The Cemetery Maintenance feature in Halcyon allows cemetery operators to map their cemeteries and record the status of the plots in their location(s). After Halcyon creates the list of cemeteries; cemetery representatives setup ("map") the cemetery and manage the status of plots.
The contents of this article are:
Configuring Cemetery Structure
Please note: Cemetery Maintenance is not generally available to all customers. If you do not see links on your Admin Menu for Cemetery Maintenance you do not have access. Contact Halcyon for more information.
Configure Cemetery Structure
Your cemeteries will appear in the drop down list.
Terminology: Think about your cemetery structure like a tree branch. Each branch can split into more branches, eventually ending at a leaf. In Halcyon Cemetery Maintenance, branches are called elements and the leaf is the decedent's resting place.
Below are examples of a "path" to two graves in Halcyon Cemetery.
Halcyon Cemetery : Garden of Angels : Section A : Area 1 : Grave 20
Halcyon Cemetery : Garden of Angels : Section A : Area 2 : Grave 16
Halcyon Cemetery is the Cemetery Name. The branches/levels are Garden of Angels, Section A, Area 1, and Area 2. The leaves/resting places are Grave 20 and Grave 16.
Add Level
Adding Levels
If you see a red leaf icon that indicates the current final level. If that item does not yet indicate a final resting place you can click the red leaf icon. The +1 and ++ icons will appear allowing your to add another level or levels.
Once a leaf is occupied the red icon changes to an orange person. You can not add levels underneath an occupied level.
Click on the green +1 icon icon to add an individual item to the cemetery structure.
To add multiple items click on the green ++ icon.
Enter the number of items to add, the prefix and or suffix, whether the sequence is numeric or alphabetic, and what you want to starting sequence to be. Then click on the Click the blue "Add Item' button.
Example 1: Your cemetery has ten main areas specified as Section A, Section B, Section C, etc.
Enter "10" in the quantity, the word "Section " in the prefix area (don't forget to include a space at the end of the word), select alphabetical as the sequence type, and enter "A" in the Sequence Start box. You will see an example of the first created item. Click the blue "Add Item" button. You will be asked to click OK to confirm that you want 10 entries created. You will get 10 entries: Section A through Section J.
Example 2: You have 50 plots you want to add to Section B: Plot 1 - Plot 50.
Enter the 50 in the quantity to add. For the prefix enter "Plot ". Don't forget to include a trailing space if desired. Enter Numeric for the Sequence Type and leave the Suffix blank. The Sequence Start will be 1.
You will be given the opportunity to confirm your selection. Make sure your count is correct because once items are added they must be removed individually.
Note: Roman Numerals are considered alphabetic and will be created in that order, you will need to drag/drop into numerical order.
An orange "person" icon indicates that that leaf is currently occupied so you may not add additional levels. If you hover over the icon you will see the current occupant(s). Occupant information is maintained in the Maintain Cemetery Inventory described in the next section.
Reorder Items
To reorder items under a level click on the name and drag it to the new place in the list. Buttons to Save or Cancel your sort order will appear after you move your first item. Once you have the order as you desire, click the blue Save Sort button. Clicking Cancel Sort will abandon the reorder.
Editing Item Names
The blue pencil icon allows you to edit the name.
Deleting Levels from the structure
The red trash can icon will allow you to move the item. You can't delete an item if there are levels below that item or if there the resting place is occupied. You must must delete the lower levels first.
Maintain Cemetery Inventory
Occupant Information be added in the Maintain Cemetery Inventory screens or in the Interment section of the Services Screen.
Adding inventory using the Admin functions allows you to quickly populate many resting locations at one time. Admins may also assign multiple occupants to one space using these screens.
In order to add occupants, select the cemetery and level. You do not have to navigate down to the resting location in order to add occupants. You may click the Maintain Inventory at any point and you will see all the levels and "leaves" for the cemetery.
The Interment section on the Services screen for each decedent allows for the decedent to be assigned to any currently open resting space. It is not possible to assign multiple decedents to a single resting place from the Services page.
The following screen shot shows that Maintain Inventory was clicked after Northwest was chosen.
This screenshot shows how the selection are limited after Area B was selected.
The Filter Results allows you to limit your view to All, All Available, All Unavailable, All Occupied, All Allocated, or All Typed in.
Allocated means that the location is assigned to preneed case. Occupied means there is a decedent physically in the location. It is not possible to change the icon. The icon will appear based on the case type.
Legend
There are several icons that appear on the inventory management screens.
The blue person icon next to a name indicates that location is allocated to a preneed case.
The blue pencil icon allows you to enter notes for that particular location.
The green plus/person icon allows you to add additional occupants to a currently occupied space. Note to add the first occupant you will use the Select Decedent button or type in the names. Adding initial occupants is covered in more detail in the next section.
The red minus/person icon allows you to remove the occupant(s) from the location.
The grey keyboard next to a name indicates that entry was typed in.
Assigning Occupants
Assigning from a Case in Halcyon: Preneed and At Need Cases in Halcyon, can linked to the cemetery location. When you click the Select Decedent Button you will be able to search and select by case name, full name or partial name.
You can filter the results by typing in the Search box. The list is sortable by clicking the column headings. Click the Select button to assign this individual to the current location.
Manual Entry: If the occupant is not currently a case in Halcyon you may type in the name or names into the input field. You may also wish to use this option if you want to populate historical data that is not a record in Halcyon.
You may quickly add occupants by clicking tab or enter after each name to automatically move into the next manual entry input field.
Note that with manual entry no checking can be done to ensure that the same occupant is assigned to more than one space. It is also not possible to indicate if the location is allocated to a preneed case or currently physically occupied.
Removing Occupant Information
If a record is entered in error, your can click the red minus/person icon you will select which occupant/occupants you want to remove. The screenshot above shows that there were initially two occupants in that location.
Editing Occupants
If you need to change an occupant you must first use the remove and then add again.
Adding Occupants from Client Services Screen
Cases can be assigned to an inventory location from the case's Services page in the Interment section. This will only allow assignments for currently unassigned locations. If multiple occupants are to be assigned to a single location that must be done via the Admin> Maintain Cemetery Inventory screen. We will cover the basics in this document but please see the Services documentation for more information.
When a cemetery is selected that has been configured to use Halcyon's cemetery management you will see a red button that will allow the selection of an available location.
When the Assign A Cemetery button is clicked you will be able to drill down to the desired available location and assign that location to this case. You will only be able to select from currently unoccupied and not allocated locations. You must use the Admin > Maintain Cemetery Inventory functions if you need to assign this case to a currently occupied or allocated location.
Cemetery Directory
On the Utilities menu you will see a link for Cemetery Directory. You and your users who don't have Administrative access may use this screen to get a full overview of the cemetery or quickly find a decedent or allocation.
For example if you were looking for where John Smith was buried you would select the cemetery and either click the View Full Inventory or Limit the view and then enter in all or part of John Smith in the Search input field.
Like most of the tables in Halcyon you can choose the number of entries to show and sort the columns by clicking the column headings.
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