Summary
Join Dane Whitcomb as he walks through how to run a Pass Visit Report in RecTrac.
Video
Transcript
00:00:05:21 - 00:00:37:04
Dane Whitcomb
In this video, we're going to be going over how to run pass visit reports. So this would apply to anybody who sells pass memberships and records, visit swipes when somebody enters your facility. So in order to report on these visits, we're going to be going to report output listing. The other way you can also do it is type in pass visit reports and this will bring you to the specific pass visit reports that we're going to be going into.
00:00:37:06 - 00:01:08:05
Dane Whitcomb
If you do go through report output listing then you can also type in pass visit and you can use any of our pass visit reports, the main one being the pass visit log. And that's what we're gonna go over in this video today. So we'll close out of here and just say we want in through our pass visit report menu button and we're already in our pass visit log report so there might be different kind of date ranges you might be reporting on for visits.
00:01:08:05 - 00:01:42:01
Dane Whitcomb
You might just be reporting on certain passes or whatever it may be. I'm just going to go through two examples for different situations. So let's say the first being you want to report on all pass visits today just so you can see everybody who's came in. So under my use visit date range we would use today to today and we're going to be using a used pass range of blank diseases and that's going to ensure that it's running for all passes that way.
00:01:42:01 - 00:02:10:07
Dane Whitcomb
I don't need to go through the data grid and pick all my passes and then once I have that, I can choose if I want this in detail or summary. So detail will actually show the member for each visit they swiped in for versus summary would just give you a total. So in this case, let's say we want detail, we would click process and then we would choose if we want to generate a PDF CSV and do we want to print, preview or email this.
00:02:10:07 - 00:02:28:19
Dane Whitcomb
So we'll say we want to preview it. And then you would click the continue button. I've already ran this report, so I'm just going to hit the cancel button there. You would hit process and I'm going to hit my preview document button. Since I've already ran the report, I'm just opening it up. So this is what that report.
00:02:28:19 - 00:02:58:27
Dane Whitcomb
So this is everybody who's swiped in as of one date. So I use the today value. So obviously this is a lot of swipe ends, but these are just for the current date. So you can see they all have the same visit date of nine five. As we scroll down at the bottom, it does give you a total it also gives you fees if you ever charge for visits, a lot of people will will charge for the initial pass and not each individual visits.
00:02:58:27 - 00:03:24:06
Dane Whitcomb
A lot of times the amount might be zero, but there is ever fees tied to it. So like this one was $2 that this report will bring those in. So that's an example of just looking at, you know, how many visits I have today right there. Another example may be is I want to see more of a summarized view and maybe I want to use all visits for the current month.
00:03:24:06 - 00:03:51:16
Dane Whitcomb
So beginning of month, end of month. So right now we're 12 days, end of the month. So we'll see close to two weeks of visits in here. Since this is a longer range, this is something I might want to run in summary view and let's say we even want to filter it down more. We just want to look at a certain pass type so you can filter by category, pass type, even subtypes.
00:03:51:18 - 00:04:13:23
Dane Whitcomb
There's a lot of different options in here. So let's say we just want to see active adult passes that have swiped in for the current month and we'll say we want to write in summary view again, I'll click process here and you would hit continue here. But again, since I've already ran the report, I'm just going to bring it up for us.
00:04:13:25 - 00:04:36:27
Dane Whitcomb
So here's the summary report. So obviously much shorter, even though we're reporting on a month's worth of visits, we can see that the active adult passes didn't have nearly as many visits, but it does break it out by the specific pass. So these are all different passcodes in here, even though they start with a similar description, they are different.
00:04:36:27 - 00:04:59:27
Dane Whitcomb
And then you can see that there was, you know, seven visits for this one 13 for this one and so on. And it does give you the grand total at the bottom. So that's just two situations of pass visit reporting. One, using the detail view, one using the summary view, couple other filters that for some would be nice. Is this use visit location range.
00:05:00:00 - 00:05:21:21
Dane Whitcomb
So let's say you want to report on visits for a certain date range, but only on a visits taken at a certain location. You could come in here and say, maybe I only want to look at visits for the Biltmore Hills Pool. I could choose that as my begin, and I could pick that same location as my end.
00:05:21:23 - 00:05:52:20
Dane Whitcomb
So I've actually just go in here and pick the same location. So there it is. And if I did that now, I know that it's only showing me visits tied to this one location only for the current month and only a pass type of active adult. So you can narrow this down quite a bit if you want to look at specific data, obviously, the more you filter down, the less results you'll probably get.
00:05:52:20 - 00:05:59:08
Dane Whitcomb
So if you ever want to just look at kind of the broad view, the less filters there, the better off better off you would be.