Table of Contents
Introduction
Join Brian Hatch as he goes over setting up Facility Family Trees to avoid double booking and simplify your facility bookings.
Recording
Transcript
00:00:02:7 - 00:00:24:0
In this video, we're going to walk through the process of building out a facility tree relationship in RecTrac. Facility Tree relationships allow you to link different facility components together so the right spaces are blocked off based on what you need to occur in your database and avoid any double booking scenarios. So the first step in the process is going to be opening up facility management.
00:00:24:0 - 00:00:41:9
So in your menu you can just type in facility and you can click on facility management. I already have the panel open here, already narrowed down to the facility that we'll be working with. It is the Berkeley Community Center, and it's a pretty straightforward facility. I have an overall community center record that then breaks down into different room components.
00:00:41:9 - 00:01:04:1
So I've got my main room one and a Berkeley conference room. And in addition, there's another level that will be established here. So I actually have room one that breaks down into side A and side B. So you're going to have two different relationships. Ultimately, you're going to be building out with this example. Anytime you're working with tree reservations or tree set up, you're always going to want to work with the biggest part of the component.
00:01:04:1 - 00:01:30:9
First, I'm to open up my Berkeley community center by double clicking on that, and on the right hand side of the screen, we're going to be expanding the facility tree settings on the right to start. And there's three different potential relationships you can establish. There's a parent record, a sibling record and a children record. So for most scenarios, you'll be able to accomplish what you need with these relationships with just the parent child linkage.
00:01:30:9 - 00:01:59:8
So under the children record, my example for the community center, I'm going to link all the individual components of the community center. So narrow down my list. So excluding the main community center, because that's my parent record, I'm going to choose all the individual components underneath that and select and then I'll just hit save at the bottom. This is going to send a request to the server to build out those relationship records and once complete will get a notification saying that those have been established.
00:02:01:2 - 00:02:22:2
And the next step in my process is going to be building out the relationship for my individual room. So again, my room one breaks down into a side A and a side be somewhat choose the biggest component of that room. And I'm going to open up home one and want to repeat the same steps. I want to establish the child records for my room one facility.
00:02:22:7 - 00:02:48:9
So in that case, it'll be one A and one B. I'm going to link those up on Facility three settings as Children Records. And again, I'll just hit save and they'll send another request to build out those relationships. And my example, that's the only tree relationships I really need to establish with any of tree set up. You always want to make sure that you have the right outcome in the end.
00:02:48:9 - 00:03:15:6
So to do that, we're going to open up our super grid. So from the menu, I'm just going to type in super and choose super grid processing. So this is the easiest way to kind of test out and confirm that your set up is working and relationships are doing what you need them to do. So in my example, I've already got my Berkeley super grids set up here and it's going to try reserving the different individual components to make sure the right spaces are blocked off for what I'm anticipating as an outcome here.
00:03:15:6 - 00:03:35:6
So I'm going to choose the overall Berkeley Community Center. I'm just going to add that to my car and continue here. And I can see that my overall 8 to 9 a.m. time block here is being reserved for the overall community center. But I can see it in represented with a different color that my tree reservations are blocking off the rest of the facility.
00:03:35:6 - 00:03:59:7
So when I read the overall community center, the other components are now unavailable. And then if I try to other, you know, a combination of this, I want to rent the overall meeting room one. I can add that to the cart and I can see by renting that individual component, the overall facility, the community center as a whole is unavailable and meeting room one A and one B.
00:04:00:0 - 00:04:22:8
So the different components of my meeting room are also unavailable, but the conference room is still available, so you can kind of proof check every part of the different tree relationships that you've built and make sure that the end result is what you're hoping for. And then you'll be able to avoid double bookings in Red Track. This is the process for setting up facility tree relationships in rhetoric.