Summary
Join Brian Hatch as he walks through the process for cancelling an entire section in bulk in RecTrac.
Video
Transcript
00:00:05:13 - 00:00:33:04
Brian Hatch
In this video, we're going to walk through the process for canceling an entire section in bulk. With any activity section enrollments, you always have the option of canceling individuals out through global sales and the purchase history tab in this process is allows you to do it in bulk for different scenarios where there might be you might not have reached minimum enrollment numbers or there might be other scenarios where you're canceling a section and you want to not have to do it on a case by case basis.
00:00:33:07 - 00:01:00:11
Brian Hatch
To access this, you're going to first go to activity section management. You already have a panel open for that. And I've got narrowed down to this youth soccer program. And you can see I've got nine enrollees in the program and I've actually got 20 people on the waitlist. So if I click on more at the bottom, I can access the cancel section option and this will open up into a new panel and it's automatically going to be kind of locked into the section that I was on on the previous screens.
00:01:00:11 - 00:01:29:10
Brian Hatch
And you can see that's grayed out and I can switch it from this point forward. The first option, the screen is the proration option. So depending on your scenario and how you're set up, you could have a calculated pro rate or not. So by turning that on or off below that you have the refund option. So based on your payment profile and use your logged into with the RecTrac you have the options for either refund apply applying to the household as a credit refund Finance App Finance is going to cut a check or refund.
00:01:29:10 - 00:01:48:29
Brian Hatch
Now if you're looking to process it back onto the patron's credit card or and there's a couple of different pay codes involved here, credit cards, E checks or scholarships. So the three options that the refund our refund now option will look at when you choose refund now you can see the text that displays here. It also is going to display kind of a secondary refund option.
00:01:48:29 - 00:02:05:27
Brian Hatch
So if we're unable to do a refund now for whatever reason, what do you want the system to process the cancellation against? And you can see the other two refund options apply and finance are listed here so you can make the selection that makes the most sense for you. Below that, you have the option for canceling waitlist enrollment only.
00:02:05:27 - 00:02:28:24
Brian Hatch
So in scenarios where maybe you have an extensive waitlist, this is something we've seen folks do. If they want to just send the notification out, let folks know not to hold out, hope that they'll get on the program, that maybe a scenario where this is actually used. So you're canceling just the waitlist enrollments. They'll get the receipt in the notification saying they've been canceled and that's an option with that toggle the one below, that's the change, the section status to cancel.
00:02:28:24 - 00:02:49:13
Brian Hatch
So if you're truly canceling a section, you don't want to you want to make sure it's not available for new enrollments typically in that scenario. So by changing the status to cancel, that'll keep anybody from accidentally rolling into after this process is run. And that can also lend itself to reporting. You can report on how many sections are canceled in a season or year if you utilize that status.
00:02:49:13 - 00:03:12:21
Brian Hatch
It's often turned on in the scenario. Below that you have delete facility reservation. So assuming you make reservations with your activity sections, this will automatically clear those off the facility to free it up for either another activity that could take place or maybe another reservation that could take place during that time. So automatically handles that reservation clear process as a part of this bulk cancellation.
00:03:12:24 - 00:03:36:09
Brian Hatch
And the last setting is the email receipt option. So if you want to automatically email everybody involved with this bulk cancellation on the roster, you can automatically turn that on and then received an email with your standard cancellation receipt attachment on the right hand side, you have the refund options for what user draw refund date will be tied to cancellation, and this is a process for canceling a section in RecTrac.