Unlike other platforms, ServiceReef’s integration with Rock provides unparalleled flexibility in how data is imported and managed. Organizations can choose exactly how their data is handled—from using tags or attributes for categorization to setting unique identifiers for specific data flowing from ServiceReef. This tailored approach ensures that the data integration process not only meets but enhances the organization’s existing data management practices.
The settings and configurations described below provide robust control over how user data from ServiceReef is imported and managed within Rock RMS, ensuring data integrity and facilitating efficient user management. Given the variety of ways our customers desire their data to be integrated, there are many options based on how your organization or church leverages Rock RMS.
Helpful Link: Rock Documentation for Configuring Jobs
A few quick examples to provide context for your team:
- Do you want data coming in to be unique, so you can always identify which fields are coming in from ServiceReef?
- Do you prefer leveraging Rock RMS attributes or tags on your members?
- Would you rather any data the user enters overwrite what you have or keep Personal Information locked so that the jobs do not overwrite email, DOB, etc.?
General Flow for Data (Purpose of the Jobs):
Once the jobs are configured, the general flow of data is as follows:
When a Trip (or “Opportunity”) is created within ServiceReef, the job will create a group within Rock RMS using the default Rock Group Attributes that are configured for that job.
When a participant applies for a trip and is approved for that trip within ServiceReef, then the user will be searched for within Rock RMS. If a user is not found already to be existing within Rock, then a new user will be created within the group. If an existing user record is found, then that user will be added to the group that was previously associated with that trip (i.e. “opportunity”).
When a donation occurs, the same logic will be applied and the donor record, if not already existing within Rock RMS, will be created for that donor.
3 Quick Steps for Rock Integration:
The following is primarily a one-time process that will be done by your internal Rock/Technical team and consists of three main steps:
Create an API Key/Secret within ServiceReef as you will leverage this in the Rock plugin configuration. Instructions on ServiceReef API Keys can be found here. If you have not previously had API access turned on and are on the Medium plan or higher, please contact ServiceReef support to have this feature turned on for your Organization.
Download and install the Rock Plugin from the Rock Store. This will download the appropriate package and allow your Rock team to configure the plugin for maximum effectiveness.
Add and Configure the jobs within Rock. When the plugin is installed, it does not automatically add jobs. Users must manually navigate to the job administration section to add jobs relevant to the plugin (System Settings > Job Administration > Add). There are three jobs that need to be added for the ServiceReef plugin (additional information for each of these is included below):
ServiceReef: Import Donations
ServiceReef: Import Trips
ServiceReef: Import Users
Image below showing "System Settings"
Image below showing "Jobs Administration" (after selecting Jobs Administration above)
Scheduled Job Details (Option to Import Donations, Users, or Trips)
ServiceReef: Import Donations - Plugin Description
Job Settings
Default Donor Member Status
Description: This field sets the default membership status for donors when their data is imported into the system. This status applies only to new donor records created through the import process.
Customer Configuration: Select a default status from the available options in Rock that will be applied to new donors added through the plugin.
Limit Imported Donations by Date Range
Description: Restricts the import of donation data to a specified date range. This setting helps manage the volume of data being imported and focuses on the most relevant donation records.
Customer Configuration: Specify a date range for the donations you want to import. This can be configured to import donations from a particular period, such as the last year or last month.
Rock Donation Structure
Account
Description: Specifies the financial account within Rock that will be used for all incoming donations. This setting determines where donations are recorded in the financial structure of Rock.
Customer Configuration: Select the appropriate account from a dropdown list of existing financial accounts in Rock to which all imported donations should be attributed.
Financial Gateway
Description: Indicates the payment gateway used for processing the donations. This setting ensures that each transaction is linked to the correct financial gateway in Rock.
Customer Configuration: Choose a financial gateway from the available options in Rock that matches the gateway used for receiving donations in ServiceReef.
Transaction Source
Description: Identifies the origin of the donation transactions, providing context and tracking for financial management.
Customer Configuration: Select the appropriate transaction source that describes where the donations originated, typically linked to how the donation was processed or received.
ServiceReef Account Type
Description: This field is not explicitly mentioned in the transcript, but typically it would specify the type of account in ServiceReef associated with the donations, providing further integration details.
Customer Configuration: This would typically be set up during the integration process to ensure that donations are correctly categorized under the appropriate ServiceReef account types.
ServiceReef API
ServiceReef API Key
Description: A unique identifier used to authenticate the plugin's access to ServiceReef's API, allowing secure data exchange between Rock and ServiceReef.
Customer Configuration: Enter the API key provided by ServiceReef into the plugin settings to establish a connection for data synchronization.
ServiceReef API Secret
Description: A secret key used in conjunction with the API key to enhance security during data transfer between Rock and ServiceReef.
Customer Configuration: Input the API secret provided by ServiceReef alongside the API key in the plugin settings to ensure secure communication.
ServiceReef API URL
Description: The endpoint URL for ServiceReef’s API where requests from Rock will be sent to fetch or send data.
Customer Configuration: Enter the API URL provided by ServiceReef in the plugin settings to direct data requests to the correct ServiceReef server.
ServiceReef: Import Trips - Plugin Description
Job Settings
Default Added Member Status
Description: Sets the default membership status for new members (trip participants) added to the system through the trip import process.
Customer Configuration: Select a default status from the list of available statuses in Rock for newly added members through the trip import job.
Limit Imported Trips by Date Range
Description: Restricts the import of trip data to trips occurring within a specified date range. This helps to focus the import process on relevant trips, reducing unnecessary data processing.
Customer Configuration: Define the date range during job configuration to specify which trips should be imported based on their scheduled dates.
Rock Group Attributes
Map ServiceReef Trip Start Date to:
Description: Maps the start date of trips from ServiceReef to a corresponding attribute in Rock.
Customer Configuration: Choose an attribute within Rock to store the start date of each trip imported from ServiceReef.
Map ServiceReef Trip End Date to:
Description: Maps the end date of trips from ServiceReef to a corresponding attribute in Rock.
Customer Configuration: Select an attribute in Rock to store the end date of each trip imported from ServiceReef.
Rock Group Structure
Parent Group
Description: Specifies the parent group under which all imported trip groups will be categorized in Rock.
Customer Configuration: Select from existing groups in Rock to set a parent group for new trip groups coming from ServiceReef.
Year Group Type
Description: Defines the group type used to categorize trips by their year of occurrence.
Customer Configuration: Choose a group type in Rock that will be used to categorize trips by year.
Trip Group Type
Description: Specifies the type of group that will be used for each individual trip imported.
Customer Configuration: Select the specific group type in Rock that will be used for organizing individual trips.
Rock Person Attributes
Map ServiceReef UserId to:
Description: Maps the user ID from ServiceReef to a specific attribute in Rock, helping to maintain a reference between ServiceReef users and Rock profiles.
Customer Configuration: Assign a Rock attribute where the ServiceReef user ID should be stored.
Map ServiceReef Profile URL to:
Description: Maps the URL of a user's profile on ServiceReef to an attribute in Rock, providing a direct link back to the user's profile on ServiceReef.
Customer Configuration: Choose an attribute in Rock to store the URL link to a user’s ServiceReef profile.
ServiceReef API
ServiceReef API Key
Description: A unique identifier required to authenticate the integration with ServiceReef's API for data exchange.
Customer Configuration: Enter the provided API key from ServiceReef into the plugin settings to enable communication.
ServiceReef API Secret
Description: A secret key that enhances security by pairing with the API key during data exchanges with ServiceReef.
Customer Configuration: Input the API secret provided by ServiceReef to secure the data transfer process.
ServiceReef Category Settings
Use Rock Tags instead of Attributes for Custom Categories
Description: Determines whether custom categories from ServiceReef should be stored as tags in Rock instead of as attributes.
Customer Configuration: Toggle this setting based on the preferred method for categorizing imported data.
Make Custom Categories Unique Platform Wide
Description: Ensures that custom categories imported from ServiceReef are unique across the platform by possibly prefixing them to avoid duplication.
Customer Configuration: Enable this option if unique identifiers for each category are necessary.
Sync Only Existing Custom Categories
Description: Limits the synchronization to only those categories that already exist in Rock, ignoring any new categories from ServiceReef.
Customer Configuration: Activate this setting to avoid adding new, unintended categories to Rock.
ServiceReef Member Question Settings
Create new Member Question Attributes and update existing
Description: Allows for the creation of new member question attributes and the updating of existing ones during data synchronization.
Customer Configuration: Enable this setting to allow automatic creation and updating of member question attributes based on imported data.
Make Member Question Attributes Unique Platform Wide
Description: Ensures that member question attributes are unique across the platform to prevent overlap with existing attributes.
Customer Configuration: Turn on this setting to enforce uniqueness in member question attributes throughout Rock.
ServiceReef: Import Users - Plugin Description
Job Settings
Update Personally Identifiable Information (PII) for Existing Users
Description: This setting allows the system to update personal details (PII) such as first name, last name, email, etc., for existing users during the import process.
Customer Configuration: Customers can choose to enable or disable this feature depending on whether they want existing user data to be updated automatically.
Default Added Member Status
Description: Sets the default membership status for new users added to the system through the user import process.
Customer Configuration: Customers need to select a default status from the list of available statuses in Rock for new users added through the import.
Limit Imported Users by Date Range
Description: Restricts the import of user data to users who were created within a specified date range, thereby managing the volume of data being imported and focusing on the most relevant user records.
Customer Configuration: Define the date range during job configuration to specify which users should be imported based on their creation date.
Rock Person Attributes
Map ServiceReef UserId to:
Description: Maps the unique user ID from ServiceReef to a specific attribute in Rock, establishing a link between the ServiceReef user profile and the Rock system.
Customer Configuration: Customers should assign a Rock attribute where the ServiceReef user ID will be stored, facilitating user identification across platforms.
Map ServiceReef Profile URL to:
Description: Maps the URL of a user's profile on ServiceReef to an attribute in Rock, providing a direct link back to the user’s profile on ServiceReef for easy access.
Customer Configuration: Choose an attribute in Rock to store the URL link to a user’s ServiceReef profile.
ServiceReef API
ServiceReef API Key
Description: A key required to authenticate the integration with ServiceReef's API for secure data exchange.
Customer Configuration: Enter the API key provided by ServiceReef in the plugin settings to enable the system to communicate with ServiceReef.
ServiceReef API Secret
Description: A secret key used alongside the API key to enhance security during data exchanges with ServiceReef.
Customer Configuration: Input the API secret provided by ServiceReef to ensure secure and encrypted data transfer.
ServiceReef API URL
Description: The endpoint URL for ServiceReef’s API where requests from Rock will be sent to fetch or send data.
Customer Configuration: Enter the API URL provided by ServiceReef in the plugin settings to direct data requests to the correct ServiceReef server.
ServiceReef Category Settings
Use Rock Tags instead of Attributes for Custom Categories
Description: Determines whether to store custom categories from ServiceReef as tags in Rock, rather than using attributes, which can offer more flexibility in filtering and organizing data.
Customer Configuration: Toggle this setting to choose between using tags or attributes for managing custom categories imported from ServiceReef.
Make Custom Categories Unique Platform Wide
Description: Ensures that custom categories imported from ServiceReef are uniquely identified within Rock, preventing conflicts with existing categories.
Customer Configuration: Enable this option to automatically prefix custom categories to ensure their uniqueness across the platform.
Sync Only Existing Custom Categories
Description: Limits the synchronization to only those categories that already exist in Rock, preventing the creation of new, potentially unwanted categories.
Customer Configuration: Activate this setting if you wish to avoid adding new categories that are not predefined in Rock.
ServiceReef Member Question Settings
Create new Member Question Attributes and update existing
Description: Allows for the creation of new attributes for member questions and the updating of existing ones during the synchronization process.
Customer Configuration: Customers can enable this feature to allow the system to automatically create and update attributes based on member questions from ServiceReef.
Make Member Question Attributes Unique Platform Wide
Description: Ensures that member question attributes are unique across the entire Rock platform to avoid duplication and conflicts with existing attributes.
Customer Configuration: Enable this setting to ensure uniqueness of member question attributes, enhancing data integrity and clarity.
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