FastTrac: How to setup Waitlists
How to setup Waitlists in RecTrac 3.1
Summary
Join Brian Hatch as he reviews how to setup Waitlists within your RecTrac 3.1 database.
Video
Transcript
In this video, we're going to walk through the process of setting up an activity in RecTrac for waitlist enrollments. RecTrac has the capability of tracking above and beyond your max section count waitlist records. So if spots available are open up and available, you can enroll somebody from that waitlist. To set up a waitlist, it's pretty simple, there's only a couple areas you need to visit, I'm going to jump to the main activity level right now first, so activity management's already open, I'm going to open up one of my existing activities, youth soccer in my example. And I'm going to double Click on that. And on the Screen on the right hand side, waitlist comment is a Field that's available. So this is a comment code that you can build on RecTrac that has associated text, that information that you link on this comment code is going to display on waitlist specific receipts. So this could be information about how the waitlist works, and maybe how you communicate with them should a spot become available. Any kind of general information that's going to pertain to the waitlist specifically, is often what you're gonna want to put on this waitlist comment Field. In addition to the waitlist comments at the top, you have the ability to add an email features. And you can do this at the main activity level, you can do this at the section level. And you can do at any level all the way up to the module level. One very common email feature that we would want to set up in any waitlist environment would be the cancellation with waitlist records. So I'm going to go ahead and open this up, since I already have an existing on my activity. So the way I have this set right now if there's a cancellation with waitlist entries, we want to automatically send an email to the people that are listed here in the freeform contact list. And this can be a comma separated list so multiple emails can be entered in. But this will automatically send kind of some general info for the activity involved with cancelation. Some other general info that can prompt me when I get that email to say I've got to go in and actually do some waitlist processing. So this is a very typical setup step that we would see. I'm done at one level or another within RecTrac. So my staff know that there's an action that needs to take place. So this notifications actually already set up ready to go. And I'm done at the activity level now. So I'm actually gonna jump over to my activity section, I'm gonna open up my section of youth soccer here. So what determines whether a section is set up for waitlist or not really is the maximum waitlist count values right here. I've actually got 99 listed in here right now. So once my max count of nine enrollments takes place, the 10th person is actually going to be prompted to be put on the waitlist, and I'm gonna say I'm keeping up to 99 different people on that individual waitlist. If you don't want to track a waitlist for a given program, you can actually set this value to zero. And then once the max count is actually reached, you won't be offered to start compiling the waitlist. And that is really the only section at the section level that we need to kind of set up in order to do a waitlist, I'm going to set this back to say 20 In my example. And I'll hit Save. And this activity in this section really are now set up for the waitlist. So I'm going to jump to global sales, which I already have opened here. And I'm going to go ahead and enroll my family member into this program. And we get the first prompt saying hey, we're already full and we have to offer to go on to the waitlist. So I'll say add and now I'm getting my prompt Screen for some general waitlist info here at the top. So it's saying you're going to be placed on the waitlist and gives your current waitlist position. In addition, you have waitlist information below there. So this is going to offer you the ability to waitlist from different levels. By default. It's this section meaning this one individual section of youth soccer in my example is going to have its own individual waitlist. And another section of this program would have its own separate list for any waitlist entries. That's the most common setup we see it's very it's a simplest way to set up a waitlist. But you can see there's some broader options in this list, we can actually have a waitlist kind of be a little bit more broad across activities, categories types, and those options are available. If you're only going to be doing it on a section by section basis, you actually probably want to turn this setting off so you don't avoid any confusion from your staff or from your patrons on the web. So I'm gonna hit cancel here. If you choose to turn that off, it's actually under Profile assignments you want to jump to that program and under the static parameter Button at the bottom. In the miscellaneous settings area at the bottom, there is a Toggle to skip waitlist options. I'm gonna go ahead and turn that on and hit Save. And then just gonna jump back to global sales and add this to my cart again. And we'll see the Screen is much simpler when we look at it. It just offers up the waitlist information and I can continue through my processing without any additional prompts. One special note, if you'd like to turn off the waitlist position either on this Screen, or on the receipt, those are the two places where the waitlist position will be displayed. That can be turned off if you don't want to advertise that this is actually a language code that you can update. So if you'd go to language code management, you could update language code 816. And you could remove this entry, so it would only say that you're being placed on the waitlist and would drop the waitlist position. If you're looking to remove the position on the receipt, it's actually on your receipt format Profile. There's a Toggle to remove that waitlist information there. And my example, I'm just going to hit continue. And my wait list entry is going to drop into the cart and I'm just going to hit payment to finalize it and I'll preview just so we can see what the receipt looks like. I can see here that my status is actually waitlist actually provides me that waitlist number and then my waitlist comments are also listed here. So it's advertising my waitlist additional waitlist details that I want to display on a receipt. And this is an example of setting up a waitlist in RecTrac
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