In MorTrack, an Entity refers to your clients, customers, or any company you may be handling deliveries for. These could be funeral homes, mortuaries, county coroner’s offices, or more. When you create a case in MorTrack, the Entity designates who the delivery is for.
If you only execute deliveries for your own company, then your only Entity may be yourself.
Users with Admin or Manage access can create and edit entities by going to the sidebar and clicking on Manage > Entities.
Representing Entities
This screen will list all active entities. To view an entity’s branch sites, click on the chevron next to the entity or its name. This will expand and list the branch site locations.
Add New Entity: To create a brand new entity, click here.
Edit an Existing Entity: To edit an existing entity, click on the Edit button (pencil icon) to the right of the entity’s name.
Show Disabled Entities: Entities that have been marked as Disabled are hidden from the list of entities by default. To view Disabled entities, click to toggle this switch on.
What Makes an Entity?
The following are required for every entity:
Entity Name: The name of the customer/client company. Each entity name must be unique.
Address, City, State, ZIP, Country: Click in the Address field, which connects to Google Maps, to easily look up an entity’s address. Note that, depending on the Country selected, some fields may change (e.g. State and ZIP may become Province and Postal Code when appropriate).
Optionally, each entity may also have the following:
SCI #
Main Email: Depending on your selections in Settings, this email may receive emails from MorTrack when cases are delivered.
Main Phone
Main Fax
Entity Notes
Billing
If an entity has billing rates that differ from your standard rates entered in Settings, you can enter them here. With Entity Specific Billing enabled, the rates you enter will apply to that specific entity and its branch site locations.
For more information on MorTrack’s billing calculations, check out this help article: Default Billing Options
Contacts
Contact information for individuals related to the entity can be added here. Depending on your chosen Settings, entity contacts may receive emails from MorTrack when cases are delivered.
Each contact requires a First Name, Last Name, and at least one Contact Method (office phone number, mobile phone number, or email address).
To disable a contact, click on the Edit button to the right of their name, then click to check the box for Disable Contact. Finally, click Save & Close. To re-enable a disabled contact, remove the checkmark for Disable Contact, then Save & Close.
Branch Sites
An entity may consist of one or more branch site locations. If a funeral home or client company has multiple locations around the city/state/province, and you handle deliveries to each, you might create multiple branch site locations for each.
Every entity must have at least one branch location. When you first create an Entity, the address used will create a Primary branch location.
To create a new branch site, click on Add Branch.
Like entities, each branch will require a Branch Name, Country, Address, City, State, and ZIP.
Branch Site Contacts
Contact information for individuals at specific branch sites can be entered here. These contacts can also, optionally, be granted access to the MorTrack Funeral Home Portal, so they may create new cases for your Dispatch team members to then assign to Drivers.
Add Contact: Click on this to begin creating a new contact.
If you intend to give a user access to MorTrack, then First Name, Last Name, and Email are required. The email entered will be the one the user will use to log in to the MorTrack Funeral Home Portal.
Disable Enable User Account: By default, this option will begin checked. If the checkmark is removed, that user can gain access to the Funeral Home Portal. They will be able to sign into your MorTrack account, view the Representing Entity User Portal, and create new cases associated with their entity and site.
After toggling the switch to green and clicking on Save, an automatic email with a password setup link will be sent to the email entered. If the user does not see the email right away, have them check to see if it was directed to their Spam folder.
Forms
By default, the forms generated for an entity will be based on the selections made in Settings. If an entity has specific forms that need to be generated, or requires different forms than your other clients, you can designate those forms here.
To start, check the box for Entity Specific Forms.
When enabled, the only forms generated for the entity’s cases will be the selections made here.