Summary
In this FastTrac video, Dane Whitcomb shares some facility reporting options available to track financial data, reservation data, or facility availability.
Video
Transcript
Dane Whitcomb 0:05
In this video, we're going to be going over facility reporting. So we're just going to touch base on a couple of the facility reporting options as far as reporting on financial data, reservation data, seeing which facilities are open and things like that sort of view all the facility reports, you could run, go to report output listing in the menu. And what's nice is, so this is all the reports and RecTrac, but they're filtered by module here. So if you were to Type in facility, and your description, and search for that, you're just now narrowing, you're narrowing it down to only facility based reports. And they are kind of broken out into categories. So if you knew you were looking for some financial data, probably going to be going under the financial tab. So I'm just going to open up a few of these reports. What is nice is you do get a preview of what the report would look like and detail or summary mode.
Dane Whitcomb 1:01
So if we were to look at kind of a more common report, which would be the Facility Reservation report at the listing of all the reservations, you can see, hey, this is the detail view. If I Click on the Summary tab, here's the summary view. So detail view is always going to create kind of a longer report, because you're looking at usually more reservation detail or summaries just more summarized totals of those same criteria. So I'm going to open up the Facility Reservation report. And a lot of these reports, you're going to be reporting on the same criteria. So if I were to open up something like the Facility Reservation report, and we've got a facility calendar report, that's also kind of a common one for people who like the calendar view. So you'll notice these, these two reports here, they're all under this same output group, which basically means that they, they share the same report filter settings in here.
Dane Whitcomb 2:05
So this is the Facility Reservation report. And if I switch to the calendar report, it's really the same filters. It's just the template here is now on facility calendar. So just using the facility resident reservation report, as an example, you can choose how you want to run it. So basically, what facilities do I want to include as your first step. So you can either handpick them from this data grid, or you can use the range, you'd probably want to be doing one or the other, just because the range will always override if you just have a couple picked in your data grid. So I could just run it on these four, not select anything with my range and run it. Or if I did want to see, you know, all facilities for a given date range, I would Click on my facility range and leaving it on the default value of blank in the began and then ZZ ZZ in the end will include all your facilities.
Dane Whitcomb 3:01
And then there is another option here to break it down by some more specifics of facility, so maybe a class range or location, or even a code. And then you get to filter based on reservation status. So for the people who might be doing permits as opposed to firm reservations, you could just look at Permit reservations. And then for reservation types, there's a whole bunch of different options. If you want to include activity facility reservations, internal ones, or league reservations, those are all options in there. And reservation date range. So here's it's in red. So it's required. This is kind of the big one here, this is the actual date range you're reporting on. So right now I'm looking at an actual date of August 29 Is my begin range and then ending today, which is the 31st. So just a couple of days in there to report on, you can obviously use begin a month to end the month beginning of year to end of year. And just know that if you're including all facilities and your date range is big, higher chance to report will take a lot longer to run or might fail to run and you might need to break it up into smaller pieces.
Dane Whitcomb 4:12
So I already ran this and actually ran it in the detail mode. So I'll show you what that would look like. So what it's going to give you is the reservation number, the reserved date all sorts of facility information so the Location class and code, arrival departure date, and then all the fee information and at the bottom even though it is a detailed report, it does give you the Summarized totals. So you know this is kind of standard for even the calendar report and this report, they're going to give you totals at the bottom. So calendar report be ran the same way. It's just you're getting a calendar view like this when it generates as a PDF. So other reports that I'll touch on real quickly is the facility bottom line report.
Dane Whitcomb 5:00
So that allows you to choose facilities and then see how much those facilities have brought in. And then you get all sorts of other financial information like how many refunds you've issued, the profit or loss is a good one to see the actual profit or loss from that one facility. And then you can really just go through this list. And it's nice, you get to preview these. So if we look at some of these other ones, there's a facility listing report, which is really just a listing of all your facilities that list the class location and everything tied to them. There's facility proof reports. So if you just set up your fees and rules and want to get all that information on a report, you can run a facility proof report. And what that will do, as you see here is it says what the facility is and then it brings in all the fee setup, all the rule setup. And then obviously, it shows the class and everything they're linked to. So it's good way to verify everything is set up correctly.
Dane Whitcomb 5:59
There's facility statistical, so a good one would be like the facility block schedule. If you set up time blocks, this shows all of the time blocks for that and it shows which ones are booked. So you can go through this list and you probably gravitate to gravitate to some reports over others. But this would be the best way to see all the facility reports available is just typing in the word facility in the report output listing.