Family Pre-Registration - Person & Family Field Guide

Available on the external website under Connect, the Family Pre-Registration page is often where people are directed to create a new record in Rock. Having a place where people can add themselves to Rock saves your staff and volunteers from having to manually create new people and families. The form is simple and easy to use, as shown below. Family Pre-Registration Entry 1 Campus and Planned Visit Date Capturing this information lets you know where the person might be planning to attend a service or event, and when. This information is typically only used if you’re launching a workflow as part of the pre-registration process. The Campus field will not be shown if you have only one campus. 2 Adult Information Adults will fill out this portion of the form for themselves. The block’s settings control which fields are optional or required. First and Last Name are always required at a minimum. 3 SMS Opt-In Allows the person to choose whether they would like to receive text messages on their mobile number. The options for this field may be hidden, only shown for first adult, shown for all adults or shown for adults and children. 4 Address The same address will be applied to all adults and any children entered on the form. This will be stored as a Home address. 5 Child Information The block’s settings let you control which questions to ask children. These are configured separately from the questions that are asked of adults. In both cases,...

Setting It All Up - Checking-out Check-in

With your configuration all documented (you did document it, right?), let's jump in and start configuring check-in for your organization. Simple Sample Keep in mind that sample configurations are already present at installation. Feel free to modify these settings, adding new items as needed. Service Times Let's start with something simple by configuring our service times (schedules) under Admin Tools Check-in Schedules. You'll use the values on this list later in the check-in configuration. They are used to help determine which services are active (allow check-in) at any given time. Editing A Schedule 1 Schedule Menu Tree Shows a hierarchical list of schedules defined in Rock. Notice that there are separate categories for Service Times and Event Schedules. 2 Name The name to use for the schedule item. 3 Abbreviated Name If present, the Abbreviated Name will appear in Group Scheduling areas. 4 Description A brief description of what the schedule refers to and how it will be used. 5 Enable/Close Check-in The times check-in will start (before the scheduled time) and end (after the scheduled time). If your Close Check-in time extends beyond the length of your service (based on the service's scheduled Duration), check-in will close when the service ends. In other words, if your service is one hour long then check-in will close after one hour even if your Close Check-in is set to more than 60 minutes. 6 Edit Schedule Click to edit the start date and time, event duration, and recurrence pattern. 7 Inactivate Schedule...

Setting It All Up - Checking-out Check-in - NextGen

With your configuration all documented (you did document it, right?), let's jump in and start configuring check-in for your organization. Simple Sample Keep in mind that sample configurations are already present at installation. Feel free to modify these settings, adding new items as needed. Service Times Let's start with something simple by configuring our service times (schedules) under Admin Tools Check-in Schedules. You'll use the values on this list later in the check-in configuration. They are used to help determine which services are active (allow check-in) at any given time. Editing A Schedule 1 Schedule Menu Tree Shows a hierarchical list of schedules defined in Rock. Notice that there are separate categories for Service Times and Event Schedules. 2 Name The name to use for the schedule item. 3 Abbreviated Name If present, the Abbreviated Name will appear in Group Scheduling areas. 4 Description A brief description of what the schedule refers to and how it will be used. 5 Enable/Close Check-in The times check-in will start (before the scheduled time) and end (after the scheduled time). If your Close Check-in time extends beyond the length of your service (based on the service's scheduled Duration), check-in will close when the service ends. In other words, if your service is one hour long then check-in will close after one hour even if your Close Check-in is set to more than 60 minutes. 6 Edit Schedule Click to edit the start date and time, event duration, and recurrence pattern. 7 Inactivate Schedule...

Kiosks - Checking-out Check-in - NextGen

#checkInAds { width: 100%; height: auto; aspect-ratio: 16 / 9; } Kiosks are the hardware devices used to check-in. Setting up kiosks allows you to specify the check-in configuration for a specific device or set of devices. This is helpful if, for example, you have a set of kiosks in your youth area and only want them used for the services in that area. The two main configuration points for the kiosk are: Locations: Kiosks are assigned to allow check-in for selected locations. Printing: Kiosks also help manage how and where printing takes place. See the Printing section for more options for label printing. Configuring Kiosks You can manage your check-in kiosks under Admin Tools Check-in Devices. Keep in mind that Rock supports multiple types of devices. Check-in kiosks are just one type. (Printers are also configured here.) When the check-in system starts up, it lists the kiosk devices so the attendant can select which kiosk configuration to use. It's also helpful to know that when you define a check-in kiosk configuration, it can be used on multiple physical machines at the same time. This means that when you define a check-in kiosk for use in your youth building, that definition can be used for each check-in computer or tablet in that area. Think of these configuration definitions as kiosk templates, not physical machines. Whether you are adding a new kiosk or editing an existing one, you'll use the screen below to manage the configuration. Kiosk Configuration 1 Name The...

Duplicates - Person & Family Field Guide

Where Duplicates Come From Duplicate records happen - period. It’s important that your organization understands why they occur and has a process to eliminate them by merging duplicate records. There are two main ways duplicate records are added to the system. The first is by a staff person or volunteer using the internal site. Before you add someone to the database, it’s important that you make sure they haven’t already been added. Even if you’re certain the person or family is new, it’s always a good idea to double check. The second way duplicates are added to the system is from activities (e.g., contributions, event registration, connection requests) on the external website. While Rock tries to limit the number of duplicates that are created, sometimes there isn’t enough data to know for sure. At other times a duplicate is created for security reasons. Rock has to be very careful not to allow someone to "hijack" a record. This would allow a person to create an account as another person and gain visibility to their contact and contribution information. In these cases, Rock will create a duplicate record so that a staff person can double-check that the activity is normal before performing a merge. Finally, it's important to understand that the amount of "friction" you decide to place on people using the public website can affect the number of duplicates generated. For example, you can attempt to limit the number of duplicates created by requiring individuals to log in for things...

Group Following - Rock Your Groups

Hopefully by now you've seen how to follow a person. If not, stop what you're doing and read this. You can also follow a group. Why...? Following a group allows you to put that group into easy reach from your My Dashboard page. How To Follow Following is super simple. First navigate to the group you'd like to follow. Then, press the follow star in the upper right of the group detail block. Following A Group Also note that when you have an event registration that places registrants into a group, you can configure the registration to notify all individuals who are following that group.

Fundraising Groups - Rock Your Groups

It's unfortunate, but sometimes it takes money to do good in this world. Whether it's money to pay the travel expenses of a mission trip or the small salary of an internship, costs can become a roadblock for many individuals. But when the community can be made aware of these needs, the burden of costs can be shared. The problem then becomes promoting the need and managing the transactions that are generated. Rock's fundraising features make quick work of both problems. Think of it as a mini Kick-starter just for your organization's needs! Let's dive in and see this feature at work. Fundraising needs are stored as a new group inside Rock. These groups are created with the group type Fundraising Opportunity. This group type provides several group and group member attributes that will drive the fundraising features within Rock. Each group will represent a specific type of fundraising activity. Examples include: A specific mission trip (e.g., Summer China Mission Trip) A specific type of fundraising (e.g., Summer Interns, Fall Sports Season) Fundraising Walk Through Keep in mind that each fundraising opportunity is a group. You'll manage the opportunities from the Group Viewer. Fundraising Opportunities - Group Viewer Ok, but that's the boring part. Let's start looking at how these groups are displayed on your external site! Out of the box Rock configures several pages to view fundraising opportunities. The pages are displayed under the Missions pages (found under the Connect menu item). The missions page lists the various opportunities...

Group RSVP - Rock Your Groups

If you’re hosting an event, class or other type of gathering, it can be very important to know how many people plan to attend. The expected attendance can impact things like the location, the refreshments and even how many chairs you'll need. Those are just some of the reasons why Rock comes with an RSVP system that lets you track whether invitees actually plan on attending your function. If this brings Rock’s event registration features to mind, you’re not too far off. You already know how robust and flexible event registration features can be, but sometimes it might be a little more than you need. Group RSVP is for when you just need to know who’s coming, plain and simple. Enable Group RSVP The RSVP function is enabled in group type settings, making RSVP features available to any groups within that type. All RSVP features are tied directly to a group. That means you must have a group created before you can use RSVP. The group doesn't need to have any members, but it needs to exist so individuals who accept your RSVP can be added to it. To enable RSVP for a group type, navigate to Admin Tools General Settings Group Types and open the RSVP settings for the group type. Enable Group RSVP 1 Group RSVP Enabled This checkbox must be selected to access RSVP features for any group of this type. Once enabled, the other two fields related to RSVP will appear. 2 RSVP Reminder System Communication...

Group Placement - Rock Your Groups

It all starts with the icon. Whenever you see this button, you can place a group. One of the easiest places to start is from the Group Viewer, you can place the members of one group into new groups quickly and efficiently. Group Placement - Add Group Once you're on the Placement screen, you can either add groups manually or use a configured Registration Template to streamline the setup. Match Group Types Carefully Be sure the template matches the Group Type of the group you're placing to avoid errors. Using the Group Placement Block You can add the standalone Group Placement block to any page. To supply the block with the needed group info, you must supply the info through URL parameters (more on that in the Registration Group Placements chapter of the Event & Calendar Guide). For more on Group Placement, see the Event Registration docs.

Communication Flows - Communicating With Rock

Communication Flows turn scattered messages into smart, strategic nudges that move people to action. Whether you’re announcing a new event or rallying a ministry team, Flows help you send the right message at the right moment, with a clear goal in mind. No more guessing what’s working. With built-in tracking, you’ll see exactly who’s engaging, what actions they’re taking and how close you are to hitting your target. Imagine hearing, “We want 25% of new attendees in our Intro Class by December,” and knowing you can measure every step of the journey with Flows. Flow Performance Overview You’re not just sending messages. You’re building momentum like a river gathering strength as it flows. What is a Flow? A Flow is a sequence of Rock-powered communications — Email, SMS or Push notifications — designed to guide people toward a specific goal. You can schedule messages over time, target exactly who should receive them and remove individuals once they’ve completed the journey. What is a Conversion Goal? A Goal defines success for your Flows. It’s based on actions like filling out a form, joining a group, registering for an event or appearing in a data view. With Conversion Tracking enabled, you’ll know if your messages are doing what they set out to do. Flow Types Recurring: Sends to a selected audience on a defined recurring schedule (daily, weekly, monthly). On-Demand: Assigns individuals to a flow instance as needed through workflows or other events, such as the Activate Communication Flow workflow action. One-Time:...

Communications - Rock Admin Hero Guide

These settings help Rock use powerful tools to communicate with your attendees. While each tool is covered below, additional information can be found in the Communicating With Rock guide. Communications Communication Templates You'll find over time that you often send the same types of emails and SMS messages over and over. When you see this pattern consider making a communication template to help simplify these tasks and improve consistency. System Communications System Communications (formerly known as "System Emails") are communication templates that are used by Rock to send very specific messages. Typically, these are automated communications, such as the message someone receives when they've forgotten their password and requested to reset it. System Communications can be used with either emails or SMS messaging. While Rock sets these up to look professional from the start, you may want to modify them to match your organization's branding. You can edit these communications under Admin Tools Settings System Communications. Communication Mediums When you send a new communication from People New Communication or from the bottom of any grid that contains a list of people, you can select to send either an SMS message or an email. Both of those are communication mediums. You can configure the settings for each medium from the Communication Mediums page. This is where you can set the Email transport to use normal SMTP or a bulk delivery service like SendGrid. This is also where you can configure the SMS medium to use Twilio to send text messages. You...

System Settings - Rock Admin Hero Guide

While system settings are rarely modified, understanding them will give you better insight into how Rock works and what's possible. System Settings Location Services Knowing the locations of those who engage with your organization can be very powerful. In order to do this, you need to be able to convert a person's address (3120 W Cholla St Phoenix, AZ 85029) to a latitude / longitude point (33.590795 , -112.126459). To do that, you’ll need to run your addresses through a geocoding process. Rock will handle all of the work; all you need to do is provide a geocoding service to handle the requests. Rock has a couple of services for you to pick from. More information on geocoding can be found in the Locations chapter of this document. Like the geocoding services, you can also send your addresses through a standardization process. These processes can fix the following for your addresses: Fill in any missing items (555 W Main to 555 W Main St) Fix any case issues (555 w main st to 555 W Main St) Standardize elements (555 West Main Street to 555 W Main St) Append Zip+4 info (85383 to 85383-3622) The standardization process helps increase the quality of the addresses in your database. More information on address standardization can be found in the Locations chapter. Entity Attributes We’ve already discussed how attributes can be attached to common entities like people or groups. By now you know about those attributes and the power they bring to Rock....

Jobs - Rock Admin Hero Guide

Jobs allow you to run a sequence of code on a defined schedule. A good example of this is the Rock Cleanup job that comes configured to run every day at 1:00 am. This job runs through a series of clean-up steps (like trimming the Audit Log) to help keep the Rock database clean and tidy. Below is a list of jobs that ship with Rock. Name Description Default Schedule Auto Open Locations Related to check-in, this job will automatically reopen rooms that have been closed. This allows closed rooms for one service to be open for the next service. You can select a Parent Location to limit which rooms are opened. You can also set a Re-open Period which tells the job to only open rooms that have been modified (e.g., closed) within this amount of time. This job only works for Locations that are of type Room. None a.ModifiedDateTime = reopenDateTime ); } -- Calculate Family Analytics This job populates Rock's family analytics. See our Person and Family Field Guide for more information. At 8:00 pm, only on Tuesday Calculate Group Requirements This job processes group requirements defined in the system. You can read more about this in the Rock Your Groups manual. Every day at 3:00 am Calculate Metrics This job runs any metrics with a defined schedule. You can read more about this in the Taking Off With Reporting manual. Every 15 minutes Calculate Person Duplicates This Run SQL job scours your Rock database on a...

Data Integrity - Rock Admin Hero Guide

With data coming into Rock from all directions, it can be a real challenge to keep it all clean, consistent and accurate. To help you out with that, we've built tools that find and fix issues as they arise. You'll find these tools under: Tools Data Integrity. Data Integrity Only individuals in the Data Integrity Worker security role will have access to these tools. Let's look at each one in detail. Duplicate Finder The duplicate finder routinely goes through your database looking for records that could be duplicates. When it finds possible matches, it scores them and lists them for you under: Tools Data Integrity Duplicate Finder. Duplicate List 1 Confidence Indicates the likelihood that this is a duplicate record. 2 Account Protection Profile The Account Protection Profile level assigned to the record. Records with a High or Extreme level may require staff with additional security to perform the merge. 3 Name The first and last name of the individual. 4 Match Count The number of possible duplicate records for this person. 5 Modified The date and time the duplication record was modified. This is another data point to help you determine if a record is a duplicate. 6 Created By The person (or possibly application) who created the duplicate record. This helps determine how the duplicate may have come into existence and which data point might be more accurate. Clicking on a row will take you to the duplicate detail screen. Duplicate Detail The top row represents the source...

Digital Signatures - Rock Admin Hero Guide

Holding Off We plan to implement a native digital signing feature in an upcoming release. We recommend waiting for that solution instead of purchasing a subscription to SignNow. This new solution will have no cost as it will be self-hosted in Rock. It’s possible that as a part of the project we'll be removing SignNow support in order to clean up the codebase. Many events and activities require legal waivers and documents to be signed by participants. Rock allows you to easily gather digital signatures. The requirement of a signed document can be added to either a group or a registration. We'll cover how to configure both of these later, but first we'll walk you through the configuration of the digital signatures environment. Setting Up A Digital Signature Provider Digital signature providers create a reliable and legal way of gathering digital signatures. As it does with many other services, Rock allows multiple digital signature services to be configured. Out of the box it ships with support for SignNow, although others could be made available in core or the Rock Shop in the future. Creating A SignNow Account The best way to configure a SignNow account for Rock is to create an account from their website signnow.com and then call the sales phone number and request that your account be granted API access. Once API access has been granted for your account, you'll be emailed the API Client ID and Client Secret. Linking Rock To Your SignNow Account With your Client...

User Login & User Accounts - Rock Admin Hero Guide

Logging in to your organization’s external Rock website provides many benefits to your visitors. Knowing who the person is makes it easier for them to fill out forms, allows them to manage their account and allows for extensive personalization. In order to log in, the person needs to have an account in Rock. For an account to exist, the person needs a record in Rock, and they’ll need a username and password. This can be done on behalf of the person by having a staff member or volunteer manually create a record and User Account. However, the person can set this up themselves from your external website. Login Page The Login page pictured below can be accessed different ways. Typically, the page is reached by clicking the Login button near the top right of your external website pages. The login page can also be accessed directly by going to https://yourchurch.com/Login. Login Page 1 Login ID and Password The Login ID could be a username or an email address. You can choose which one people should use when they’re creating an account, which we’ll cover below. The block settings allow you to change what this is called, so you can change it to say “Email” or “Username” to add clarity. 2 Keep me logged in Checking this box will allow the person to close the window and return later without having to sign in again. 3 Login When a valid Login ID and password are provided, clicking this button will log...

Electronic Signatures - Rock Admin Hero Guide

Many events and activities require waivers and releases to be signed by participants. Rock allows you to easily gather these signatures electronically without the need for a third party service. The requirement of a signed document can be added to a registration or a workflow. We'll cover how to configure these, and then we'll walk you through the configuration of the electronic signatures environment. In Workflows In Event Registration Anatomy of an Electronic Signature Before we jump in to see electronic signatures in action, let's look at what makes up an electronic signature in Rock. Signing Document: The person electronically signs a document, which is based on a template. Each electronic signature will produce a signed document. Applies To: Since the documents that go out for signatures can often be for minors, Rock distinguishes between the person to whom the document applies and the person who needs to sign the document. In the case of a camp waiver, the Applies To field would be the child going to camp. Assigned To: The Assigned To field represents the person who has been assigned to sign the document. In the camp example, this would be the parent or person who completed the registration. Signed By: This represents the person who electronically signed the document. This will be the same person that the document was Assigned To. Continuing with the camp example, this would be the parent or person who completed the registration. Electronic Signatures and Workflows Often, you'll want to have someone...

Welcome - Checking-out Check-in

Attendance data is the backbone of any organization's information strategy. Not only can it provide safety and security to the children who attend your events, it also provides a window into each person's ongoing relationship with your organization. As you read through this guide and start to think about configuring check-in for your organization, you'll realize the system has a ton of flexibility. Keep in mind that the downside of flexibility is complexity. To keep it simple, consider using the out-of-the-box configuration as much as possible, renaming locations, groups and service times as needed. As you get more comfortable with Rock, you can dive deeper into some of the more complex configurations.

Planning Your Configuration - Checking-out Check-in

Before jumping into the configuration of the check-in system, it's important to take a step back and do some planning. No matter how well you know your organization's structure in your head, it's critical that you put it all down on paper. This will help you get the configuration done right the first time and reduce the chance for error. Be sure to consider the following: What groups will you be checking into? Are they broken down by age, ability, gender or grade? How are these groups organized into areas? What rooms/locations are used for each group? Do these locations vary by: Day of the week (e.g., Saturday vs. Sunday) Service times Will you have special events (think Christmas, Easter, etc.) that will impact your normal configuration? If so, briefly write out how these will differ. If you have multiple campuses, how does this change by campus? Consistent Configuration We strongly encourage multi-site organizations to select just one area/group configuration as a standard. This will greatly simplify the attendance reporting and configuration. Of course, locations and schedules will need to be specific to the campus but do try to keep the groups and areas consistent. We've provided a Check-in Configuration Worksheet to help you plan your configuration. Use your answers above to complete the worksheet.

All About Labels - Checking-out Check-in

Out-of-the-box, Rock comes with a standard set of labels for use with check-in. There are two different types of labels: plain-text and icon-based. The icon-based labels, while more attractive, require that you install a specific font on each of your printers. This really isn’t hard (we walk you through it below), but some organizations may want to keep it simple and stick with the plain-text labels. Each of these labels is discussed below, with some notes on their usage. Label Description Sample Child Label (Plain Text): This is the label that will be placed on the child. This is a plain-text version that does not require installing the rockcheckin.ttf font on each printer. Child Label (Icons): This is an icon version of the child check-in label. Note Label: This label highlights any allergy or legal notes as well as providing a place for writing custom notes. Parent Label: This is the label that will be handed to the parents at check-in to be used as a token for checking the child out. Name Tag: This label can be used as a name tag for volunteer or event check-in. A Note On First Visit The first visit check-in icon will display if it's the child's first time checking into a group of any type (they've never checked into any group before). The flag does not look at the 'First Visit' person attribute, instead it solely uses group attendance data. Label Settings There are a few things you can configure for labels....