Table of Contents
Summary
Join Dane Whitcomb as he walks through the process of creating a waiver and linking it to a facility. Dane touches on the various management screen required for setup, linking it to an item such as a facility reservation, and print and frequency options available.
Video
Transcript
Dane Whitcomb 0:05
In this video, we're going to be going over how to create and link a waiver in RecTrac. So to do this, there's two areas we're going to be working out of. So we can search in the menu, letter waiver management and letter group management. So like to start out in letter waiver management. So let's Click into this one first. And so letter waiver management once you open up, it'll be called Letter management. This is where your actual waiver text is created. So I've got two in here. But to go over this, let's add a new letter management. So new text here. So we're going to Click Add. And we just need to give our new waiver code. So what is this waiver really pertaining to? So we'll call this Gym waiver. And I can use the letter code as the description unless they want to give a different description there. But we can usually use the code and description for the same. And then just make sure your letter Type in this case is going to need to be on a waiver. And then in this letter text Field is where you actually Type out what is going to display on your waiver waiver. So if it's something that's going to be prompted on the web, what do you want it to show there could be something that will also be for RecTrac use in house. So think about what you'd want to display on that waiver. I've just got some text here, I'm going to paste in, just for an example here.
Dane Whitcomb 1:29
So once you've got your text in there, you can actually just Click save here, I will note there is also these add database value codes. So these can come in handy. So for example, let's say I'm linking this waiver to an activity, if I put in this activity description here and hit add text, it's gonna put this database value code in here. So when I actually prompt the waiver on either WebTrac or printed out, it's going to pull in the activity description that the waiver is linked to. Same goes for if you use something like facility description. So facility description, if I added that text in when I prompt the waiver, it's going to pull in the facility that this waiver is linked to. So those can sometimes be helpful if you want to put in specific facilities and it just dynamically pulls that in. But once we have the waiver how we want it, we can Click Save. And now we're done in letter management.
Dane Whitcomb 2:30
So now we want to open up the group management. So that's going to be called Letter group management here, so the one below and think of this more as your waiver settings. So I'm going to Click add here as well. And again, we need to give this a code. So I'm going to call this the gym waiver again. And I'm going to use that as my description. And the important part here under Type is to just select which module this waiver is going to be in. So my gym is a facility so actually want to remove this from the activity waiver Type. And I want to put it on the facility waiver Type. And then here you have an option of interface Type. So once this is created, if somebody adds this facility on WebTrac, do we want it to show there just on WebTrac? Do we want it to just show and RecTrac? Or do we want it to be both. So there's some options there. Maybe you only want your waiver to be for the web or only in house or or both. There's flexibility there. So I'm going to pick all from an interface Type. And then the other thing you need to do is you actually need to link the letter we just created. So if I Click here, we need to link which tax we want to apply to this group. So this is the gym waiver, we want to make sure that's linked. If you don't have any waiver letter linked, it's not going to prompt a waiver. So you want to make sure you have that selected.
Dane Whitcomb 3:52
And then we move on to print frequency, you have three options here after every X days. So that would be if you have this option on you're assuming you're putting in a day range here. So if I put something like 365 The first time I meet the waiver requirements, so the first time I'm booking the facilities waivers linked to I'll need to fill it out. But if I booked it in like 180 days out again, it won't prompt me the waiver. So it won't re-prompt me the waiver until more than a year out. So that's kind of just set to a waiver frequency days is the amount of time you have between each waiver prompt. So the next option is every time. So this would be something like maybe if you do two separate facility reservations in the same transaction, it's actually going to prompt that waiver twice. So think of also like an activity enrollment. If you enrolled two people into the same activity, it would be a waiver for each. Whereas if you do once per receipt, if you book through this facility, maybe 2 3 4 times in one receipt, it's only going to still prompt it once per transaction. And in app help. We'll go over that here if you need any clarifying questions on that. So in this case, I'll just do once per receipt, because even if I book it twice, I just really want one waiver.
Dane Whitcomb 5:08
Now we can move on to the Print option. So there's also two options for this one for facility. So do I want it to print on a facility waitlist or a Facility Reservation, I'd say in most cases, it's, you're just doing reservations with facilities, but you do have some options there. Those more come into play if you have your Type on activities if you want to do it for an enrollment or waitlist waitlist, so a little more common in that activity module. But in this case, I'll just pick my reservation. And then we get into our receipt print options. So you've got three here as well. So first one is print as separate document. So the waiver is going to get created as a whole separate document and print out kind of separately from your receipt. Whereas print on a new page is still technically part of the receipt, it's just going to drop down to a new page. And then within receipt detail, we'll actually put the waiver within that initial page on the receipt in a kind of a smaller text. So there's three options there. I like to do print on a new page, if you ever prompting to send this waiver to any sort of hardware like a Topaz unit. But in app help will tell you here, but it's definitely recommended that you use the print on a new page option.
Dane Whitcomb 6:22
So I'm going to use print on a new page and I'm gonna Click Save. So now we've got our letter group created. And we've got our waiver actually linked within that group. So at this point, it's pretty much complete. And the last step is just going into your facilities or activities or whatever the items may be that you created the waiver for, and actually linking it. So if it's a facility, I'm going to go into facility management. And I created a gym waiver. So I'm going to link it to this Burke mountain gym. And in this facility core Screen we're on there's a waiver Code Field over on the right side of the Screen, and if you Click the Pick list icon, you can select all of your letter groups that apply so I would only see the facility waiver types but this is the one I just created. This is a multi select list so you can pick multiple waivers if multiple organ apply to that facility. But in this case, I'll just pick my gym waiver here. And once I link it you can see it pops it in this Field here. And now I just need to save the record. And now next time I booked this facility either on the web or in RecTrac since I had that interface set to both I'm gonna get that waiver to prompt.