Background Check Integration (Protect My Ministry)

Background Check Management

Koinonia Link Premium integrates with Protect My Ministry (PMM) to provide seamless, secure background screenings for volunteers and staff.

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1. Initial Configuration

To begin, you must enter your PMM API credentials in the plugin settings:

• Go to https://www.protectmyministry.com/koinonia-sign-up-link/ and sign up for your API Key.
• Navigate to Koinonia Link > Settings > Integrations.
• Enter your API Key
• Select your preferred Package ID (e.g., Plus County, Plus Statewide, Auto County 7yrs etc).
• Save Changes.

2. Requesting a Background Check

Background checks are initiated directly from a person’s profile within the Koinonia Link CRM:

1. Create and or Edit the Users Profile of the individual .
2. Locate the Background Check meta box in the users Profile.
3. Select the Background Check Package you are requesting.
4. Optionally enter the billing Reference and Order ID for this order
5. Enter the Date of Birth (Required for Training Orders)
6. Optionally select a training product for this user
7. Review the Fair Credit Reporting Act – Client Certification and Check the box certifying the statement
8. Optionally Add Alias names to the order (Note: Additional charges apply for this)
9. Click “Order Background Check”. (Or if ordering training only Click Order Training Only)
10. The system will securely transmit the individual’s Name and Email to PMM.

3. The Applicant Workflow (PMM Sends Email option selected in Settings)

Once requested, the following automated steps occur:

• The applicant receives an email from Protect My Ministry with a secure link.
• They complete their personal details (SSN, DOB, etc.) directly on the PMM secure portal. Note: Koinonia Link never stores SSNs on your local server.
• Once submitted, the status in Koinonia Link will update to “Pending”.

4. The Applicant Workflow (PMM Sends Email option Not selected in Settings)

Once requested, the following automated steps occur:

• The Church staff will a secure link they can send to the applicant to click on. This link will show in several places to include on the users profile page, and the Koinonia Link Premium, Background Check page.  The user can also check their My Church Profile for training Links
• They complete their personal details (SSN, DOB, etc.) directly on the PMM secure portal. Note: Koinonia Link never stores SSNs on your local server.
• Once submitted, the status in Koinonia Link will update to “Pending”.

5. Reviewing Results

When the screening is complete, Koinonia Link will receive a notification via the PMM API:

• Status Update: The profile will reflect “Complete”, “Pending“, “Review Required”, or “Expired (only for Training Request after 14 days)”.
• Expiration Tracking: The system will automatically flag the background check for renewal based on your church’s policy (typically 2-3 years).
• Restricted Access: Only users with “Church Admin” or “HR” roles can view the specific status of a background check.

6. Safety Compliance

This integration ensures that volunteers are not assigned to high-risk roles (such as Children’s Ministry) unless a “Passed” background check is on file and current.

7. Notes

Not all results will show “Clear” (or Pass/Accept-the customer selects the word they want used on reports) or Needs Review as that is an optional feature with an additional cost.  To add this feature, email compliance@protectmyministry.com and request to have risk assessment added to their account.