Summary
In this FastTrac video, Brian Hatch highlights best practices when it comes to creating a household for an organization that frequently interacts with your department.
Video
Transcript
Brian Hatch 0:05
In this video, we're going to walk through the setup for an organization Type household in RecTrac. And I'm going to go to household management, I already have that open from my home Screen here. And we'll use the example of the United Way to highlight this setup. So for example, right now I have typed in lookup Field united. And I can see that it easily pulling up the United Way organization household, let's go and open that up and see how that is set up. So in the first name Field, this is going to be kind of user choice. As far as what you want to put in here, I've got the work organization, it could be or it could be a special character just to make sure the required Field is filled out. The first name Field for the organization is going to be whatever your preference is, the last name Field, we typically recommend, that'd be the Fill organization's name that people would recognize. So when you go to look it up, for example, I typed in United for United Way, and that is automatically going to look up by the last name Field, which is going to be easiest for users to help find those.
Brian Hatch 1:04
We also have an organization name Field that you can do a lookup on and that will typically be the same as the last name in most scenarios. Beyond that, you have all your other standard household fields that you can fill in as needed. In addition, you have features that you can also track if you want to make a for profit nonprofit designation, that feature is very common way to do that. And then there's also a category in case the resident non resident category selection is a valid one for your organizations. Once the mean helpful information is filled out, you can add in the authorized agents for this organization, or for in my example, here, I've got Brian hatch listed as a family member within the organization household. And I've got their information listed here. In this part of the Screen, you can add as many different authorized agents or contacts for the organization as needed, on this household setup. So I'll go ahead and hit save here at this point.
Brian Hatch 1:59
And I want to highlight the lookup process now based on that setup. So I'm gonna switch over to global sales. And at this point, they're the two different ways you'll likely look up an organization household is either by the person that's coming in and making the reservation for the organization or the organization name itself. So as I mentioned before, if I was looking up, if I came in and want to make a reservation for the United Way, the staff might actually look them up based on the organization. So if I just Type in United, I can see easily the United Way, pops right up. And obviously, the first name designation for an organization lets me know that that's the right household for this for this lookup in this scenario, but I also might want to look it up the other way. So let's just say I'm coming in the door, and I'm an authorized agent for the United Way. When I Type in my last name, I can actually see there's two family member records listed here. So this is the family member. Last name first name is the first two columns by default. And the actual household record is going to be listed in the middle for last name, first name here in the middle part of the data grid.
Brian Hatch 2:59
So I can see that there's a Brian hatch for Brian hatch his personal use, and is linked to the Brian hatch household. And then there's Brian listed here that you can see it as a part of the United Way households right now the staff at this point could make the determination of which Brian hatch is actually going to make the reservation the one for the organization purpose or the one for their own personal use. So at this point, they would make that selection and it'd be brought into global sales in order to make the reservation at that point. So that is the most common way to kind of see organization set up in the database that keeps things separate, so able to report and track on what was done specifically for the United Way versus other personal household usage in the system.