Summary
Join Brian Hatch as he demonstrates enabling cancellations on WebTrac to facilitate greater patron self-service.
Video
Transcript
Brian Hatch 0:06
In this video, we're going to walk through the topic of online cancellations, or WebTrac, cancellations, and what you need to do to turn on and activate that functionality in your RecTrac database. So I'm on my WebTrac page right now. And I'm actually already logged in as a household. So one of the capabilities that WebTrac has is the ability to do cancellations. And you'll see that option under the My Account menu cancellations options, and we're going to Click on that right now. It's going to bring you to account history Screen where the things I purchased previously, based on the modules I'm allowing this functionality with are going to be displayed at the bottom, based off the criteria at the top. So I can see that I've got actually two enrollments that I've recently enrolled in. And I can see that one of them was paid, and one of them isn't. And at this point, I have the ability, assuming that my rules are, are met to actually cancel out of one or both of these programs.
Brian Hatch 0:55
So as an example, I can cancel item on my youth soccer program, it's going to add it to my shopping cart, just like it would on a purchase. And then from here, when I go to proceed to checkout, because it's cancellation, I'm actually getting brought to our checkout Screen with some refund options. So from here, you're going to allow whatever refund options you're comfortable allowing for cancellation. So in my case, I previously paid with something other than credit card. So my two options are to either apply to household or request a refund check from finance. So as a customer on the portal, I can choose the option that I want to apply. And I can continue through and I'll get my receipt, I'll be removed from the roster, and kind of have self service my cancellation on the web without having to call or come in and work with your staff to kind of get that step completed. So that's what cancellations can look like on WebTrac, we're going to switch over to RecTrac and review what it takes to kind of get that set up and make that available.
Brian Hatch 1:51
So the first step is going to be your WebTrac menu. So we want to make sure and WebTrac menu management that under the My Account menu option, that you have the ability to get to cancellations. So under the history and balances, cancellations should be listed there. And you just want to make sure that it's set and flagged as updatable in your menu. So at the very first step, in order for them to get to that cancellation Screen, we need to make it available in the menu. Next steps are going to be in Profile assignments, I'm going to switch over to Profile assignments and in the middle Screen, I'm going to just scroll down to our www WebTrac user. So the first Profile will highlight is the Daily processing Profile and open that up on this Profile, you have the ability to restrict down cancellation access by module. So on the left hand side, we have the allowed cancellations for these modules. And you can see in my example, I've only allowed it for activities facilities and golf tee times maybe those are only modules, I'm comfortable with allowing it to start and I've activated those here on my daily processing Profile for WebTrac. Good save this, and then I'm gonna switch over to the next Profile, which is going to be in my case, the payment Profile. So I've got one specific for WebTrac. I'm going to update that.
Brian Hatch 2:59
So inherently with cancellations, there's going to introduce the topic of refunds. And that's where the payment Profile comes into play. So under core two settings, this is something we need to allow at least one refund option for the WebTrac side of things. So right now I've got all three turned on refund, apply, refund finance, and refund now, so I'm comfortable allowing all three in my database. And then you just have to decide which which options make the most sense for for your scenario, if you're going to allow refund. Now, we'd also need to go down to Pay code restrictions and make sure that we allow a credit card Type Pay code listed and allow refund pay codes. So that's the one refund now option that we're going to allow through the WebTrac site. So once you have your refund option set, the next piece is probably going to be what we'd recommend if some sort of rule restriction restricting down that capability for cancellations. So right now they'll be able to get to the menu option, they'll be able to see the items based on the criteria, they're searching for the modules we've made available. But above and beyond that, typically there's some sort of refund policy that we'd want to put into place.
Brian Hatch 4:06
So I'll be an example of that and module management. I'm gonna do this specifically for the activity enrollment module, I'm gonna switch over to the Rules tab. And open up the one rule I have here that actually applies to cancellations. So this is my, my cancellation policy for my database, I'm only allowing cancellations for any programs that are more than or equal to four days before it begins. So you this obviously could be any parameter that you have in policy that you guys have, where you're going to allow this functionality but on the web. I want to make this the rule that the website is going to follow so even though I might be able to see an option under the cancellation menu option for a program if it's already began begun or as close to beginning, it's going to block me from being able to do the cancellation is going to just enforce force the policies that probably my clerks are already kind of following in House. So it really allows you to kind of lock down things to what you're comfortable with. So it gives some convenience to the customer to be able to cancel, hopefully, what they need to cancel on their own and cut down what your your staff need to do in house and gives them that convenience and that that extra capabilities through the WebTrac portal. And that's the process for allowing online cancellations in WebTrac.