Table of Contents
Summary
In this FastTrac video, Dane Whitcomb discusses the role of Email Features and walks through the process of setting up these useful notifications so that your staff members are alerted of actions in RecTrac.
Video
Transcript
Dane Whitcomb 0:06
In this video, we're going to be going over how to set up email features and RecTrac. So email features allow you to attach either staff members email, or just somebody's email who would like to get updated when somebody there makes the reservation for a facility when somebody wants to see an enrollment for an activity, or if somebody buys a pass for certain pass membership you offer, so when somebody makes a purchase that will just notify whoever's emails listed that a new purchase has been made toward that item. So to do this, you want to first kind of go to the area in RecTrac, where you want to link the email feature to so if it's an activity, you're going to activity section management or facility facility management and that kind of thing. So I'm gonna go to facility management, and link my to a specific facility, you can link this to really any level, if you want to make it to a facility location, a class, one individual facility like I'm doing, there's flexibility.
Dane Whitcomb 1:02
So you can Click on the facility, and Click Change. And go to the email Features tab. So every item in any module will have this tab. So if you're doing, like I said, passwords, facilities, activities, pos items, they all have that email Features tab. So I'm going to delete out the old email feature that was in here, since we're starting from scratch. So when you first come in here, it'll probably say no records found if you don't have any current email features linked, so you're gonna Click Add. And the status, I always want to be active, if I no longer want to use the email feature, but maybe don't want to delete it, you could set it as inactive and it won't, kind of won't email people, it'll just be in there. So I'm going to have on active and then the transit transaction types. This is a picklist. So based on what transaction Type do I want to send out that email notice. So do I want it to send to somebody on a cancellation only, maybe just a new facility Permit request, or maybe a reservation.
Dane Whitcomb 2:03
So I'm just gonna do a reservation, because that's more of my standard facility booking. And that's what I want to notify people on. So I'm clicking on reservation staff contact list that just allows you if you've built out staff members in RecTrac, under staff management with an email link, you could select them, and they would get email notified. Another main option here that I'd say the most common option is this free form contact list. This just allows you to Type in any email. So if I do my email, something like that. If you want to do another email, it's just a matter of doing a comma and then not putting a space after it and just typing in the next email. And you can really put as many email as you want in this list. So just a comma, no space to separate them and override text. So you probably don't really want to change this override text, pretty much what it's going to do is your your stock email is going to look something like this, where it's going to say a new reservation information in for facility and then list the facility that was reserved, it's going to have the name of the customer and the date of the reservation.
Dane Whitcomb 3:16
So if you want to change any of this text, you could override what the default is, but I recommend probably keeping it as is. And then once you're done with that, you Click Save. And then now when anybody goes to reserve this facility, there, this person here whose email we linked, so in this case, it's my my email would get an email notification saying you know, who booked it, what time they booked it for, and things like that. So if you need to go into RecTrac and you know, look over the reservation, or a lot of the time this is used for activities to just track people who are enrolling, maybe somebody who doesn't have access to RecTrac like a teacher or an instructor, you list their email so they can see when people are enrolling into it. So it can be really used across all modules and it's a great way to just get notified once either somebody makes a purchase or an enrollment or buys a pass or something like that.