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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:

 

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

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