Case Study: How Gethsemane & St. Mary’s Modernized with webCemeteries
For over a century, Gethsemane Cemetery and St. Mary’s Cemetery have been places of remembrance and solace for families. Spanning nearly 90 acres, these cemeteries have continually adapted to meet the evolving needs of families, including the rise in cremation services and the demand for seamless digital interactions. Today, these cemeteries rely on webCemeteries Cemetery Management and other software to improve care for families, manage their properties efficiently, and streamline operations across the board.
Background
Spanning nearly 90 acres, these cemeteries have continually adapted to meet the evolving needs of families, including the rise in cremation services and the demand for seamless digital interactions. Today, these cemeteries rely on webCemeteries Cemetery Management and other software to improve care for families, manage their properties efficiently, and streamline operations across the board.
Challenges
Before webCemeteries, cemetery management was burdened with outdated, manual processes that made everything—from record-keeping to customer service—more difficult than it needed to be. Handwritten contracts could take up to an hour to complete, and any mistake meant starting over from scratch. Disorganized paper records made it difficult to locate burial information quickly, slowing down both administrative tasks and service to the families who were looking for care in difficult times. Limited coordination between office staff and grounds crews also posed challenges, often resulting in miscommunication and inefficiencies in the maintenance of the cemetery property. Additionally, families seeking information or assistance often faced delays due to the time-consuming nature of retrieving records.
Kemberly Soria, the cemetery’s office administrator, recalled, “Our counselors used to spend so much time handwriting contracts. If they made a mistake, they had to start over, and that could take over an hour. Now, with webCemeteries, we complete them in just 15 minutes.”
Now, with webCemeteries, our counselors breeze through contracts. What used to be an hour-long task is now a quick 15-minute process, allowing us to help more families with less hassle.
– Kemberly Soria, Office Administrator
The Solution: Elevating Cemetery Care with webCemeteries
Recognizing the need for a digital-first approach, Tim Kolasa, Executive Director of both cemeteries, began searching for ways to improve to deliver the best experience possible to the families he and his staff served. Discovering webCemeteries early on, Tim began working with webCemeteries Management and integrating it into the cemeteries’ daily operations. The system has transformed the way the cemeteries manage burial records, property sales, interments, and customer service. Key features like digital contracts, work orders, interactive mapping, and a functional burial search tool have significantly enhanced the efficiency and, more importantly, the experience that loved ones receive when they contact the cemeteries for support in a time of need.
Transformative Benefits
Switching to digital contracts dramatically improved operational efficiency. Previously, counselors spent an hour or more handwriting contracts, but now the entire process takes just 15 minutes. This shift has not only reduced administrative workload but has also enabled staff to focus more on assisting families.
Automated inventory tracking ensures accuracy in property management, eliminating redundant data entry and reducing errors. “Now, with webCemeteries, our counselors breeze through contracts. What used to be an hour-long task is now a quick 15-minute process, allowing us to help more families with less hassle,” Soria shared.
The introduction of digital records has revolutionized record-keeping and property management. Staff no longer need to sift through stacks of paper to locate information. Instead, burial records are accessible instantly, saving valuable time. Interactive maps allow both staff and visitors to locate burial plots with ease, improving overall navigation within the cemeteries. “Before, we had to track down paper trails constantly. Now, all the information we need is right at our fingertips,” Kolasa noted.
Families now experience a higher level of support and customer service. With webCemeteries’ digital burial maps, families can locate their loved ones effortlessly using their own devices. Additionally, the online portal enables them to leave memories, upload photos, and remain connected to their loved ones’ final resting places. “One of my favorite moments was guiding a visitor to her sister’s grave over the phone using webCemeteries’ maps. She was amazed and relieved, and that’s exactly the kind of support we strive to offer,” said Soria.
One of my favorite moments was guiding a visitor to her sister’s grave over the phone using webCemeteries’ maps. She was amazed and relieved, and that’s exactly the kind of support we strive to offer.
– Kemberly Soria, Office Administrator
Communication and coordination within the cemetery teams have significantly improved.
The implementation of work orders keeps the administrative team and grounds staff aligned, minimizing miscommunication, and reducing lost paperwork. The ability for grounds crew members to update job statuses in real time through mobile devices has increased efficiency and communication between what is happening on property to the front office. “Our grounds team adopted webCemeteries right away. They love having all the information they need on their devices instead of dealing with paperwork. It’s been a game changer,” Kolasa added.
webCemeteries has also provided a scalable solution that grows with the cemetery’s needs. Gethsemane and St. Mary’s actively participate in webCemeteries’ feature development by submitting requests and voting on enhancements. This ensures that the system continues to evolve in alignment with their operational requirements. “webCemeteries evolves with us. The ability to request new features and see them implemented helps us stay ahead in cemetery management,” Kolasa said.
Giving Families Peace of Mind – Immediately
One of the standout improvements has been the ability to provide real-time updates to families. With instant access to records and job statuses, staff can answer inquiries on the spot, reducing stress for grieving families. The ability to provide immediate answers allows for a more compassionate and efficient experience. “Being able to quickly check burial records and provide immediate answers to families gives them peace of mind. They don’t have to wait for a callback or deal with delays—we can help them right away,” Kolasa shared.
webCemeteries evolves with us. The ability to request new features and see them implemented helps us stay ahead in cemetery management.
– Tim Kolasa, Executive Director
Advancing Family Care through Technology
By fully integrating webCemeteries into their daily operations, Gethsemane and St. Mary’s Cemeteries have transformed how they serve families, maintain their properties, and streamline internal processes. The shift to software and aligning processes accordingly has not only improved efficiency but has also strengthened their ability to provide compassionate, high-quality service. The cemetery staff can now dedicate more time to supporting families, ensuring their experience is smooth and stress-free.
Advancing family care through technology.
Collaboration is key — webCemeteries has brought our whole team onto the same page, making our work easier and ensuring families get the best care possible. It’s easy to use, accessible from anywhere, and keeps everything running smoothly.
Tim Kolasa, Executive Director
Gethsemane Cemetery & St. Mary’s Cemetery
