FastTrac: How to make an Activity / Facility Reservation
How to create an Activity Facility Reservation within RecTrac 3.1
Summary
Join Brian Hatch as we review how to reserve your facilities for upcoming activities within your database. This will ensure that your locations are blocked off for future activities taking place in facilities that are used for both patron reservations and internal reservations.
Video
Transcript
In this video, we're going to walk through the process of making an activity Facility Reservation in RecTrac. To start, I'm gonna go to my menu and Type in section, I'm gonna open up activity section management. In my data grid, I'm gonna highlight one individual activity section. And under the More Button at the bottom, I'm going to select reserve facility. RecTrac does not automatically reserve the facility that an activity is taking place, the flexibility is built in to allow you to only reserve the activities that make sense to reserve through this process. Under the system reservation Screen, the most common function you'll process is going to be the facility reservations. So after you set up each activity, you can do the process of reserving the facility, by default is going to be set on test mode or report mode. So you can run this as a test to review the results. And when you're ready, you can actually run and reserve with the process option. It's set up by default to only reserve that one section that you actually selected on the previous Screen. And it automatically fills in this the dates for that one section. But you have the ability to expand that range. If you just built out 20 different sections, and they're all in the same range, you can set this to be the first section you built out through the last section you built out to help save time, just make sure that your beginning and end date range includes all the sections within that range. At the bottom, there's some reservation questions, you can skip these by default, it's going to automatically fill in the activity description in code. But if there's any custom needs, you can fill these out. And that information will get passed over to the facility record and be linked to that to show up on your SuperGrid and on reports. I'm gonna go ahead and hit process right now and make this reservation and I'll choose the preview option so we can see what was actually reserved. And in my case, everything was actually reserved a reservation created entry for each day of my activity taking place. If there were any conflicts, you'd see the description of the conflict, and it gives you the reservation info for what is producing the conflict. I'm gonna go ahead and close my reservation report and open up my SuperGrid so I can view the results there. So right now on the first day of my program, 6/27, I can see that there aren't any reservations currently listed. And if I hit refresh, I can see that now my new activity is actually blocking off the space. So it's going to avoid me from accidentally double booking an activity in versus a regular reservation. So I know what's truly taking place at my facilities. And if I hover over it, I can see that the name of the activity along with the activity code is automatically listed there. And by default, there weren't any reservation comments. So that Field is actually currently blank. If there are any changes to an activity section, where the dates, times, days of the week, if any of that info ends up changing after you've initially set up and reserved the facility, you will have to return and reserve the facility. Again if you're looking to have those changes reflected in RecTrac. So when you go to do an update, you can actually repeat the same exact steps when you do the reservation process after you've made some initial changes. RecTrac will automatically update the reservation based off the settings for when you're running this process. If you ever want to clear out a reservation, for an activity that's no longer taking place, you can actually run the reservation cancellation option from the Screen to clear it out from the system. As a helpful tip, you can turn on the reservation number column in your activity section data grid to help you indicate whether a reservation is actually taking place or not or been completed or not on the activities in the grid. So right now on my activity section, I can see that reservation eight has been assigned to this section. And I know that that reservation has already been completed, and the ones with a zero have not. So that could be a good visual indicator for you to determine which ones have been processed and which ones happened. Under the options grid, you can turn that on by clicking on the visible column for the reservation number value. So if you turn that visible, you can then drag it up and down and place it wherever you'd like in the grid and you can actually save it as a template. And that is the process for making an activity Facility Reservation in RecTrac.
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