Syncing with CCB
A sync pulls the latest from CCB into Ministry Toolkit. You can sync one tool with the Sync button, or have every tool sync on a schedule with Auto-Sync.
The Sync button
The Sync button is in the top bar of each tool. It only syncs that tool, and usually only what you're looking at:
| Tool | What Sync does | Grayed out until |
|---|---|---|
| Sign Ups | Imports new CCB form responses for the selected event: new people, registrations and payments. Also checks DocuSeal for signed forms. | CCB or DocuSeal is connected |
| Follow Up | Runs the saved searches on the selected board's stages and pulls attendance for the board's CCB group. | A stage has a saved search, or the board has a CCB group |
| Attendance | Pulls attendance for your groupings. | You have an attendance grouping |
| Volunteers | Pushes the selected ministry's volunteers to its CCB group and runs volunteer form automations. | The ministry is linked to a CCB group, or form automations are on |
| Groups | Matches group rosters and leaders both ways with CCB and runs placement forms. | A group is linked to CCB, or a placement form exists |
When it finishes, a short summary shows under the button. Green means it worked. Red means something failed; the message stays until you close it.
Sign Ups doesn't show the Sync button on phones. Use a computer.
Sign Ups only imports each response once
Sign Ups imports each CCB form response one time. If a family edits their answers in CCB after that, the change doesn't overwrite what's in Ministry Toolkit. This protects edits your team makes. See Registrants for how to refresh a single registration.
Auto-Sync
Auto-Sync runs every tool's sync on a schedule, so nobody has to remember to click Sync. It's off until you turn it on.
- Go to your avatar > Workspace Settings > Auto-Sync.
- Turn on Enable auto-sync.
- Pick a Frequency: every 6 hours, every 12 hours, daily or weekly.
- For daily or weekly, pick the Time of Day (and Day of Week).
- Click Save Sync Settings.
Daily and weekly syncs run within about 15 minutes of the time you pick, in your workspace's time zone (set under Details). A big sync can take a while and keeps going in the background.
Auto-Sync covers all tools, even though the description on that page only mentions Sign Ups and Follow Up.
Sync History
Every sync, manual or automatic, is logged under Workspace Settings > Sync History.
- Each row shows the tool, when it ran, a summary and how long it took. Automatic runs are tagged auto and labeled All Apps.
- A green dot means it worked, amber means it's still running, red means something failed.
- Click a row to see every step. Failed steps are in red with the error.
History is kept for 120 days. Clear all deletes the whole log right away, with no confirmation.
When a sync fails
- Open Sync History and click the red row.
- Find the red step and read the error.
- Common fixes:
- "110 Service Permission": the CCB API user is missing a service. See the service list.
- "Sync paused after 100 batches" or "Sync stalled on a batch": there was a lot to import. Click Sync again to pick up where it left off.
- "Historical backfill in progress" in Attendance: it's catching up on older attendance. Click Sync again until the message goes away.
- Still stuck? Email support with a screenshot of the expanded row.
Common questions
I changed something in CCB. How soon will I see it? Right away if you click Sync in that tool. Otherwise at the next Auto-Sync.
Auto-Sync didn't run. Check Enable auto-sync is on and the frequency isn't Manual only. Check your time zone under Details; daily syncs follow it. Look in Sync History for an All Apps row, which may still be running.
I got a "Sync drift needs attention" notification. The nightly check found things that don't line up with CCB, like people who couldn't be matched or the same person twice in CCB. See Unmatched People.