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 
 
 
 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 
 
 
 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 
 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