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Background Checks and Trainings with MinistrySafe

MinistrySafe

This is a third-party vendor that processes background and credit checks as well as trainings. As part of Volunteer Management, TouchPoint integrates with MinistrySafe to make it easy for you to request these for your volunteers or employees. Our integration allows you to request these directly from a person’s record in the database.

In order to use this feature, your church will first need to establish an account with MinistrySafe.

Note

The billing for the background checks is between your church and MinistrySafe. There are no added fees from TouchPoint associated with this feature. You pay MinistrySafe directly.

Setting Up Your MinistrySafe Account

Once you have established an account with MinistrySafe, your system admin will need to log in to your account and go to the Developer Center.

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Generate API key
Click the blue button that says Generate API Key.
Add Webhook

If you are using BOTH background checks and training classes, you will need two webhooks. Click the blue Add Webhook button.

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Background Check Webhook
Name: TouchPoint MS Webhook
URL: https://mychurch.tpsdb.com/ExternalServices/MSResults (replace MyChurch with the portion of your TouchPoint URL that comes before .tpsdb.com)
Webhook for: Background Checks
Training Classes Webhook
Name: TouchPoint TC Webhook
URL: https://mychurch.tpsdb.com/ExternalServices/TCResults (replace MyChurch with the portion of your TouchPoint URL that comes before .tpsdb.com)
Webhook for: Quizzes

Once all of those are set up, your system admin will need to go to https://safetysystem.ministrysafe.com and log in. From there, click the gear icon and select Organization Settings. There are several optional settings that can be set here. Not all of the settings are required.

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Background Check Email

This is the email a person receives when someone has requested a background check using Email for Consent.

Contact Info - To set the Contact Name and Contact Email from who this message should be sent, go to Organization Settings > Background Checks Module Configuration and edit the Contact Name and Contact Email.

Note

The email comes from the church’s name, but the actual email address is automation@instascreen.net.

Content - Background Check email text is not editable. Admins are not able to edit the style of the emails.

Training Classes Email

This is the email a person receives when someone has requested a training class.

Contact Info - To set the contact name, go to `Organization Settings > Sender SSA ` and select a User from that list. To be on that list, they must have already been added as a MinistrySafe user by an admin. When a training request is made, the email they receive will come from this person.

Content - To edit content on any of the Training email templates, go to Trainings > Training Settings

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Required Settings

Go to Administration > Setup > Settings > Integrations > MinistrySafe and configure the following settings.

Enable MS Background Checks
Set this to True to enable background checks with MinistrySafe.
MinistrySafe APIKey
Enter the API Key created by your System Admin in your MinistrySafe account.
MS API Base URL
https://safetysystem.ministrysafe.com/api/v2/

Optional Settings

Your System Admin can set up the following settings.

Enable MS Background Labels
If you want to use labels (for example, to track which department requests a background check), set this to True.
Enable Training
Set this to True to use MinistrySafe training classes.

Required User Roles

Assign the following roles to the user(s) who will use this feature. Your System Admin can add these roles if they are not already in your database.

BackgroundCheck
This is needed to manage the background check process.
MinistrySafeClasses
This is needed to mangage the training classes process.

Now your database is ready to begin using MinistrySafe for background checks and training classes.

Tip

We have a SQL Recipe for a special Background Check Report. Your System Admin can add this to your database if you would like a report that you can run from the Blue Toolbar. The report will indicate if a person has a background check and has columns for each field, such as the Last Date Checked, Approval Status, and more.


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Sample Background Check Report

Labels in MinistrySafe

If you want to use labels to indicate which department is requesting a background check, you have the option to use them. The purpose of labels is to distinguish background checks and/or credit checks for different purposes.

Enable the setting
Set the MS Background Labels setting to True if you want to use internal labels when submitting background checks or trainings.
Add the labels
Go to Administration > Setup > Lookup Codes > Miscellaneous > Background Check Labels and add the labels you have in MinistrySafe.

See also

Lookup Codes



Latest Update 09/01/2022

Minor tweaks to the original article.