Building A Workflow For Background Check Reminders

Background Checks are a vital element for volunteers who are serving on your Church team, especially those who serve with children and students. To ensure that your background checks are always up to date, consider employing this Workflow in your system. 

Begin by building your Groups

Before you build your workflow, you will want to make sure you have groups built to house your volunteer teams. This workflow can automate reminders for multiple groups, so make sure your groups include everyone you would like reminders for. 


To add a Group, navigate to Groups and click Add. Give your group a name using good naming mechanisms and build out your settings to your liking. Continue building your groups until you feel you have all that you need! 

Pro-Tip: For Groups best practices, see our article titled 5 Tips for Building Great Groups.


Begin building your Workflow

Select Workflows from the left sidebar menu.



At the top left of the Workflow Screen, click Add.


Give your workflow a Name and a Description.

Pro-Tip: The name will make it easier to find the next time you need it, and the description will remind you of exactly what this flow is doing. See the example below.


Begin with +Add Trigger and select the Individual—Date Field trigger. In the Match an Individual who is in field, begin adding the groups for which you would like these background check reminders to work. You may add as many as you need. 


For the Choose Event field, select Last Background Check and select No in the Treat this event as an anniversary. 

Important: The Last Background Check field ONLY populates a date when you've integrated with Protect My Ministry for Background Checks. If you're using another provider, you'll need to set up a Configurable Date field of a similar name and manually input background check completion dates.


In the When the event is... field, add how often you'd like to re-run your Background Checks. For example, if you would like to run background checks for your volunteers every 2 years, you would add 2 years in the past in this field. 


Your completed trigger may look something like this:


You may choose to build out your actions however you like, but we recommend adding an Admin Message plan an Email or Text Message sent to the Group/Ministry Leader indicating which individuals are due for a new background check. 

Click +Add Action and select Admin Message.

Note: Example text might read, "This individual has not received a Background Check in the last two years. Please order a new one within the next two weeks."

Click Done and select +Add Action, then add the Email or Text Message action. Select The Group Leader(s) and anyone else you wish to include in the email. You may build the email settings however you wish and add a message for your recipients.

When you are ready, click Save and your workflow is ready to go! 



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