Everything a cemetery office touches, in one place.

Plotbase reads the plot geometry your municipality already publishes from its GIS, on a schedule, so the cemetery map stays current without anyone re-drawing anything. Every polygon keeps its GIS identifier — which is how a plot record in Plotbase and a shape in your GIS always mean the same grave.

Just as important is what Plotbase doesn’t do: it never edits geometry. Your surveyors keep sole authority over where things are; Plotbase keeps authority over what’s happening in them — status, occupancy, rights and bookings, colour-coded on every plot.

Every booking is recorded against a specific plot and position, so the calendar and the register can never disagree about what is sold, reserved or scheduled. Statuses follow the real flow of an interment — requested, confirmed, completed, cancelled — each visible at a glance.

Requests submitted through the public portal arrive on the same calendar as pending entries, so a funeral director’s online request and a walk-in at the counter end up in exactly the same queue.

Permits are recorded against the plot and the responsible party, with their fees flowing straight into the finance ledger. Nothing lives in a side spreadsheet.

Service requests — from the counter or the public portal — sit in a triage queue where staff can review, respond and, with one click, convert a request into a scheduled work order that carries the original request with it.

The office sees a full board of every order — assignments, priorities and due dates — while each crew member’s phone shows a focused list of today’s work. Both views read the same record, so there is no morning printout and no evening transcription.

Completion happens where the work does: photos and notes are captured on the phone and attached directly to the order, and safety notes recorded against a site surface automatically on future orders at that site.

The fee schedule is date-effective with resident and non-resident rates: every charge is priced from the rate in force on its own date, so a decades-old sale still shows the price that was actually charged. Invoices, receipts and credit notes post against parties and interments, with AR aging and period close giving finance staff the controls they expect.

Posted documents are never edited — corrections happen by credit note, in the open. When it’s time to hand numbers upward, Plotbase produces summarized journal entries for your corporate finance system, so cemetery revenue arrives without re-keying.

Provincial rules require a portion of certain cemetery sales to be set aside for perpetual care. Plotbase records the applicable rate for each sale category, date-effectively, and computes the contribution arising from every qualifying sale — so the number your finance office needs comes from the system of record, not a side spreadsheet.

Contribution records are immutable and reportable, ready for auditors. And deliberately, Plotbase stops at the boundary: it computes, records and reports the obligation. Holding, investing and disbursing the fund stays where it belongs — with your finance office and its trustee arrangements.

Families and researchers can submit memorial pages for the people interred in your cemetery — stories, dates and connections that would otherwise stay in shoeboxes. Each submission goes to a moderation queue; nothing is published until a staff member approves it.

Approved memorials appear alongside the public burial record, turning the register into a historical and educational resource that grows on its own — under your control.

Inventory reports count what actually matters: available positions, not just available sites. Interment, revenue, AR aging and care-fund reports come straight from the same records staff work in every day, so there is no month-end assembly job.

Every report exports to CSV — ready for council packages, auditors, and whatever analysis your finance office prefers.

Clerks, administrators and grounds crew get role-based views, with permissions enforced on the server rather than merely hidden in the interface. New staff can be added — and access revoked — in moments.

Underneath, an audit log records who changed what, and when, on every record. Corrections are visible rather than silent — the standard a permanent public register should be held to.

People, plots, permits, invoices, bookings and work orders all answer to one global search. A name fragment, a plot label or an invoice number lands you on the right record without deciding which module to look in first.

From the result, you’re one click from the record itself, its place on the map, or its ledger entries.

Plotbase runs in the browser on Windows and any modern desktop, so IT has nothing to package, license or patch machine by machine. Tablets and phones use the same system at the same address.

For the grounds crew, the field view installs to the phone’s home screen and opens full-screen like an app — no app store, no separate versions to manage.

The import runs in supervised stages: the system proposes a column mapping and you confirm it; cleansing rules standardize dates, names and location references with visible before-and-after examples; and a validation report tells you exactly what will import cleanly before anything is written.

Records that can’t resolve automatically aren’t guessed at, and aren’t discarded — they wait in an exception queue with their original values intact, each carrying the reason it was flagged, until a person decides. For a register where the original entry is the legal record, that is the only acceptable design.