Q: How do I handle changes in families – Birth, Death, Marriage, Divorce?


Back to Church Office™ FAQ Page

A:Any change in a family’s structure is important. Church Office Management has several things to consider when adding or removing a family member due to birth (or adoption), death, marriage, and divorce (or separation).  The following are checklists of changes that need to be made in the program when adding or removing a family member.

BIRTH (or adoption)

  1. On the Member Detail tab:
    • Click on Add Member, select the family from the list and click Add to this Family.
    • Use the Name Breakdown Dialog to include different Last names, titles and suffixes.
    • On the Personal tab, choose the Relationship and Type as Child.
    • Remember the Date of Birth and Gender. Use the keywords to track Ethnicity or Religion.
    • Use the Picture/Remarks tab to add a picture.
    • Use the Sacraments tab to record the date and place of Baptism and place of birth. Use the Additional Status of ‘Perf. Here’ if the child was baptized at your church.
    • Send a baptismal certificate.
    • Use the Member Keywords tab to indicate ‘Adopted’.
  3. For the Parents:
    • Use the Legal Requirements tab to track important adoption forms and legalities.
    • Use the Family Detail | Letter button to send a congratulatory or welcome note.

DEATH

  1. On the deceased member's Member Detail screen:
    • Enter the Date of Deceased below the Date of Birth. The program will ask if you want to mark this member as Inactive/Deceased. Click 'Yes'.
    • OR, use the Sacraments ½ Date List tab to record the date of Death.
  2. If the deceased was the Head of Household or Spouse:
    • On the surviving spouse's Member Detail screen, change the Marital Status to Widow or Widower, and change the Relationship and Type to Head of Household.
    • On the Family Detail screen, use the ellipsis [...] button on the Family Name line to modify the Mailing Name and Salutations, and change the last name, title and suffix accordingly - depending on the surviving spouse's wishes.
  3. Use the Letter Button on the Family Detail screen to send a letter of condolence.
  4. Use the Member Detail | Legal Requirements tab to track important legal forms.

    MARRIAGE

    1. On the Family Detail screen:
      • Add a new Family or use the Bride or Groom's existing Family Record.
      • Modify the Family Name to include the spouse's name and "Mr. and Mrs." or M/M.
    2. On the Member Detail screen:
      • Use the Reassign Member button to move the Bride or Groom from their parents' or other existing family record into their new record.
      • Or use Add Member if one member of the couple is new to the church.
      • Don't forget to reassign any children that either newlywed may already have into the new record as well. Children new to the church can be added using Birth/Adoption above.
      • An option is given to transfer Fund information as members are reassigned; but only contributions and pledge setups attached to that member's ID or name will be moved.
      • Traditionally, mark the Husband as Type of 'Head' and the Wife as Type of 'Spouse'.
      • Modify the new Wife's name and title (if necessary).
      • Change the Marital Status for both to read Married or Catholic Marriage.
      • Use the Sacraments tab to record the Date and Place of Marriage for both members. Use Additional Status of 'Perf. Here' if they were married at your church.
      • Send a Marriage Certificate to the each member's church of baptism.
    3. Modify the Mailing Name and Salutations on both the Family and Member Detail screens (use the ellipsis [...] button).
    4. Use the Letter Button on the Family Detail screen to send a letter.
    5. Use the Member Detail | Legal Requirements tab to track important legal forms.

    DIVORCE (or separation)

    1. On the Family Detail screen:
      • Add a new Family.
    2. On the Member Detail screen:
      • Use the Reassign Member button to move one member of the couple to the new family. Also reassign any children that are staying with that parent.
      • An option is given to transfer Fund information as members are reassigned; but only contributions and pledge setups attached to that member's ID or name will be moved.
      • Change the Member Marital Status to Divorced or Separated for both members.
      • Use the Sacraments tab to change the Marriage Date and Status depending on the couples' wishes. Some like to keep the date but change the status to 'No'.
      • Modify the Family and Member name, Mailing Name and Salutations on both the Family and Member Detail screens to update titles and different last names (use the ellipsis [...] button).
    3. Use the Letter Button on either Family Detail screen to send letters.
    4. Use the Member Detail | Legal Requirements tab to track important legal forms.
    5. Use the Inactive checkbox to mark families or members inactive as necessary, for example if one moves away but records are to be kept.

      Back to Church Office™ FAQ Page
 Print Article
ftr