Occasionally we will blog about Halcyon features that may benefit you and you might not have known about. Enjoy!
Monitoring Contract Changes
There are several contract-related actions that cause Halcyon to push out notifications to your staff:
- When a new At Need (or Pet Walk In) case is added. Go to Admin/At Need Case Add Notifications)
- When a new discount is given to an At Need Contract (or Pet Walk In). Go to Admin/At Need Case Add
There are reports available to inform you about contract changes.
- Account Adjustments, Discounts & Refunds – Adjustments, late fees and discounts made to accounts over the reporting time period.
- Account Modification History – Report of all modifications made to case accounts within reporting time period.
- Contract Change History – Reports status changes and amount changes that were done to contracts within reporting period
See these related help articles:
Late Fees and Terms
Halcyon allows for terms to be setup so that late fees can be applied and then disabled on selected cases. Many funeral homes are against having late fees but the terms setup drives other helpful tools available even without late fees. Halcyon also allows for the Case/Purchases’ Balance Due Date to be automatically defined and for the terms text that is on the Statement of Goods and Services (aka contract) to be customized. See this help article for more information about setting up terms: https://halcyondcms.zendesk.com/hc/en-us/articles/360033256751-Late-Fees-and-Terms
Notes and Tasks as Organizational Tools
Notes and tasks are organizational tools that you can utilize to help you keep track of all of the moving parts and different pieces of information associated with a case. Notes and tasks for each case will show up on their Case Overview tab. You can maintain notes and tasks here, including printing them or marking tasks as completed.
For convenience, you can add a note from any screen in the system using the blue “Add Note” button on the bottom right of the screen, next to the “Add Case” button. You’ll even see an option to send this note as a message to staff members who have their messaging preferences set up (see the Staff Maintenance help article for more information about messaging preferences).
If you find yourself using tasks often, you may be interested in setting up the Tasks Widget on the Dashboard to monitor them or creating Default Tasks. Default tasks are tasks that will be generated automatically with new cases- you can assign them based on either case type or service type.
Default Tasks
Default tasks are tasks that will be generated automatically with new cases- you can assign them based on either case type or service type.
Just like any task, you have the option to assign default tasks to employees. You can also assign a due date for the task either before or after the case’s Date of Death, Date Services Provided, or Case Date. If you have a default task set up, the task will appear on the Case Overview tab for any new cases that have been created with either that case or service type.
If you’re using default tasks, you may want to consider enabling the Tasks widget for your Dashboard. This is a handy tool to help you keep track of all tasks- it can also be filtered to view overdue/incomplete/all tasks, or anyone’s tasks/tasks that are just assigned to you.
Forms Availability
There are multiple places in your system where you can set forms up to run. There is a main forms menu and there is a section called “Frequently Used Forms” on the right hand side of each Case Overview tab. If you perform trade work, you will also be able to make forms available on your Partner Portal for partners to run. If you have Arrangement Assistant, you can set up forms to run from there as well.
You can maintain which forms are available in your system and where they are from the Forms Maintenance option under your Setup menu.
If you want a form to be available to your partner portal then select the checkbox within that column and then go to Admin/Partner Portal Access to make that form available to whichever of you partners you want to have access.
Select Maintain Forms button. And then select which forms you want to be available for this partner.
