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Create and Manage Estate Accounts

Quick Start

⚰️ Member passed away? Mark contacts as deceased to automatically create estate accounts for proper record management.

  1. Find contact record → 2. Check "Deceased" checkbox → 3. Save contact → 4. Verify estate account creation

What you'll accomplish: Properly handle deceased member records by creating estate accounts that maintain historical data while reflecting current status in about 5 minutes.

🚀 Quickstart​

  1. Navigate to the primary contact record on the account
  2. Check the "Deceased" checkbox in Contact Details
  3. Save the contact record
  4. Verify estate account automation has activated

⚠️ Before You Start​

📋 Prerequisites Checklist
  • You have appropriate permissions to edit contacts and accounts
  • Estate Account Record Type is configured in your organization
  • Deceased Contact Automation is active and functioning
  • Estate Account Automation is active and functioning
  • You have verified the member's deceased status

💡 Understanding Estate Accounts​

What is an Estate Account: An estate account is created when both primary and secondary contacts are deceased, and there is no other contact on the account who should become the primary contact. These accounts maintain historical membership data while clearly indicating the estate status.

Estate Account Characteristics:

  • ✅ Special Record Type - "Estate Account" record type
  • ✅ Estate Account Checkbox - Marked as true
  • ✅ Automated Creation - System-generated when conditions are met
  • ✅ Historical Preservation - Maintains all past membership and financial data
  • ✅ Future Planning - Allows for estate-related transactions if needed

When Estate Accounts Are Created:

  • Primary contact is marked as deceased
  • Secondary contact (if exists) is also deceased
  • No suitable replacement contact exists on the account
  • Automation conditions are met

📘 Detailed Instructions​

Step 1: Locate the Contact Record​

  1. Use the Global Search bar to find the contact
  2. Type the contact's name
  3. Click on the contact to open their record
  4. Verify you have the correct person

Step 2: Mark Contact as Deceased​

  1. Navigate to the Details tab on the contact record
  2. Locate the Contact Details section
  3. Find the "Deceased" checkbox
💼 Deceased Contact Process

Before Marking Deceased:

  • Verify the information from reliable source
  • Check for family preferences about record handling
  • Note any estate-related instructions or contacts
  • Review account for other active contacts

After Marking Deceased:

  • System automatically evaluates estate account creation
  • Account record type may change to Estate Account
  • Estate Account checkbox will be set to true
  • Contact remains visible but marked as deceased
  1. Check the "Deceased" checkbox
  2. Add any relevant notes about the passing (optional but recommended)
  3. Click Save to apply the changes

Step 3: Verify Estate Account Creation​

  1. Navigate to the associated account record
  2. Check for the following changes:

Automatic Updates:

  • ✅ Record Type changed to "Estate Account"
  • ✅ Estate Account checkbox is checked
  • ✅ Account status reflects estate designation

Step 4: Review Account Configuration​

Estate Account Management:

  1. Review any active memberships or billing
  2. Check for outstanding balances or payments
  3. Verify contact information for estate communications
  4. Update account notes with relevant estate information
Manual Creation Not Recommended

While you can manually check the "Estate Account" field, this bypasses important automation and validation. Always use the deceased contact process unless specifically instructed otherwise by your administrator.

✅ How to Know It Worked​

Success Indicators:

  • ✅ Contact record shows "Deceased" status
  • ✅ Account record type changed to "Estate Account"
  • ✅ Estate Account checkbox is marked true
  • ✅ Account status reflects estate designation
  • ✅ No errors or automation failures occurred

Verification Steps:

  • Check contact record for deceased status
  • Review account record for estate designation
  • Verify automated changes took effect
  • Test any estate-related processes if applicable

🆘 Troubleshooting​

❌ Cannot Find Deceased Checkbox

Problem: Deceased checkbox not visible on contact record

Contact your System Administrator to verify:

  • ✅ Field-level security is set correctly for your profile
  • ✅ Deceased field is added to the contact page layout
  • ✅ Page layout is assigned to the correct app
  • ✅ Profile has correct page layout assignment
❌ Estate Account Not Created Automatically

Problem: Account doesn't change to estate status after marking contact deceased

Contact your System Administrator to verify:

  • ✅ Deceased Automation is active and functioning
  • ✅ Estate Account Automation is active and functioning
  • ✅ Estate Account Record Type exists and is accessible
  • ✅ Automation criteria are properly configured
❌ Multiple Contacts on Account

Problem: Account has multiple contacts and automation doesn't trigger

Solutions:

  • ✅ Review all contacts on the account
  • ✅ Determine if another contact should become primary
  • ✅ Mark additional contacts as deceased if applicable
  • ✅ Consult administrator for complex contact situations
❌ Estate Account Fields Missing

Problem: Estate account checkbox or record type not available

Contact your System Administrator to verify:

  • ✅ Estate Account Record Type is created and active
  • ✅ Estate Account field is added to account page layout
  • ✅ Record type assignments are configured for your profile
  • ✅ Automation workflows are properly deployed

💡 Best Practices​

Estate Account Best Practices
  • 📝 Document Everything - Record details about the passing and estate status
  • 🔍 Verify Information - Confirm deceased status from reliable sources
  • 👥 Check Family Contacts - Identify estate representatives if needed
  • 📊 Review Financials - Address outstanding balances appropriately
  • 📞 Sensitive Communication - Handle all estate communications with care
  • 📋 Regular Maintenance - Periodically review estate accounts for updates

Estate Account Management:

  • Maintain historical data - Keep all past records intact
  • Update contact information - Add estate representatives as appropriate
  • Handle financials carefully - Follow organization policies for estate balances
  • Communication protocols - Use appropriate sensitivity in all communications

Compliance Considerations:

  • Privacy regulations - Respect family wishes about data handling
  • Legal requirements - Follow local laws about deceased member records
  • Organization policies - Adhere to internal estate account procedures
  • Audit requirements - Maintain proper documentation for reviews

🔗 Related Actions​