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Connecting Subsplash to CareNote

Last updated on 
Subsplash setup form outline with Client ID, Client Secret and Organization Key fields and a Save Credentials button
Set up Subsplash once, then choose when to import your people.

The Subsplash integration brings your congregation across as CareNote profiles, so your care team works from the same roster your office already maintains.

What it is

Subsplash is an app, giving, and engagement platform that many churches use to manage their people. CareNote connects to your Subsplash organization using API credentials and imports people as profiles. It brings in:

  • Names, email addresses, and phone numbers
  • Date of birth, gender, and marital status
  • Addresses
  • Households, but only when Subsplash supplies one. CareNote does not guess households by grouping people with the same last name.

Each imported profile keeps a link back to its Subsplash record, so later updates match the right person. The import follows Subsplash's pages of results all the way through, so churches with more than 100 people are covered. It brings in active people only, and it skips sign-in accounts that have no first or last name. Skipped records are counted as failed in the import summary.

No add-on is needed. Connecting Subsplash is included for any team.

How to connect Subsplash

1. Open the Subsplash page

Subsplash lives in the Owner settings area, so you need owner access. Open the avatar menu, choose CareNote Settings, then Integrations. Find the Subsplash card; it reads "Not Connected" until you finish setup. Click it.

The Integrations catalog with the Subsplash card showing Not Connected
Every supported system has a card; Subsplash shows a Not Connected pill until you connect.
Close-up of the Subsplash card with its indigo strip and Not Connected pill
Click this card to open the Subsplash page.

2. Gather your Subsplash credentials

You need three things from Subsplash. The page includes a "How to Get Your API Credentials" box with the steps:

  1. Log in to your Subsplash Dashboard as an administrator.
  2. Go to Settings, then API or Integrations.
  3. Create a new API application to get a Client ID and Client Secret.
  4. Note your Organization Key (org_key), which identifies your church.
  5. Paste all three into CareNote and save.
The How to Get Your API Credentials steps and the encryption note
Follow these five steps in Subsplash, then note that CareNote stores your credentials encrypted.

3. Save your credentials

Fill in Client ID, Client Secret (use the eye icon to check what you typed), and Organization Key. All three are required. Then click Save Credentials at the top of the page.

The Subsplash page before connecting, with Save Credentials and the three empty fields
Before you connect, the status reads Not connected to Subsplash and the three credential fields are empty.

Saving credentials does not import anyone. It only stores them. Once saved, the page switches to its connected view, with these buttons at the top: Import People, Test Connection, Update Credentials, and Disconnect.

4. Test the connection

Click Test Connection. CareNote asks Subsplash for a sample profile and tells you whether it worked. If it fails, click Update Credentials, correct the values, and save again.

5. Import your people

Click Import People, or use the Import People card under Import Options. Nothing is imported until you do this. A panel appears while the import runs and refreshes itself every few seconds. It shows an Importing, Complete, or Failed banner, how many records have been processed, and counters for Processed, Created, Updated, and Failed. Large congregations can take a few minutes.

When it finishes, the status area shows Imported Profiles, Last Sync, and Sync Statistics. CareNote counts a record as failed when it has no first or last name, so open that person in Subsplash and check it.

6. Turn on webhooks (optional)

Under Real-Time Sync (Webhooks) you will see a status badge, Active or Inactive. Click Enable Webhook and CareNote registers with Subsplash, so profiles created, updated, or deleted there are reflected here without another import. Click Disable Webhook to turn it off.

Please read this part carefully: when a profile is deleted in Subsplash, the matching CareNote profile is soft-deleted too. That hides the person, along with their care history, from normal views. If your office sometimes cleans up Subsplash records, either leave webhooks off or tell your office to check with the care team first.

7. Disconnect (if you need to)

Click Disconnect. A "Disconnect Subsplash" box explains that this removes your API credentials and disables webhooks. Confirm and the connection is gone. Profiles you already imported stay in CareNote. You can reconnect later by saving credentials again.

Frequently asked questions

Do I need an add-on to connect Subsplash? No. There is no add-on gate on the Subsplash page.

Who can set it up? Only the team owner. Subsplash is in the Owner settings area, reached from CareNote Settings. Admins, Team Members, and Huddle Users cannot open that area, so they do not see Integrations. It does not appear in the left-hand menu.

What if some people are already in CareNote? CareNote matches on the link to the Subsplash record. People you typed in by hand before connecting have no link, so they may appear twice after the first import. Review your People list and merge any duplicates.

Does saving my credentials start an import? No. Only Import People starts an import. Saving credentials just stores them.

Why did some records fail? Subsplash sign-in accounts without a first or last name are skipped and counted under Failed. Inactive people are not imported at all.

Watch

No video covers this integration yet. Browse the Care Administrators playlist for other setup walkthroughs: