Summary
Join Brian Hatch as he shows off the various display options available to you for your facility offerings on WebTrac and how the patron would make a reservation for each option.
Video
Transcript
00:00:00:00 - 00:00:37:00
Brian Hatch
In this video, we're going to review the topic of facility display options on WebTrac. And I'm going to go to facility management and open up our example here, Memorial Shelter and under the WebTrac settings area on the screen, we have our displayed facility on Web selection list. So right now it's set to inquiry only. So if I go to my WebTrac, site I have our facility listed here on the right and right here it says call to reserve.
00:00:37:00 - 00:01:02:24
Brian Hatch
So for any facilities that we have set to inquiry only, you'll see that text listed there. And if I hover over any of the available time blocks, you can see it says inquiry only reservations cannot be made online and then for any unavailable time slots due to other bookings, you can see it says unavailable. So reservation time blocked is unavailable and there's a different shading there you can somewhat see here in the recording.
00:01:02:27 - 00:01:36:10
Brian Hatch
So this is our inquiry only facility will be displayed along with their brochure comments at the top, hopefully answering all questions that a patron might have so they can search around for availability, but ultimately call or come in to make the booking based on the directions you provide them. Let's switch back to RecTrac. So if we switch this option to the next one in the list which is purchased, only save and again switch back to WebTrac which reset our search and search again.
00:01:36:12 - 00:02:09:24
Brian Hatch
So now this text says book now and again, if I hover over any time slot, I can see that text has changed to book now as well. So again, I can pick any available time that's listed. Again, my unavailable time still displays the same in this view, but ultimately I can build the time blocks I'm looking for. They'll be listed in the add to cart option at the bottom and I can proceed through the typical prompts that you'd get for any item that you're adding to a shopping cart on WebTrac that be any fee prompt question prompts and any violations that you might run into.
00:02:09:27 - 00:02:35:18
Brian Hatch
When you complete this type of transaction, it will block off the facility for the dates and times of your booking and produce a receipt at the end of the process. Just go ahead and clear this selection and we'll reset this and switch back to RecTrac. And the next item in the list is permit only. So we're going to make that switch over here on the RecTrac side and I'll save the record again and again.
00:02:35:18 - 00:03:05:12
Brian Hatch
We'll switch back to WebTrac and I'll hit search. So now we'll see a different option listed here for submit a request so the blocks don't display on the initial screen. When you do permit only they can find the date and time they're looking for and submit request or request or permit is really just that. The customer can find the date time they're looking for and they can submit that to your staff on the RecTrac side.
00:03:05:12 - 00:03:22:24
Brian Hatch
So they typically would get a notification on the RecTrac side and they'd be able to review that and either approve or reject that reservation or reach out to the customer for more info at that point. So it gives them kind of full control to still allow or not allow the reservations to take place. The patron will still get a receipt on the web.
00:03:22:24 - 00:03:44:13
Brian Hatch
They'll go through the normal prompts for questions. Typically, there would be no fees involved, but they'd be able to essentially answer the questions and indicate which dates and times they're looking for as a part of this reservation. I submit a request here. You can see what their page would look like so they can build their requests for whatever dates and times they're looking for.
00:03:44:13 - 00:04:03:02
Brian Hatch
You have the option for picking from the calendar on the left or using the pulled out the time to find the date you're looking for. And again, as you build the dates and times, you'll see those see listed on the right hand side and we'll have a separate video specifically that kind of goes over the permitting process and settings involved with that.
00:04:03:04 - 00:04:41:01
Brian Hatch
But a different display here for the permit only option to reset this and switch back to RecTrac. The next option, the list is for permit or purchase or an purchase. So this is subject to rules. So an example where you might have to you might offer both options based on the rules. You may have a window or a date range for when requests are actually going to be taken in and maybe after those requests are actually processed, you may open up a separate a separate window where whatever's remaining after that first window is then available for a straight purchase for your customers.
00:04:41:01 - 00:05:03:23
Brian Hatch
So if you're doing a combination of the two, that's when you choose this option and then set up your rules to define those those windows. And the last option is no. So if you set your facilities to be no basically RecTrac only and it wouldn't display at all on the WebTrac side, and that's a review of the different display options for facilities on WebTrac