Summary
Join Brian Hatch as he walks through the Enroll By Day feature available for your Activity Sections, including setup, processing, and reporting steps.
Video
Transcript
00:00:00:00 - 00:00:25:27
Brian Hatch
In this video, we will review the topic of setting up activities. Section for enroll by day in RecTrac and to highlight this. We're going to go into activity section management that open at the top. I've already created the main activity and I've already created the section that we're going to review. It's going to be our after school care section.
00:00:26:00 - 00:00:51:09
Brian Hatch
And on the right hand side, the setting that controls this is our allow enrollments by day toggle. So with this toggle off, you have one roster for one section. So we have one roster for after school care. If I turn this on, it creates one roster for every day of this section. So in my example, I have a program that begins in November and ends in March and it actually takes place on every weekday.
00:00:51:09 - 00:01:15:21
Brian Hatch
So for every individual weekday, within that timeframe, I would have a corresponding roster. If this toggle is turned on at the bottom, we have an enroll enrollments count by day, so you only need to visit the screen if you would like to customize Max counts for each individual day. If they're all going to have the same max count, they'll inherit that setting based off of the overall max count on the core settings area.
00:01:15:24 - 00:01:41:01
Brian Hatch
And I'm going to save on this section and show you what this looks like on the processing side. I'm going to switch over to global sales and here's my section. I'm going to add to Cart. And again, because that toggle is turned on, I'm presented with the processing prompts by the calendar screen. So this is a calendar enrollment where I can see that section for every day of that section.
00:01:41:03 - 00:02:04:08
Brian Hatch
And this point I can turn on the dates that I'm actually enrolling into. You can use the weekly enrollment option on the left hand side to turn week's on or off. And at the top, if you'd like to use the pattern option, if you're going to enroll in every day of the program, for example, or maybe certain patterns, you can use this functionality here at the top to do that process.
00:02:04:10 - 00:02:21:22
Brian Hatch
I have two dates selected. I'm just going to continue at the bottom and I'm presented with a prompt in my example of a question. It could be questions, fees or other prompts, but you'll receive this for each individual date of the program. So this is for November 2nd. I have the option to copy. I'm just going to continue.
00:02:21:25 - 00:02:53:19
Speaker 1
And there's my second prompt for my second date of the ninth. I continue on that they show up in the shopping cart as two separate sections, so one for each date and in my case I just have a flat fee associated with the associated with these. You do have the flexibility of setting up daily versus weekly rates. Should that apply, I'm going to remove these from my shopping cart and switch over to WebTrac and walk through what the enrollment process would look like for a patron.
00:02:53:21 - 00:03:16:28
Brian Hatch
So here's that same section on WebTrac and already logged in as a household for any toggle for any section where that toggle is turned on, you're going to have a enrollment or a calendar option listed here. And if I click on that, you'll be presented with the patron's calendar on WebTrac where they can do the same selections for whatever days they're looking for for this program.
00:03:17:01 - 00:03:37:15
Brian Hatch
And if we switch back to RecTrac the final thing we want to highlight is how you run a roster for one of these programs, if go to my enrollment report. I can pick that program if I want to see all enrolled records for any enroll by day program. When you're running a roster, you want to turn on the use, enroll by day date range setting at the bottom.
00:03:37:17 - 00:03:48:15
Brian Hatch
This gives you the ability to set the exact date you want to pull the roster for and that is a walk through of enroll by day program set up and processing in RecTrac.