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Passare Glossary

Learn definitions for common words used in funeral service, the funeral profession, and funeral home case management software.

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Funeral home software and case management

  • At-need planning – The process of arranging a funeral after a death has occurred. Families work with the funeral home to plan services, select merchandise, and handle logistics in real time.
  • Case file – A record containing all the details related to a single funeral case, from first call information to final disposition. A digital case file stores everything in one place so your team can access it anytime, from any device.
  • Case management software – Software designed to help funeral homes organize and manage every aspect of a case, from intake to aftercare. It centralizes information so staff can work from one system instead of juggling paper files and spreadsheets.
  • Decedent management – The process of tracking and managing information related to the deceased throughout the entire case. This includes personal details, identification, chain of custody, and preparation records.
  • Digital arrangement – A funeral arrangement process that uses online tools to allow families to plan services remotely. Families can review options, select merchandise, sign documents, and even make payments without visiting the funeral home.
  • Funeral case management – The end-to-end workflow of managing a funeral case, from the initial call to final disposition and aftercare. Good case management keeps your team organized, your families informed, and your processes consistent.
  • Funeral consumer – A person or family researching, planning, or using funeral services. Understanding what today's funeral consumer expects helps funeral homes deliver a better experience, both in person and online.
  • Funeral home software – Technology built specifically for funeral homes to manage cases, serve families, track operations, and run the business. The right software saves time, reduces errors, and helps you focus on serving families.
  • Mobile case management – The ability to access, update, and manage funeral cases from a mobile device. With mobile tools, funeral directors can stay connected to cases whether they're at the funeral home, the cemetery, or on a first call.
  • Preneed planning – The process of planning and sometimes funding a funeral before a death occurs. Preneed gives families peace of mind and helps funeral homes build relationships early.
  • Task management – A system for creating, assigning, and tracking to-do items throughout a funeral case. It helps teams stay organized and ensures nothing falls through the cracks, from preparation to the day of service.

Business & Operations

  • Arrangement conference – A meeting between a funeral director and a family to plan funeral or memorial services. This is where key decisions about service type, merchandise, and logistics are made.
  • Burial scheduling – The process of coordinating dates, times, and locations for burial services. This includes confirming availability with cemeteries, clergy, and other service providers.
  • Casket – A container in which the body of the deceased is placed for viewing, funeral services, and burial. Caskets come in a wide range of materials, styles, and price points. Some funeral homes also offer rental caskets for families who choose cremation but still want a traditional service with the body present.
  • Calendar & scheduling – A tool that helps funeral home staff manage events, services, and appointments in one view. A shared calendar keeps everyone aligned on what's happening and when.
  • Case status tracking – The ability to see where a case stands at any point in the process. Status tracking gives managers and staff a quick snapshot of active cases and what still needs to be done.
  • Chain of custody – A documented record of every person who handled a decedent or their belongings, and when. A clear chain of custody protects your funeral home, builds trust with families, and supports compliance.
  • Cremation tracking – The process of monitoring the location and status of cremated remains throughout the cremation workflow. Accurate tracking ensures accountability and gives families confidence that their loved one is being handled with care.
  • Death certificate – An official legal document that records the fact of a person's death, including the cause, date, and place of death. Death certificates are required for settling estates, filing insurance claims, and handling other legal matters. Funeral homes play a key role in gathering the information needed to file a death certificate through the state's vital records or electronic death registration system.
  • Decedent record – A detailed file that contains personal, medical, and service-related information about the deceased. This record is used throughout the case and may be referenced for compliance, reporting, and vital statistics.
  • Direct cremation – A type of disposition where the body is cremated shortly after death, without a formal viewing or funeral service. It's often the most affordable option and is growing in popularity across the U.S.
  • Disposition – The final handling of a deceased person's remains, whether through burial, cremation, entombment, or another method. The type of disposition chosen by a family shapes much of the planning process.
  • Documentation management – The process of organizing, storing, and accessing important documents related to a funeral case. Going digital with documentation reduces paperwork, speeds up workflows, and keeps everything in one place.
  • Embalming/Body preparation – The process of preserving and preparing a body for viewing, visitation, or burial. This includes embalming, dressing, cosmetology, and casketing.
  • First call/First call intake – The initial phone call a funeral home receives when a death occurs, which sets the entire case in motion. First call information typically includes the name of the deceased, location, and next of kin.
  • Funeral home management – The day-to-day oversight of a funeral home's operations, staff, and services. Good management tools help owners and managers stay in control of every moving part.
  • Funeral home reporting & analytics – Tools that help funeral homes track performance through data like case volume, revenue, and trends. Reports give owners and managers the insights they need to make confident business decisions.
  • Multi-location management – The ability to manage multiple funeral home locations from a single software platform. This is especially important for firms that operate across branches with different branding, pricing, or staff.
  • Operational efficiency – The practice of streamlining funeral home workflows to save time, reduce errors, and serve more families. The right tools and processes help your team do more with less.
  • Resource scheduling – The process of assigning staff, vehicles, chapels, and other resources to specific cases or events. Scheduling tools help avoid double-booking and keep operations running smoothly.
  • Service coordination – The process of organizing all the details for a funeral or memorial service, from venue and vendors to music and readings. Strong coordination ensures a seamless and meaningful experience for the family.
  • Service details – The specific elements of a funeral or memorial service, such as the date, time, location, officiant, music, and readings. These details are typically confirmed during the arrangement conference.
  • Transfers – The process of transporting a deceased person from the place of death to the funeral home or care facility. This is often the first physical step after a death occurs.
  • Urn – A container used to hold cremated remains after cremation has taken place. Urns are available in many materials, shapes, and sizes, and may be displayed during a memorial service, kept by the family, or placed in a columbarium or burial plot. Selecting an urn is a personal decision that often reflects the personality or wishes of the person who has died.
  • Vital statistics – The demographic and personal information about the deceased that is required for legal documents like the death certificate. This includes full name, date of birth, Social Security number, and other identifying details.

Funeral Service Terminology

  • Celebration of life – A less traditional gathering that focuses on honoring and celebrating the life a person lived rather than mourning the loss. The body may or may not be present. Celebrations of life tend to be more flexible and customizable than a traditional funeral service and are often chosen by families who want a more personal or informal experience.
  • Cremation – A disposition method in which the body is reduced to cremated remains through high heat. Cremation is the most commonly chosen disposition type in the U.S. and continues to grow in popularity. Choosing cremation does not prevent a family from having a traditional funeral service, memorial service, or celebration of life.
  • Eulogy – A speech given during a funeral or memorial service that honors the life and character of the person who has died. A eulogy is typically delivered by a close family member or friend and may include personal stories, memories, and reflections. Eulogies are one of the most meaningful parts of a service and help attendees remember and celebrate the life lived.
  • Funeral director – A licensed professional who guides families through the funeral planning process, from the first call through final disposition and aftercare. Funeral directors coordinate services, prepare legal documentation, and help families make decisions that honor their loved one. They serve as both a logistical expert and a source of support during a difficult time.
  • Funeral service – A ceremony held to honor and remember a person who has died, typically with the body present in an open or closed casket. A funeral service usually takes place before burial or cremation and often includes a visitation, a formal ceremony, and a committal at the graveside or crematory.
  • Graveside service – A brief ceremony held at the burial site, often at a cemetery or memorial garden. A graveside service may serve as the primary service or take place as a committal following a funeral service at another location. It is typically one of the simplest and most affordable service options.
  • Green burial/Natural burial – A burial approach designed to have minimal environmental impact. Green burials use nontoxic, biodegradable materials and avoid traditional embalming chemicals, metal caskets, and concrete burial vaults. The Green Burial Council sets the standards for what qualifies as a green burial, and certified green burial grounds are available in many areas across the U.S.
  • Memorial service – A ceremony held to honor a person who has died, typically after burial or cremation has already taken place. The body is not present, though an urn or framed portrait often serves as the focal point. Memorial services offer more flexibility in timing and can take place days, weeks, or even months after the death.
  • Next of kin – The closest living relative of the person who has died, typically a spouse, child, or parent. The next of kin is often the person responsible for making funeral arrangements, signing legal documents, and authorizing disposition. Identifying the next of kin is one of the first steps in the funeral planning process.
  • Obituary – A written notice that announces a person's death and shares details about their life, including family, accomplishments, and service information. An obituary is often published on a funeral home's website, in local newspapers, and on memorial websites. Many funeral homes now use tools like AI obituary writers to help create personalized first drafts.
  • Pallbearer – A person chosen to carry or escort the casket during a funeral service, typically from the venue to the hearse and from the hearse to the gravesite. Serving as a pallbearer is considered an honor and is usually reserved for close family members or friends of the deceased.
  • Viewing/Visitation – A scheduled time for family and friends to gather, see the deceased, and offer support to one another before the funeral service. A visitation may include an open or closed casket and can take place the day before or the same day as the service. Viewing the body can be an important step in processing the reality of a loss and beginning the grief journey.

Technology & software integrations

  • AI in funeral homes – The use of artificial intelligence tools to help funeral directors save time on tasks like writing obituaries, scanning documents, and brainstorming service ideas. AI in funeral service is designed to assist, not replace, the personal care you provide.
  • Answering service integration – A connection between your funeral home software and your phone answering service, like ASD. When the answering service takes a call, the details automatically create a new case in your system, no manual entry needed.
  • Barcode tracking/Decedent tracking – A digital system that uses scannable barcodes to track the location of decedents, personal items, and cremated remains in real time. It creates a reliable chain of custody and gives your team confidence that nothing is misplaced.
  • Cloud-based funeral software – Funeral home software that is hosted online and accessible from any device with an internet connection. Cloud-based systems allow your team to work from anywhere, with automatic updates and secure data storage.
  • Data security – The measures a software provider takes to protect sensitive family and business data, including encryption, access controls, and compliance certifications like SOC 2. Funeral homes handle highly personal information, so data security is essential.
  • Digital transformation – The shift from traditional, paper-based processes to digital tools and workflows in funeral service. It includes everything from online arrangements and eSignatures to cloud-based case management and mobile apps.
  • eSignatures – The ability to sign funeral-related documents electronically, eliminating the need for printing, scanning, and mailing. eSignatures save time for both funeral directors and families, especially when family members are spread across different locations.
  • Payment processing integration – A connection between your funeral home software and a payment processor that allows you to accept and track payments digitally. It simplifies billing and gives families a convenient way to pay online or in person.
  • Public API – An application programming interface that allows third-party software to connect and exchange data with your funeral home platform. A public API means your software can integrate with virtually any tool your business uses.
  • Software integrations – Connections between your funeral home software and other tools you use daily, like accounting, website, preneed, and memorial printing platforms. Integrations reduce double data entry and keep your systems working together.
  • Whiteboards – A digital version of the traditional funeral home whiteboard that displays an overview of active cases. With color-coding, icons, and labels, a digital whiteboard gives your team real-time insights at a glance.
  • Workflow automation – The use of technology to automate repetitive tasks in a funeral home's daily operations. Automating things like notifications, task assignments, and data entry frees up your team to focus on families.

Financial & compliance

  • Compliance – The practice of following federal, state, and local regulations that govern how funeral homes operate. Staying compliant protects your business and builds trust with the families you serve.
  • eCommerce – The ability for families to browse, select, and purchase funeral services and merchandise online. eCommerce tools help funeral homes meet families where they are and offer a convenient way to plan remotely.
  • Electronic Death Registration System (EDRS) – A state-run digital system used to file and process death certificates electronically. EDRS integration with your funeral home software eliminates manual data entry and speeds up the filing process.
  • FTC Funeral Rule – A federal regulation enforced by the Federal Trade Commission that requires funeral homes to provide itemized pricing and disclose costs to consumers. The Funeral Rule ensures transparency and protects families from being overcharged.
  • Funeral home billing – The process of generating invoices, tracking payments, and managing accounts receivable for funeral services. Efficient billing tools reduce errors and help you get paid faster.
  • General Price List (GPL) – A written list of all the goods and services a funeral home offers, along with their prices. The FTC Funeral Rule requires every funeral home to provide a GPL to anyone who asks.
  • Insurance assignment – A process where a family assigns life insurance benefits directly to the funeral home to cover the cost of services. This helps families pay for a funeral without large out-of-pocket expenses upfront.
  • Itemized pricing – The practice of listing each funeral service and product as a separate line item with its own price. Itemized pricing gives families full transparency into what they're paying for.
  • Payment plans – An arrangement that allows families to pay for funeral services over time rather than in a single lump sum. Payment plans make funeral services more accessible and reduce financial stress during a difficult time.
  • Revenue management – The practice of tracking, analyzing, and optimizing income across all funeral home services and locations. Good revenue management helps owners understand profitability and plan for growth.
  • Trust & insurance funding – A method of funding preneed funeral plans through a trust account or insurance policy. These funding vehicles protect the family's investment and ensure the funds are available when services are needed.

Family-facing tools & digital experience

  • Aftercare – The support and resources a funeral home provides to a family after the funeral service is complete. Aftercare may include grief support, check-in calls, anniversary reminders, and community resources.
  • Arrangement Guide – Passare's online arrangement tool that allows families to plan and pay for funeral services online for preneed or at-need. Arrangement Guide walks families through curated questions to recommend personalized service options that reflect your funeral home's offerings.
  • Communication tools – Features that allow funeral directors and families to communicate directly through the software. Messaging tools keep conversations organized, protect personal phone numbers, and make it easy to share updates quickly.
  • Digital guestbook – An online space where friends and family can leave messages, share memories, and offer condolences. A digital guestbook gives families a lasting keepsake they can revisit anytime.
  • Family portal – An online platform that allows families to participate in the planning process by entering information, reviewing details, and making selections. It gives families a voice in the process and keeps everyone on the same page, no matter where they are.
  • Grief support resources – Educational content, counseling referrals, and community resources provided to families after a loss. Offering grief support shows families that your care extends beyond the funeral service.
  • Livestreaming – The practice of broadcasting a funeral or memorial service live over the internet for remote attendees. Livestreaming makes it possible for family and friends who can't attend in person to still be part of the service.
  • Memorial printing – The creation of printed materials like programs, prayer cards, and thank-you notes for a funeral or memorial service. Memorial printing integrations allow you to design and order materials directly from your case management software.
  • Memorial website – A dedicated webpage created in honor of a deceased person, typically featuring an obituary, photos, service details, and a guestbook. Memorial websites give families and friends a place to gather and share memories online.
  • Obituary management – The process of writing, editing, approving, and publishing obituaries across multiple platforms. Good obituary management tools let families collaborate on the writing and automatically sync the final version to your website.
  • Online arrangements – The ability for families to plan funeral services through a digital platform, either fully online or as a hybrid with in-person meetings. Online arrangement tools help funeral homes reach more families and offer the convenience that today's consumers expect.
  • Online forms – Digital versions of the paperwork families typically fill out during the arrangement process, such as vital statistics and authorization forms. Online forms save time, reduce errors, and allow families to complete paperwork from home.
  • Personalized services – Funeral or memorial services that are customized to reflect the unique life, personality, and wishes of the deceased. Personalization helps families create a meaningful tribute and is increasingly expected by today's consumers.
  • Planning Center – Passare's online platform that allows funeral directors and families to collaborate on funeral arrangements anytime, anywhere. Families can enter vitals, select merchandise, review documents, sign forms, and make payments all in one place.