FastTrac: Facility Permit Setup and Processing
Summary
Join Brian Hatch as he demonstrates what the Facility Permitting process looks like from the patron-facing WebTrac side of making the permit requests, to the RecTrac side where staff can approve or deny these permit requests.
Video
Transcript
00:00:00:00 - 00:00:26:02
Brian Hatch
In this video, we are going to review the topic of facility permits and RecTrac and WebTrac. We're going to start out with the setup components. I'm going to go to facility management and I'm going to open up our example facility, the Memorial shelter might change on that. The first setting around to point out is under WebTrac settings.
00:00:26:09 - 00:00:52:07
Brian Hatch
There is the display facility on a web selection list and you can see that I have it set to permit only or request only. So that's already set the way we want this. Below there we have another option for checking availability for WebTrac permits. Do we only want to display available times when people are putting in requests and typically you'd want that on and the final setting on the facility record would be an optional one for email features.
00:00:52:09 - 00:01:17:11
Brian Hatch
So you might choose to have requests. An email reminder go out every time are submitted, and to do that, select permits in a transaction type and you would put in the email address or addresses that you want to receive that notification is going to hit save on the facility record. The next setting we're going to point out is on our profile assignments on the WebTrac parameter profile.
00:01:17:13 - 00:01:47:10
Brian Hatch
So update that under the module search settings area of the screen and expand that. And at the bottom of that, there is a use facility permit availability calendar. So this is something we'd recommend turning on for most customers that are using the permit functionality. And this will give the patron a modern view that they're going to easily select multiple dates and times would want to save on that and switch over to our web track page.
00:01:47:12 - 00:02:11:21
Brian Hatch
And I already have a search down to the facility in question. So there's a memorial shelter. I can see that it says submit a request here so I can obviously pick the date that I'm searching for and then hit submit request. Here is the calendar view. So at the top, you can choose what date you're searching for or if you're on the left hand side, you can use the the calendar boxes to find the dates and times you're looking for.
00:02:11:21 - 00:02:33:20
Brian Hatch
You can see that will unavailable times are showing as unavailable because we told it to do that availability check on the facility record. And at this point the patron can pick the times for the facility that they're looking for. So I've got my one particular date. I can add multiple dates as needed going through this list. This point is going to add cart.
00:02:33:22 - 00:02:59:29
Brian Hatch
Since I'm already logged into WebTrac I'm going right to my prompts. In this case, I just have one question that's getting asked during the add to cart process for permits so that it is required at the top. I have an example WebTrac layout that is giving information specifically for our permit requests. So this can be a reminder that they are serving us as a request meeting.
00:03:00:01 - 00:03:27:17
Speaker 1
They do not they are not guaranteed the space just by submitting this request or some sort of language that you might want to communicate to customers that are submitting permit requests. The request itself or the act of me submitting a request will not show up in the super grid, will not block the space. This will submit it and will create the record in RecTrac and staff will be able to review and reserve a reject, which we'll see here in the following steps.
00:03:27:19 - 00:03:58:16
Brian Hatch
So I'm going to continue. That'll drop in my shopping cart. Typically there would not be fees on a request. It says in here, permit and reviews. That is going to be the status of the reservation record at this point. I could continue shopping or proceed to checkout and again, zero fees. So just continue through. So I will receive an email with confirmation receipt of the request and I'm going to switch back over to RecTrac and we're going to go to global sales.
00:03:58:18 - 00:04:18:17
Brian Hatch
And at this point I could get select a particular household or I can go to skip at the bottom and choose skip household lookup. This will bring me into the no household or all household lookup option. And if I scroll to the right and go to my permits tab, this will show me all current requests for all facilities, all households.
00:04:18:19 - 00:04:39:05
Brian Hatch
Right now I haven't narrowed down to our current date and you can see the request we just submitted. So this gives me all the details linked to that request. As far as the date time is submitted, the date it's actually being requested for, along with some other contact information. And from here at the bottom, I can choose change permit settings and I can adjust the status of the record itself.
00:04:39:05 - 00:05:09:11
Brian Hatch
I have access to all questions that are linked to this reservation or this request. So that would be the ones that the customer would be presented with online, plus maybe any internal ones that are linked to this facility. So those can be updated as needed. The next step would be either contacting the customer if needed or making the call whether you want to approve by reserving the reservation or cancel or reject the reservation request, if you are going to approve it, you would highlight it reserve.
00:05:09:13 - 00:05:35:05
Brian Hatch
You'll be present kind of with your standard prompts for confirming the dates, times, details of the reservation again presented with the questions, and then it would walk you through any manual fees in this case that I have set up and any other prompts electability At this point, I could process it through. So the act of actually reserving it is going to block off the space.
00:05:35:07 - 00:06:09:27
Brian Hatch
And at the end of the process, you do have the option of choosing email to email a customer. The confirmation of their reservation permit request can also be submitted on the rhetoric side. So I'm going to scroll back to the left and go to the facility tab by default, opt in. It's firm as the default status, but you can always switch it to permit one of the permit options and that will place any reservation that you processing on the RecTrac side into that same permit tab list that we saw for the WebTrac permits that can that is optional.
00:06:10:04 - 00:06:19:23
Brian Hatch
Often permits are just used for patrons on the WebTrac side, but that is a review of the permit set up and processing in RecTrac.