Initial Configuration

Initial Configuration

Before you start using your Halcyon system, there are some important configuration steps that you should begin with.

Configuring Your Contract Format

At Need, Trade Cremation, and Pet cases each have their own separate purchase screen. These line items can (and should) be maintained separately if you use more than one of these case types. During your initial activation process we will create your purchases screen based on your contract. If you need to add, remove, or change any line items on the purchasing screen, please contact [e-mail].

Uploading Your GPL

You can upload your GPL as a form via your Forms Maintenance settings. See the Forms Maintenance section of this help manual for more information.

Admin vs. Setup Options

Halcyon Platinum's setup tools are located in both Admin and Setup menus in order to separate them by access levels. Administrator level setups include more sensitive/secure maintenance options like staff login setups, case maintenance options, and financials settings. General users will have access to the Setup menu which includes more general settings like forms and obituary template maintenance. 

A note about Quickfills:

Quickfill list items (denoted by a green dot throughout your system) are pulldown items that save you time by automatically filling in frequently-used data such as cities or pet breeds. There are two ways to add entries to your Quickfill lists. One is to directly add the value via the Quickfill setup screens. The other is to utilize the automatic add function of the Quickfill on each screen. Because of the way these work, you won't need to set them up yourself, but you can optionally visit the List Maintenance section of your Setup menu to do so.

Initial Setups

A table of initial setups has been provided below. This is a list of setups that you should look at/address before using your system depending on which features you will be using. This list indicates which menu the setups are available under (Admin or Setup), a description of what the setups are required for, as well as a link to any relevant help documentation. You will find that many of these may not apply to you, depending on which case types your system is configured for and how you run your business.

Setup	Needed for this functionality	Link to Details	Menu
Staff Maintenance	You must complete this setup in order to create funeral directors, embalmers, related staff and be able to add funeral directors’ cases.	Staff Maintenance and Security	Admin
Staff Login Maintenance	Required to provide access for employees/staff to use Halcyon	Staff Maintenance and Security	Admin
Maintain Forms & Visibility	Forms	Maintain Forms & Visibility	Setup
Service Types	Financial Reporting by Service Type	Service Type Reporting and Analytics	Reports Analytics
List Pricing- Contracts	A la carte pricing	List Pricing	Admin
Price Group Maintenance	Package pricing	Price Groups	Admin
Supplier Maintenance	Products	N/A	Setup
Products	Products	Products	Products
Invoice and Statement Maintenance	Invoices and Statements	Invoice and Statement Maintenance	Admin
Field Visibility and Custom Field Settings	Custom Fields and Default Field configuration for case add/bio/services tabs	Screen Customization	Admin
Late Fees and Payment Terms	Optional for calculating late fees for unpaid balances and for auto-defining cases' balance due date	Late Fees and Terms	Admin
Timesheet Settings	Timesheets	Timesheet Settings	Admin
Reports Configuration	Reports	Reports Configuration	Admin
Obituary Publishers	Required to send obituaries to publishers from Obituary tab	Obituary Publishers	Admin
Automatic Case Title Setting	Automatic capitalization throughout the system	Automatic Title Case	Admin
Upload Company Photo for Dashboard Widget	Company Photo for Dashboard Widget	Upload Company Photo	Admin
Company Message for Dashboard Widget	Company Message widget	Company Message	Admin
Integration Partner Maintenance	Integration with Bass-Mollett, ASD, etc	see Partner related help articles	Admin
Delivery Location	Removal services	Locations	Setup
Embalming Location	Embalming details for forms, services	Locations	Setup
Contract Items- Other Service Items	Other Service items in dropdown menu on purchases screen	Contract Items	Setup
Contract Items- Cash Advance Items	Cash advance items in dropdown menu on purchases screen	Contract Items	Setup
Default Task Maintenance	Default Task creation when adding new cases	Default Task Maintenance	Setup
Gatherings and Participant Maintenance	Case Gatherings	Gatherings	Setup
Create Location QR Code Labels	Cremation Tracking	Create Location QR Code Labels	Setup
Maintain Associated Facilities	Trade Cremation Cases	Maintain Associated Facilities	Admin
Partner Portal Access	Trade Customer partner portal access	Partner Portal Access	Admin
Partner Portal Messages	Messages for trade partners on their portals	Partner Portal Messages	Admin
Field Setup- Partner Requests	Customized fields for partner portal case add screen	Screen Customization	Admin
Person Received From	Frequent reception method(s)	List Maintenance	Setup
Set Print Alignments	Check Printing		Setup
Manage Accounts	Check Register	Financial Account Register	Admin
Account Register Settings	Account Register	Financial Account Register	Admin
QuickBooks Configuration	Halcyon integration with QuickBooks Online	QuickBooks Configuration	Admin
Depository Maintenance	Preneed Funding Depositories	Depository Maintenance	Setup
Obituary Template Maintenance	Obituary Templates	Obituary Template Maintenance	Setup

There are additional setups that you have access to change but Halcyon prefills with default settings so there is good chance you don't have to worry about these. These are listed below:

• Various List items (ex.: Disposition, Education, Gender Identifies As, Service Subtype)
• Gathering Types, Staff Roles & Participant Roles
• Company Information Details
• Tracking Checklists
• Case Numbering
• Product Categories and Subcategories
• Tax Categories and Groups
• Disclosures and Disclaimers
• Associated Facility Types

Finally, Halcyon has some contacts and locations that you can choose to enter from your Setup menu but the system will also prompt you for entry on-screen. (For example, you may add a cemetery on the fly while you're adding a gathering simply by clicking the "Add Cemetery" button.) These are listed below:

• Professional Contacts
• Cemeteries
• Crematories
• Places of Death
• Employers
• Places of Service
• Reception Locations
• Removal Locations