Database recommendations for deceased contacts

When one of your clients passes away, there are a number of steps we recommend you take within your database in order that you don't erroneously send out correspondence to or otherwise attempt to contact the deceased.

First, we recommend creating a Client Status or  Client Category of Deceased and applying this to the record.  This information displays on the client's Overview page so will serve as a quick visual cue.  To learn more about creating and applying new Client Statuses or Categories, please see this post.

The other items you'll want to take care of, particularly if you use Redtail for mail merges, are:

1.  Change the surviving spouse (if any) to Family Head, if they are not already.  You can see this post for information on how to change Family Heads.  You'll also want to remove the Family Name field from the deceased's Basic Information section and add an edited Family Name, that doesn't reference the deceased, to the new Family Head's record.

2.  To keep a record of the spousal relationship between the deceased and their surviving spouse, remove the deceased from the Family section and edit the Individual Memberships section for the surviving spouse to set this relationship up.  You can see this post for information on working with Memberships.

3.  Disable Birthday Reminder for the deceased client if it was enabled.  You can make this change by clicking Edit in the deceased's Details section on their Overview page, unchecking "Enable Birthday Reminder" and then clicking Save Detailed Information.

4.  Remove any dates in their Client Review information so that you don't see Review Reminders for the deceased client.

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