July 17, 2024
LAST UPDATED: JULY 2026
By Denae Guadarrama, Content Marketer for Passare
One moment you're on the phone, entering a first call. Next, you're printing invoices, updating financial records, and greeting a family who just walked through the door. You squeeze in a trip to the bank before lunch, then it's back to reconciling accounts, filing forms, and making sure nothing slips through the cracks.
“Administrative assistant,” “bookkeeper,” “event coordinator” …you might hold one or all of these titles if you work on the administrative team at your funeral home (or if you are the administrative team!). And your roles and responsibilities are just as diverse as your titles.
That's why having the right tools matters. When your work ranges from coordinating with cemeteries to balancing the books, you need technology that keeps up with you.
These 6 tools in Passare help you stay organized, save time on repetitive tasks, and keep your day running smoothly.
Not an admin?
Don't worry, Passare really is for everyone at your funeral home. To see how Passare works for every funeral professional, check out our other blog articles!
- For the owner → Passare for owners: Tools that keep you in control
- For the manager → Passare for funeral directors: Tools that save you time
- For the admin → An admin's guide to Passare
1. Simplify your morning with faster First Calls
You had a plan for your morning. A good one, even. But the overnight backlog had other ideas. Now, there are first calls that need to be entered before you can touch anything else on your list.
It’s not that first calls are hard. It’s just that they have a way of stealing your momentum before the day really gets going.
That’s where Passare’s integration with Answering Service for Directors (ASD) comes in. When a family calls the funeral home after hours, ASD takes the call and gathers all the information. The integration then automatically creates a new case in Passare and enters all the info straight into the case for you to access later.
No re-entering details. No worrying that something slipped through the cracks overnight. When you get in the next morning, your ASD cases are already waiting in Passare, ready for next steps.
Bonus: Set up a custom dashboard to see all your ASD cases in one place, so you can prioritize and plan your morning in just a few clicks.
2. Stay in the loop with Case Notes
When a family calls with a question, the last thing you want is to put them on hold while you track down the funeral director for context. Digging through emails, texts, and sticky notes to find a quick answer eats up time and slows everyone down.
With Case Notes in Passare, you can open any case and easily get the full picture. See which planning tasks are in progress, what's been communicated to the family, and what's already been handled without any back-and-forth.
Important Notes was specifically created with admins in mind! When you mark a note as “important,” it gets pinned to the top of the case page in a visible, hideable banner. So if you take a call with sensitive or time-critical info, you can add the note, flag it as important, and everyone on the case can see it right away.
Next time a family calls, you'll have the answer before they finish the question.
3. See your schedule at a glance with Calendar
Between services, deliveries, staff meetings, and family appointments, there's a lot to coordinate. And when everyone's checking different calendars (or worse, no calendar at all), things get missed.
Passare's Calendar feature keeps your schedule in one place, right alongside your case information. No switching between apps or double entry.
Here's where it gets especially useful for admins:
- Calendar participants: Schedule staff for services and see who's covering what at a glance. Coordination headaches? Gone.
- “Unavailable” tag: Mark team members as unavailable to avoid scheduling conflicts before they happen.
- Personal calendar sync: Connect your personal calendar so your full schedule lives in one view.
Whether you're coordinating a visitation or making sure someone's covering the front desk, Calendar helps you stay one step ahead.
4. Get more done with Batch Features
When you've got a stack of checks to process, invoices to mail, or deposits to take to the bank, handling each one individually takes time you don't have.
That's where Passare's Batch features come in. Instead of repeating the same task case by case, group similar actions together and tackle them all at once:
- Batch payments: Apply payments across several cases from a single page in Passare, instead of opening each case individually to record a check or transaction.
- Batch forms: Generate forms across multiple cases at the same time. Mailing invoices for outstanding balances? Now it takes a fraction of the time.
- Batch deposits: Heading to the bank? Group your payments together and print a deposit report to take with you.
Batch tools turn repetitive, one-off tasks into quick, simplified processes you can complete in just a few clicks.
5. Stay on top of finances with Payments & Adjustments
At your funeral home, you collect payments in all kinds of ways: cash, checks, credit cards, insurance assignments, and more. And when you’re manually tracking the status of each payment or generating receipts one at a time, it eats up hours you could spend on higher-value work.
Passare’s Payments & Adjustments feature keeps all your payment information in one place, so you can track what’s been paid, what’s outstanding, and what’s still in process at a glance. No more digging through spreadsheets or chasing down receipts.
“With Passare’s recordkeeping, everything I need is in one centralized spot. I never have to track down who made which payments and when that payment was made.”
Christine Swagerty, Administrative Assistant
Bersticker-Scott Funeral Home
With everything organized in one view, you can:
- Quickly answer payment questions from funeral directors or families
- Track insurance assignments from submission through payout
- Generate and send receipts in just a few clicks
- Apply adjustments and credits without breaking your workflow
When payments are easier to manage, your financials run smoother, your records stay accurate, and you spend less time playing detective at the end of the month.
6. Keep your Case Files organized
Without organized case files, information gets lost, and reports get messy. And when things get busy at your funeral home, keeping files in order is usually the first thing to slip.
In Passare, you have several tools to keep your case listing clean and easy to navigate:
- Case tags and filters: Add tags to each case and create filters by case type, service type, or status. This makes it easy to view how many of each type you have at any given time and sort your active cases at a glance.
- Case merging: Duplicate cases happen. Merge them together to consolidate all the information and keep your case listing clutter-free.
- Whiteboards: Think of it as your new and improved whiteboard that updates automatically and never gets accidentally erased. Color-code rows, customize your view with icons and labels, and see real-time updates across your team.
When it comes time for reporting, all the details will already be organized for accurate, up-to-date reports on cases from the past week or month.
Tackle your tasks in less time
There are only so many hours in a day, and your to-do list isn't getting any shorter. But with the right tools, you can save time on repetitive tasks, stay organized, and keep your funeral home running smoothly.
Passare helps you simplify your daily work, eliminate unnecessary data entry, and complete your tasks faster. Want to show your manager how Passare can save time each week? Request a demo for your team today!
More articles about integrations
The Power of Website Integrations: 3 Key Benefits Revealed
What in the World is a Public API?
3 Payment Integrations Every Funeral Home Should Be Using
