How to schedule reminder emails for enrollees of Activities that begin in 2 weeks - RecTrac 3.1
Learn how to set up reminder emails for those enrolled in activities using RecTrac 3.1.
Problem
We want to schedule a report to run about two weeks prior to the start of an activity to remind the enrollees. Is this possible to do in RecTrac 3.1?
For Example: Tiny Tots Swimming starts on 15 May. On or around the May 1, we want to run a RecConnect to email the parents and remind them that the class is starting in two weeks.
Solution
Yes. This can be done in RecTrac 3.1. In order to run this report you need to filter by Section Start Date. The standard VSI Design does not contain Section Start Date fields by default, but they can be added using Screen Design. Once you've created a Custom Design for your Activity Enrollment Report, you can schedule RecConnect reports to run. Detailed information appears below.
1. In RecTrac, go to Report Screen Management (Management Ribbon System Management Screen Management Group Report Screen Management, in the Standard VSI Design.
Use the Activity Enrollment Report as your base screen and Add the following fields:
- ARSection_DetailBeginDate_UseRange
- ARSection_DetailBeginDate_Begin
- ARSection_DetailBeginDate_End
VSI recommends adding these fields to the Enrollment Filters Group. Your screen design choices may vary.
Refer to Topic Doc - Custom Screen Design for basic instruction in Custom Screen Design for RecTrac 3.1.
2. Once the screen design is in place, you can run the Activity Enrollment report and select Output Group 'All Outputs' and Output Template 'VSI - AR RecConnect'
3. Select the Activity Range you want to include.
4. Then select the 'Use Section Start Date Range' toggle. This will give you the range selection fields for Begin and End. For scheduling purposes select 'Today' and 14 for both Begin and End Section Start Date. This will look for all Activities in your range that begin 14 days from the scheduled event run date.
5. Select any other filtering criteria for your report and then select Process. You will continue to the Report Options screen.
6.Set your filters as needed and click Schedule. You will continue to the Schedule Generator screen.
7. Fill out the fields as needed. Refer to the 'i' and '?' Help icons for field level descriptions and other information as needed. Optionally you can refer to the RecConnect Topic Doc.
8. Click Save when ready. The report should run as scheduled.