Summary
In this FastTrac video, Brain Hatch reviews Types, Subtypes, and Categories in RecTrac and how these can be used to better organize your department's offerings, often streamlining setup steps when it comes to linking fees, rules, questions, and email features.
Video
Transcript
Brian Hatch 0:05
In this video, we're going to review the topic of Type subtypes and categories in RecTrac. These are different tags that can be applied on any module. For most of this video, we're going to be in the activity modules, let's switch over to activity management. And you can see that I have Type subtype and category columns listed here for all my activities in my database. But if I switch over to facility management, just to highlight this, I have the same Type subtype category and functionality for that module and all other modules as well. Let's switch back to activity management. And just want to point out that Type and subtype are going to work together, so subtypes actually built underneath types, whereas category is its own independent list. So let's open up one of these activities and hit change. And I'm gonna go to the Type Pick list and actually drill into that, for aquatics. In this example, I'm just gonna hit change at the bottom. So getting into the actual activity Type record itself. And you can see here, the one of the Tabs at the top is subtypes.
Brian Hatch 1:09
So once you Build out the types that you want to use, oftentimes those will break down into another level. And that's where you're building out those is going to be underneath that individual Type record. And they can be added here, above and beyond that, for any one of these tags, you have the ability to do fees, rules, questions, and email features. So well, they're often done at the activity level or the section level. In this example, there was a fee rule question or email feature that applied to all of aquatics programs, and maybe only aquatics programs, you can actually link that here at this level once and have it automatically apply everywhere in the database for your current programming and future programming that gets added in. So that's one benefit to utilizing one or any one of these, is you get another linking level above and beyond kind of the standard ones for the module you're working in. In addition, there's the ability to do filtering, and I'm gonna back out of the Type record and go back to my main data grid.
Brian Hatch 2:11
So I'm in activity management at the moment. And I because I'm utilizing Type in my database, I can actually apply the filter to the data grid and automatically get that grouping of programming that I want. So if I want to know how many aquatics programs I have built in the database, I can apply a filter and automatically get to that number. Or maybe I want to filter down to a certain Type of program and do a bulk change against it. So that will give me the ability to use that filtering for whatever the either the management purpose or, or changes that I need to do in this example. And that carries over everywhere that you're utilizing these. So for example, if we switch over to the activity enrollment report, I can see that this is a same data grid, right for activities. If I scroll to the right, those seem tags Type subtype and category are listed here.
Brian Hatch 3:00
So if I wanted to run a report for aquatic programming, and I wanted to get a breakdown of all the participants that took place that took aquatic programming for whatever date or time period I'm looking for, I could easily use that to be my filter on the report, and easily pull those numbers for that specific group of programming, just based off of that Type filter, so it carries over to reporting as well. In addition, the filter options are also available on WebTrac. So if I switch over to my WebTrac site, and actually already on the activity search page, and highlight this, I've already done a search for a particular Type here. So if I expand that, you can see I'm already searching for that particular Type of program, aquatics in this example, that's already been applied. And I'm already in that grouping. And that might make sense for just simplicity for customers to be able to pick the Type and Type of program or category that they're looking for.
Brian Hatch 3:59
These are optional, as far as displaying them on the web, I turned on all three, just so we can kind of see that they are an option, but they can be visible, they can be hidden, depending on what makes the most sense for your individual tags. And that carries back to these really being optional tags. So if I go back to RecTrac, these can be utilized whenever needed. So if there's a use case for any one of these benefits, or functionalities that we've highlighted, you want to be able you have the option to utilize these and and use them for whatever benefit they're going to give you in your database. And that's a review of Type subtyping category in RecTrac