About a week ago, we introduced Saved Queries across Yahrzeits—making it easy to store and rerun the same search criteria without rebuilding filters every time. If you missed that update, head over to this article for the full announcement and a walkthrough video.
Now we’ve expanded Saved Queries to one of the most time-sensitive areas of reporting: Financial Transactions.
What’s new: Save and reuse Financial Transaction queries
When you navigate to Queries → Financial Transactions, you’ll now see a dropdown that lets you select from any queries you’ve previously saved.
The first time you use it, the list will be empty—because you haven’t saved anything yet. But once you run a search you know you’ll need again, you can store it with a name and description for quick reuse.
Example: Save a fiscal year + fund + status search
Here’s a practical scenario:
Go to Queries → Financial Transactions
Build your query criteria (for example):
Filter by Fiscal Year
Select specific funds (e.g., Qantas Music Fund and Rabbis Tzedakah Fund)
Set the transaction code/status to Paid
Run the search to confirm you’re seeing the right results
Once you have the results you want, you’ll see new fields that allow you to:
Enter a short query name
Add a longer description (helpful when your team saves multiple similar searches)
Click Save Query, and you’ll get a confirmation that it’s been saved.
Run the same report again—without rebuilding it
When you come back later, simply:
Return to Queries → Financial Transactions
Open the Saved Queries dropdown
Select your saved query
All of your criteria—such as the fiscal year, selected funds, and the paid transaction code—will be automatically restored.
Why this matters
Saved Queries for Financial Transactions help you:
Save time on recurring financial lookups
Reduce errors from re-entering filters manually
Standardize reporting by reusing consistent criteria
Move faster when you need answers quickly
If you rely on the same financial transaction views week after week, this update is designed to make your workflow smoother and your reporting more consistent.
Saved queries are here—starting with Yahrzeit Queries
If you regularly run the same searches—month after month, report after report—saved queries are designed to remove the repetitive setup work.
With this initial rollout, saved queries are available for Yahrzeit. More query types are planned for the future.
What is a saved query?
A saved query lets you store:
The search criteria you entered
The checkbox selections that control what shows up in your results
Instead of rebuilding the same search each time, you can select a saved query and instantly repopulate everything—then run the search.
How to save a Query
Run your Yahrzeit Query the way you normally would:
Enter your criteria
Select the checkboxes you want reflected on the results screen
Click Search
You’ll now see an additional area that lets you save what you just configured.
Enter:
A unique name (for example, “Standard Monthly”)
An optional description to clarify the purpose
Click Save query
If something is wrong (most commonly: the name isn’t unique), you’ll see an error indicator so you can fix it and save successfully.
How to reuse a saved query later
After you’ve saved queries, they’ll appear in a dropdown the next time you return to Yahrzeit Queries.
When you select one:
All previously-entered criteria are automatically filled in
All checkbox selections are restored
From there, you can simply run the search—no rebuilding required.
Example: Create variations without starting from scratch
A common workflow is to start with a “standard” monthly query and then save a second version for a frequent subset.
For instance, you might run your usual monthly list, then add one more filter—like showing only Yahrzeits observed by active members—and save that as a second query (for example, “Yahrzeit Monthly – Active Only”).
This creates fast, repeatable options while keeping your reporting consistent.
A best-practice tip: keep your saved queries small and intentional
Saved queries are powerful, but they can lose their value if they multiply too quickly.
If you create too many (dozens of slightly different versions), it becomes harder to remember which one to use—and people often fall back to creating “just one more new query.”
A good rule of thumb: keep a minimum set of high-value saved queries that match your most repeated workflows.
Important: saved queries are shared (not personal)
Saved queries are common to your organization.
That means:
If you save a query, others with administrative privileges will see it
Saved queries persist even if the person who created them is away
This is especially helpful for consistency across staff—but it also reinforces why clear naming matters.
What’s coming next
Saved queries are currently limited to Yahrzeit Queries, but there are plans to expand this capability to other areas under the query menu, including:
Financial transaction queries
Members
Households
Try it and share feedback
This rollout is intentionally focused so you can start using it immediately, evaluate what works well, and share what you’d like improved. Your feedback will help shape the next phases as saved queries expand into additional query types.
Audit trails are one of the most reliable ways to answer a simple question with confidence: what changed, who changed it, and exactly what was different before and after?
If you’ve used audit trails in the system before, you already know they’re invaluable for troubleshooting, compliance, and day-to-day accountability. Now that capability has been expanded to include something many organizations care deeply about:
Changes to permissions (also known as security profiles)
Below is a clear walkthrough of how audit trails work, how to read them, and what’s new.
How audit trails have worked for years
Under Maintenance, you can access Audit Trails and review changes across key record types (for example, site-related updates).
To run an audit trail:
Select the area you want to audit (such as changes to sites)
Choose a date range
Run the search
How to read an audit trail entry
Each audit trail result is designed to show you both context and precision.
You’ll typically see:
Date and time the change occurred
User who made the change
Record the change was made to (for example, a site, family, or financial transaction)
Action type (such as update or delete)
Versioning details (the system keeps prior versions)
Field-level changes showing the old and new values
That last part is where audit trails shine: you can see exactly what was modified within the record—such as a corrected spelling in a last name, capitalization adjustments, and even updates to key dates (including both Gregorian and Hebrew dates of death when applicable).
Not time-bound: historical changes remain available
A major strength of the audit trail is that it’s not limited to a short retention window. If a record was updated years ago and updated again recently, those changes can still appear—giving you a complete story of how the record evolved over time.
What’s new: audit trail for permission (security profile) changes
The newest expansion adds audit trail visibility into permission updates—in other words, changes to what users can do after they log in.
This means when a security profile is modified (for example, changing multiple permissions from No Access to Read Only, or adjusting a specific permission from Write to Read Only), those changes can now be audited.
To view permission-change auditing:
Open the Audit Trail on Permissions
Narrow the range to the timeframe you want to inspect (for example, starting from the current day)
Review the results to see a list of permission fields that changed and the before/after values
You’ll see each permission adjustment listed clearly—such as repeated transitions from No to Read Only across multiple entries, along with any other permission refinements made during the same period.
Why this matters
Permission changes are among the most sensitive updates in any system because they directly affect access and control. Having an audit trail for these updates supports:
Security reviews (confirming what access was granted or restricted)
Compliance and internal governance (proving when and how access changed)
Operational clarity (reducing confusion when a user reports different access than expected)
Takeaway
Audit trails have long provided detailed, versioned visibility into record changes. Now, that same transparency extends to security profiles and permission updates, giving you a clearer, more accountable view of access control changes across your organization.
Managing donation acknowledgements just got more flexible—especially when a donor wants someone else notified about their gift.
When a contribution is made to a fund (for example, a gift to the Cantors Music Fund in honor of a Bat Mitzvah), donors often request that a parent or honoree be informed. Until now, ShalomCloud treated the “donor” message and the “notifee” message as the same description.
This update introduces a simple but powerful improvement: you can now customize the description that appears in the acknowledgement sent to the notifee recipient—without changing what the contributor sees.
The scenario: donor + notify recipient
Here’s a common real-world use case:
A donor makes a contribution in honor of a Bat Mitzvah.
The donor asks that a parent (or another person) be notified.
The system already stores the notifee’s email address with the transaction.
That foundation remains the same. What’s new is the ability to tailor the notification wording for the person being informed.
If you’re processing multiple donations at once, you can continue to send acknowledgements in bulk:
Go to Queries → Financial Transactions.
Filter to the set of contributions you want to process (for example, the ones entered today).
Select the appropriate transactions.
Click Bulk Acknowledge Payments.
This flow supports handling half a dozen—or a dozen—contributions quickly and consistently.
What’s new: an override description for the notifee recipient
You’ll now see an additional description field that’s automatically populated with the description entered when the transaction was created.
Default behavior: If you do nothing, the notifee recipient description matches the contributor description.
New option: You can override the notify description to better fit the audience receiving the notification.
For example, instead of sending the honoree’s parent a generic description like “Bat mitzvah of Heather Boyle,” you can personalize it into something warmer and clearer—such as “Bat mitzvah of your daughter Heather.”
That small change can make a big difference in how thoughtful and personal the notification feels.
Templates and subject lines: unchanged (and still flexible)
Everything else about the acknowledgement process remains familiar:
Choose an email template for the contributor.
Choose an email template for the notify recipient.
Enter a subject line if desired (if left blank, it defaults to “Donation”).
Click the Send Acknowledgements button to deliver messages for the transactions you selected.
Why this matters
This enhancement helps organizations:
Deliver more personal, context-appropriate donor notifications
Reduce awkward or overly generic wording in honoree/parent emails
Keep bulk processing fast while improving message quality
If your donors frequently give in honor of life events—and request that family members be informed—this new notifee description override is a practical upgrade that adds polish without adding extra steps.
Unveiling a New Twist on an Old Concept: The Art of Discarding in Shalom Cloud
In the ever-evolving world of digital solutions, even the most traditional concepts can receive a modern twist. Today, we delve into an intriguing update in Shalom Cloud that transforms the way we think about managing household or family units within the system. The concept in question? Discarding.
Traditionally, actions like “destroy” meant a permanent removal, erasing all traces from existence. However, Shalom Cloud introduces us to “discard,” a soft delete that removes visibility but keeps the data intact. This subtle distinction has sparked a debate among users: is it better to discard, or simply change a family’s status to “resigned” or “inactive”? While this choice remains personal and varies across synagogues, the demand for a discard option has been acknowledged.
However, challenges have emerged. Imagine discarding a family unit, only to realize later that you need to retrieve it. Previously, this meant reaching out to support. In an empowering move towards self-service, Shalom Cloud now allows users to resurrect previously discarded families on their own.
Here’s how you can do it: navigate to Queries > Families. Since the original status of a discarded family may be unknown, it’s recommended to check all statuses. A new checkbox for “only discarded” families is now available. Upon searching, the discarded families appear. To restore them, simply check the actions column and hit the new purple “undiscard checked” button. Just like that, they return to your records, ready for management once more.
A noteworthy enhancement accompanies this update. Discarding a family with an outstanding balance can lead to complications, as there was previously no method to address the balance. The system now prevents discarding families with balances, prompting users to adjust financial transactions first. This additional safeguard ensures a seamless experience and prevents potential pitfalls.
In practice, suppose a family named Boyle has moved away, leaving behind a $950 balance. By adjusting this balance to zero, you can then proceed to discard them confidently. This update offers a complete round-trip process: query families, view all statuses, select only discarded, and restore or re-discard as needed.
While the frequency of needing this capability may be low, having it available is invaluable. Embrace this modern twist on an age-old concept and navigate your Shalom Cloud management tasks with newfound ease and efficiency.
In the ever-evolving landscape of financial management, staying ahead with efficient reporting tools is crucial. Today, we delve into a new option on aged financial reporting. If you’re involved in managing finances, this change is designed with you in mind.
For those unfamiliar, accounts receivable aged reports are essential for understanding who owes what, and how long those amounts have been outstanding. Traditionally, these reports could be generated by family or by category, allowing for an in-depth exploration into specific areas such as tuition fees or donations.
Introducing the New Simplified Aged A/R Report by Family
Until now, aged reports by family included both a summary and a detailed view. These options provided insights into each category for which a family owed funds. However, the latest update introduces a streamlined approach: a one-line-per-household report. This compact version offers a quicker, more efficient way to grasp the financial landscape without getting lost in the minutiae.
Understanding the Reports
Summary Report: The summary report breaks down financial obligations by family, displaying each category’s owed amounts. It’s a straightforward way to identify outstanding debts at a glance.
Detail Report: While more time-consuming, this report provides a comprehensive view, detailing each transaction, including pledges and payments. It’s invaluable for those needing a deep dive into financial interactions.
New Simplified Aged A/R Report: The latest addition is the one-line-per-household report. This format eschews detailed breakdowns in favor of a simpler overview, highlighting ages and grand totals for each family. It’s perfect for quickly assessing who owes what over various time frames.
The Importance of the ‘As Of’ Date
A pivotal aspect of these reports is the ‘as of’ date, which allows you to tailor your view to specific time frames—be it future projections or retrospective analyses. Adjusting this date ensures you capture the most relevant financial data, whether you’re looking at past transactions or future projections.
Enhancing Financial Oversight
This update not only simplifies financial tracking but also enhances your ability to manage and strategize around outstanding debts. By providing a concise, clear view of financial obligations, it empowers you to make informed decisions quickly and efficiently.
We hope this new feature proves invaluable to your financial operations, offering a streamlined path to understanding and managing accounts receivable. Whether you’re a seasoned finance professional or new to the field, this update is designed to make your task easier and more efficient.
Discover the New Annual Installment Billing Feature
With this announcement, we introduce the capability of annual installment billing. While many are familiar with the monthly and quarterly billing cycles, the new annual option offers a strategic advantage for long-term financial planning, especially for significant contributions such as a building fund, or a capital campaign.
What is Installment Billing?
In general, it’s more straightforward to bill once for an entire amount, and then to draw down the amount owed as payments are made. However, some congregations prefer to charge the membership incrementally. Depending on an organization’s policies, installment billing can occur monthly, quarterly, or now, annually.
The New Annual Billing Capability
Previously, many organizations relied on monthly or quarterly billing cycles. The introduction of annual billing offers a fresh perspective for managing long-term financial commitments. For example, if your organization is running a building fund campaign, you can now set a total amount to be billed. By selecting the annual installment billing option, the total amount is divided into yearly installments, facilitating easier tracking and management.
How It Works
Let’s consider an example involving the Goldsmith family, a part of your organization’s financial contributors. Suppose they commit to a total contribution of $5,000 over five years for a campaign like the mikvah campaign. With the annual billing feature, you input the total amount, select the installment billing option, and set the first and last bill date—say, from September 2025 to September 2029. The system automatically divides the total into yearly amounts, aligning each installment with the appropriate fiscal year.
Benefits of Annual Installment Billing
Long-Term Planning: Organizations can plan more effectively for future projects with clear, predictable cash flows.
Simplified Management: With annual billing, there’s less frequent need to manage and adjust billing cycles, saving time and reducing errors.
Enhanced Reporting: Financial reports can now reflect long-term commitments more accurately, assisting in strategic decision-making.
By leveraging the new annual installment billing feature, organizations can enhance their financial management capabilities, ensuring they remain agile and efficient in today’s ever-evolving financial landscape. Embrace this new capability to optimize your organization’s financial strategies and achieve your long-term goals with confidence.
This article serves as a pre-announcement regarding the upcoming implementation of processing fees on the ShalomCloud shopping cart, which has not been available until now. As an administrator, you can make fees mandatory, and set the rates for card and for ACH, respectively.
The shopping cart will feature a new radio button for selecting payment methods, and it will automatically calculate the total including fees. If you have any questions or objections about this feature, please reach out to us, at support@shalomcloud.com, as we want to ensure everyone is aware of this change prior to its official roll-out.
You can now create summarized contribution acknowledgements.
The traditional acknowledgement, addressed in this post from January of 2023, accommodates sending a passel of donation notification from one screen. Accordingly, for each line item, you can override the description; and for each line item, you can specify a third party to be honored or notified. And, by means of a checkbox per item, you can choose exactly which payments merit an email acknowledgement.
But suppose you’re faced with a different situation. For example, over a short period of time, you receive several donations, possibly repeated contributions per household. possibly on different days, possibly via different checks or card/ACH payments. You probably would not want to issue a thank-you per transaction. Instead, you’d like to send a note containing the sum of that activity.
That’s what this new concept handles. You’ll see a checkbox to the right of the Bulk acknowledge button.
By checking that box, and then selecting Bulk acknowledge payments, you’ll see a screen with one line per household, with the total of the payments contained in the underlying query.
This promotes sending one email per household.
One caveat worth mentioning — because we’re totaling, this likely needs a simpler email template. The only elements it can handle are today’s date, the name and address of the giver, and the amount.
Two different situations. Two different ways to handle them.
Over the past six months, ShalomCloud has delivered several key features designed to enhance user experience and streamline administrative processes. These updates focus on improving email communication flexibility, financial transaction visibility, and preventing payment errors. Some of these features may not have had an individual blog post; hence, we’ve gathered these topics here, in one article.
Community Field Now Available in Email Templates
Our most recently requested feature has arrived – the ability to include the “community” field in your email templates. (If you’re not aware of the “community” field, please review this blog post.) Previously, users could customize emails with various merge fields, but community designation wasn’t among them. Now, administrators can incorporate community information directly into their communications, allowing for more targeted and relevant messaging.
This enhancement is particularly valuable for organizations managing multiple communities (e.g. HOA associations, senior living facilities). Communications can now be automatically personalized based on community affiliation without manual intervention.
Enhanced Financial Transaction Visibility
We’ve improved the financial transaction posting page by adding a total-owed calculation underneath individual line items. This simple yet effective addition provides instant visibility into the overall financial picture while processing individual transactions.
Total owed beneath the line items
This feature addresses a common pain point where administrators had to manually calculate totals when reviewing accounts. Now, the system automatically displays the cumulative amount owed, saving time and reducing the potential for errors during financial processing.
Smarter Recurring Payment Protection
Our third recent enhancement focuses on preventing accidental overpayments when setting up recurring payments. The system now includes intelligent validation that compares the recurring payment amount against outstanding balances.
When an administrator attempts to create a recurring payment that would result in an overpayment, the system now displays a warning notification. This proactive approach helps organizations maintain financial accuracy and saves both administrators and members from dealing with refund processes.
Deceased Indicator for Yahrzeit Observers
We’ve added a new visual indicator within the Yahrzeit management system to clearly identify which observers are deceased. This thoughtful enhancement helps administrators avoid potentially sensitive mistakes when sending Yahrzeit notifications or planning memorial events.
The indicator appears directly in the so-called Combo Bimah List (and corresponding spreadsheet export), making it immediately clear which family members should not be contacted. This feature reflects our understanding of the delicate nature of Yahrzeit observances and our commitment to helping organizations manage these important traditions with appropriate sensitivity.
Acknowledgement emails can now be directed to specific household members based on their family role. This granular control allows organizations to ensure that financial acknowledgements, donation receipts, and other important communications reach the appropriate family member.
Administrators can now configure email preferences based on family roles such as primary contact, Adult1, or other custom designations. This enhancement respects family dynamics while ensuring important documents reach the right individual.
Understanding that different organizations use different terminology, we’ve added the ability to customize the phrase used for secondary addresses. Whether your organization prefers “Seasonal Address,” “Alternative Location,” or another term entirely, you can now configure the system to reflect your preferred terminology.
This simple but impactful change helps maintain consistency in your communications and creates a more familiar experience for both administrators and members.
Mass Attribute Assignment from Family Query
Finally, we’ve streamlined the process of managing family attributes by enabling mass attribute assignment directly from the family query screen. This powerful feature allows administrators to select multiple families based on search criteria and apply attributes to all selected records simultaneously.
This enhancement dramatically reduces the time required for bulk updates and ensures consistent attribute assignment across your database. Whether you’re tagging families for event invitations, special communications, or reporting purposes, this feature makes the process significantly more efficient.
These updates reflect our ongoing commitment to making ShalomCloud more intuitive and efficient. We continue to prioritize enhancements that directly address user feedback and streamline critical administrative functions.
