Make sure your plugin setup is complete and your Financial Gateway has been configured.
Map Subsplash funds to Rock accounts
Start by going to Admin > Installed Plugins > Subsplash > Funds and Sync Funds to bring over your Subsplash Funds into Rock.
You will see a row for each Fund and Sub-fund you have in Subsplash and if you use Campuses there will be additional rows with the same Fund name but different campus names:
When first synced there will be no Rock Account selected and you can start mapping Funds to Accounts. A Fund can be mapped to many Accounts as needed.
When new Funds, Sub funds, or Campuses are added in Subsplash, you will need to make to sure return to the plugin to pull them in and map accordingly.
Sync transactions for the first time
After mapping funds to accounts, press Sync Transactions and set your date to your first gift in Subsplash. This will backfill Rock with your Giving data.
You can return to this page at any time if you need to sync gifts manually on specific days or time frames.
Sync transactions with a Rock job
So you do not have to sync manually each day, we recommend setting up our job!
In Admin > System Settings > Job Administration and click + to add a new Job. Look for "Sync Subsplash Donations (Plugin)" and select your Subsplash Financial Gateway:
Your Cron Expression will be how often this job runs, we recommend at least nightly. Your number of days back to sync should be set to at least 14 days to cover ACH processing times.
At this point, your existing donations should have been synced over from the initial Sync Transactions step above and they will continue to sync thanks to the job.
Syncing campaigns and pledges
In version 2.2 of the plugin, there is a unidirectional sync of Campaigns and Pledges from Subsplash to Rock. This lets you continue to process gifts through Subsplash Giving via created Campaigns and Pledges from donors while maintaining the records in Rock.
In your plugin settings under Funds, you will see an icon next to the fund name if it is connected to a Campaign. If you do not see this make sure to sync your funds.
Your pledges from donors will show in Rock under Finance > Pledges.
When a donation is received in Subsplash with a designation to the fund associated with the campaign, it fulfills the pledged amount. Once the donation is imported into Rock, it also automatically will fulfill the pledged amount for the account account.
Understanding batches and transfers
Since donations are processed through Subsplash your Transfer will always come from Subsplash and show on the Transfers page, but you do have control over batches in Rock.
In your Installed Plugins > Subsplash > Settings, click on your API client. The Batch Method dropdown option will have:
Transfer ID (default): Batch transactions together based on the transfer in Subsplash and its transfer ID.
Daily/Weekly: Allows the setting from the Financial Gateway to be used to configure daily or weekly batches based on the date of the gifts.
Processing refunds
Refunds do not sync between Subsplash and Rock at the moment, to initiate a refund you will need to make sure to refund the Gift in Subsplash to return the money to your user and refund the transaction in Rock to make sure the batch/transaction are updated correctly.
Frequently asked questions
Why am I missing a donation or payment in Rock?
Either the job failed to sync the transaction into Rock or it was sync over to a different person than you are looking at. If your batch numbers are not matching correctly than its safe to say the transaction is missing from Rock altogether and you should determine why the job is failing and/or that specific gift is failing to sync. Some commons reasons would be missing first name, last name, and/or email for the person in Subsplash. If your batches match then the transaction is somewhere in Rock but you may be wondering why its not associated with the right person. Make sure they did not give under a different email address in Subsplash or that they have a duplicate contact in Rock.