Summary
Join Dane Whitcomb as he highlights various criteria selections that will aid you when running Pass Membership Reports in RecTrac.
Video
Transcript
00:00:05:16 - 00:00:32:05
Dane Whitcomb
In this video, we're going to be going over how to run a pass membership report. So a pass membership report will give you a good idea of all your current members, maybe members about to expire. Members as of a current date, whatever you really want to report on with those. So in order to get to the pass membership report, we can go to either report output listing and find it or we can just type in our menu pass membership reports.
00:00:32:07 - 00:00:56:21
Dane Whitcomb
And if we were to click on that, it's going to open up the standard pass membership report that we're going to be using. So just like with other ways of reporting and different modules, you have either picking passes out of the data grid or using a pass range. You kind of want to do one or the other. Let's say you maybe just want to report on a handful of passes.
00:00:56:21 - 00:01:16:13
Dane Whitcomb
Maybe these aquatic ones, you could just handpick those out of the grid and then at that point you want to use the range. If we kept the range on, it would still run it for every pass. So if you are picking out of the data grid, just you don't need to use the range there. Let's say in this case we want to run for every pass.
00:01:16:17 - 00:01:37:26
Dane Whitcomb
So what I would do is I would just clear my selected here and I would just use the range over here and not pick any out of the data grid. A couple of different ways you can filter with the membership pass membership report is you can use a current member date range. So if you click that, you'll get a begin current member date and an end current member date to use.
00:01:37:28 - 00:02:01:17
Dane Whitcomb
There's a membership valid on date range. That's a good one. If you want to see all your memberships as of today and then you've got use membership expiry date range. So if you want to see pass is expiring maybe this month or next month, that would be the range you would use there. If we go to the detail criteria tab, there is some more options here.
00:02:01:17 - 00:02:24:26
Dane Whitcomb
Use original member date range. So what this would actually look at is not if they've renewed their pass, so this would be the actual date they first purchased the pass. So if you want to see like when they originally started. So it's not taking renewals into account, it's just looking at the first time they purchased that pass and then obviously their suspension start date range and a suspension finish range.
00:02:24:28 - 00:02:43:05
Dane Whitcomb
There is a lot more filters in here, but those are kind of the main ones that most people would be filtering the report off of. So we'll go over how to run a report that would just look at all pass members that are active today. Sometimes that's a good one to see, to see how many current members you have as of the date you're running the report.
00:02:43:07 - 00:03:00:21
Dane Whitcomb
So what I would do is here is my valid on date range. And since we want to see pass members valid today when we're running it, we just keep the start date on today and our expiration date on today. And then you get to see at the output type for all these, you get a detail or a summary.
00:03:00:24 - 00:03:19:24
Dane Whitcomb
So do you want to see all the individual members whose passes are valid today, or you just want to see the total counts by past type? So you'll get a lot less pages if you do summary, but if you do want to see individual member data, you'd want to have it on detail. So we'll run this on summary.
00:03:19:27 - 00:03:45:25
Dane Whitcomb
And at this point you would click process and you choose if you want as a PDF or CSV and then you can choose to preview it, email it or print it out, and then you click continue. I've already ran this report, so I'm just going to go into my notifications and view it. So since we ran it in summary mode, this is showing each pass here.
00:03:45:27 - 00:04:04:15
Dane Whitcomb
It's not showing all 65 members who had that pass. If we ran in detail view, that's what it would have gave us. But it's a good one to see, you know, how many aquatics annual memberships to have 456 and it shows all my pass types and at the bottom it does give me a nice total passes that are active.
00:04:04:17 - 00:04:25:19
Dane Whitcomb
So that would be using this valid on date range filter. Another good example would be let's say we want to see all the passes are expiring. They're all I guess all the members are expiring this month. So I'm using the member expiration date range and then I'm going to be using my beginning member expiration date to the beginning of month.
00:04:25:19 - 00:04:44:09
Dane Whitcomb
So that would be the first day of the current month. So it's September. So it's going to look at September 1st to the last day of September. So end of month. So this one may be a good one to run a detail. You might have less members expiring for the current month, so might be more manageable to do a detail view.
00:04:44:12 - 00:05:06:20
Dane Whitcomb
So you could process this. And again, I've already ran this report, so I'm actually not going to hit the process button. I'm going to cancel out and bring up the report. So here's an example of the detail view. You actually get all the different member information. So it's a record for each membership versus just totals by pass code.
00:05:06:22 - 00:05:30:21
Dane Whitcomb
So this looks like it's in alphabetical order here. And we've also got the member begin day, an expiration date. But the key thing we looked at was passes expiring this month so we can see in the expiration date range just to verify these all have ended sometime in September. So as we scroll down this long list of passes, these are all expiring in September.
00:05:30:21 - 00:05:52:24
Dane Whitcomb
So it did do what we want to do and then it gave us a nice total at the bottom. So 519 members are set to expire this month. So those are just two common examples of how you might run a past membership report. You get the different filtering options up here for current member valid on expiration date range.
00:05:52:24 - 00:05:59:13
Dane Whitcomb
There's a lot of different ways you can filter this report. And then the one big piece is if you want to run it in detail or summary mode.