ChMS - Rock Follow
Focus Missions integrates with Rock RMS through a series of Apis creating a bi-directional sync with the thought that majority of the work would continue to happen in Focus Missions with that data being moved to Rock RMS.
Setup requires a little work in Rock RMS as well as Focus Missions by setting up an Api Key inside Rock RMS and providing those values to Focus Missions. This will allow Focus Missions to communicate with Rock RMS through Api calls.
First, launch your Rock RMS instance and go to the Security menu item under the toolbox icon. Once on the security screen, click on the 'REST Keys' icon. This will bring up the Api keys that are currently within your Rock RMS instance.
When on the REST Key List, click the + icon on the right side of the listing which will allow you to create a new Api Key for Focus Missions.
When creating a REST Key in Rock RMS, any value for all fields are acceptable. We recommend naming the new Api key "Focus Missions". For the Key field, we recommend clicking the "Generate Key" button which will create a random set of characters. Save the REST Key when all fields are filled out.
Once the REST Key is created, assign the REST Key to a Security Role. Because of the different areas that Focus Missions interacts with Rock RMS, it is recommended that the REST Key is associated with the 'RSR - Rock Administration' group. Focus Missions currently does not have a way to identify if the REST Key is properly assigned a security role.
From the security menu in Rock RMS, click on Security Roles
On the listing of Security Roles, click on the RSR - Rock Administration item.
Focus needs a specific security roles that ships with Rock RMS. "RSR – Rock Administration'. This will allow Focus to write data to Rock for Finance, People and Groups.
After selecting the security role, add a new group member to that security role by clicking the + icon under Group Members. Search for the name "Focus Mission" (or whatever you named the REST Key) and select that person then save the group member.
Associate in Focus Missions
After the REST Key has been created in Rock RMS. It is time to connect that REST Key to Focus Missions. Navigate to Focus Missions and then click on Admin > Settings. On the submenu from Settings, click on Software Integrations / Rock RMS
Make sure to copy the REST Key from Rock RMS to have it handy in Focus Missions
To setup the integration in Focus Missions, there are two fields that are required.
1. Rock RMS Url: This is the root domain of where your Rock RMS web instance is. In other words, how do you get to Rock and log in? (ex: https://rock.rocksolidchurchdemo.com)
2. Rock RMS Api Key: This is the Key that was created in Rock RMS from above.
3. Once the fields are filled out, click 'Verify'
After successful setup, there are two values that will need to be set. Set the connection status of team members and contributors. This will tell Focus Missions what connection status to give newly created people inside of Rock RMS should Focus need to create those individuals in Rock RMS.
1. Team Members: Team members are individuals that are going on trips. If the individual going on the trip is not already in Rock RMS, Focus Missions will create that individual. The connection status to give that individual is needed.
2. Contributors: Contributors are those that donate but are not going on the trip. If the individual going on the trip is not already in Rock RMS, Focus Missions will create that individual. The connection status to give that individual is needed.
The integration between Focus Missions and Rock RMS can be turned off at anytime by clicking the 'Turn Off Integration' button on the Rock RMS Software Integration screen. This will suspend any activity and syncing between the two systems.
When the integration is successful, Focus Missions first creates a group inside Rock RMS called 'Focus Missions'. This is a fundraising opportunity group. The reason for this group is to act as a top level group where Focus Missions will add all trips created in Focus Missions. You can see this group in Rock RMS by going to the 'Group Viewer'
Focus Missions interacts with Rock RMS around Trip Management by creating and maintaining the trip data from Focus Missions to Rock RMS. When creating a trip in Focus Missions, there will be a 'Rock RMS Options' section to set information that is important to Rock RMS. 'Donation Account' is the Account or "Fund" in Rock RMS that donations for this trip should go to. All money taken from Focus Missions will go to this account.
Creating a trip in Focus Missions will create a group in Rock RMS of type 'Fundraising Opportunity'. All groups created by Focus Missions will be under the parent group 'Focus Missions' in Rock RMS.
Below is the mapping of data fields from Focus Missions and how they are populated in Rock RMS for a trip.
| Rock RMS Field | Focus Missions Value |
|---|---|
| Name | Trip Name |
| Description | Description |
| Group Capacity | Maximum Head Count |
| Group Type | 'Fundraising Opportunity' |
| IsPublic | 'false' |
| IsActive | 'true' |
| Financial Account | Donation Account |
| Individual Fundraising Goal | Total Cost Per Person |
| Opportunity Title | Trip Name |
| Opportunity Type | 'Trip' |
| Enable Commenting | 'No' |
| Allow Individual Disabling of Contribution Requests | 'No' |
| Allow Individual Editing of Fundraising Goal | 'No' |
| Cap Fundraising Amount | Allow Fundraising Past Goal Amount? |
| Opportunity Date Range | Travel Dates Start Date / End Date |
When searching for individuals to add to a trip from an admin perspective, Focus Missions will search Rock RMS for the person based on first name and last name. If the individual exists in Rock RMS, the information about the individual is displayed to be selected.
Focus Missions will add people to Rock RMS when they do not exist and will update person information when information about the person is updated in Focus Missions.
Rock RMS currently cannot inform Focus Missions when changes to person information is changed in Rock RMS.
Along with basic information about a person, it is possible to capture data filled out by a profile question in Focus Missions to Rock RMS. When managing profile questions in Focus Missions, it is possible to select the Person Attribute in Rock RMS to update when that profile question is answered in Focus Missions.
Below is the mapping of data fields from Focus Missions and how they are populated in Rock RMS for a person.
| Rock RMS Field | Focus Missions Value |
|---|---|
| First Name | Legal First |
| Middle Name | Middle |
| Nickname | NOT USED |
| Last Name | Last |
| Connection Status | If Participant, uses Team Member connection status from integration setup If Contributor, uses Contributor connection status from integration setup |
| Gender | Gender |
| Birthday | BirthDate |
| Address (Group Location) | Address |
| Mobile | Phone |
Focus Missions assigns group members to the group in Rock RMS for team members going on the trip. These team members can be seen under the group under the Group Members list.
When an individual applies for a trip, the process starts to add that person to the group in Rock RMS. Depending on the rules set on the trip in Focus Missions, the group member is added in one of three statuses.
- Pending (if the individual applied and has not been accepted to the trip yet in Focus Missions)
- Active (if the individual is actively on the trip either by being accepted or added to the trip in Focus Missions
- Inactive (if the individual was once on the trip and is now removed.
As the individual goes through the process, Focus Missions will continue to update Rock RMS on changes to the group member.
Below is the mapping of data fields from Focus Missions and how they are populated in Rock RMS for a group member.
| Rock RMS Field | Focus Missions Value |
|---|---|
| Person | The person found or created from Focus Missions |
| Role | Team Leader or Team Member |
| Member Status | Based on what stage the individual is in on the trip
|
individuals who have a Rock RMS user account can use the same credentials to log into Focus Missions
Focus Missions allows for background checks to be run when the trip is setup to require one. Rock RMS also has the ability to request and keep background checks on individuals. Focus Missions can use Rock RMS to identify if a background check already exists for a person before ordering one.
Focus Missions requires the use of Protect My Ministry in order to connect Background Checks between Focus Missions and Rock RMS.
After setting up Protect My Ministry, you must select the Background Check Type. The list of Background Check Types shown, are the list of background check types configured in Rock RMS under System Settings > Protect My Ministry > Edit.
The background check type selected will be used to identify if the person has a background check in Rock RMS already. If a person has a background check but it doesn't match the type selected, a new background check will be created for the individual.
When the individual applies or is added to the trip, Focus Missions will check Rock RMS for an existing background check for the individual. If one exists already and it hasn't expired (in Focus Missions you specify how long a background check is good for) then Focus Missions will pull the information from Rock RMS to show that the individual has an already run background check.
If the individual does not have a background check already in Rock RMS for the background check type selected, one will be run from Focus Missions.
Currently there is not a way for Focus Missions to send a background check to Rock RMS after it is successful from Focus Missions.
Focus Missions does bi-directional syncing of donation information to and from Rock RMS. Any donation made in Focus Missions will be moved to Rock RMS as a transaction with transaction details.
In any online donation given to a group member in Rock RMS will be moved over to Focus Missions.
When a donation is made in Focus Missions, a transaction will be created in Rock RMS. It is possible for a transaction to have multiple transaction detail items associated to it, depending upon how the money needs to be allocated to team members. For instance, if a group 3 people apply for a trip and want to pay a $100 deposit, a transaction of $300 will be recorded in Rock RMS and then 3 different $100 transaction detail records will be created and associated with the 3 group members going on the trip.
Below is the mapping of data fields from Focus Missions and how they are populated in Rock RMS for a transaction.
| Rock RMS Field | Focus Missions Value |
|---|---|
| Transaction | |
| IsReconciled | 'true' |
| IsSettled | 'true' |
| SettledDate | Date of transaction success |
| Transaction Type | 'Contribution' |
| Authorized Person | Person that made donation |
| TransactionCode | ReferenceNumber NOTE: This reference number differs depending on the Payment Merchant |
| Show as Anonymous | Set by donor. Donor has ability to select if donation should be anonymous |
| Currency Type | Set by if payment is eCheck or Creidt Card |
|
Transaction Details |
|
| Account ID | The account selected under Rock RMS Options when editing a trip in Focus Missions |
| Amount | The amount of the transaction (could be dependent on the selection on group signup for pay deposit or pay in full) |
| Entity ID | This is optional. Set by if the donation is on the trip level or for a team member. |
| Entity Type | 'Group Member' |
Focus Missions will check Rock RMS for new transactions associated with Group Members periodically. In order for a transaction to be picked up, the transaction must be associated with a Group Member by going through the 'Fundraising Matching' process in Rock RMS. Associate the Group / Group Member for a transaction and it will be carried over to Focus Missions.
This is useful when you have a check or cash that was handed to you and you need to record it.
Focus recommends that cash and check donations are recorded first in Rock RMS. This will allow Focus to pick up the donation and record it in Focus Missions
Pushpay Donations
If you use Pushpay as your online giving provider, then transactions will be recorded in Rock RMS via Pushpay and not Focus Missions. Focus Missions will communicate with Pushpay to identify the payments that have been made for trips and team members and alter the transaction details of the transaction once Pushpay writes the transaction to Rock RMS.
Pushpay writes a transaction in Rock RMS and one transaction detail record as well. Once Focus Missions identifies that transaction, it will split the transaction into details necessary (ex: 4 people sign up for a trip and the payment needs to be split) and will associate to the right group members in Rock RMS.
If Pushpay is the payment merchant, you will no longer select the Rock RMS Donation Account options when creating a trip. Instead you will select the Pushpay Merchant and then the Fund that should be associated from Pushpay
