Table of Contents
Creating and implementing Holiday Dates in RecTrac is a three-step process that involves creating Holiday System Codes, creating Holiday Codes and creating and linking Disallow Rules for Holidays and/or adding Holiday Dates to Activities.
For Example: To close your department for New Year's Day, you would:
- Create a Holiday System Code. This can be something specific, such as New Year's Day or something more generic, such as Holiday.
- Create a Holiday Code for "New Year's Day" and link your Holiday System Code to it. The date you select for the Code you create here will be the date on which your department observes the Holiday. For Example: January 01, 20xx, where "xx" is the appropriate calendar year.
- Create a Disallow Rule using Item Holiday as your Criterion. Link your Holiday System Code for New Year's Day to the Rule, and link the Rule to your Facilities to "close" them. If all your facilities are closed, Vermont Systems recommends linking the Rule at the Facility Module Management level of hierarchy.
and/or
Highlight/select a Holiday Record in the DataGrid and click Create Section Skip Date to add that Holiday as a "Skp Date" to all Activity Sections that would be meeting on that day if it were not a Holiday.
This document provides the basic steps required to setup and implement Holiday Dates in your system.
If you have additional questions about System Holiday setup and operation 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.
Create Holiday System Codes
Holiday System Codes allow you to create the days of the year that you designate as Holidays, such as New Year's Day, Independence Day, etc…. The Code you create is used for display purposes when Holidays appear on Calendars, the SuperGrid, receipts, and etc….
How you manage Holiday Codes in RecTrac is up to your department policy. For Example: You may opt to have a day-specific Holiday Code for each Holiday you observe, such as a Code for "New Year's Day," another Code for "Independence Day," and etc…, or you may opt to have a single Holiday Code only, such as "Holiday," for all the Holidays you observe throughout the year.
The actual Holiday Date is managed in the Holiday Code itself, so insofar as Daily Processing is concerned, the Code you create determines only the words that will display when a Holiday appears.
To Create a Holiday System Code
- In RecTrac, go to Management Ribbon • System Management • Misc Management group • System Code Management.
- Click Add. You will continue to the System Code Update screen.
Click the Image to enlarge.
- Enter a Record Code. Record codes may be up to 30 alpha-numeric characters in length. As discussed above, the Code you're creating here determines only the words that will display when a Holiday appears.
- If it is important that the name of the Holiday (i.e. New Year's Day, Independence Day) appears on Calendars, the SuperGrid, receipts and etc…, then consider making a separate Holiday System Code for each Holiday you observe.
- If the name of the holiday doesn't matter, then consider creating one (1) Holiday System Code only, such as "Holiday."
- Fill out the remaining fields. Use the "i" and "?" Help icons for field definitions, if needed.
- Click Save.
- Repeat these steps as necessary to create additional Holiday System Codes or continue to the next section when ready.
Holiday Management
The Holiday Management program allows you to add, change, and delete Holiday dates throughout the year that your department observes. Holiday Dates link to Holiday System Codes and are used to "close" Facilities, ensure Activity "skip" Dates, disallow reservations and bookings and etc….
Holiday Codes designate the actual date of the Holiday, so a separate Code must be created for each Holiday you observe throughout the year.
Note: Holiday Management Codes are good for one date only, so a new Code must be made each year for all recurring holidays that you observe. For Example: New Year's Day is a recurring Holiday at your department. A separate New Year's Day Holiday Code must be made each year (i.e. New Year's Day 20xa, New Year's Day 20xb, New Year's Day 20xc, etc…). Whether you choose to look ahead in the calendar and make Codes for multiple years in one sitting or whether you choose to make Codes once a year for the coming year is up to your department policy.
To Create a Holiday Management Code
- In RecTrac, go to Management Ribbon • System Management • Misc Management group • Holiday Management.
- Click Add. You will continue to the Holiday Management Update screen.
Click the Image to enlarge.
- Click the Calendar icon to select the exact date on which your department is observing this Holiday. For Example: January 01, 20xx, where "xx" is the appropriate calendar year..
Note: If the Holiday falls on a date when your department is naturally closed and you observe the Holiday on an alternate day of the week, you would enter that date instead. For Example: New Year's Day falls on a Sunday when your department is naturally closed. You're observing the Holiday on Monday thereby creating a "long weekend." You would enter January 02, 20xx in this field.
- Click the Picklist icon and select the Holiday System Code you created for this Holiday.
- If you disallow Facility Reservations on this Holiday, enabled the No Facility Reservations option under the Additional Settings group.
- Fill out the remaining fields. Use the "i" and "?" Help icons for field definitions, if needed.
- Click Save.
- Repeat these steps as necessary to create additional Holiday Codes or continue to the next section when ready.
Create and Link a Disallow Rule to Close Facilities on Holidays
To "close" facilities and/or courts and/or golf courses for a Holiday (i.e. to disallow reservations and/or court/tee time bookings), create and link a Disallow Rule using Item Holiday as the Criterion.
This document assumes ALL Facilities are closed on the Holidays you observe. Therefore, the Rule created below will be linked at the Facility Module level of hierarchy. Your department policies may vary. In the event some of your facilities are open on Holidays and others are closed, you would have to link the Disallow Rule elsewhere in your hierarchy. For further information on Rules and Rule Hierarchy, refer to RecTrac Rules Management.
To Create and Link a Disallow Rule to the Facility Module
- In RecTrac, to go Management Ribbon • System Management • Fee/Rule/Question Management group • Module Management.
- Highlight/select the FR Module and click Change.
- Click the Rules Tab.
- Click Add Rule. The Rule Details screen will open.
Click the Image to enlarge.
- Enter a Description for your Rule. For Example: FR Holiday Closures.
- Set the Rule Option to Disallow.
- Accept the default Transaction Type entry (Purchase).
THEN
Click the Combo Box icon to select any additional Transaction Types you wish to disallow, if any. Use the "i" and "?" Help icons for field definitions, if needed. - Expand the Drop-down list for Rule Override Option and make your selection. If absolutely NO reservations are allowed, select "Deny." There is no way to bypass a Rule with "Deny" as the Override option.
- Expand the Drop-down list for Criteria Type and select "Item Holiday."
- Click Add New Criteria. The Item Holiday Criteria group will open.
- Click the Combo Box icon and select the Holiday System Codes for which this closure applies.
- Leave the field blank to "Select All" System Holiday Codes.
- Click Save. You will return to the Rules DataGrid, and the Rule you created will be linked.
Click the Image to enlarge.
- Click Save. You will return to the Module Management DataGrid.
- Exit back to the Main menu from this DataGrid.
Changes take effect immediately. Going forward, no Facility Reservations will be allowed in your system for the Holiday System Codes you linked to the Rule. Provided you maintain your Holiday Codes on an annual basis, you will never have to revisit this Rule again.
Link Holidays as "Skip Dates" to Activities
Holiday dates added to an Activity are viewed as a "skip date" for the program. Holiday scheduling offers a good way to highlight scheduled dates during the run of the program where a meeting will not be held. Holiday dates can be printed on Receipts, Event Calendars, etc….
To Add Holiday Dates to Activity Sections in Bulk
- From the Holiday Management DataGrid, highlight/select a record and click Create Section Skip Dates. This will add that Holiday as a "Skip Date" to all Activity Sections that would be meeting on that day if it were not a Holiday.
- Create Section Skip Dates works only for Holiday Dates on or after the current Date. For example: "Today" is June 1st. Your Memorial Day Holiday was on 30 May. If you highlight/select your Memorial Holiday and click the Create Section Skip Dates button, no Holiday will be added because Memorial Day has passed. However, if you select your Independence Day Holiday (04 July) and click Create Section Skip Dates, then that date will be added as a Holiday because 04 July is in the future..
- Repeat Step 1 as needed to add other system holidays to your sections.
To Add Holiday Dates to a Single Activity Section
- In RecTrac, to go Management Ribbon • Activity Management • Section Management.
- Highlight/select the Section to which you wish to add Holiday Dates and click Change.. You will continue to the Section Update screen.
- Click Custom Schedule & Holidays at the bottom of the screen. You will continue to the Activity Schedule screen.
- Click Add System Holidays. Any Holiday Dates that fall within the Begin/End Date range for this Section will be added.
- Click the X in the upper right-hand corner of the screen to exit back to Section Update.
- Save your changes.
- Repeat these steps as needed to add system holidays to your other sections.