Summary
In this FastTrac video, Dane Whitcomb demonstrates how to configure your WebTrac site to allow for guest sales from the Webtrac Parameters profile. Dane also highlights some toggles that you may need to gather more parton information during the transaction.
Video
Transcript
Dane Whitcomb 0:05
In this video, we're going to be talking about some setup things for doing WebTrac Guest sales. So on WebTrac, we do have some specific modules that allow you to not be logged in as a household and actually make some guest purchases. So the first thing we're going to do is go to Profile Management and RecTrac. And just take a look at what modules those are that we can do guest sales. And so to do this, we're just going to go to the WebTrac parameter Profile, and Profile Management. And in this WebTrac parameters Profile, there's going to be a tab called guest settings. So if we expand that down, all of the modules here in this tab are modules that accept guest sales. So we've got tee times tickets, Trips, merchandise, service items, and courts. If you're seeing, if you have a module in mind, and you're not seeing here, it's just that you have to be signed in as a household. And it's not supported to do guest sales.
Dane Whitcomb 1:04
So you might not own all these modules. But if you own some of them and want to do guest sales for them, this would be there where you turn it on by having it on allow, or if you don't want guest sales, you'd have it on, do not allow and if kind of the in between ground is you'd allow me to do a guest sale, but you might want it to prompt them to sign in first, that would be kind of the choice to log in option. So you can set those accordingly. But those are kind of the Global Settings per module if you allow guest sales or not. So I left all mine on allow for this example, we're going to actually be using the ticket module, I've got a ticket setup that we're going to be doing a guest sale in. A few things I want to go over is anytime you're doing a guest sale, it's usually good to prompt the customer to put in their name, email, phone, maybe their address, or at least a combination of those emails, whether it's maybe just a name, and a phone number, or name and email might not necessarily need to require all four pieces of that information, but it can be good to require a few just because that information will pull into the receipt.
Dane Whitcomb 2:11
If you don't have the information, so it's gonna kind of show guest household on the receipt, it's gonna make it hard to tell who bought it. It'll also show up on in purchases history under the guest household. So if you were to try to cancel an item, it might be hard to tell who was purchased it if you don't have any sort of name or email or phone number attached to the item. Also reporting wise, if you want to get names and phone numbers for, you know, ticket reports and things like that, we need to require that information at the time of purchase. So a lot of upsides that require that guest information that would prevent some headaches down the road. So I'm not signed into my WebTrac account now. And I am going to ticket search because we're going to buy some guest tickets. And you're adding to cart. And again, if I had my ticket module on do not allow guest sales here, I won't even be able to get this far, it would actually bring me to the login Screen.
Dane Whitcomb 3:11
But we can put in let's say we want to buy two of these tickets. And here's the information I was just talking about the guest information. So a lot of the times by default, or maybe it's just not hasn't been set up, you actually might not be requiring any of this guest information here. And this is what I was talking about this is information, I will pull onto the receipt and maybe help you with some guests cancellations and things like that. So you might be wondering where these different settings are in RecTrac. So I'll show you that next. So that's going to be within the WebTrac daily processing Profile. So if we go to our daily processing for WebTrac, make sure it's it is the WebTrac one we can kind of choose which parts of the information we want to require. So I'm requiring name first, last, and phone and email. Or you can additionally require address. That's just not what I'm requiring in my example there.
Dane Whitcomb 4:12
But I'll kind of show you where all these settings are. So in this WebTrac daily processing under guest sales information, the required fields are all down the right. So these are the ones that are going to apply to Web. Yes. WebTrac. So and then it's also by module. So I'm working in ticket sales. So you can see I've got WebTrac name, phone and email toggled on as required. So that's why those are the fields I'm saying I'm seeing here if I required, you know address to I also see address in here as another Field to require. And this is again broken out a module. So you know, maybe, maybe you do ticket sales and service items. You could also take a look at service items and make sure you're requiring the key information for those as well.
Dane Whitcomb 5:03
So let's, let's make a change and see if we can see an update, let's try just requiring name, and email, we'll turn off phone. And then we'll save our changes. So if we actually cancel out of here, we should come back in here and not see phone anymore, because again, we change that Toggle. So let's try adding two more tickets to the cart here. So again, we're down to three fields, we got rid of phone, decided we don't need to get that from the customer, maybe put in two quantities for our ticket. And let's do just put in my name here as a test. And we'll just make up a quick email for this example. You can cancel that prompt there, we can see we've got our amount for two tickets in our cart. I've got a cash pay code I'm just going to use in this example.
Dane Whitcomb 6:09
Obviously, if this was a real database, not just a test one like I'm using, you'd have it to only allow people to use credit card on WebTrac. So at this point, we just need to go through and answer the rest of our payment Screen information. So I'm doing that right now. The nice part is if you do require them to enter phone number email, it will pull that guest sales information that I answered on the last Screen into the payment Screen. So it didn't have to answer right, it wasn't required to put in a phone number. So that's why that one's blank, but was required to put in an email. So you can see it did pull that in. So it'll help on reducing the customer from having to put in their information on two screens. So we'll hit continue here. And now we've made our purchase of those two tickets. And we'll be able to see on the receipt, it's gonna get emailed to me in a minute. But I can always reprint from RecTrac. So that's what I'm going to do now go to receipt, reprint.
Dane Whitcomb 7:19
And while the receipts generating that's going to take a minute, I'm going to go to global sales and show what it looks like under the daily guest household. So if I hit skipping global sales and go to my daily guest household. So this might be a good example of maybe when you're making a cancellation and trying to find their ticket that they purchased. You could go to purchase history. And you'll see if you don't Type in or you don't require them to put in any sort of name, it's just going to give it daily guest. So if you're never requiring it, these are all going to say daily guests like most of mine do. And it's going to make it pretty difficult to find out whose item is who. But as you see, I typed in my name on the ticket, so I bought a bunch, so it kind of helps you narrow it down. And I can see you know, these are my tickets. And then from there, I can kind of go with my transaction date. And see, these are the ones I just bought affection about for today. So it really helps with the name being in there.
Dane Whitcomb 8:20
So that's where that kind of helps there. It's also going to help on the receipt because it's going to put that info right on the receipt. So now I should be able to search for my receipt and Click Preview. And we shouldn't see my information I typed in show up on the receipt. Yep, so we can see my name. So this is my name Field I typed in I'm choosing not to show email on this receipt. So if I was doing maybe more of a standard eight and a half by 11 receipt instead of a 40 column like I am here, I might get more of that information I typed in like my email. And if you did require a name or or sorry, phone or physical address that would also show up on one of those eight and a half by 11 receipts. So really, whatever you Type in on there, you're going to get out on your receipts and you're also going to see it in global sales purchase history.