Running the Court Pattern Program
RecTrac 3.1
Table of Contents
The Court Pattern program allows you to generate multiple court reservations in a set pattern for a specific member, a group members, and regularly scheduled league play, or for a tournament. The program also provides an option for clearing pattern reservations that have been generated, provided the reservation status is booked/pending and not checked in.
The Court Pattern program makes the reservations only. No fees are charged as a byproduct of running this program.
This document provides the basic steps required to perform each function. If you have additional questions regarding the Court Pattern program after reading this document, please contact Vermont Systems Customer Service by phone at 887-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems website using your Customer ID and password.
Processing Option: Book
"Book" is used to generate multiple court reservations in a set pattern for a specific Members, a set of players, and regularly scheduled league play or for a tournament.
- In RecTrac, go to Court Pattern.
- Select "Book" as your Processing Option."
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- Select the Court for which you wish to make or clear the pattern reservation. Multiple selection is allowed.
Single court selection is a good option if you're making reservations for the same person or people, such as an instructor who always gives lessons on the same days and times or a small group of members who like to play on the same days. Multiple selection is handy when you're making multiple courts at the same time, such as a school booking court time for the entire 3rd grade.Note: If using multiple courts, be sure they are set up with the same Daily Passes, else the program will disallow your selection.
- Determine whether you wish to Skip Rule Checks.
- Select this option to skip rule checking and have court reservations created regardless of any rules you have in place. When this option is selected, reservations are simply made. For Example: You have an "Allow" rule for "Members Only" reservations on Mondays. With this option selected, you could generate pattern court reservations using your Daily Player to hold the spots. Your Daily Player is NOT a member, but because rules are not being checked, the reservation would be made.
- De-select this option to have the system check rules prior to making the reservations. If a rule is encountered that prohibits a reservation from being made, then the system will NOT make it, and this will be listed in the byproduct report that gets generated upon running this program. Using the example above, the system would disallow the Daily Player reservations for Monday. This would be listed on the report.
- If you are making a pattern reservation for a member, then click the Picklist icon and select the player/member for whom you are making this pattern court reservation. You will proceed to the Family Member Lookup Screen.
- Lookup and select the member. The member's information will populate the various fields along the row. Check the fields for accuracy.
OR
If you are not making a pattern reservation for a member, then enter a free form name for instances, such as "Daily Play." - If the pattern reservation is for a member, then the Member Pass Code field will be pre-populated with the member's valid Pass Code.
OR
If the pattern reservation is for a non-member, then select your appropriate Daily Pass Code.Note: If this list is blank, then you do not have the appropriate Pass Code(s) linked to this Court Facility.
- Repeat steps 5-7 as needed for any additional players.
- Enter the date and time range for your pattern.
- Select the Usage Code(s) you wish to link to the reservations, if any.
- Select your Pattern Option.
- All Dates - Reservations will be made over every date and time in the range. For Example: Your date range is 01 August through 30 September. Your time range is 2:00-3:00pm. Using this option, you will make Court Reservations for 2:00 to 3:00pm for every day in August and September.
- Daily - Reservations will be made for every date and time in the range based on your Every X Days value, minus any Skip Dates you select. For Example: Your date range is 01 August through 30 September. Your time range is 2:00-3:00pm. You enter "3" in the Every X Days field and select 07 August as a Skip Date. Using this option, you will make court reservations for 2:00 to 3:00pm every three days starting on 01 August and running through 29 September (08/01, 08/04, 08/10, etc…) except 07 August.
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Weekly - Reservations will be made for the time range on a weekly basis (based on your value in the Every X Days field) for the Weekdays you select, minus any Skip Dates you select. For Example: Your date range is 01 August through 30 September. Your time range is 2:00-3:00pm. You select "Tuesday" and "Thursday." You enter "1" in the Every X Days field, and select 10 and 24 August as a Skip Dates. Using this option, you will make court reservations for 2:00 to 3:00pm every Tuesday and Thursday in August and September, except for 10 and 24 August.
Note: The Every X Days field in this instance is actually "Every X Weeks." Using the example above, had you entered "2," then you would have made reservations for "every other Tuesday and Thursday."
- Monthly - Reservations will be made for the time range on a monthly basis for the Weekdays and Weeks (of the month) you select, minus any Skip Dates you select. For Example: Your date range is 01 August through 30 September. Your time range is 2:00-3:00pm. You select "Tuesday" and "Thursday" in the Weekdays field. You enter "Week 2, Week 3" in the Weeks field. You leave the Skip Dates field blank. Using this option, you will make court reservations for 2:00 to 3:00pm Tuesdays and Thursdays during the 2nd and 33r weeks of August and September.
- Random Dates - Reservations will be made for the time range over the dates you select.
- Fill out the remaining fields, as dictated by the Pattern Option you select.
- Click Process when ready and acknowledge the message. The program runs on the AppServer. The Notification Center will alert you when the process is complete.
Note: Upon completion, the system generates a byproduct report detailing the changes made. You can view this report from the Notification Center alert or you can open it in the Document Center • --All Document Types --, if desired.
- Upon completion, go to your Court SuperGrid, if desired, to spot check dates and times.
Note about how the System Books Pattern Reservations: When generating the pattern, the system will make every effort to book the times and slots as dictated by your settings in the Date/Time/Pattern Option fields. In the event the system comes across a pre-reserved slot, the system will attempt to book the Pattern for the next available slot. If the next available slot is also booked, the system will look to the one after that, and so-on.
Processing Option: Clear
The "Clear" Processing Option is used to delete/erase pattern reservations that have been generated. This option deletes pattern reservations provided the Reservation Status is NOT "Checked In/Started."
- In RecTrac, go Court Pattern.
- Select "Clear" as your Processing Option."
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- Select the Court for which you wish to clear the pattern reservation.
- Enter the date and time range for the pattern in their respective fields.
- Select the Usage Code(s) linked to the reservations you wish to clear, if applicable. When clearing pattern reservations this field can be used as a filter. For Example: You have one pattern reservation for Ladder Play and another for Instructor Time on the same court. When clearing the pattern on that court, you could select "Ladder Play" here and clear only those reservations linked to the "Ladder Play" Usage Code.
- Select your Process Option.
- All Dates - Reservations will be cleared over every date and time in the range. For Example: Your date range is 01 August through 30 September. Your time range is 2:00-3:00pm. Using this option, you will clear court reservations for 2:00 to 3:00pm for every day in August and September.
- Daily - Reservations will be cleared for every date and time in the range based on your Every X Days value, minus any Skip Dates you select. For Example: Your date range is 01 August through 30 September. Your time range is 2:00-3:00pm. You enter "3" in the Every X Days field and select 07 August as a Skip Date. Using this option, you will clear court reservations for 2:00 to 3:00pm every three days starting on 01 August and running through 29 September (08/01, 08/04, 08/10, etc…) except 07 August.
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Weekly - Reservations will be cleared for the time range on a weekly basis (based on your value in the Every X Days field) for the Weekdays you select, minus any Skip Dates you select. For Example: Your date range is 01 August through 30 September. Your time range is 2:00-3:00pm. You select "Tuesday" and "Thursday" in the Weekdays field. You enter "1" in the Every X Days field, and select 10 and 24 August as a Skip Dates. Using this option, you will clear court reservations for 2:00 to 3:00pm every Tuesday and Thursday in August and September, except for 10 and 24 August.
Note: The Every X Days field in this instance is actually "Every X Weeks. Using the example above, had you entered "2," then you would have made reservations for "every other Tuesday and Thursday."
- Monthly - Reservations will be cleared for the time range on a monthly basis for the Weekdays and Weeks (of the month) you select, minus any Skip Dates you select. For Example: Your date range is 01 August through 30 September. Your time range is 2:00-3:00pm. You select "Tuesday" and "Thursday" in the Weekdays field. You enter "Week 2, Week 3" in the Weeks field. You leave the Skip Dates field blank. Using this option, you will clear court reservations for 2:00 to 3:00pm Tuesdays and Thursdays during the 2nd and 33r weeks of August and September.
- Random Dates - Reservations will be cleared for the time range over the dates you select.
- Fill out the remaining fields, as dictated by the Pattern Option you select.
- Click Process when ready and acknowledge the message. The program runs on the AppServer. The Notification Center will alert you when the process is complete.
Note: Upon completion, the system generates a byproduct report detailing the changes made. You can view this report from the Notification Center alert or you can open it in the Document Center • --All Document Types --, if desired.
- Upon completion, go to your Court SuperGrid, if desired, to spot check dates and times.