{"id":98487,"date":"2026-10-05T16:43:38","date_gmt":"2026-10-05T14:43:38","guid":{"rendered":"https:\/\/churchtools.academy\/help\/non-knowledgebase\/uncategorized\/example-certificates-of-good-conduct-with-a-request-for-a-fee-waiver\/"},"modified":"2026-11-05T09:44:20","modified_gmt":"2026-11-05T07:44:20","password":"","slug":"example-certificates-of-good-conduct-with-a-request-for-a-fee-waiver","status":"publish","type":"docs","link":"https:\/\/churchtools.academy\/en\/help\/churchtools-modules\/routines-groups\/example-certificates-of-good-conduct-with-a-request-for-a-fee-waiver\/","title":{"rendered":"Example: Certificates of Good Conduct with a Request for a Fee Waiver"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">In this step-by-step guide, we&#8217;ll show you how to use routines to incorporate church-specific forms into the criminal background check process. This way, you can <strong>provide <\/strong>your employees <strong>with <\/strong>a <strong>pre-filled application for a fee waiver <\/strong>.<\/p>\n\n<p class=\"wp-block-paragraph\">To do this, unlike in our other <a href=\"https:\/\/churchtools.academy\/en\/help\/churchtools-modules\/routines-groups\/example-organizing-the-submission-of-certificates-of-good-conduct\/\">example\u2014where you need to organize the submission of criminal background checks<\/a>\u2014you\u2019ll need two groups and, of course, your church-specific form.<\/p>\n\n<aside class=\"wp-block-group ct-box ct-box-blue has-background is-vertical is-layout-flex wp-container-core-group-is-layout-1ccdadb1 wp-block-group-is-layout-flex\" style=\"border-radius:8px;border-left-color:#22c55e;border-left-width:0.5rem;background-color:#dcfce7;margin-top:var(--wp--preset--spacing--60);margin-bottom:var(--wp--preset--spacing--60)\">\n<p class=\"wp-block-paragraph\" style=\"margin-top:0.5rem;margin-right:0.5rem;margin-bottom:0rem;margin-left:0.5rem\"><strong>Tip<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\" style=\"margin-top:0rem;margin-right:0.5rem;margin-bottom:0.5rem;margin-left:0.5rem\">First, read through the entire process and clarify any points that aren&#8217;t clear to you. In the <a href=\"https:\/\/churchtools.academy\/en\/\" data-type=\"link\" data-id=\"https:\/\/churchtools.academy\/en\/\">ChurchTools Academy<\/a>, you&#8217;ll find helpful pages on various topics.<\/p>\n<\/aside>\n\n<h2 class=\"wp-block-heading\">What can you expect?<\/h2>\n\n<ol class=\"wp-block-list\">\n<li>First, create the template for the certificate, which each employee can print out to submit to the agency.<\/li>\n\n\n\n<li>Then you create two groups: one as a queue and one for the actual process of requesting the certificate of good conduct and moving the person to the queue once the document has been submitted.<\/li>\n\n\n\n<li>Next, set up routines for both groups that will guide you through the process.<\/li>\n\n\n\n<li>Just to be on the safe side, check to make sure everything is working properly.<\/li>\n\n\n\n<li>Finally, include all employees in the process.<\/li>\n<\/ol>\n\n<h2 class=\"wp-block-heading\">Step by step<\/h2>\n\n<h3 class=\"wp-block-heading\">Create a template for the form<\/h3>\n\n<ol class=\"wp-block-list\">\n<li>In the Groups module, open the <strong><em>Settings<\/em><\/strong>.<\/li>\n\n\n\n<li>In the &#8221; <em>Templates<\/em> &#8221; section, open the option <em><strong>Certificates<\/strong><\/em>.<\/li>\n\n\n\n<li>Create a <em><strong>template<\/strong><\/em> &#8220;Certificate of Good Conduct &#8211; Application for Fee Waiver&#8221; or something similar.\n<ol class=\"wp-block-list\">\n<li>You can find templates online, for example, from sports organizations like the DFB. Maybe your church or parish association also has a template you can import.<\/li>\n\n\n\n<li>Ideally, you should customize the certificate using <strong><em>placeholders<\/em><\/strong>.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n\n<h3 class=\"wp-block-heading\">Create Groups<\/h3>\n\n<ol class=\"wp-block-list\">\n<li>Create a <strong><em>groups<\/em><\/strong> &#8220;Certificate of Good Conduct Requested&#8221; or something similar.<\/li>\n\n\n\n<li>Create a <em><strong>groups <\/strong><\/em>&#8220;Certificate of Good Conduct Submitted&#8221; or something similar. <\/li>\n<\/ol>\n\n<p class=\"wp-block-paragraph\">The following applies to both groups: The <em>group type<\/em> should include a <em>participant<\/em> or <em>employee role<\/em>; we use <em>&#8220;employee<\/em>.&#8221; <em>Visibility<\/em> can be &#8221; <em>Restricted<\/em>,&#8221; and <em>the status<\/em> must be &#8221; <em>Active<\/em>.&#8221;<\/p>\n\n<h3 class=\"wp-block-heading\">Customize the &#8220;Certificates of Good Conduct Requested&#8221; group<\/h3>\n\n<ol class=\"wp-block-list\">\n<li>Go to the <strong>&#8220;Certificate of Good Conduct Requested&#8221; group<\/strong>.<\/li>\n\n\n\n<li>Under <strong><em>Settings &#8211; Certificates<\/em><\/strong> for the <em>Employee <\/em>Role.<\/li>\n\n\n\n<li>Next, create a <strong>routine for active employees<\/strong> with the following steps:\n<ol class=\"wp-block-list\">\n<li>Send an e-mail\u2014we&#8217;ve included a sample message at the end of this page.<\/li>\n\n\n\n<li>Plan a follow-up\n<ol class=\"wp-block-list\">\n<li>Title: &#8220;Certificate of Good Conduct Was Submitted&#8221; or similar<\/li>\n\n\n\n<li>Add a suitable description (optional).<\/li>\n\n\n\n<li>Due Date: Immediately<\/li>\n\n\n\n<li>Enable &#8220;Add to a group&#8221;<\/li>\n\n\n\n<li>Add to: Specific group<\/li>\n\n\n\n<li>Group: &#8220;Certificate of Good Conduct Submitted&#8221;<\/li>\n\n\n\n<li>Role: Employee<\/li>\n\n\n\n<li>Status: Active<\/li>\n\n\n\n<li>Resume routine care: After the follow-up visit<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Optional: Add a delay of a few days here.<\/li>\n\n\n\n<li>Remove from group<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Activate Routine<\/li>\n<\/ol>\n\n<h3 class=\"wp-block-heading\">Update the &#8220;Certificates of Good Conduct Submitted&#8221; group<\/h3>\n\n<ol class=\"wp-block-list\">\n<li>Go to the <strong>&#8220;Certificate of Good Conduct Submitted&#8221; group<\/strong>.<\/li>\n\n\n\n<li>Create a <strong>routine for active employees<\/strong> using the following steps.\n<ol class=\"wp-block-list\">\n<li>Send an e-mail\u2014a friendly message to the employee letting them know that you have reviewed and accepted their certificate of good conduct.<\/li>\n\n\n\n<li>Set a delay: We recommend 1,734 days, which is 5 years minus 3 months. This means the employee will receive the e-mail from the &#8220;Certificate of Good Conduct Requested&#8221; group 3 months before their certificate of good conduct expires.<\/li>\n\n\n\n<li>Add to another group: &#8220;Certificate of Good Conduct Requested&#8221;\n<ol class=\"wp-block-list\">\n<li>Role: Employee<\/li>\n\n\n\n<li>Status: Active<\/li>\n\n\n\n<li>Note: optional<\/li>\n\n\n\n<li>No &#8220;Scheduled Group Exit&#8221;<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Remove from group<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Activate Routine<\/li>\n<\/ol>\n\n<h3 class=\"wp-block-heading\">Testing<\/h3>\n\n<ol class=\"wp-block-list\">\n<li>Appoint yourself or a test subject as the leader of the &#8220;Certificate of Good Conduct Requested&#8221; group.<\/li>\n\n\n\n<li>Add another test subject as an active employee to the &#8220;Certificate of Good Conduct Submitted&#8221; group.<br\/>Expected result:\n<ol class=\"wp-block-list\">\n<li>The test subject receives the e-mail from the template group.<\/li>\n\n\n\n<li>The test subject enters the &#8220;Delay&#8221; step of the template group.<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Open the &#8220;Delay&#8221; routine step in this group and click &#8220;Skip&#8221; for the test subject.<br\/>Expected result:\n<ol class=\"wp-block-list\">\n<li>The person is removed from the template group.<\/li>\n\n\n\n<li>The person is added to the inquiry group.<\/li>\n\n\n\n<li>The person receives the e-mail from the inquiry group.<\/li>\n\n\n\n<li>A follow-up will be created in the inquiry group.<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Optional: Simulate the test subject and download the certificate from the request group.<\/li>\n\n\n\n<li>Now complete the follow-up from the request group.<br\/>Expectation:\n<ol class=\"wp-block-list\">\n<li>The person will be removed from the request group. If you&#8217;ve set up a delay here, it&#8217;s best to skip it manually.<\/li>\n\n\n\n<li>The person is added to the template group.<\/li>\n\n\n\n<li>The person receives the e-mail from the template group.<\/li>\n\n\n\n<li>The person enters the delay step of the template group with the configured wait time.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n\n<h3 class=\"wp-block-heading\">Start Live Operations<\/h3>\n\n<ol class=\"wp-block-list\">\n<li>Set the &#8220;Send e-mail&#8221; routine step in the &#8220;Certificate of Good Conduct Submitted&#8221; group to &#8220;Ignore.&#8221;<\/li>\n\n\n\n<li>Create an automatic membership that adds all children&#8217;s and youth program staff members as active members to the &#8220;Certificate of Good Conduct Submitted&#8221; group. Alternatively, add them to the group manually.<\/li>\n\n\n\n<li>Once all relevant people are in the groups and in the delay step, turn off the &#8220;Ignore&#8221; setting for the e-mail step again.<\/li>\n\n\n\n<li>Now, for each person in the delay step, set individually how long their current criminal background check is still valid.<\/li>\n\n\n\n<li>You\u2019ve done it\u2014congratulations!<\/li>\n<\/ol>\n\n<h2 class=\"wp-block-heading\">Sample Text: Request for a Certificate of Good Conduct<\/h2>\n\n<p class=\"wp-block-paragraph\">Here is a sample e-mail you could send to your staff. Please customize the text to fit your needs and settings in ChurchTools.<\/p>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p class=\"wp-block-paragraph\">Hello (Placeholder First Name),<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Thank you very much for volunteering in our community!<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To protect the people entrusted to our care and in accordance with our legal obligations, we require an <strong>extended criminal background check<\/strong> from all employees working in certain areas.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Please apply for this with the appropriate authorities and submit it to me for review once you receive it. The certificate of good conduct must not be more than three months old at the time of submission. It must be resubmitted every five years. We will, of course, remind you in a timely manner.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Here&#8217;s how to do it:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open the group (Placeholder Group)<\/li>\n\n\n\n<li>Select your name there.<\/li>\n\n\n\n<li>Download the certificate. With this certificate, you can apply for the extended criminal record check <strong>free of charge<\/strong>.<\/li>\n\n\n\n<li>You can apply at your local citizen service office or online via the <strong><a href=\"https:\/\/www.bayernportal.de\/dokumente\/leistung\/495978328467?plz=95326&amp;behoerde=00664562454&amp;gemeinde=569856783692\" target=\"_blank\" rel=\"noopener\">BayernPortal \u2013 Applying for an Extended Certificate of Good Conduct<\/a><\/strong>.<\/li>\n\n\n\n<li>The criminal record check will then be mailed to you.<\/li>\n\n\n\n<li>Please show it to me so I can review it. I will document that I have reviewed it to ensure that all necessary requirements are met.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">Thank you very much for your support and your valuable role in our congregation!<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Warm regards<\/p>\n<\/blockquote>\n<\/blockquote>\n\n<aside class=\"wp-block-group ct-artikel-zum-weiterlesen has-background is-layout-constrained wp-container-core-group-is-layout-79a8db7e wp-block-group-is-layout-constrained\" style=\"border-radius:8px;background-color:#f9fafb;margin-top:24px;margin-bottom:24px;padding-top:32px;padding-right:24px;padding-bottom:32px;padding-left:24px\">\n<h2 class=\"wp-block-heading has-medium-font-size\">Read more<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/churchtools.academy\/en\/help\/churchtools-modules\/settings-groups\/how-do-i-use-create-personalized-certificates\/\" data-type=\"docs\" data-id=\"27258\">How do I use\/create personalized certificates?<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/churchtools.academy\/en\/help\/churchtools-modules\/routines-groups\/how-do-i-create-edit-a-routine\/\" data-type=\"docs\" data-id=\"44294\">How do I create or edit a routine?<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/churchtools.academy\/en\/help\/churchtools-modules\/routines-groups\/what-are-delays-and-loops-in-routines\/\" data-type=\"docs\" data-id=\"44283\">What are delays and loops in routines?<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/churchtools.academy\/en\/help\/churchtools-modules\/automatic-membership\/understanding-automatic-membership\/\" data-type=\"docs\" data-id=\"7199\">Understanding automatic membership<\/a><\/li>\n<\/ul>\n<\/aside>\n","protected":false},"excerpt":{"rendered":"<p>In this step-by-step guide, we&#8217;ll show you how to use routines to incorporate church-specific forms into the criminal background check process. This way, you can provide your employees with a pre-filled application for a fee waiver . To do this, unlike in our other example\u2014where you need to organize the submission of criminal background checks\u2014you\u2019ll [&hellip;]<\/p>\n","protected":false},"author":43,"featured_media":0,"comment_status":"open","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"doc_category":[697],"doc_tag":[],"knowledge_base":[224],"class_list":["post-98487","docs","type-docs","status-publish","hentry","doc_category-routines-groups","knowledge_base-churchtools-modules"],"pp_statuses_selecting_workflow":false,"pp_workflow_action":"current","pp_status_selection":"publish","pp_force_visibility":null,"pp_subpost_visibility":null,"pp_inherited_force_visibility":null,"pp_inherited_subpost_visibility":null,"acf":[],"year_month":"2026-11","word_count":1047,"total_views":"1","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"Stefan Krumsdorf","author_nicename":"skrumsdorf","author_url":"https:\/\/churchtools.academy\/en\/author\/skrumsdorf\/"},"doc_category_info":[{"term_name":"Routines","term_url":"https:\/\/churchtools.academy\/en\/help\/churchtools-modules\/routines-groups\/"}],"doc_tag_info":[],"knowledge_base_info":[{"term_name":"Modules","term_url":"https:\/\/churchtools.academy\/en\/help\/churchtools-modules\/","term_slug":"churchtools-modules"}],"knowledge_base_slug":["churchtools-modules"],"_links":{"self":[{"href":"https:\/\/churchtools.academy\/en\/wp-json\/wp\/v2\/docs\/98487","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/churchtools.academy\/en\/wp-json\/wp\/v2\/docs"}],"about":[{"href":"https:\/\/churchtools.academy\/en\/wp-json\/wp\/v2\/types\/docs"}],"author":[{"embeddable":true,"href":"https:\/\/churchtools.academy\/en\/wp-json\/wp\/v2\/users\/43"}],"replies":[{"embeddable":true,"href":"https:\/\/churchtools.academy\/en\/wp-json\/wp\/v2\/comments?post=98487"}],"version-history":[{"count":1,"href":"https:\/\/churchtools.academy\/en\/wp-json\/wp\/v2\/docs\/98487\/revisions"}],"predecessor-version":[{"id":98488,"href":"https:\/\/churchtools.academy\/en\/wp-json\/wp\/v2\/docs\/98487\/revisions\/98488"}],"wp:attachment":[{"href":"https:\/\/churchtools.academy\/en\/wp-json\/wp\/v2\/media?parent=98487"}],"wp:term":[{"taxonomy":"doc_category","embeddable":true,"href":"https:\/\/churchtools.academy\/en\/wp-json\/wp\/v2\/doc_category?post=98487"},{"taxonomy":"doc_tag","embeddable":true,"href":"https:\/\/churchtools.academy\/en\/wp-json\/wp\/v2\/doc_tag?post=98487"},{"taxonomy":"knowledge_base","embeddable":true,"href":"https:\/\/churchtools.academy\/en\/wp-json\/wp\/v2\/knowledge_base?post=98487"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}