HOW TO MANAGE YOUR CEMETERY IN CHRONICLE

It is easy to get started with The Chronicle Software. For public users, they can easily locate the details and location of their loved ones. For administrators, it is easy to keep your manage your cemetery and keep your records up to date.

We will guide you through a broad introduction to all Chronicle features and then dive into how to view, edit and create your records for interments and reservations.

Introduction to Chronicle

This tutorial is a broad overview of all Chronicle functions.

The Public Portal

Fly through your cemetery with the map screen

Our interactive Map will help you browse and locate your data easily.
Chronicle is a visually focused mapping application for cemeteries that allows you to perform cemetery record operations guided by the displayed map. Functions such as searching for deceased people and updating burial record keeping are all driven through the map interface.

When you visit your cemetery in Chronicle, you will be greeted by an overview map showing your whole cemetery. The following elements are present on the map screen:

1. Interactive Map Display – Each plot is colour coded according to its status. See the LEGEND to match the status with the colour.

2. Search Bar – Allows you to quickly find the information you are seeking. You can search by plot ID, first name, surname, date of birth and date of death.

3. Map Legend – We use a colour code for legends to easily check the status and availability of each plot.

4. Zoom and Pan – You can zoom with the mouse wheel and pan by left-clicking and dragging the map.

5. Query details – Left click on any plot to view the publicly accessible details of that plot.

6. Colour coded plots – The map is dynamic and changes with the availability of the grave sites. The grave plots are colour coded so the user can immediately see plots that are available for sale, unusable, reserved for interment and interred.

The search bar gives you access to specific records quickly.
Chronicle’s search tool provides a smart, fast and easy way for you to search for plot owners, interred records or locate specific plots. It also gives the public access to find their ancestors and check the availability of the plots.

1. Select your search category, which can be Plot ID, first name, surname, date of death or date of birth.

2. Type your search criteria, for example, “Pickett”.

3. Your results will be listed in the table below.

4. Left click the record you are interested in

5. The map will zoom to that record and a pop out box will display the publicly available information.

The Administrator

Secure Login

Secure login portal to access the cemetery’s confidential records
The Secure Admin Portal is an integral part of the Chronicle security procedures. Only the cemetery administrator can access the detailed cemetery records and make edits.

  • Enter your email address and Chronicle password in the appropriate fields.
  • If you have forgotten your password, click “Forgot Password”. You will receive an email on how to reset your password.
  • Use the “Remember Me” checkbox to save your login ID and password, saving you from typing it in again when you next visit.

Note:
You can only reset your password with the e-mail address linked to your account.

How to view and edit records

With Chronicle you can view and update any record and plot information, including internments, reservations and plot details. Additionally, you can attach headstone photos and documents or any other type of document you wish to record and store.

Chronicle uses a simple and consistent form structure to help you manage your data. You can view all the details of the grave plot in a consistent format and quickly update information when needed.

Only information in the public domain is made available to the public when they view your cemetery. All details that are considered confidential, including all details of any living people, are only accessible to the cemetery administrator after they have logged in through the secure portal.

  • Using the “search bar” gives you access to specific information easily. Search options allow you to search by plot ID, first name, surname, date of birth and date of death.
  • Clicking a record in the results table will zoom to the selected plot in the cemetery map. A form will pop up and it will show you the exact location of the plot and its information.
  • Importantly, as an administrator, you will have a new button in the pop-out box that says “view”.
  • Clicking the “view” button of the form will give you access to view and edit the plot details form. This form has four essential parts for you to organise all the records that you need for a specific plot, including plot details, right of interment, interment, uploading headstone photos and scanned forms.

View a summary of the plot

The Plot Details Form is the summary of all the information relating to the selected plot. This form has four sections:

  • Plot ID section contains the plot id number, section, row, plot number, status and graves capacity.
  • Right of interment section consists of name of the applicant for who reserved the plot, application date and term of the reservation.
  • Interment section consists of the name of the interment, type (ashes or burial), gender, date of interment, date of death, date of birth.
  • Headstone photo section allows you to upload and download a photo of the headstone.
    We will discuss each of these in the following sections.

Note:
Before you start editing any form, always click “EDIT” button for each field you wish to edit. You will find the edit button at the bottom part of the plot details form.

The Administrator Portal

How to view and edit reservation/right of interment details

This form has two essential parts referring to the applicant and right holder. It is not always the person applying for the reservation that would like to the right holder.

Chronicle supports multiple right holders, which is common for a family who wishes to grant authority multiple members in case someone is unavailable at a crucial time.

Note:
Right of interment (ROI) might be referred to as a reservation in some regions.

Applicant Details Section

This part has the information of applicant name, home address, postal address, contact details, email address and personal details.

  • By clicking the “View” button will give you the full details of the applicant, “Edit” button gives you an access to update or change the information of the applicant
  • Once your done editing the details make sure to click the “save” button.

Right Holders Details Section

This form shows the number of right holders, name of the rights holders, address, phone number and their email address.

  • By clicking “View” button to each form of the right holders, this will direct you to another form that has more information about them.
  • “Edit” Button gives you an access to update all the right of interment details in this form.
  • Once you have finished editing the form details, click “save” button to save the changes or “cancel” to discard changes.

Uploading Scanned documents Section

  • In this section, you can upload documents online for reservations, death certificates, burial applications.
  • You can easily view and access the stored documents

How to view and edit interment details

Interment details form

This is a complete view of all the interment details.

This form contains details for the interred person, funeral director, interment minister, next of kin, interment specifics, details of the interred person and linked files.

  • Click “view” next to any person and view the full contact details of that person. You can also edit the details in this form.
  • Remember, you must click the “edit” button before you are able to update or edit the details. Once you are done updating the files, always click the “save” button

Interred details Section

  • In this Section It contains details of name of the interred person, home address, date of birth, date of death, cause of death, occupation, age and religion.
  • Updating the information of the interred person you must click the “EDIT” button to make some changes.

Uploading Scanned documents Section

  • In this section, you can upload documents online for reservations, death certificates, burial applications.
  • You can easily view and access the stored documents

How to view and edit details of each person

The person form is used to view, create or edit the details of any person within the database, this includes interred, rights holders, funeral directors, next of kin, etc. Click edit to make any changes. Be sure to save any changes afterwards.