Teams

Clearances

Set the background checks, training, and policies people need before they serve, send invites, and record results.

Clearances are what someone needs before they can serve in a spot, like a background check every 2 years for Kids, abuse-prevention training every year, or reading your child safety policy. Open Teams → Clearances.

You need the Clearances (background checks) permission to send invites, record results, and set up requirements and providers. An admin can turn it on in Users & permissions. Without it, you see only who’s Cleared, Expiring, or Not cleared on your teams.

Set it up

Optional: connect a provider to send checks and training from here.
Add a requirement for each check, course, or policy.
Attach requirements to whole teams in each team’s Settings, or to single positions (like a Kids classroom) on the team’s Positions. Sub-teams get their parent’s.

Requirements

Select Requirements, then New requirement.

Name: like “Kids background check”.
Type: Background check, Training, Policy to read and sign, or Something else.
Provider: a connected provider, or Manual (staff record results). With a provider, pick the Check or course.
Renew every (months): leave blank for never.
Only for people this age or older: leave blank for everyone.
Warn this many days before it expires: 30 unless you change it.
Sending invites: Automatically, when someone joins, or Staff send each one. Background checks start on Staff send each one, since each check costs the church.
Staff can record a recent check from somewhere else instead: for someone already checked by another church or a school district.

Select Save. Archive retires a requirement you no longer use, and Restore brings it back.

Background checks can’t be overridden. Nobody can be scheduled in a spot that needs one until they’re cleared. Other requirements show a warning, and a leader can add someone anyway with a reason.

To make a team doc into a clearance, like your child safety policy, open the doc on the team’s Docs and select Make it a clearance.

Providers

Select Providers. Without a provider, staff record every result by hand.

Select Connect MinistrySafe or Connect Checkr.
Paste the API key:
- MinistrySafe: in MinistrySafe, open the Developer Center and copy your API key.
- Checkr: in Checkr, open Account settings → Developer settings and copy the secret API key. Enter the State volunteers serve in if Checkr asks for work locations.
Leave Account on Live. Sandbox (testing) is for trying it out.
Select Connect.
Copy the Webhook URL and add it in the provider’s settings. For MinistrySafe, add it twice: once for Background Checks and once for Quizzes. This is how results come back on their own.

The provider bills the church directly for each check or course. Update key changes the key, and Disconnect removes the provider.

People

The People tab lists everyone on a team or position that needs a clearance. The cards at the top count each status. Select one to show only those people.

Status	Meaning
Ready to send	They need it, and it’s waiting for you to send the invite.
In progress	The invite went out, or they’ve Submitted it.
Needs review	The provider sent back a result someone needs to look at.
Expiring	It runs out soon. Shows the date.
Not cleared	They don’t have it, it expired, or it was marked not cleared.
Cleared	They’re good, with the date it was done.

Search by name, or filter by team or requirement.

Send invites

Select Send next to one person, or check several people (or Select everyone ready to send) and select Send invites. They get a “Get cleared” message, and finish it in the Teams app or on the provider’s secure page.

Record a result

For a check done somewhere else, or any manual requirement:

Select Record result.
Choose Cleared or Not cleared.
Enter when it was Completed, and when it Expires (optional). Leave Expires blank to use the requirement’s renewal period.
Add Done through (optional), a Proof link (optional), and a Note if you like.
Select Save.

Don’t paste report details here. Keep the report with the provider.

Review a result

When a provider flags a result, it shows Needs review, and people with the Clearances permission get a private alert. The volunteer is told a leader will follow up.

Select Review.
Select Open the report to read it on the provider’s site.
Add a Note if you like, and select Cleared or Not cleared.

Report opens a provider’s report any time. Check now asks the provider for the latest result instead of waiting.

Renewals and expiry

Before a clearance expires (30 days by default), the person gets a “Time to renew” message. Requirements set to send automatically also send the renewal invite.
On the day it expires, it’s marked expired. Their future spots that need it are released, and auto-replace looks for cover.

Import clearances

Bring in results you already have.

Select Import.
Pick a CSV file, or paste it. It needs a header row: email, first name, last name, requirement, completed, expires. The requirement must match one of yours by name, and expires is optional.
Select Check the file to see how many are ready and which lines were skipped and why.
Select Import.

See how every team is doing in the Clearances report.

Songs

Keep your song library with charts, arrangements, links, and rehearsal audio, ready to pick for each plan’s run sheet.

Check-in poster

Print a QR code poster volunteers scan with their phone to check in when they arrive to serve.