Digitizing Work Orders
Gethsemane used to utilize a separate program to electronically manage their work orders. But after webCemeteries further developed that aspect of its software, Gethsemane changed its process and hasn’t looked back. Everything they do now flows through a webCemeteries work order – from grave repair to memorial installation to funerals. This information is all accessible to the grounds crew from their tablets, with links to the grave location, information about the deceased, and any relevant documents.
“The grounds crew takes pictures all throughout the process. They’ll take pictures of the layout of the grave so we can go back and reference. It’s also a record of what decorations were there, where everything was. So it allows you to go back and make sure the grave looks the way it’s supposed to,” says Tim.
This creates a visual record attached to each work order that makes it easy to share status reports with families. The grounds crew love having all the information they need right at their fingertips. Because there’s no longer any need to print work orders, their department has gone paper free.
This new process has also fully automated communication across teams at the cemetery. The office staff can review a customer’s profile or any associated work orders at any time to see a real-time status of work being done. As work orders are completed, the admin or sales team are automatically notified to ensure prompt follow up with families.
Having records available online provides significant benefits and efficiencies to both our operation and our families.
Contract Solutions and Beyond
Gethsemane most recently began using webCemeteries’ contract system to streamline their sales process, improving accuracy of sales agreements and transforming the experience for families being served. The old process for reserving graves and writing up sales agreements was very manual, required a lot of paper, and was prone to error. Now webCemeteries makes it easy to place a hold and then insert that particular property into a contract. Since inventory is adjusted in real time, this eliminates the possibility of double sales.
With the new process, sales staff work with families to select property off of a color coded sales map, select service and merchandise items out of a digital catalog, and the system automatically calculates all of the prices and payment terms. Once these selections have been made, a PDF copy of Gethsemane’s standard contract form is generated with all of the appropriate details. This new process has created a better experience for families, and is reducing the number of manual errors during the sales process.
Looking forward, Gethsemane plans to implement webCemeteries’ payment processing solutions to simplify that part of their workflow, and is open to whatever new features come next. By making their records easily accessible, even on the go, webCemeteries has allowed them to simplify their internal process and step up their level of service to the families in their care.
About Gethsemane Cemetery
Gethsemane Cemetery is a Catholic cemetery in Laureldale, Pennsylvania that serves the entire county. Gethsemane also manages St. Mary’s Cemetery, a smaller Catholic cemetery located south of the City of Reading. Between the two cemeteries they manage nearly 100 acres of property and serve nearly 500 families each year.