FastTrac: SuperGrid Setup and Profile Configuration
The most visual way to reserve facilities in RecTrac is via the SuperGrid, learn how to set it up here.
Table of Contents
Summary
Join Ryan Mitchell as he goes over how to set up your SuperGrid profile to customize your processing options.
Video
Transcript
00:00:00:00 - 00:00:20:15
Ryan Mitchell
In this video, we'll be looking at super grid setup. So if you had seen the video on super grid processing and are interested in on how to make that happen in your database, this is the video for you. So the super grid again is another way that you can make facility or rental reservations through more of a calendar view.
00:00:20:17 - 00:00:38:02
Ryan Mitchell
Then instead of the list view that we have in global sales. So if is something like this that you want to set up. The first thing to do would be to try to figure out how you want to break out your different facilities and or rentals. So put them in different groups like this will make them easier to find.
00:00:38:04 - 00:01:15:06
Ryan Mitchell
You can drop down this list here and pick different options to find different kinds of facilities or rentals. So the first thing that we'd want to do here is figure out if you want to use facilities or rentals or both. But I would say, for example, if we're doing facilities pop into facility management first and kind of scroll through your list there, figure out which ones that you want to put on the on the super grid to make reservations easier and then figure out what they have for classes or if they have a type or a category, any way that we can break them out and filter our list down to find just what
00:01:15:06 - 00:01:37:14
Ryan Mitchell
we're looking for. So as an example here, let's say I want to make a super grid for my pool, so I want to see all my pool stuff there on one super grid and be able to make any reservations on those lanes that I want. So in here in my list, if I wanted to filter my facility list down to just show pools in my set up here, the way to do that would be the facility class.
00:01:37:16 - 00:02:00:16
Ryan Mitchell
Click on pools here and now in my list. As I scroll through, I just see pool information. So that would be for me. Then I say, okay, that's how I want to set up my super grid, is to filter it by my class of pool. So that gets me the correct list that I want to see. So I take that information and I go then to my menu and I find profile management.
00:02:00:18 - 00:02:25:09
Ryan Mitchell
So what we have in here, profile management, if we scroll down towards the bottom, we're going to see any existing super grid profiles that we have. So we always recommend cloning one of these existing ones if you do have one. Just so things are consistent across the board for all of your different options and they won't be set up differently, you know, making things confusing for different users.
00:02:25:11 - 00:02:56:23
Ryan Mitchell
So let's see if I take my Gyms one as an example. I can select that and clone it to make a new one here, and I'll call this pool there process. Okay, so now we have our clone super grid pools here. Double click on that and we're going to make our adjustments inside. So first thing, first description, this is what's going to show when you go and use the super grid.
00:02:57:01 - 00:03:16:20
Ryan Mitchell
So we want to make sure this description is worded correctly for people to know what kind of facilities to to expect to show up here. So I'm going to call this pools this these are facilities for me. Again, you can change it to courts or rental. There's a few different options here for what module you can point to.
00:03:16:22 - 00:03:43:12
Ryan Mitchell
And then we have our control options. So controls to show, controls to hide. I would recommend having four or less controls to show, and then you can have as many things hidden over here as you want to. But the benefit of having four or less here on the controls to show is when you're using the super grid for less means you only have one row visible and that makes your grid then as big as possible.
00:03:43:14 - 00:04:04:22
Ryan Mitchell
And if you need more options, the additional controls are collapsed by default. So expanding that, you can see I get more options, but that then shrinks my grid down. So like I said, try to keep it for less up top and you can throw as many things as you want down here. So profile update back in here we can.
00:04:04:22 - 00:04:29:04
Ryan Mitchell
Also popular option here is to allow facility pattern reservations. So the ability to make those bulk bookings instead of doing it one at a time. Theme options that you have there in global sales. And then we'll scroll down here. Our search values. This one here is in it control how the grid looks, but it's these aren't rules by any means, so it doesn't prevent you from doing anything.
00:04:29:04 - 00:04:48:14
Ryan Mitchell
It's just kind of your standard look and feel of of that grid. So the main things to focus on in here would be your days of the week. If you have any days that you don't allow reservations on. Then we can uncheck those. Let's say these pools. I'm going to allow them to rent seven days a week, so I'll make sure they're all turned on.
00:04:48:14 - 00:05:13:03
Ryan Mitchell
They're and then our number of resources per block, this is going to control how many facilities our resources per block is facilities per grid, if you will. So what I'm going to figure out here, go back to my facility management. I've got my list sorted down to just showing pools. And I look over here and I can see I have 23 different pool options there that maybe I want to see.
00:05:13:05 - 00:05:38:13
Ryan Mitchell
So what we could do here is make that number 20 and then a few other ones here are start time and end time. These are your hours of operation. So what's the earliest someone could start the reservation and what is the latest time? What do they have to be out of the pool by in this case? And then over here we have default start and end time.
00:05:38:13 - 00:06:01:23
Ryan Mitchell
So this is controlling what you would put in there for your reservation. So these ones I only use for things like pavilions where you might have just one reservation per day, sunup to sundown, and we would plug in there, you know, 8 a.m. to 8 p.m. or something like that. So every time you make it, click on the on the super grid here, it's going to default to making that one full day reservation.
00:06:02:01 - 00:06:24:18
Ryan Mitchell
Otherwise you leave those as is. And in the case like pools that I'm creating here, we want to have multiple reservations per day. So let's just say the most common length of a reservation for a pool lane would be one hour. So let's say my default length in hours is one, keeping everything, all my other default options as is, okay.
00:06:24:18 - 00:06:48:00
Ryan Mitchell
And then the next one down is our super grid filters. So these ones, what I'm going to do here is I clone this from Gyms so I want to switch this instead of looking at my facility, class of gym to look at my facility, class of pool. And again, that's all I did here on my facility management list was put in that class of pool and that narrowed me down to the facilities that I want to look at.
00:06:48:02 - 00:07:06:16
Ryan Mitchell
That's the only filter I needed to put in here, meaning that's the only filter that I need to put in here as well. And one other thing just to point out, as you're going through your list of options that you want to put on there for different controls to show or hide, you'll see some of these filter options in here.
00:07:06:16 - 00:07:31:18
Ryan Mitchell
Filter one, two, three, four, five, six. If we scroll down to our filter options, we can see filter one through six here as well. So in this case, facility class is filter one. So if you ever wanted to be able to sort by that up top here, we'd want to make sure that facility or sorry filter one is part of your option so you can switch to different classes as an example.
00:07:31:20 - 00:07:52:02
Ryan Mitchell
So if we scroll down a little bit further, grid dimensions usually don't have to do anything with that super grid display. This one is where you can set those different colors. So on my screen there, I've got the dark green color for my firm reservation that is controlled in here in the super grid for our firm status background.
00:07:52:04 - 00:08:11:05
Ryan Mitchell
So you can change these colors. But again, if you do change the colors from our defaults here, I would recommend cloning that to make all of your other super grids so they all have the same colors across the board. Green doesn't mean something different if it's a pool versus the gym, you want to have the colors be consistent across the board.
00:08:11:07 - 00:08:33:20
Ryan Mitchell
And then the last options in here we can do are your label and tooltip settings. And these are the ones that when we look at the super grid here, the label is what I can see just inside that green box, which isn't too big right now. And then if I hover over it, this is your tooltip. Everything that pops up in that little black box is your tooltip settings.
00:08:33:22 - 00:08:56:17
Ryan Mitchell
So in the profile you have the option again to put in or take away certain things. And there's a number of different fields in here. But remember, the tooltip options over here can hold a lot more of that black pop up box will expand to fit all these options where the green little box is, determine, you know, based on the size of the reservation, a bigger reservation would have a bigger green box there.
00:08:56:19 - 00:09:16:06
Ryan Mitchell
So just a couple of things to point out. But like you said, you can customize these options for each different super grid if you want and have different things showing up for different kinds of facilities that might make more sense for gyms versus pools, stuff like that. And you can also put things in bold. So I have the balance do in bold.
00:09:16:06 - 00:09:44:00
Ryan Mitchell
So that really stands out. Then when I'm going to my super grid and I can hover over it and you can see down there at the bottom balance do is nice and big and bold and I can quickly pick that over the list, make sure they fully paid up. Okay, So those are super grid options. Once we've done filling in all of our pieces, we hit save at the bottom and the last step in order to make this an actual option for us to pick from.
00:09:44:00 - 00:10:08:22
Ryan Mitchell
So I've created the pools, but when I go to super grid here, I don't see pools in my list. So what I need to do, the last step here is to go to my daily processing profiles and figure out who needs to see which super grids. So my database only have one profile there, but maybe have one for different locations or different user groups.
00:10:09:00 - 00:10:32:15
Ryan Mitchell
So you get to determine in here who has access to which super grids. So on the right hand side, super great profiles. Like I said, you can see those super grids in global sales or you can see them in super grid processing. So you have two options for each of those. The top box global fields here, the top box for super grid.
00:10:32:17 - 00:10:58:05
Ryan Mitchell
If we link that to this box, that means that they can make reservations, they can change, they can cancel those reservations on that super grid like that. And if we put it in the bottom box, your global sales read only or super grid read only, that means it acts mainly just as a calendar. They can see what's going on, but they can't make any reservations and they can't make any changes or cancellations.
00:10:58:07 - 00:11:26:01
Ryan Mitchell
So if I set this one up here, let's just say as a read only. So in global sales it's read only, but super grid it is not so I hit save there and then to see that come into my list here I just have to close super grid processing and reopen that super grid here and pools. So here's all my pools.
00:11:26:03 - 00:11:54:08
Ryan Mitchell
And again on this one, I can make reservations there. My my click does something I can make that reservation here. But if I go to global sales, which is where I made that a read only super grid. So again, you guys would be doing this maybe per user group or something like that. Maybe front desk staff just have these as read only options where upper level staff can actually make reservations.
00:11:54:10 - 00:12:13:14
Ryan Mitchell
So in here again, this one Gyms is something that I can make reservations on, so I can click and make that green box. But if I switch to pools, this is something that I can't make reservations on in here, so you can't tell. But I'm clicking on the screen and nothing's happening. So just a calendar view, sort of how to run a report.
00:12:13:14 - 00:12:16:13
Ryan Mitchell
You can see what's going on just through the super grid.