CRM Integration: Rock RMS

Integrate your Overflow transaction and donor data into Rock RMS to centralize all your giving information and seamlessly manage donor relationships.

⏩ Jump to 4:13 for a quick overview and tips on how to make the most of its features!

How to Activate the Rock RMS Integration
Get ready! This process involves several steps to generate a REST Key and locate your unique URL in Rock RMS. Both are essential for activating the Rock RMS integration with Overflow.

🔌 Rock RMS:

⚡️ Step 1: Generate a Rock RMS REST Key

1. Open a new window and log in to your Rock RMS instance.
2. Navigate to the "Security" tab in the Admin Tools Menu.
   
3. Click on the "REST Keys" button.
   
4. Create a new REST Key. (💡 This is how Overflow will sync your data to Rock RMS.)
   
   
   • Click the Plus (➕) button on the far right of the page.
   • You can name your key whatever you prefer.
     ⏯️ For example: In the demo video, we use "Overflow" to easily identify it later.
5. Click "Generate Key," then select "Save" to store your newly created REST Key.
   

⚡️ Step 2: Set Correct Permissions in Rock RMS

👉🏽 This guide will show you how to set up full Admin permissions for the integration.
👉🏽 If you prefer to customize the permission set instead, please scroll down for instructions on configuring the role to ensure the integration has all the necessary permissions. (🚓 How to Set Up a Custom Security Role)

1. Navigate back to the "Security" menu.
   
2. Click on "User Accounts."
   
3. Locate the user ("Person") you created, and click on their name to open their profile.
   
4. Select the "Security" tab.
   
5. In the "Security" tab, find the "Security Roles" section. Click the plus (➕) symbol at the end of the listing to add a new security role.
   
6. In the "Add to Group" pop-up window, set the permissions. (💡 This grants the user the necessary permissions to use the REST Key and activate the integration.)
   
   
   • Group: RSR - Rock Administration
   • Role: Member

⚡️ Step 3: Find Your Unique Rock URL

1. Return to the Admin Tools section and select "Security" again.
2. Click on "REST Keys."
3. Locate the web search bar at the top of the page and copy your Rock URL instance:
   
   
   • Only copy the portion of the URL that ends with ".com."
     ⏯️ For example: https://rock.rocksolidchurchdemo.com

🔌 Overflow Dashboard:
Great job! You've now obtained your REST Key and unique instance URL, which you'll use in your Overflow Dashboard to complete the integration. Stay with us—there are just a few more steps to go!

⚡️ Step 4: Enter Your REST Key and URL in Overflow

1. Once you have logged into your Dashboard, navigate to the "Integrations" module in the left sidebar.
2. Locate the Rock RMS Integration and click "Connect."
   
3. Paste your Rock RMS instance URL, which you copied earlier in ⚡️ Step 3, into the designated field.
4. Return to Rock RMS and copy the REST Key you created in ⚡️ Step 1. Paste this key into the "REST Key" field in the Overflow authentication window.
5. Under the "Campus/Fund Configuration" field, choose one of the following options based on your Rock RMS setup:
   • 🔄 Overflow Campaign As Rock Campus: This option uses the Overflow "Campaign" to create a "Campus" and the Overflow "Subcampaign" to create a "Financial Account" in Rock RMS. When Campus is synced to Rock, it will appear as a campus tag on the contribution itself and can be used in reports. Transactions will automatically appear in the Accounts folder that exactly matches the Fund name in Overflow. With this option, your campuses in Overflow need to exactly match the campus names in Rock or else new campuses will be created. Note that this option DOES NOT update or add a campus to a person's profile - it will only interact with the transaction level. 
   • 🔄 Overflow Campaign As Rock Financial Account: This option uses the Overflow "Campaign" to create a "Financial Account" in Rock RMS, but the Overflow "Subcampaign" will not be synced. This is a great option if you are not multi-site. 
   • 🔄 Overflow Campaign Unmapped: This option uses the Overflow "Subcampaign" to create a "Financial Account" in Rock RMS, but the Overflow "Campaign" will not be synced. This is a great option if you do not want transactions to display a Campus tag but still have the gift allocated to the correct Financial Account in Rock. 
6. Click "Authenticate" to activate the integration.

⚡️ Step 5: Configure Integration Settings
👉🏽 After clicking "Authenticate," you will need to configure the settings to enable Overflow to sync contribution data with Rock RMS.

1. Ensure the integration's status is marked as "Active" (displayed in green).
2. In the "Crypto Non-Cash Asset Type" field, select "Other."
3. For the "Non-Cash Asset Type," select "Stocks And Bonds."
4. Finally, click "Update" to save your changes.
   

After completing ⚡️ Steps 1–5, your Overflow contributions will automatically sync to Rock RMS once they reach the "Complete" status.

Customizing Integration Access
Depending on your preference, you have 2 options for granting access with the new REST API key. Choose the method that best fits your comfort level and security needs:

1. Administration Permissions: This is the simpler option, allowing full access.
2. Limit Access to Specific API Endpoints: This option is more complex, providing access only to the necessary endpoints.

🚓 How to Set Up a Custom Security Role

1. Create the Security Role: Navigate to Admin Tools → Security → Security Roles. Click on the plus (➕) icon to initiate the creation of a new security role.
   • You may assign any name you prefer. (e.g., “Overflow Integration” for clarity.)
   • This designation will be referenced in the subsequent step.
   • It’s recommended to keep the default settings for all other configurations, except for the name and optional description.
2. Set Least Privilege Permissions: Next, proceed to Admin Tools → Security → REST Controllers. Utilize the Secure menu, indicated by the lock (🔒) icon, to ensure that the newly created role is granted the necessary access permissions:

REST Controller	View Access	Edit Access	Usage	Specific Endpoints
Rock.Rest.Controllers.PeopleController	✅	✅	Searching for individuals to match with Overflow donors when creating "FinancialTransactions." Creating new "People" if no matches are found.	* GET /api/People/Search * POST /api/People * PATCH /api/People/{id}
Rock.Rest.Controllers.DefinedTypesController	✅		Retrieving IDs for "DefinedTypes" in your Rock RMS instance.	* GET /api/DefinedTypes
Rock.Rest.Controllers.DefinedValuesController		✅	Creating Overflow-specific "DefinedValues" for donors and contributions.	* POST /api/DefinedValues
Rock.Rest.Controllers.FinancialTransactionsController		✅	Creating "FinancialTransaction" from confirmed Overflow contributions.	* POST /api/FinancialTransactions
Rock.Rest.Controllers.FinancialPaymentDetailsController		✅	Creating "FinancialPaymentDetail" objects associated with "FinancialTransactions" for Overflow contributions.	* POST /api/FinancialPaymentDetails
Rock.Rest.Controllers.CampusesController	✅	✅	Matching existing "Campuses" to map to Overflow "Campaigns." Creating new "Campuses" if no matches are found.	* GET /api/Campuses * POST /api/Campuses
Rock.Rest.Controllers.FinancialAccountsController	✅	✅	Matching existing "FinancialAccounts" to map to Overflow "Subcampaigns." Creating new "FinancialAccounts" if no matches are found.	* GET /api/FinancialAccounts * POST /api/FinancialAccounts

🔑 Assigning Your REST Key the New Security Role

1. Navigate to Admin Tools → Security → User Accounts.
2. In the "Person" column, click the value for the REST Key user you created for the Overflow integration.
3. Open the "Security" tab.
4. In the "Security Roles" section, click the plus (➕) button to add a new security role.
5. Under "Group," select the role you created and click "Save."

Additional Integration Features

Rock Transaction ID
We’ve simplified referencing and syncing donors between both platforms!

1. In the Dashboard, navigate to the "Contributions" module.
2. Clicking on a specific gift will open the Contribution Drawer, a detailed window that offers additional information about the contribution.
3. Locate the "Integration Details" section.
   
   • It is listed as the last section before the ellipses (…)
   • The "Rock RMS ID" displayed here = "Rock Transaction ID" so you can easily find this transaction within your Rock RMS.
     

Refunds in Rock RMS

Refunds will appear as separate line items in the "Transactions" module.

1.