Summary: This guide shows you how to activate and manage MinistrySafe Background Checks and trainings for your volunteers and staff members directly within Breeze. Note: While Background Checks are limited to US-based organizations, trainings are available globally.
Before You Begin
- Activation Requirement: An Account Owner must complete the initial activation of MinistrySafe for your account. Once activated, charges will appear on your monthly invoice.
- User Prerequisites:
- Email Address: The profile must have an email address to receive Background Check or training links.
- Birthdate: A birthdate is required to order Background Checks.
- Age limit: Background Checks cannot be run on individuals under 13 years old.
- Troubleshooting Tip: For best results, use Google Chrome or Firefox. If the Activate Background Checks button doesn’t load, verify that the user meets the prerequisites: they must have an email address on file and be at least 18 years old. Users under 18 are not permitted to order Background Checks. If the prerequisites are met and the button still doesn’t appear, clear your browser cache.
Step-by-Step Instructions
Activate Background Checks (First-Time Only)
- Log in as the Account Owner.
- Select the People tab and click on any profile (after ensuring they are over 18 and have an email address).
- Click the Activate Background Checks button located in the top right corner.
- Review the overview information and click Activate new MinistrySafe account.
- Review the pricing and process information, then click the checkbox to agree to the MinistrySafe Member Service Agreement.
- Click Activate MinistrySafe. (Please wait while the account is being created. A confirmation message will appear once the integration is active. You will now see buttons for both ordering Background Checks and trainings).
Order a Background Check
- Select a user's profile from the People tab.
- Click the Order Background Check button.
- Select the desired search level based on your organization's needs (click each level to see what searches are included). Click Continue.
- Select whether the person is a current or prospective staff member/volunteer and indicate if they work with children or children. Click Continue.
- Review the order details and click Place Order. (The user will receive an email from MinistrySafe with a link to complete their application process).
Assign a Training
- Select a user's profile from the People tab.
- Click the Order Training button.
- Select the desired training from the list. (If you select the Sexual Abuse Awareness Training, you will also be prompted to choose a specific focus). Click Continue.
- Review the order and click Assign Training. (The user will receive an email from MinistrySafe with a link to complete the training).
Track Progress and View Results
- View the MinistrySafe status card that appears on a person's profile after an order is placed.
- Check the status (e.g., Awaiting applicant, Assigned, Complete).
- Click on Complete (to view a Background Check report) or Passed (to download a Certificate of Completion) directly from the status card.
Troubleshooting & FAQs
- When am I billed for these services? Trainings are billed to your monthly invoice at the time they are ordered. Background Checks are billed only when the check is completed.
- Why can't I click the order buttons on a person's profile? The buttons will be disabled if the person is missing a required email address or a birthdate (for Background Checks). You can hover over the disabled button for a tooltip indicating the missing requirement.
- What happens after I send a request to a user? The user receives an email from MinistrySafe with a link to complete their Background Check or training. These links remain active for 14 days. If the link expires, you will need to contact the administrator for a new one.