FastTrac: Facility Setup Considerations
Implementation Training: Things to consider when setting up facilities within RecTrac
Summary
Join Brian Hatch as he reviews items to take into consideration when setting up facilities within RecTrac 3.1
Video
Transcript
When filling out a facility record list in our PRG form, several different lists are actually coming together. Where facility class, locations that are both going to be created and tagged to your actual facility records or facility codes. So these are also represented at the bottom with separate lists. At the bottom, If I Click on facility classes, I have my facility classification list, which is basically a breakdown of your different types of facilities and usually pretty generic in nature. The next tab over is your facility locations. So these are typically anything with a physical address is going to be a separate record in this list. And then finally, the third tab for facilities is the actual facility records themselves. So these are the individual reservable components, your Fields, your rooms, your shelters, whatever options are available for reservation by externally for your different customers, or even internally for blocking out space, or for where programming or activities might take place. So in this list, everything kind of comes together, those other two lists are brought together to form so I'll have three of these form the facility code record. And those are going to make up your reservable facilities. Now, the most common question would be What do I make my code and what I use for short description and a long description. So a really common solution for that is they can all be the same thing. They don't have to be different. Sometimes there's a need to adjust the code description, or one of the description fields to accomplish something. But in many scenarios, like this example, they are all relatively short, and they can all really be the same value. If this meets the needs. The different values show up in different places. And that's going to help determine what you would ultimately decide. Let's switch over here I have a visual of the facility code. So they'll show up on facilita reports. By default, ultimately, we can customize reports. And we can use any of the other fields as well. But by default, our standard reservation report is going to show the code, the short description is going to by default show up on the SuperGrid and on WebTrac. And the long description, for the most part is only going to show up on the website of things. So going back to what you want to choose for each one, it's going to be again, potentially the same for all of them or potentially different in this spreadsheet, they are all the same in my example, they are all different just so I could highlight some of those examples. And I'm going to pull up my database just to help with this. So this is my facility management data grid that built out those same facility records from the example. So again, I went with a different code, a slightly longer description, and then a really long description on a couple of these records. And where they show up. So the SuperGrid is going to be one place. This is their main place where you'll be able to go to View availability, and to matric measure reservations and cancellations right from the SuperGrid. So in the SuperGrid view, by default, you're automatically going to be showing the short description on the left hand side. And you can get a rough idea of what actually shows in the default width. But this is also something we can adjust. So if you want to go with a slightly longer short description, and it doesn't quite fit by default, we can always kind of push that out and use that as our default value to get the full facility short description to display. So short descriptions, one place that you're going to be filling these in. Another common question is going to be do we include the location name in the description of the individual facility. So a lot of times there's a we go down the road of going with room 1234 or Field one Field to Field three, knowing that this descriptions here, if we had multiple room ones, Field ones, and they were all listed in one view, how would you know which location they were actually taking place at. So a general recommendation and there's different ways to handle it by putting in even an abbreviation or the actual location for where the room is. Just so if you're looking at a longer list, in the SuperGrid it's it's pretty clear which one or where that which facility is which. In addition to the SuperGrid this information is actually going to show on receipts. So again, this is the short description on receipt of the actual facility. And then they're also showing the facility location on the receipt On reports. So by default, we're showing the class, the location and the facility code. Again, this could be customized but that's what's showing by default on our reservation report. And then on the web, what we're seeing is our long description for our facility, along with our short description. And again, we have a few options here to customize these differently, but we can show the location description as well and the class description or sometimes we strip those off and just show the facility description. So a couple different pieces of where individual components are going to display. Hopefully this helps to determine how you want to actually fill out this form knowing what what displays where
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