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Getting Started with Pastoral Care

Universal Setup Guide

🏁 Quick Implementation: Essential setup and configuration guide for the Pastoral Care Salesforce AppExchange application - designed for any organization managing member care and support.

📋 Complete Walkthrough: Step-by-step implementation guide from AppExchange installation to full organizational customization with team training and automation.

🎯 Quick Start Checklist​

Essential Setup Steps

✅ Step 1: 📦 Install from AppExchange
✅ Step 2: Understand the template system and customization approach
✅ Step 3: Configure essential settings for SMS and email notifications
✅ Step 4: Set up team permissions and access controls
✅ Step 5: Test core functionality with sample data
✅ Step 6: Train team members on key workflows

📋 Table of Contents​

📦 App Installation​

🚀 Install from AppExchange​

Get the App

📦 Install Pastoral Care from Salesforce AppExchange

The app is available as a free managed package and can be installed directly into your Salesforce org.

Installation Steps:

  1. Click the AppExchange link above
  2. Log in to your Salesforce org
  3. Click "Get It Now"
  4. Choose installation for "Admins Only" initially
  5. Review and accept terms
  6. Wait for installation completion

Installation Time: 10-15 minutes typically

🏗️ Template System Understanding​

Customization Philosophy

The Pastoral Care app is designed as a comprehensive template system. All components are starting point examples meant to be cloned, customized, and adapted to your organization's specific care management needs.

🎨 Template Components Overview​

11 Pre-Built Flexipages:

  • Caring Case Record Pages - Main case management interface
  • Contact Record Pages - NPSP integration with SMS components
  • Settings Dashboard Pages - Administrative configuration interface
  • Template Builder Pages - SMS and email template creation

Customization Strategy:

  • Clone existing pages as organizational starting points
  • Modify layouts for specific workflow requirements
  • Add custom branding and organizational styling
  • Configure field visibility based on record types

🔄 Customization Strategy​

🎯 Phase-Based Customization Approach

Phase 1: Assessment and Planning​

  • Inventory Current Components: Review all template elements
  • Map to Organizational Needs: Identify what fits vs. what needs changing
  • Plan Customization Scope: Determine extent of modifications needed
  • Document Current State: Baseline documentation before changes

Phase 2: Core Customization​

  • Record Types: Replace examples with organizational care scenarios
  • Page Layouts: Modify field visibility and organization
  • Email Templates: Customize communication style and branding
  • Settings Configuration: Adapt for team structure and workflows

Phase 3: Advanced Configuration​

  • Automation Rules: Modify workflow logic for organizational processes
  • Integration Setup: Configure NPSP or other system integrations
  • Reporting Setup: Create organizational performance dashboards
  • User Training Materials: Develop organization-specific training

🧭 Navigation and Setup​

📱 Accessing the Pastoral Care App​

Finding the App:

  1. Click App Launcher (9 dots icon) in Salesforce header
  2. Search for "Pastoral Care" or find in app list
  3. Click to open the app

Main App Tabs:

  • Caring Cases - Primary case management
  • Text Templates - SMS template creation and management
  • Pastoral Care Settings - Centralized configuration dashboard
  • Contacts - NPSP-integrated contact management
  • Campaigns - Member engagement tracking

⚙️ Essential Setup Requirements​

Critical Setup Items

These configuration steps are mandatory for basic app functionality. Skip these at your own risk!

1. 📋 Pastoral Care Settings Configuration​

🎛️ Settings Dashboard Setup

Create Active Settings Record​

  1. Navigate: Pastoral Care app → Pastoral Care Settings tab
  2. Create New: Click "New" to create settings record
  3. Required Fields:
    • Settings Name: "Production Settings 2025"
    • Active: ☑️ Check the Active checkbox
    • Description: Brief description of this configuration

Essential Settings Sections​

  • Email Alerts: Configure clergy and team notification templates
  • Team Assignments: Set up pastoral care and bereavement team settings
  • Phone Configuration: Configure phone field API names for SMS
  • Engagement Plan Templates: Link to NPSP templates (if using NPSP)

2. 📱 SMS System Configuration​

Mobile Device Requirement

SMS functionality only works on actual mobile devices. Desktop browsers cannot send SMS messages.

📞 Custom Settings for SMS

Configure Pastoral Care Custom Settings​

  1. Navigate: Setup → Custom Settings → Pastoral Care Custom Settings
  2. Click: "Manage" → "New" to create configuration
  3. Configure for Objects:
Setting NameObject API NamesPhone Field API Names
Contact_SMS_ConfigContactPhone,MobilePhone,HomePhone
CaringCase_SMS_ConfigCaring_Case__cContact__r.Phone,Contact__r.MobilePhone

Add textMerge LWC to Page Layouts​

  • Object Manager → Contact → Lightning Record Pages
  • Add Component: Drag textMerge to appropriate page section
  • Save and Activate the page

3. 👥 User Permissions and Access​

🔐 Permission Set Management

Assign Permission Sets​

  1. Setup → Permission Sets → "Pastoral Care Admin"
  2. Manage Assignments → Add administrative users
  3. Review Permissions: Ensure appropriate object and field access

Plan Team Access​

  • Admin Users: Full Pastoral Care Admin permission set
  • Care Coordinators: Modified permission set with case management access
  • General Users: Read-only access to relevant information
  • Mobile Users: Ensure mobile app permissions for SMS functionality

✅ Initial Customization Checklist​

🎯 Immediate Customization Tasks​

Replace Template Record Types:

  • Review Current: Understand the 9 example religious record types
  • Define Organizational Types: List your care scenarios
  • Create New Record Types: Build organizational record types
  • Update Page Layouts: Configure field visibility per type
  • Test Creation Process: Verify new record types work properly

Example Organizational Record Types:

  • Education: Academic Support, Counseling Referral, Family Emergency
  • Healthcare: Patient Advocacy, Family Support, Medical Transition
  • Corporate: Employee Assistance, Wellness Check, Life Event Support

📊 Implementation Phases​

Phase 1: 🏁 Foundation (Week 1-2)​

Core Installation and Setup:

  • Day 1-2: AppExchange installation and permission assignment
  • Day 3-4: Settings dashboard configuration and team setup
  • Day 5: SMS and email communication testing with sample data

Key Deliverables:

  • ✅ App installed and accessible
  • ✅ Basic settings configured
  • ✅ SMS functionality tested on mobile devices
  • ✅ Admin users trained on settings dashboard

Phase 2: 📧 Communication (Week 3-4)​

📨 Communication System Setup

Week 3: Email System Configuration​

  • Email Template Customization: Organizational branding and messaging
  • Team Assignment Rules: Configure who receives what notifications
  • Automation Testing: Verify email triggers work properly
  • Mobile Integration: Ensure mobile notifications work correctly

Week 4: SMS System Integration​

  • Text Template Creation: Build SMS templates for all record types
  • Merge Field Configuration: Set up dynamic data insertion
  • Mobile Device Testing: Test SMS functionality across different devices
  • User Training: Train teams on mobile SMS workflows

Key Deliverables:

  • ✅ Email notification system fully configured and tested
  • ✅ SMS templates created and validated on mobile devices
  • ✅ Team members trained on communication workflows
  • ✅ Communication preferences documented

Phase 3: 🔗 Integration & Automation (Week 5-7)​

⚙️ Advanced Integration Setup

NPSP Integration (if applicable)​

  • Engagement Plan Template Creation: Build templates for each record type
  • Assignment Rule Configuration: Set up automatic plan assignment
  • Task Management Integration: Ensure unified task tracking
  • Progress Monitoring: Configure reporting across both systems

Workflow Automation​

  • Process Flow Configuration: Customize automation for organizational needs
  • Exception Handling: Configure error handling and notifications
  • Performance Monitoring: Set up automation performance tracking
  • Documentation: Document all custom automation logic

Key Deliverables:

  • ✅ NPSP integration fully functional (if applicable)
  • ✅ Automation workflows tested and validated
  • ✅ Error handling and monitoring configured
  • ✅ Integration documentation completed

Phase 4: 🎨 Optimization & Training (Week 8-10)​

🎓 User Adoption and Optimization

User Training Program​

  • Admin Training: Advanced configuration and troubleshooting
  • End User Training: Daily workflows and best practices
  • Mobile Training: SMS functionality and mobile app usage
  • Ongoing Support: Help desk procedures and documentation

Performance Optimization​

  • Usage Analytics: Monitor adoption and system performance
  • Process Refinement: Optimize workflows based on user feedback
  • Advanced Features: Implement additional customizations as needed
  • Success Measurement: Track key performance indicators

Key Deliverables:

  • ✅ Comprehensive user training completed
  • ✅ Performance metrics baseline established
  • ✅ Ongoing support procedures documented
  • ✅ Success criteria validated and measured

🎓 Training and Adoption​

👥 Team Training Strategy​

Advanced Configuration Skills:

  • Settings dashboard mastery and troubleshooting
  • Custom Settings configuration for SMS integration
  • Email template management and automation rules
  • NPSP integration setup and maintenance

Training Methods:

  • Hands-on configuration workshops
  • Scenario-based troubleshooting exercises
  • Advanced feature exploration and testing
  • Documentation and knowledge transfer sessions

📈 Adoption Success Metrics​

📊 Key Performance Indicators

User Adoption Metrics​

  • Login Frequency: Daily/weekly active users
  • Feature Utilization: SMS, email, reporting usage rates
  • Case Creation Volume: Number of cases created per time period
  • Mobile Adoption: Mobile app usage and SMS engagement rates

Operational Efficiency Metrics​

  • Case Resolution Time: Average time from creation to closure
  • Team Response Rate: Percentage of cases receiving timely attention
  • Communication Effectiveness: Email open rates and SMS engagement
  • Automation Success: Percentage of successful automated processes

Quality Metrics​

  • Data Completeness: Percentage of cases with complete information
  • User Satisfaction: Survey feedback and usability scores
  • Error Rates: Frequency of user errors and system issues
  • Support Ticket Volume: Help desk requests and resolution times
Implementation Success

🎯 Remember: This is a template system designed for customization. Don't try to use the religious examples as-is for non-religious organizations. Take time to properly adapt all components to your specific organizational needs for maximum effectiveness.

📖 Next Steps: