If a member dies in your congregation, complete the following:
STEP 1: DEMOGRAPHICS:: mark a member's individual record as deceased & date of death under demographics area. To do this, click on "edit" on contact's record. Edit the deceased contact (1) date of death (2) gender, and (3)time of death.
NOTE: Changing contact to "deceased" automatically changes (if primary head of household) membership status to 'deceased.'
STEP 2: RELATIONSHIPS:: Disable relationship with household for deceased member. To do this, click on "relationships" tab on contact's record. Add new relationships "yahrzeit observed by" for each member observing the deceased date of death. In the example below, Edith was the spouse of Fred and passed away. We disabled the household member of relationship, as Edith no longer lives at that residence. However we've kept the spouse of relationship and added the relationship type "yahrzeit observed by" for Fred as the mourner.
When you click "add relationship," choose the relationship type "yahrzeit observed by." In the "select contact field" find the mourner record (usually a member) in your system. Make sure the relationship is (1) enabled and that under the "yahrzeit details" you choose (2) the mourner's observance preference ONLY IF YOU WANT ENGLISH OBSERVANCE. If this section isn't toggled, the system defaults to Hebrew observance.
STEP 3: MEMBERSHIPS:: Add new membership (if needed) to widow/widower if the deceased was the primary member. If the alive spouse is already the head of household/ primary member, no changes need to be made. However, you may want to change the mourner's membership type (example: from "family" member to "single" membership). This is up to your office to decide how you'll handle this process. Whichever way you choose, you can add a new membership by going to the widow/widower's record, clicking on the "memberships" tab, and clicking "add new membership."
STEP 4: FINANCIALS:: financials will remain on the deceased person's record (if deceased was the head of household). Just make sure widow/widower has a permissioned relationship with the deceased contact record to view their joint finances. (*) Indicates a permissioned relationship, e.g. this contact can be viewed and updated by the other.
NOTE: If you choose to move the financial records on to the widow/widower's record, it takes a few more clicks but is worthwhile. Complete the following steps.
- Create duplicate contact for deceased by clicking on the left sidebar "create/ new individual."
- Search and find the two identical records. Choose from the actions to "merge contacts" IMPORTANT: Keep all non-financial info you want on the deceased final record but do NOT keep the financial data.
- Restored duplicated record that was deleted. Go to Search/ Advanced Search/ Check the box "search in trash". To the right of the contact, choose the option "restore contact".
- Now search and find the two records of the deceased and their widow/ widower. Select both from search results and choose the action "merge contacts". On the merge screen, make SURE to move financials onto widow/ widower's record.
STEP 5: MEMORIAL PLAQUE INFO (OPTIONAL)
If you have a cemetery or memorial plaque location for your community, you can use the custom data set "memorial plaque info" to track this information. Go to the deceased contact's record. At the bottom of the summary screen find the set called "Memorial Plaque Info." Fill in the applicable fields (1) has plaque? and (2) plaque location.