Summary
Join Brian Hatch as he reviews how to run a simple Activity Roster Report.
Video
Transcript
In this video, we're going to walk through the process of pulling an activity roster in RecTrac. There are a couple of different methods for pulling an activity roster depending on where you are in RecTrac, and what your preferences are. In our first example, I'll go to my menu in the top left, and I'm going to Type in the word section. And I'm going to Click on section inquiry. So this is a popular method for pulling an activity roster. So I'm automatically presented with all my activity sections. And from here, I can see a lot of helpful information about what activities I currently have available, what my enrolled counts are, and Max counts, waitlist, where they are and where they take place, what time all those details are going to be listed in this grid. So this can sometimes be helpful. From here, I can actually highlight a given activity section. And from here, I can actually drill down into those roster details, if I just want to see something on the Screen the details of a roster on the Screen, I can drill into those records. And that can sometimes be helpful. I'll show you the actual enrollment dates and times and the associated fees with the program. But I can also pull report right from this Screen. So on the bottom right, I have my print option Button and the settings to the right of it. So in the second poll down, I can see a listing of all my different Roster report options. And I can from here, choose the one for the version of roster that I want. So if I want to go with our standard VSI activity Roster report, I can select that in the bottom right. And then from here, I can choose Print roster, you'll be presented with the report options Screen, where you can choose to print preview email, and then the formatting that you'd like on the left hand sides, whether that's a PDF, or a CSV. And then once you make your selections, you can just hit continue, you'll be presented with the success confirmation Window just means it's been sent to the server to be produced for us once it's available. You'll notice when I choose if I chose a CSV option, once that's available for us, it'll automatically download. So a Firefox shows up and they can Chrome, it'll automatically download the bottom part of your Screen. So I can Click on that. And that'll produce my roster in Excel that I can now you know, filter and manipulate as needed. So I'll close out of the Excel sheet, that's typically going to produce just a little bit faster than the PDF version, but just popped up as well. So I chose the preview option. And I have my roster report available. And that was all from Section inquiry. So it's a pretty quick, easy way to pull any given roster, it is limited in the number of filters you have. So as long as you're looking to pull everybody who's enrolled, that's going to be a very good option for you. For an alternative, you can actually go to output listing, report output listing from the menu. And on the left hand side, the reports are naturally grouped. And there's one for activity roster. You can also Type in the word roster, for example, and you'll filter down to results as well. I have a number of different custom versions in this report. But if we wanted to go down again, to our standard activity Roster report, I can highlight that option here. And the nice thing about using this as a starting point is you have that preview option on the right. So I can see right now what fields I'll get with the sample data and the layout. And I can decide if this is what I want or close to what I want, I can run the report right from here. So I'm gonna go ahead and hit Run Report, you'll always get this information box where you will, it's telling you what report Screen you'll be going to so in this case, it's the activity enrollment report. And then I'll have the option to choose report criteria if if one is available, and if one is desired. For now, I'm just gonna leave that blank and hit continue. So this will bring me right into the activity enrollment report Screen, and it's going to be saved on my last settings. So the last time I ran this report is for a different section and then I have my settings here on the right hand side. So I'm gonna go ahead and choose to clear these settings just to kind of give us a good starting point for what we might want to set on the Screen. So default settings in the bottom right is always going to clear all settings from a report Screen, allowing you to essentially kind of start over with the criteria you you'd like to select. So in my example, I'm going to go ahead and make sure that my activity section ranges off, and I want to make my selection in the left hand side out of the out of the data grid. So similar to the activity section inquiry Window I was in if I wanted to pull this tiny tots swim level one roster from our activity enrollment report Screen, I can do that as well. I can find it here in the list. And or I could do some filtering as well if I needed to They have a lot of different sections. So I've got the same Tiny Tots section selected. So just double checking 02, and 02. So I really should get the same results here. On the right hand side, I'm gonna have a lot of additional filters or criteria I can use on this report. So there's a lot of different ways you could be running this report for a single section, like I'm doing right now, or you could be running this for, you know, in theory, a lot of different different uses, it could be something for an entire group of activities or an entire season. If you're looking to kind of get some summary numbers. The filters on the right kind of are there to help you filter down to different groupings of programs. The main filter on the right that I feel people use more often than not is the enrollment status, right, it's defaulted to enrolled. And that's probably going to make the most sense, but there are statuses like waitlist that are common. So you might want include waitlist entries, or maybe just want run a waitlist report. That's where that other status might come into play. If you're simply looking to pull Roster report, for everybody who's currently enrolled, then these are really all the settings you need to do after hitting default settings. So choose the section you want on the left, enrolled should be selected on the right. If you came from that report output listing Screen, this output template should already be set. Obviously, you can switch that if you'd like a different version. And then all you need to do is hit process on the bottom right. So PDF, CSV preview, if I want to go to the same exact settings, it's actually saved it here for me and I can just hit Continue. Again, it's going to give me confirmation that the process went to the server. And I just need to wait for my results again to either automatically preview if it's a PDF or a be available to download if it's a CSV. So two different ways to basically pull a Roster report. If you pull Roster report, and you end up getting blank results, that usually just means there's a criteria issue. So if I had a blank PDF here, rather than the one with my current results, I would typically recommend hitting default settings like we did earlier, it clears the report and then again, just choosing the criteria that you really need for the report. So there's a lot of other criteria that if they're turned on, they can actually filter you down to either blank or you know, limited results when you're really looking potentially to pull a wider group and the fewer settings you tend to pick the better. Once you're comfortable with RecTrac, you don't have to go the report output listing Screen once you're familiar and you know that this is the roster report you want to run. You don't have to do the extra clicks to come to this Screen, get to the preview and then get to the report Screen, you can pull up the activity enrollment report to run that right from the menu. So if I wanted to pull up that report Screen, I could see myself a couple of clicks once I'm familiar with how to get to this Screen. This will pull it up, minus the steps it took through report output listing. And from here I again make my selections as needed. So it's always going to save your last settings. So because I ran this report previously, for tiny tots is going to have that select on the left. I can always deselect that and hit refresh to get my full day grid back and now I can run it again. For my next roster run my next group of activities or sections. So a potential shortcut there once you're comfortable with how to pull a report and really kind of three potential methods for getting your rosters out of RecTrac.
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