How to enter Member Sacrament Records
IN THIS ARTICLE:
Setting Sacrament/Funeral Defaults
In the Church Maintenance page, users can see the defaults set for the Sacrament/Funeral Location and Sacrament/Funeral Book Location fields.
Sacrament/Funeral Defaults Set by the Diocese
Diocese Administrator users can set the Sacrament/Funeral Defaults for all church databases within their diocese using these instructions. If the diocese sets the Sacrament/Funeral Defaults for all church databases...
- The defaults set for the Sacrament/Funeral Location and the Sacrament/Funeral Book Location will be visible in each church database's Administrative > Church Maintenance page.
- While the information is visible to church-level users in their Church Maintenance pages, it is grayed out and not able to be edited by church-level users.
- When church-level users add a sacrament or add a funeral to a member record, the Sacrament/Funeral Location default set in Diocese Maintenance will lead the corresponding information to auto-populate in the sacrament's Location field in the sacrament record and the funeral's Location of Funeral field in the funeral record.
- Likewise, the Sacrament/Funeral Book Location default set in Diocese Maintenance will lead the corresponding information to auto-populate in the book information's Location field in the sacrament and funeral records.
- While church-level users cannot edit the Diocese Administrator-selected defaults, they can edit the information within the sacrament's Location field, the funeral's Location of Funeral field, and the book information Location fields.
Sacrament/Funeral Defaults Set by the Church
If the diocese does not set the Sacrament/Funeral Defaults, Church Administrators are able to set the Sacrament/Funeral Location and the Sacrament/Funeral Book Location fields to one of the four options below. (Note: The default options you select for Sacrament/Funeral Location and the Sacrament/Funeral Book Location do not need to match.)
- No Default - the corresponding fields in the sacrament and funeral records will not auto-populate with any information.
- Church ID - the corresponding fields in the sacrament and funeral records will auto-populate with the church database's ChMS Church ID, displayed as a three-digit number (i.e. Church ID 33 will display as 033).
- Church Name - the corresponding fields in the sacrament and funeral records will auto-populate with the information in the database's Church Name field on the Church Maintenance page.
- Church Name & Church ID - the corresponding fields in the sacrament and funeral records will auto-populate with the information in the database's Church Name and three-digit Church ID. (Note: Formatting will be Church Name - Church ID, e.g. "Church of St. Mary - 033")
Entering Sacrament Records
Click on Families via the top navigation bar and select Member Explorer.
Locate and open up the member's record, then click on the Sacraments tab. Click Add and select the appropriate sacrament from the dropdown that appears.
A pop-up will appear when you select a sacrament. Any information you choose to include when adding a sacrament is optional, but we encourage you to add whatever information you have.
Note: If Sacrament/Funeral Defaults have been set, the Sacrament's Location field and the Book's Location field will auto-populate with the appropriate data. Users can edit the data that auto-populates in those fields.
Note: When printing sacrament certificates the sacrament's entire Location field will show. Users could even include address in the Location field, as this field allows add up to 80 characters, including spacing and special characters. The example below illustrates how this may look when you open a member's Sacrament tab.
PRO TIP: When adding sacraments to the database, it's helpful to include the Book Information. This will identify exactly where you have recorded the sacraments if you need to the look them up quickly in the registers.
Click Save. After a sacrament has been added, you can edit any of the information related to the entry by clicking Edit. You can delete the entry by selecting the Delete button found on the right.