Table of Contents
Summary
The Enrollment Recalc utility can be used to resolve any sort of discrepancies between your roster reports and enrollment counts in section inquiry. Dane highlights how to access this utility and schedule it to run automatically for all sections.
Video
Transcript
Dane Whitcomb 0:05
In this video, we're going to be going over a utility we have called the activity enrollment recalc. And so what this is, is if you ever find that your section enrolled total doesn't match up to what you're seeing on your roster, so I'll give you an example of this. So if we go into section inquiry, in RecTrac, this is going to show all my sections in my database. And if I go to this cubs section, so literally baseball, it's showing enrolled three. And if I go to my rosters. So I've got four on here. So that's not matching what I just saw in that previous Screen. So there's not really a known reason why sometimes these counts get thrown off. But we do have a utility to fix that if you ever come across it. So let's say we've got three there, and we see four in there. So we need to try to get that back. So both are showing four, because we know there's four people enrolled, it's just only showing three here.
Dane Whitcomb 1:11
So to do this, we're gonna go into activity section management. And we're just gonna go to that same section and showing incorrectly. So that was this cubs section. So we're going to select it. And we're actually going to Click this more Button, and then enrollment recalc. And by running this, it's pretty much just going to recalculate how many people are enrolled based on the roster and then update that count total, either increasing or decreasing on what's actually correct. So by default, it's going to have a begin and end section of that one you clicked on. So we can just leave it there. And we're actually in a process this, I should point out here, so I can actually close that notification, you can schedule this to run. So if you want to schedule it on all sections, you could actually do something. And let me go back, you could actually leave this blank here. And you could run it to schedule it on all sections. So here, you leave that first section blank. And you could pick your last section in here. And that way, you can schedule this to run something like once every day here. You could call it enrollment recalc. And you could put the end date, you know, way out, so you don't have to worry about expiring, like to do something like 2050. And then you pick all months specific weekdays and you can check all so it's going to run every day, maybe sometime early in the morning, we'll do 5am And we can leave the email to Field blank there, we don't need that on. And we can Click Save.
Dane Whitcomb 3:02
And that's just going to schedule this event. So every morning at 5am It's going to recalculate every section. And correct those enrollment totals, if any one of those are wrong. But in this case, let's just run it for this one section so we can see what it's going to do now. So we're gonna go to enrollment recalc again, and we're gonna process it. And now it's just gonna run for that one. So in a second here should say it's complete. Yeah, I can see the notification there in the background. So enrollment recalc process is complete. So now if I go back to my section inquiry, once I refresh this, you'll want to keep an eye on this number, it should jump from three to four people. So yep, so we saw go from three to four. So that's going to match what we have on our roster now. So basically, anytime that roster and that section inquiry number aren't matching up, just go into activity section management, select or section, or sorry, and Click on the enrollment recalc and run that. But if you do have it scheduled, like I just went over to run daily, you shouldn't see this as much possible, it could still happen depending on the time of day the error occurs and it gets out of sync. But at anytime Yeah, you can just go in here and run it for an individual section. And that should fix any sort of discrepancies in your rosters.