Management Records

To add a new record, go to the Dashboard > click Create New Record > click Management Record. 

If you're looking to edit a record, from the Dashboard, search for your record and click on it to open. 

To delete a record you must have Administrator access.
Before you delete a management record please note that a deleted contract number cannot be reused. If your contract numbers are in sequence and you wish to reuse the contract number, you must CHANGE the contract number before you delete it. 
If you are an admin user, click System Settings (the gear icon at the top right) and then click Arranging Director Admin from the menu on the left. You will see options to Change and Void contract numbers (preneed and at need). When you click "Void a Contract" you can select the desired deceased record from the dropdown and then click Void Contract.
If you accidentally void a contract and need to recover it, you will need to contact our support team.

Summary

This section provides an overview of the service information, vitals information, payment information, notes from staff, quick printing of forms, and a task list.

Click on ‘Show’ to display more information about vitals or payments.
Use the Notes section to add more information that may be relevant for staff accessing the client record. Once notes are added, click on ‘Save Notes’.

Frequently Used Forms
This handy tool will allow you to click on any of the forms listed on the right to open a PDF.

You can control what forms get listed as a frequent form. This is done through the Maintain Forms section of your system.

The form you open will contain any relevant information entered in the record; the form is automatically populated with information from record fields.

* If there are blank fields when the PDF opens, you can either go back to the record and fill in all relevant information and then reopen the PDF or you can make changes to the PDF file and sign, save, and send.

Task List
When a new Pre-Need or At-Need contract is created in your system it will pull in your default task item list from your system settings.

There are a couple editing options:
  • Click Edit All to open all task list editing fields.
  • Click the Edit icon beside one task to edit only that task.
Once the editor is open, you can:
  • Rename task
  • Set Due Date
  • Assign Employee
  • Set Completed Date
  • Set Completed by Employee

To save any changes in edit mode, ensure you click the save button. Should you need to delete a task item for the this particular contract, you can click on the red delete icon.

You will have the ability to export reports on Outstanding Tasks and Overdue Tasks. To learn more information on reporting visit Task Reporting. Should you wish to enable email notifications for overdue tasks, you can manage the Overdue Task Notification Settings.
  • Vitals

    If you prefer to watch a video, click here. 


    ** A couple important notes to mention:


    • All information contained within the drop downs (arrow with grey box) is drawn from the Quickfill & System Data section of your system. Once information is entered in a drop down field (and the record is saved), it will be added to the system data. 
    • The information contained in a drop down (up and down arros inside field itself) is pulled from your Quickfill & Data Setup as well, however you cannot add these items on the fly. They need to be added in the Data Setup first. 
    • If a dropdown field contains incorrect information, click on the blue arrow buttons to clear the field.

    Enter the following client information. The more information that is added in these fields, the less you will have to add in separately for the obituary, forms, stationery, and contracts.


    • Contract Date: Click on the calendar icon to select a date or manually enter the date: XX/XX/XXXX – Month/Day/Year
    • Vital
    • Residence
    • Marital Status
    • Mother and Father
    • Occupation
    • Education
    • Military, if applicable
    • Religion
    • Interests
    • Death
    • Informant
  • Services

    If you prefer to watch a video, click here.


    Fill in all applicable fields. 


    Many of the sections on this page contain a location field. If the location is not contained within the drop down, type in the name. (Use the blue arrow buttons on right to clear the field, if necessary.) 


    If you click on the ‘Add/Edit Addr’ link, a pop-up will appear to include or amend the address information.


    Click on the calendar icon to select a date. 


    Only those that have a Multi-Location system, will see the Servicing Branch drop down.


    Funeral Director/Embalmer

    Select the names from the drop downs or type directly into the field. Add the license numbers. Click on the blue arrow buttons to clear the field. If the Funeral Director/Embalmer information is to be included on a form that is printed from the system, you will need to ensure that you are selecting the names from the drop down so that the license number populates. Please refer to the Quickfill & System Data section for details on adding this information to the database, so that it appears in the drop downs.

  • Contacts

    If you prefer to watch a video, click here.


    This section allows you to add information for necessary contacts.


    The main page provides fields for additional information as it relates to survivors, preceded, and pallbearers. Once the information is added, click on the ‘Save’ button below corresponding field.


    To create a new contact, click on the ‘Add A Contact’ button at top right. It’s important to designate the contact as one of the following:


    • Next of Kin (NOK)
    • Primary Buyer
    • Informant
    • Executor
    • Beneficiary
    • Survivor
    • Pre-Deceased
    • Pallbearer
    • Additional Buyer / Receive Invoices

    If the deceased and new contact shared the same address – click on the ‘Use Deceased’s’ button to populate the fields. 


    Click on the calendar icon for the Date of Birth and Date of Death or enter the information: XX/XX/XXXX – Month/Day/Year.


    Scroll to the bottom of the page to click on the ‘Add Contact’ button.

  • Obituary

    If you prefer to watch a video, click here.


    To create the obituary for a record, choose Default 1 or, if you want to create your own obituary templates, you can do so from System Settings > Data Setup > Obituary Templates.


    The Default 1 feature pulls information from the record to populate a basic template. Any missing information from the record will be indicated by () X (). Simply type in the replacement text, edit any of the information, and click on ‘Save’ at the top right.


    The character and word counts are located below the template editing space.


    Once the obituary is saved, a new message will appear at the top of the page: Obituary Successfully Updated. Web Data Successfully Updated. The obituary will then be visible on the Book of Memories.


    As long as you have an email address entered in System Settings > Arranging Director Admin > Obituary Setup > Email Address(es) to Use for Obituary Communications, you have the option to email this obituary. Click the ‘Email Obituary’ button. The primary photo you have selected for this record will also be emailed.


    ** You can email the obituary to the family first to get their approval before sending to the newspaper. You can also save the family’s approval email by uploading it into the Files section of your record.

  • Death Certificates

    This section allows you to track and manage the Death Certificate’s on a per record basis.


    ** Please note that this area does not interact with the Contract tab in which a cost value has been added in as a line item.


    Add Death Certificate Order


    1. Click the Add Death Certificate Order button.
    2. Fill out the Date the Death Certificates were Orders, Quantity Ordered, Sent to Doctor Date, Date Filed, Date Picked Up and any Extra Notes. 
    3. Click Add at the bottom to save in that order. If you save the Order you can always come back in to edit or adjust information.

    Add Disbursement Info


    1. Click on Add Death Certificate Disbursement Detail when you are ready to note any quantity of ordered Death Certificates being disbursed.
    2. If the records already has Contacts associated to it, such as an Informant, NOK, Survivor, Buyer etc. they can be pulled in so their information pre-fills for you using the “Optionally Select An Existing Contact” field. It will be a drop down menu displaying all contacts within the Contacts tab. (Click here for more information on Contacts)
    3. Fill out the quantity currently being disbursed, Delivery Method, Tracking Info and date Received if needed.

    Review / Manage Information


    Once the initial Order and Disbursement information is set you can review and manage additional information.


    • Add additional Death Certificates being ordered.
    • Add additional Disbursement information.
    • Create Mail Address Mail Merge for all disbursement lines.
    • Edit current Death Certificate order and disbursement lines.
  • Contract

    If you prefer to watch a video, click here. 


    This section allows you to build out a sales contract of service and merchandise items including pricing and discounts, if applicable.


    Unpaid Balance Due By Date


    This is a required field in order to save the contract. Select the Calendar Icon to choose a date the balance of this contract is required by.


    The Service Date is listed above to help select a date in the event payment is require by Service Date or 30 Day after.


    Packages Service Amount


    If you have created Packages, select a Package Name from the dropdown menu. This will populate the contract with the default pricing you have set up.


    ** All information contained within the dropdown menus of the contract page has been entered in the Data Set Up. To create packages to populate contracts, it must be entered under System Settings > Pricing Setup > Package Pricing.


    Services


    1. Add pricing beside the applicable service items.
    2. Should an additional service item be needed, click on the Add (green + icons) for the category header. A new blank service item will drop down at the bottom of the category area. Fill out the new service item name and price.
    3. If you require to edit or remove a price, ensure the field is left with $0.00 as you will not be able to save with a completely blank price field.

    Merchandise


    1. Caskets, Outer Burial, Urns & Vases and Clothing all have the ability to choose product from the shopping basket feature.
    2. Select the ‘+’ basket, to see the merchandise list. Here all the products from the Product Database will be listed here.
    3. Once a products is selected and pulled into the contract, the price for this particular contract can be edited on the fly.

    ** All product information contained within the shopping basket menu has been entered in the Products Set Up. To add or edit products in this menu, it must be entered under System Settings > Catalogs > Products.


    For all other Merchandise items that do not have shopping basket’s, enter the pricing into the pricing field directly.


    ** To keep track of inventory, all can be managed through System Settings > Arranging Director Admin > Inventory Control.


    Cash Advances/Disbursements


    1. Add pricing beside the applicable items.
    2. Should an additional item be needed, click on the Add (green + icons) for the category header. A new blank service item will drop down at the bottom of the category area. Fill out the new service item name and price.
    3. Should you have Additional Cash Advance/Disbursements items set up under the drop down, you may select a new item to pull into the contract.
    4. If you require to edit or remove a price, ensure the field is left with $0.00 as you will not be able to save with a completely blank price field.

    ** All Additional Cash Advance/Disbursement items have been set up in Data Setup. To add or edit these items, it must be completed under Data Setup > Quickfill & System Data > Other Cash Advance Items.


    Tax Summary


    The default tax rate will automatically be set when the record is created.


    ** Sales Tax rates can be set up under Admin Settings: System Settings > Arranging Director Admin > Sales Tax Setup.


    Should you need to adjust the Tax Rate, select new tax rate under the Tax Group Name.


    Contract Summary / Discounts


    This section of the contract displays the total charges prior to any discounts.


    To add in Discounts, click on the dropdown to access the reasons for a discount or type it in and enter any notes. Enter the dollar amount of discount.


    Contract Total


    Add any assignments for this contract and check off all payment options offered by your firm. Enter any notes.


    Select legal, cemetery or crematory requirements which were explained to the client


    When selected any/all items that apply to this contract, this exact verbiage will export to the contract for terms.


    Buyer Information


    1. Fill our the buyers information so that it creates a contact in the Contacts section of the record.
    2. If the buyer is the same as the informant and the informant is already entered, click on ‘Use Informant Info’ to populate the fields.

    ** Once any information is added (or edited) to the contract, click on Save at top right.

  • Contract: Pre-Need Record

    When a record is classified as a PreNeed contract, the following features will apply.


    Setting a Balance Due By Date


    This date is not mandatory for a PreNeed record, but is optional.


    Contract Type


    Only for PreNeed Records will you see that you can change the contract status. 

    You will be able to change the status of a PreNeed record to:


    • At Need
    • Voided PreNeed
    • Transferred PreNeed

    If you choose to change the PreNeed contract to an At Need contract, you will be asked to enter in a new At Need Contract Number. 


    If you have any PreNeed Funding amounts you will be asked if you would like to apply those amounts over as payments when the PreNeed becomes an At Need. You may also change or update those amounts, how when you change the amounts here on the contract, they will not adjust the original PreNeed Funding amounts on the PreNeed Funding tab.


    ** Refer to the Pre-Need Funding section of a record to learn more.


    Building your PreNeed Contract


    If your system is set up with Packages, you will be able to select the Package name from the drop down at the top of the Services section. Once a package is selected, prices or the word ‘INCLUDED’ will pull in based on your package settings.


    ** Package settings can be found under System Settings > Pricing Setup > Package Pricing. Package Pricing Setup.


    Adding additional line items to contract


    Use the “+” sign in the section header to add new line items that may not be listed in your contract. 


    Adding Merchandise to the Contract


    If you have products configured in your System Settings to pull into your contract. you will be able to use the shopping baskets to add and remove Caskets, Outer Burial, Urns and Vases, Clothing, and Addition Merchandise. 


    When you choose the Green basket, your products will be listed to search and ‘Select’ to add. 

    Once a product has been selected, it will pull the product name and price into your contract. 

    When you choose the Red basket, you can remove the product from your contract.


    ** To manage and configure your products: Arranging Director > Inventory > Products. Product Configuration and Set Up.


    Tax Summary


    Should you need to customize the tax percentages for PreNeed contracts, you can adjust directly here on the contract page. 


    Contract Summary


    Discounts can be applied to PreNeed contract. Simply type in the name of your discount, add the price and description.


    Assigning a Buyer to Contract


    When creating a contract, you want to be sure to assign a buyer to that contract. For PreNeed records you can indicate the initial contact at the time of arrangements. This may certainly change when the record gets converted to an At Need contract.


    ** Once any information is added (or edited) to the contract, click on Save in the top right.

Record Management

  • File Management

    If you prefer to watch a video, click here.


    This section allows you to add or edit the file number, force a record to be current, publish or unpublish a record from the website, and post a record to your Facebook page.


    The page provides easy access to the record’s main settings:


    File Number

    The system automatically creates a file number. This can be left as is or edited.


    Current / Past

    All records are categorized according to the date of death. If, for example, a person’s memorial is held long after the date of death, the record can be forced to be current so it sits on your website as a current service. Once the memorial is over, it’s important to adjust this setting back to Automatic.


    Publish to Web

    When the record is ready to publish to the Book of Memories, set to Yes.


    Post Obituary to Facebook

    By selecting Yes in the drop down for Post to Facebook, the record will push over to your Facebook Page if your Facebook Connection is already set up.


    ** If the primary photo of the deceased is not at least 200px by 200px, it will not post to Facebook. Rather, a stock image (of a flower) will post instead.

  • Family Interactive

    The system automatically generates a Family Username and Family password. (Both can be changed to what the funeral home or family prefers.) This allows the family to login to their loved one’s Book of Memories to view private condolences and flower cards, change the theme, approve any photos or stories (if the approval process is turned on), upload photos, share stories, and send e-thank-you cards to anyone who signs the guest book.


    Family Interactive and Condolence Email List: Add the email addresses of any family members who would like to receive the family login information (and future login changes) and all condolences. If there is more than one address, click ‘Add E-mail.’ The condolences are sent once a day to email addresses entered. (All condolences are filtered for any inappropriate words.)

  • Donations

    There are two options:


    1. Family Preferred Charities
    2. No Donations

    If there are preferred charities, there are 3 options:


    1. Select from Frequent List: Once list is built, click the ‘Add to Preferred Charities’ to select for this record. To build a frequent list, click here.
    2. Select from Master Database: These are all registered charities and only accept payments by credit card. Use the search bar to find a charity then select the ‘Add to Preferred Charities’ button. If the charity is frequently chosen, ‘Add to Frequent’. This will eliminate the need to search for a particular charity every time when creating records. Note: Use the dropdown for State/Province and City to narrow your search. Note: Local chapters of particular charities may not be included in the database.
    3. View Charities Selected: Lists all charities designated as preferred charities for this record.

  • Additional Services

    If you do not see this and want it added, contact support.


    1. Click Add New Service.
    2. Enter the service name, date, time and location.
    3. Check the box if a private service.
    4. You have the option to hide the service location and date on the web.
    5. Enter any other information you want to add.
    6. Click Save.
  • Extra Fields

    This section shows you all the custom fields you added into your system.


    Enter the information into the fields. 

Book of Memories

  • Theme

    You can choose from dozens of themes to apply to a Book of Memories. The themes have been created to capture various interests and hobbies that will allow you to further personalize each online tribute.


    Theme Categories:

    Click the drop down to choose a category.


    Theme:

    Choose a theme. Once a category is selected, the corresponding themes within that category will display. Click on any of the themes for a preview.

  • Manage Photos

    It’s recommended that at least one photo is added to the Book of Memories; it will be displayed on your website’s home page and in the top banner of the Book of Memories. More photos can be added to each record and can then rotate within the top banner of the Book of Memories (See Global BOM Settings to adjust settings).


    Adding Photos:


    1. Click Add files.
    2. A pop-up window will appear to locate the photo(s) on your computer.
    3. Either double click on the file or click once and hit open. (Up to 50 photos at a time can be uploaded.)
    4. Once all photos have been added, click on Start Upload

    Adjusting Photos:


    Below each photo, there are a number of options:


    • Click on the arrow buttons to rotate image counter-clockwise or clockwise.
    • Once the images are loaded in the system, choose ‘Set as Primary’ option below one of the photos. That primary photo will appear as background in left menu and depending on your Global BOM Settings, can display as the first / only photo in the upper banner of the Book of Memories.
    • Set as Private: if you want a photo stored in the library for DVD purposes but no on the public side you can set as private.
    • Adjust image focal point – drag the box or use the corners to adjust the image focal point (center of photo) to ensure that the most important part of the image remains in view when displayed in the Book of Memories. For example, if a person’s head is off to the side of the photo, it may not display properly unless adjusted. The focal area size is predetermined based on the Book of Memories theme chosen.
    • Edit Caption to add a text description of the photo.
    • Delete will remove a photo.
  • Memorial Program

    This feature allows you to upload a PDF file of the memorial program for those online visitors, unable to attend the service, to download from the Book of Memories.


    1. Browse on your computer to locate the PDF file and either double click on the file or click once and hit open.
    2. Upload memorial program.
    3. A message box will let you know that the file has uploaded.
  • Photographic Memories

    This features allows you to create a slideshow that will display in the Book of Memories. Each slideshow can include multiple photos and an audio selection.


    1. Select a song from the Audio dropdown. Click on ‘Preview Music’ to listen to any of the options.
    2. Click ‘Add Frame’ to select photos.
    3. Click on any/all images that you would like to include in the slideshow. Select Done. Click on ‘Upload New Photo’ to upload additional pictures from your computer.
    4. All selected photos will appear in the timeline. Hover over photos to access edit icons: delete, move right, move left.
    5. Click Save.
  • Service Recording

    This feature allows you to upload an audio recording of the funeral service or eulogy (up to 9 MB / approximately 10-15 minutes). Book of Memories visitors can click on a link to listen to it at any time. This is a nice feature for those who were unable to attend the service.


    1. Browse to locate the audio file on your computer.
    2. Upload service recording
    3. A message will appear when the file has been uploaded.
  • Insignias
    1. Choose a category from the dropdown and all affiliations within that category will become visible in Affiliations List.
    2. Click the affiliation name.
    3. Click Add Insignia.
    4. Remove an insignia by clicking on the graphic to highlight and select ‘Remove Highlighted’
    5. Click Save.

    You can also search by typing the affiliation name into the Affiliation Search field to access specific organizations within the list. Once located, click Add Insignia to display then save. 

  • Print Condolences

    This feature allows you to print NEW (all those that have not previously been printed) or ALL condolences for the family.


    The page(s) can be printed with (printer icon without X) or without (printer icon with X) a watermark background. Once selected, the system creates a PDF file that can also be saved on your computer or emailed to the family.

Easy ID

  • Easy ID

    Once you Project Manager has activated this in your system you will be able to access the feature by following these steps:

    • Go the the record you would like to send the ID to.
    • On the left hand menu click Easy ID 
    • You can upload photos by clicking select files > Select the image(s) > Open > underneath the images click upload
    • Once the files are uploaded click send ID Verification Request which will bring up the family members name, email address and relationship. 
    • Once this is filled out press send and the family should get an email of the image(s) to verify
    • Once they have verified you will see a box within this section that will say "Name successfully identified the photo(s) as Name"
    • You can also click to view the audit which dowloads as a PDF file and you can clear and resend the image.