which background check is ordered for all of the candidates listed (Global Settings), or go through the candidates individually if they need different background checks ran on them (Individual Settings)

• *Note* - When you choose a background check type under Global Settings, this will automatically fill out the Background Check Package dropdown for each candidate. You can adjust the drop down for any candidate if needed. 

• Background Check Package - The different background check packages that can be ordered from your account
• Child Safety Training - If you would like this applicant to go through The Child Safety Training. The Child Safety Training is a series of videos with a test at the end about child abuse awareness. This feature is a yearly cost. If you have not signed up with this feature, please contact our Support team at support@protectmyministry.com or call 800-319-5581
• Check Alias -This option will have PMM search up any Alias names that are entered by the candidate (if the online consent invitation is being sent out) or by you (if choosing to manually order). Checking Alias Names will be an additional cost per name and per jurisdiction. Please contact our support team for more information.

View Results

Once the background check is completed through Protect My Ministry, you will receive an email notification and you will be able to view it back in your Rock account in two ways, through the candidate's profile or through the plugin.

• *Note* - Both ways will send you to the PMM Portal to view the PDF file of the results

Through Plugin

• Go back to Admin Tools > Installed Plugins > Protect My Ministry v3 Integration

• Under the Protect My Ministry v3 Integration table will be a Requests table where all candidates with a background check request will be listed

• When the report is completed, there will be a PDF file under the Report column to the right side of the table. This will take you to the PMM Portal to view the completed report
• In the PMM Portal, you will click on the "View" hyperlink under the Report column. This will bring up the PDF file of the results of the background check

 

Through Candidate Profile

• Search for the candidate's profile inside of Rock and click on Extended Attributes on the top of the profile

• There will be a Safety & Security section and a PMM Background Check History section
  • The Safety & Security section will display information from the most recent background check ran on the candidate

• • The PMM Background Check History section will show all of the background check requests ran on this candidate

• To view the results on any of the background checks, you must click on the View in Portal hyperlink, which will transport you into the PMM Portal.
• In the PMM Portal, you will click on the "View" hyperlink under the Report column. This will bring up the PDF file of the results of the background check

 

Background Check Status

As soon as the online consent form invitation is sent out or a manual order has been submitted, you will be able to view the status of the background check

• Pending - The background check or Child Safety Training is in progress
• Invited - The online consent form link has been sent to the candidate, but the form is not yet completed
• Completed - The background check is complete and ready for your review
• Incomplete - The background check could not be completed due to missing information, invalid jurisdiction, no applicant address history. For the Child Safety Training, this status means that the candidate has not passed the test 
• Expired - The candidate did not respond to the online consent form link or complete the Child Safety Training in the allotted time. The time frame is defaulted to 7 days
• Rescreen - The applicant has a previously completed background check and is now due for another background check. The default time is 1 year but can be adjusted in the PMM portal
• Archived - The candidate has been archived in the PMM portal. This does not mean that the background check or candidate is inactive.  
• Success- Child Safety Training status to indicate that the training has been completed and the applicant received their certification with a score of 70% or higher.