# SOP: Memorial Notification

## Purpose

To ensure timely, compassionate communication to members who wish to receive memorial service notifications.

This process also standardizes how notifications are managed by:

- Using a single, consistent memorial notification form for all services
- Eliminating the need to update or create a new link for each individual memorial
- Automating updates and outreach to ensure no one is missed

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## 1. Update Memorial Notification Custom Field in PCO People

### Update Custom Field

- Go to **PCO People → Custom Fields Options → Communication Preferences tab**
- Locate the **"Memorial Notification"** custom field
- Add a new checkbox with the **name of the deceased**
    - Example: `Jane Doe – Memorial Notification`

### Create List

- Go to **Lists** in PCO People
- Create a new list titled: `Memorial Notification – [Name of Deceased]`
- Set Conditions: 
    - `Communication Preferences → Memorial Notification → includes: [Name of Deceased]`
- Set the list to **refresh daily**

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## 2. Notification Email Automation

### Manual Send When Memorial Date Is Public

When a memorial date is public and cleared for communication:

- Draft an email including: 
    - Service date, time, and location (in-person and/or Zoom)
    - Obituary or additional details (if available)
    - The **standardized memorial notification form link**
- Send to the **corresponding notification list** created in Step 1

### Automation for Future Sign-Ups

- Set up automation to send a confirmation email to anyone added to the list after the initial email goes out

**Trigger:**

- When a person is added to the `Memorial Notification – [Name of Deceased]` list

**Action:**

- Send them a template memorial notification

#### Add Email Template to PCO

To create an email template:

- Go to: [https://people.planningcenteronline.com/people](https://people.planningcenteronline.com/people)
- Click the **gear icon (⚙️)** in the upper right corner
- Select **“Manage Email Templates”**
- Click **“+ New Email Template”**

**Template"**

Dear \[First Name\],

We invite you to join us in remembering and celebrating the life of **\[Full Name of Deceased\]**.

**Memorial Service Details:**

**Date:** \[Insert Date\]  
**Time:** \[Insert Time\]  
**Location:** \[Insert In-person Address or indicate if online only\]

**Join via Zoom:**  
\[Insert Zoom Link\]  
Meeting ID: \[Insert ID\]  
Passcode: \[Insert Passcode\]

You are welcome to join us in person or online. We honor your presence in whatever way is most accessible and meaningful to you.

**\[If recording\]** A recording will be posted a few days after the service at https://foothillsuu.org/caring-ministry/memorials/

Thank you for being part of this circle of memory and care.

With tenderness,  
The Foothills Unitarian Ministry Team

## 4. Remove Name from Memorial Notification Custom Field After the Memorial

Once the memorial service has concluded and all communications have been sent:

- Go to **PCO People → Custom Fields Options → Communication Preferences tab**
- Locate the **"Memorial Notification"** custom field
- **Remove the checkbox with the deceased’s name** to prevent future unintended notifications
- Confirm that any associated **Lists** (e.g., “Memorial Notification – [Name of Deceased]”) are no longer needed
  - If so, **archive or delete** the list to reduce clutter and confusion