FastTrac: Facility Records
Creating Facility Records, Basic Fees / Rules, and facility trees
Summary
Join Zach Malloch as we review how to create a Facility Record in RecTrac 3.1. Zach will also cover basic facility fees, basic facility rules, and how to set basic facility trees.
Video
Transcript
The facility records are the actual items that you'll be processing within the database. These will be available for reservations and were available for you to link to your activity sections to. Well, the class and location codes were broader and more general. This is where we get specific. The first step of creating a facility record is to pick the class and location. Then we'll get into the details, let's see what a facility record creation looks like. Let's Type in facility and find facility management in the menu. Then we'll Click Add. The Screen looks a little bit different as here there are three code fields. But notice that the first two have an expanding arrow icon. This indicates that the class and location fields are picklists. We can Type in the first few letters of the class and the locations or we can Click on the arrow to bring up the full list. After selecting the class and location. The third Field will be the unique code for this specific facility record. The code can be an abbreviation of the facility record or it can be the full name as there are no restrictions on this Field. Let's call this Studio One. As with any item in RecTrac, we have two description fields that will make the same as our code. We don't have any rules or fees or detail setup. But once that's complete, you can Click Save and you've just created your first facility record, we highly recommend turning on the RecTrac in app health in the support menu bar. This will turn on line item help for each detail Field on all screens and RecTrac. Note that most facilities that are set up for internal use will often not have any rules or fees attached. Setting up fees and RecTrac can start as a simple process but can get complicated depending on how your fees setup works. As mentioned before linking levels allow you to apply fees consistently in your database. For example, if all fitness studio facilities have the same pricing and revenue accounts, you can set up the fees at the class level and the fee will apply to all facilities linked to it. This would save you from creating the same fee over and over again. If pricing or revenue are different between facilities at the same linking level, we can link those fees directly to the facility level itself, which is what we'll cover in our example. Our support and implementation teams can work with you to assist in any specific Build out the organization needs. This video assumes you already have your GL codes built into RecTrac. In our example, we're going to add three fees to our facility, a deposit a resident hourly rate and a non resident hourly rate. I'm going to open up our facility record and go to the fees tab. It has one fee reduction line already. This is consistent with all RecTrac databases, and reduces all fees down to zero when used as an internal system reservation. I'm going to Click Add then add fee. I'm going to quickly add the description, fee amount, and revenue code and I'm going to flag this as my deposit line item by changing the fee Type. Next I'll add my resident rate. I'm going to use the advanced fee add this time, I'm visiting the same fields but in this example I'm going to leave it as a standard fee and change the time based settings to be hourly. I'll also add a criteria for household category so it's only charged to resident. My last step could be a repeat of the last but I'm going to take advantage of the fee clone. Clicking on the clone Button will bring up a pop up Window. I'll leave it at its default. So we will copy the criteria and Click Continue. I now have two identical fees and I can simply adjust one of them to be our non resident rate by changing the description, the amount and the criteria. You now have three simple fees that are set up to charge for reservations you make in the future. Facility rules control the who, what when, where and how your facilities can be reserved, requested or canceled. There are many ways organizations use rules to control reservation processing. Some of the more common examples we see are age restrictions, minimum Max days in advance or specific dates and times registration seasons, like fees they can be linked at different levels depending on the scenario. For example, if all of your fitness studios share the same min and max days in which they can be reserved, then you could link that rule once the class level and it would automatically apply to all facilities that share the class of fitness studio. In our example, we are going to add two separate rules to our facility class an age restriction and a min max days restriction. I'm going to open up my facility record and go to the Rules tab. I'll hit Add and I'll put in my description and then I just need to add the criteria of age and input my age range and select to save. I also want a restriction that sets a two day minimum notice on any reservation we make to ensure that we have enough time to prepare for the customer. We'll use our days from criteria to use the max two days prior to the beginning of the reservation setting, we'll add a second criteria to the same rule. And we'll adjust it to control how far out Reservations can be made. Hit save. And just like that, we now have some simple restrictions in place so that reservations take place when we want them to. Let's say you're setting up a room as a facility. If someone reserves it, they get the whole space nice and easy. But what if your room has dividers that let you split it into three smaller areas. And what if you could choose one divider at a time giving you two more configurations? That's a common example and RecTrac makes managing these setups easy with facility trees. Using our room as an example, we would create a whole room in RecTrac, as well as room AB, BC, and the individual areas A, B and C. If we didn't do anything, there would be nothing preventing RecTrac from booking all six of those facilities at the same time causing inconvenience and conflict for you and your patrons. Properly setting the facility tree will simplify your reservation processing and avoid double bookings. Facility tree setup is accessed from the facility record and we suggest starting with the largest segment of your facility and working down from there. Using the example of the whole room we'll select that record, Click Change in in the facility tree area will link the two rooms AB and BC as child records. Then we'll go to each of those rooms and link the corresponding area records. A and B for AB and B and C for BC. A quick note, you would use the sibling Field to represent a full overlap. A Field that could be set up for soccer or baseball would be a good example. Once that's complete, our records are linked. The same logic will apply anytime you have multiple facilities that share some or all of the same physical space