FastTrac: Age vs Grade Rules for Activity Registration
Summary
Join Brian Hatch as he reviews the topic of age versus grade restrictions when it comes to activity registrations in RecTrac.
Video
Transcript
00:00:02:0 - 00:00:52:0
Brian Hatch
In this video, we review the topic of age versus grade restrictions when it comes to activity registrations in RecTrac. And to start, we're actually going to go to household management and highlight where these values are stored. So open up our example household here and we're brought into the main household management screen. So by default, the birthday field is going to be on every family member in the database right at the core household update screen. So I can see the birthday is here and then the age is going to auto calculate based off of the birthday value and grade is not going to be displayed by default, although it can be adjusted through screen design to show here by default, grade is only going to be listed under member details. So let's actually drill into that next level here.
00:00:52:1 - 00:02:07:2
Brian Hatch
So there is birthday field again, again with the age field calculating based off of that and on the right hand side of the school grade field. So this is again at the person or member level by default. So usually the first discussion point that would come up when we're discussing this with a customer is how do you handle required fields, Should you want to use and track grades, you likely have to make it a required field. And then what do you want to do for folks that aren't school grade? So the ones that are too young or too old for school, what value would want to put in there since it is going to be a required field? So I'd be the first part of discussing this implementation with grade. And you could see birthday is typically going to be required in most databases and to really just be the discussion point of making school grade required on top of that. So that would be the first discussion point. We're going to go ahead and save on this record and see the overall household record once you initially populate the grade value. Next question would be the management upgrades moving forward. So at the bottom of household management, we have the grade bump slash reduction. So I'll click on that. So this is the tool you can use on an annual basis to bump everybody by one grade level.
00:02:07:3 - 00:03:12:6
Brian Hatch
And if a mistake is made, there's a reduction option as well. But you basically list the maximum grade two bump and the maximum grade to use along with some options for how you're going to track those values for folks that are under first grade. So the pre-K preschool level grades, if you're going to track those, you have those options listed here as well. And this can be run manually once a year or can be scheduled to run. So it automates this process, but this is going to happen annually. And then you have to manage the exceptions for those that maybe don't advance, those add to be managed manually each season. And I'm going to switch over to activity section management. Just highlight the rule side of things. So be it. Fall Sports Camp example here. So I'll open up this record and we'll go to the rules tab for this program and have an example of each listed here. So I have an age rule with a beginning age, ending age based off of the transaction date or the enrollment date, which is pretty standard. And then I also have my grade rule here listed as well.
00:03:12:6 - 00:04:30:1
Brian Hatch
If I open up this record, you can see it has a grade type criteria and I have my grade beginning grade. And in grade four, what I'm allowing into this program. So the discussion for grade, again, it adds a little bit of complexity to the set up and management side of things. And one question I would always kind of pose to anybody thinking about implementing this would be what what would be the effect or the end result if we were just to label an advertised grade but maybe not enforce it with a rule. So for example, I might fall Sports Camp Week one and I'm actually advertising that it's for specific grades. So the patrons online, for example, they're going to see that for specific grades and we'll hopefully adhere to just the description side of it. And then if we're able to set up a age rule that encompasses most sixth and seventh graders. So it's not always going to be perfect. But if that encompasses most of those within those grades, that might be a close enough solution and allow you to not implement grade. Just to simplify the management of things, but still essentially advertise and control for the most part with the age range. So that is the overview of the options for using grade versus age in RecTrac for your activity registrations.