Yahrzeit Tracking

ShulNET's yahrzeit tracking system helps you maintain memorial observance records for your congregation with full Hebrew calendar integration.

What is a Yahrzeit? Yahrzeit (Yiddish: "year time") is the anniversary of a death, observed annually according to the Hebrew calendar. It's a time for family to recite Kaddish and light a memorial candle.

Understanding Yahrzeit Records

What Information is Tracked?

Each yahrzeit record contains:

Deceased's Name: Full name (can include Hebrew name)
Relationship: How the deceased is related to the member
Date of Death: Gregorian calendar date
Hebrew Date: Automatically calculated from Gregorian date
Hebrew Month: Month in Hebrew calendar
Observance Type: Yahrzeit or Yizkor
Notes: Additional information or special instructions

Observance Types

Type	Description	When Observed
Yahrzeit	Annual death anniversary	On the Hebrew date of death each year
Yizkor	Memorial prayer service	Four times yearly: Yom Kippur, Shemini Atzeret, Pesach, Shavuot

Adding Yahrzeit Records

Method 1: From Member Profile

Navigate to Member

Find and open the member's profile who is observing the yahrzeit.
Click "Add Yahrzeit"

In the Yahrzeits section of the member profile, click "Add Yahrzeit".
Enter Deceased Information
- Name: Full name of the deceased
- Hebrew Name: Hebrew name (optional but recommended)
- Relationship: Select from dropdown (Parent, Spouse, Child, Sibling, etc.)
Enter Date Information
- Date of Death: Gregorian calendar date
- The system automatically calculates and displays the corresponding Hebrew date
- Observance Type: Choose Yahrzeit or Yizkor
Add Notes (Optional)

Include any special instructions, stories, or information about the deceased.
Save

Click "Save" to create the yahrzeit record.

Method 2: From Yahrzeit List

Navigate to Yahrzeits from the main menu
Click "Add Yahrzeit" button
Select the member who is observing
Complete the form as described above
Save the record

Hebrew Calendar Integration

Automatic Date Conversion

When you enter a Gregorian date of death, ShulNET automatically:

Calculates the Hebrew date equivalent
Determines the Hebrew month and day
Stores both dates for accurate tracking
Displays the Hebrew date in readable format

Example

If you enter: January 15, 2024

System calculates: 5 Shevat 5784

Future observances will be on 5 Shevat each year, regardless of the Gregorian date.

Hebrew Months

The Hebrew calendar has 12 months (13 in leap years):

Hebrew Month	Approximate Gregorian
Tishrei	September-October
Cheshvan	October-November
Kislev	November-December
Tevet	December-January
Shevat	January-February
Adar (Adar I & II in leap years)	February-March
Nisan	March-April
Iyar	April-May
Sivan	May-June
Tammuz	June-July
Av	July-August
Elul	August-September

Viewing Yahrzeit Lists

Main Yahrzeit List

Access from the main menu → Yahrzeits to see all records showing:

Deceased's name
Observing member's name
Relationship
Date of death (Gregorian)
Hebrew date
Hebrew month
Observance type

Filtering by Hebrew Month

To see yahrzeits for a specific month:

Use the "Hebrew Month" filter dropdown
Select the desired month
View all yahrzeits occurring in that month

This is especially useful for:

Creating monthly yahrzeit lists for newsletters
Planning memorial services
Sending reminder emails to families

Dashboard Display

The admin dashboard shows yahrzeits for the current Hebrew month, making it easy to see upcoming observances at a glance.

Member Portal Access

Members with login accounts can view their yahrzeits through the member portal:

Log into the member portal
Navigate to "Yahrzeits" section
View all their yahrzeit records
Request changes or additions (if enabled)

Requesting Changes

If enabled by administrators, members can:

Request to add new yahrzeit records
Request corrections to existing records
Submit requests for admin review and approval

Yahrzeit Reminders

Email Notifications

If email reminders are configured, the system can:

Send automatic reminders before yahrzeits
Email weekly/monthly yahrzeit lists
Notify members of upcoming observances
Include candle lighting times and prayers

Configuring Reminders

Administrators can set:

How many days before to send reminders
Which members receive reminders
Email template content
Frequency of batch reminder emails

Importing Yahrzeit Data

Bulk Import

For migrating from another system or adding many records:

Download the yahrzeit import template
Fill in the spreadsheet with yahrzeit data
Upload the file through the import function
Review and confirm the import

Required Fields for Import

Member identifier (email or member ID)
Deceased's name
Date of death
Relationship

Printing Yahrzeit Lists

Creating Printed Lists

Filter Your List

Apply filters for the desired date range or Hebrew month.
Sort as Needed

Sort by name, date, or Hebrew month as appropriate.
Click Print

Use the print function to generate a formatted list.
Print or Save as PDF

Print directly or save as PDF for email/distribution.

Common Uses

Monthly Bulletins: Include in newsletters
Synagogue Displays: Post in sanctuary or lobby
Memorial Services: Reference during Yizkor
Board Reports: Track memorial observances

Best Practices

Data Accuracy

Always verify dates with family members
Include both English and Hebrew names when possible
Double-check Hebrew date calculations
Update records promptly when notified of errors

Privacy Considerations

Be sensitive when publishing yahrzeit lists
Ask permission before sharing personal memorial information
Some families prefer private observances
Respect member preferences for publicity

Organization

Review yahrzeit lists annually for accuracy
Archive records of very old yahrzeits if desired
Maintain separate Yizkor lists for major holidays
Keep detailed notes for complex situations

Communication

Send timely reminders to observing families
Include meaningful content in reminder emails
Publish monthly yahrzeit lists in bulletins
Offer opportunities for memorial donations

Special Cases

Leap Years

The Hebrew calendar adds a second month of Adar in leap years. The system automatically handles:

Deaths in regular Adar observed in Adar II in leap years
Deaths in Adar I or Adar II properly categorized
Correct year-to-year calculations

Multiple Yahrzeits per Member

Members can have unlimited yahrzeit records for:

Multiple parents
Deceased spouse and previous spouse
Multiple children or siblings
Extended family members

Deceased Members

When a member passes away:

Mark the member record as "deceased"
Their yahrzeit can be added to surviving family members' records
Maintain the historical member record for archival purposes

Common Questions

What if I don't know the exact Hebrew date?

Enter the Gregorian date of death, and the system will calculate the Hebrew date automatically. If you only know the Hebrew date, work backward from a Hebrew-Gregorian conversion chart or calculator.

How do I handle a death on Erev Rosh Hashanah or other edge cases?

Enter the date as accurately as possible. Add notes explaining any special circumstances. The system will use the entered date for annual calculations.

Can members add their own yahrzeits?

Members can request yahrzeit additions through the member portal. These requests go to administrators for review and approval before being added to the official records.

What happens to yahrzeits when a member is deleted?

Yahrzeit records are linked to members. If a member is deleted, their yahrzeits may also be removed. Consider archiving or reassigning yahrzeits before deleting members.

How far in advance should yahrzeit reminders be sent?

Common practice is 7-14 days before the observance, giving families time to arrange candles, attend services, or make donations. Your administrator can configure this timing.