• Create background check packages
• Create Billing References
• Edit Email Templates
• Add New User
• Edit Rescreen Interval
• Edit Invitation Expiration
• Background Check Dashboard

 

From Planning Center, you can go into the PMM Portal a couple of ways:

• Repeat the steps as if ordering a background check inside of a Planning Center profile, and click on "Go to Protect My Ministry" on the bottom left of the External Add-On popup.

• Or, click on the badge icon inside of the Planning Center profile and select the status

 

You will not able to order background checks inside of the PMM Portal. But you are able to edit certain settings and add new users

Create Background Check Packages

The default background check packages will be the Essentials, Preferred, and Premiere. 

• • Essential - Multistate Criminal Search (National Criminal Search), National Sex Offender Registry, SSN Trace, One County Criminal Search
  • Preferred - Multistate Criminal Search (National Criminal Search), National Sex Offender Registry, SSN Trace, Unlimited Countywide Criminal Search (Auto Populated - 7 yrs)
  • Premier - Multistate Criminal Search (National Criminal Search), National Sex Offender Registry, SSN Trace, Unlimited Countywide Criminal Search (Auto Populated - 7 yrs), Unlimited Federal by District Search (Auto Populated - 7 yrs)

If any other type of background checks need to be ordered, you may create a new custom package inside of the PMM Portal. 

• Inside of the PMM Portal, click on "Packages" in the left side menu

• Click on the blue Custom Package in the upper right or click on the Custom Package under "You Custom Packages" 

• Name the new package. This can be named whatever, it will be internal for you and other users.

• You will be able to choose a Base Package (one of the default background check packages) or check the checkbox on the bottom "I do not wish to have a base package as part of this custom package"

• Click on "Continue to Add-Ons" to the right side, under Summary

• You will be able to choose individual searches to this custom package from this list of Add-Ons

• Click on "Save Package" to the right side

Create Billing References

Billing References are labels that will group up candidates on your invoice. You are able to attach the Billing Reference to a candidate while ordering the background check. 

• To create a Billing Reference inside of the PMM Portal to add them to the background checks, click on the gear icon in the upper right hand corner

• Then select Billing References

• This page will display any Billing References that would have been created. Click on the New Code button

• Under the "Title" table, a new field will open for you to type in
  • This can be named anything and this will display on your Invoice

• Click on the save icon to save the Billing Reference.
• The Make Default button will have this Billing Reference automatically appear to be attached to the candidate that you order background checks on.

Edit Email Templates

When you send out the Online Consent Form invitation to the candidate to have them enter in their own information and give consent online, an email will be sent with the link to the Online Consent Form. 

• You are able to edit the email message that is sent to the candidate by going into the gear icon in the upper right hand corner

• Then select Invite Email

There will be our default email template, which you can edit by clicking on the Edit to the right of the Default template. 

• To make a new email template, click on the "+ Email Template" in the upper right or the "+ Email Template" under the Default template.
  • Whether you're editing the Default template or creating a new email template, you MUST make sure the following tags are entered in: [ApplicantFirstName], [ApplicantLastName], [ClientName] and [InvitationLink]

• You'll be able to edit the email, the subject line, the name of the template, and the body of the email. The only thing you wont be able to edit is the From email address.

• • Email Template Name - This will be an internal name to help you locate email templates while sending out the Online Consent Form invitation
  • Client Name - As of now, this field does not effect anything
  • From - The email address that the email comes from for your candidates
  • Subject Line - The subject of the email
  • Email Message - The body of the email.
    • Please make sure to include the tags [ApplicantFirstName], [ApplicantLastName], [ClientName] and [InvitationLink]. These tags will autopopulate the applicant's first name, the applicant's last name, your organization's name, and the specific link to the Online Consent Form. 

Add New Users

You will be able to add new users to be able to order background checks from Planning Center. The users will need to go through the Authenticate process to set up the integration with their user. 

• To add a new user, go into the gear icon in the upper right hand corner

• Select the "Users & Permissions" tab

• If you are the owner (the person who signed up the account), you will see a Roles & Permissions section. Scroll down to view all the users in your account and to be able to add a new user by clicking on the + User

• Enter in the new user's information, then choose the permission they will have

Full Admin - User has access to the entire account. View background check results, archive background checks, edit billing information, create a custom package, create and delete users, edit disclosure and consent, edit invite email template

Limited Admin - User will only have the ability to send out the online consent form link for a background check and send out the Child Safety Training link, if the feature is added onto your account.

 

Edit Rescreen Interval

Once a background check is ordered, there will be a certain amount of time before a background check needs to be reran. Every organization has different time frames when ordering a new background check on a current candidate. 

You will be able to see the candidates that need a new background check in the Background Check Dashboard

• Go into the gear icon in the upper right hand corner

• You will automatically be in the General tab. If not, please select General. 

• Scroll down a little, under Notifications, to Applicant Invitation Expiry Interval

• The default interval is 1 year, but can be adjusted to 6 months.
  • If you need a different timeframe, please contact support@protectmyministry.com 

 

Edit Invitation Expiration

Through the PMM Portal, there is a way to update how long an Online Consent Form invitation link will expire. 

• Go into the gear icon in the upper right hand corner

• You will automatically be in the General tab. If not, please select General. 

• Scroll down a little, under Notifications, to Applicant Invitation Expiry Interval

• The default expiration is 14 days (2 weeks), but can be adjusted to 1 week or 1 month. 

Background Check Dashboard

Inside of the PMM Portal, there will be a Background Check dashboard to view any background check status, update the Assessment, filter by New Results, Alerts, Due for Rescreen, or Expired Invites.

• On the top of the Background Check table are common filters

• • New Results - These are completed background checks that have not yet been reviewed
  • Alerts - These are background check results that have an "Alert" on them. These alerts may not necessarily mean that there is a criminal record on the report. It's important to always review the background check results
  • Due for Rescreen - These candidates are due for a new background check ran on them. The default rescreening interval is 1 year. See Edit Rescreen Interval for instructions to adjust the rescreen interval. 
  • Expired Invites - These are the Online Consent Form invitation links that have expired. The default timeframe is 14 days. See Edit Invitation Expiration for instructions to adjust when the Invitation links will expire

In the background check table, there will be a Report column where you can see the results of the background check. 

• Click on the "View" under the Report column
  
  

After viewing the results of the background checks, you mark the report as "Clear" or "Escalate" internally

• Click on the Review under the Assessment column, then click on Edit Assessment

• The background check results will open again with three options to the right. Choose the Assessment and click on the Save Assessment button.

• This will update in the Assessment column in the Background Check dashboard