Now available — mass change for relationship phrases.
Suppose in your list of Yahrzeits, you have some inconsistencies. Brother and brother. Sister-in-Law and sister in law. Of course, you wouldn’t want to change them one by one, to match your preferences. Now, in one easy step, you can change all the relationships from one phrase to another.
When a congregant passes away, there are a number of tasks to take care of. Until now, we provided a list of those actions, which you had to perform one by one.
With this enhancement, we have streamlined that process and automated quite a few steps. Where the steps do require manual input, we’ve gathered those inputs into fewer screens than you had to visit in the past.
The manual steps are:
Update the formal name, informal name, and informal label of the family
Possibly changing the billing status, especially if the one who passed away was the last survivor of the family
The automated steps — those that ShalomCloud performs without your intervention are:
Sets the “deceased” flag for the member.
Erases the email address (to avoid inadvertently sending an email from ShalomCloud).
Erases the cell phone (to avoid inadvertently sending a text message from ShalomCloud).
Changes the role-within-family to “Deceased.”
For all Yahrzeit notifications that the newly deceased was receiving, sets the notification flag to “N”. This avoids the embarrassing possibility of sending Yahrzeit reminders.
Tags the Yahrzeit as a former member. Thus, you can query Yahrzeits for former members who passed away during a given time period.
After performing these actions, both manual and automated, the system then provides you with a link to all the Yahrzeits currently observed by the person who passed away. This gives you the opportunity to declare other reminders, thus keeping alive the lineage.
To see this process in action, please peruse this video, illustrating the process to follow when a congregant passes away.
You can now search financial transactions using a wildcard, or key-word, for the category.
Especially for those of you converting from a legacy system, you may find yourself with hundreds of financial categories. Worse, the naming convention may have differed from year to year, especially if the fiscal year was part of the category name. We’ve seen lists such as
18-19 Senior Dues
2018-2019 School tuition
Young couple dues, 2018-19
With that sort chaos in the naming convention, it’s time consuming to try pinpointing several related categories in a sorted list.
With today’s change, you can merely type a keyword or phrase into an area labeled Category wildcard.
When accompanied by fiscal year, this gives you a powerful and quick way to focus on a set of transactions in related categories.
Feel free to enjoy this short (3m 26s) video, demonstrating this ability to search financial transactions using a wildcard in the category.
Running statements can tie up your screen for much more than a few seconds. In fact, if statements take more than two minutes, you’ll see a message about a Gateway timeout.
In order to avoid this, we are now processing statements as a background job. What does this mean to you? First of all, as you submit a statement run, you’ll get an immediate response, telling you that the statement run has begun. Later, typically two to five minutes, you’ll receive an email, from [email protected], informing you that the statements are ready. In that email will be a link, which you can use to download the statements.
For small synagogues, this may be a bit of an inconvenience — after all, it’s a two-step process to pull statements. However, you do gain the benefit of being able to use your browser while the statements are running. And, by running them in the background, you’ll not have to worry about the system timing out.
In weeks to come, we expect to be doing the same for some of the longer-running selections.
Pull a statement — amounts owed and paid — for any date range.
Make a payment, while designating exactly how those funds should be applied.
Member search, by any portion of the last name and/or first name.
To these functions, we now add the idea of creating, updating, and deleting recurring payments. For the sake of completeness, let us mention a couple of prerequisites:
Your temple or synagogue must have an account with our gateway that offers both card and ACH. For more information on that topic, please send us a note at [email protected], and we’ll guide you through the setup process.
There must be a charge, debit, or amount owed, to which the recurring payment would be applied.
The following video shows, not only the new recurring payments function, but actually everything that the member portal can do. Feel free share this post and video, especially if you have members who may want to have an online account.
Our larger customers may be interested in the capability to segment the turnaround document.
What is the turnaround document, you might wonder? For background, please have a look at this video. This is a document that holds all the fields we have collected for families, individuals, and Yahrzeits. The goal is to send each document to its respective family; and then the family would “turn around” that document with additions and corrections.
For large congregations, the program might well time out. In that case, you would want to take advantage of the new ability to segment the turnaround document — to run it by range of letters. It defaults to “A” to “Z.” If that’s too many, you might try entering something like “A” to “D”, then “E” through “H”, etc.
ShalomCloud now has the ability to create private notes.
For a few years now, ShalomCloud has had the ability to create notes. The note creator can assign a priority, a due date, and can assign a user to the note.
However, until now, anyone with the “families” permission could read the notes. With this change, only the “assigned to” person can see the body of the note. For anyone else, the topic appears, but the body clearly shows the note as private.
We are now announcing something new–the ability to search for people in your congregation.
To run a search in the member portal, you’ll see a new button labeled “Member Search.” When you click that button, you’ll see a form with last name and first name. You can enter either or both. For example, if you enter just “Ann” in the first name, it’ll find everyone whose first name is Ann, Anne, Annette, etc.
The system will tell you how many people matched your search, Then, on each line, you’ll see first name, last name, cell phone, email, and address. Also, on each line, there’s a checkbox to see additional family members.
If you, as a member, do not wish your cell phone or email to appear, you can edit your information to keep those facts private. Or, you may also contact your temple administrator, who can also mark it private.
As a reminder–members can edit their own information. Names, addresses, phone numbers, occupation, birthdays, anniversaries. And that anything edited by members on the member portal goes directly into ShalomCloud.
ShalomCloud now has available four aged accounts receivable reports.
The four reports are:
By family, summarized.
By family, detail.
By category, summarized.
By category, detail.
If you’ve entered Due Date in the charge, that is the field that determines the age of the receivable item. Lacking due date, the system chooses effective date. Lacking effective date, it’ll fall back to the date the transaction was entered.
There is also a selection to include fiscal year in the categories. Here’s what that means. If you already include the year in your categories–that is, if you set up new sets of categories each each, then you won’t need to include fiscal year, because it’s already there.
On the other hand, knowing that ShalomCloud carries an explicit, separate field for fiscal year, you may adopt the practice of not setting up new categories each year. In that case, if you wish to separate the commitments by year, you would want to include fiscal years on the reports.