This table lists the various System Code Types available in RecTrac.
System Codes in Dark Red are for use with the MainTrac Module.
System Code Typ | Specific Information |
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Activity Category |
Activity Category Codes Activity Category Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Category Level, any Fee, Rule or Question will apply to any Activity of the same Category. Category Codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Activity Category Code is 'YOUTH.' You link the 'YOUTH' Category Code to all your Youth programs. The base cost for all Youth programs is $50. You link a $50.00 Fee to the YOUTH System Code; it will apply to all programs with 'YOUTH' as a Category. |
Activity Time Block |
Activity Time Block Codes Activity Time Block Codes allow you to categorize Activities by the time of day at which they start so that patrons searching via WebTrac can look for classes by the time blocks you create. For Example, you could create morning (MORN), afternoon (AFTRN), and evening (EVENG)Activity Time Block System Codes with appropriate time ranges (06:00 - 11:59am, 12:00 - 05:59pm, 06:00-10:00pm). Then your WebTrac patrons will have the ability to search for programs that take place during those time ranges, versus a specific time of day. |
Activity Type |
Activity Type Codes Activity Type Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Type Level, any Fee, Rule or Question will apply to any Activity of the same Type. Type codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Activity Type Code is 'BASEBALL.' You link the 'BASEBALL' Type Code to all your Baseball programs. The base cost for all Baseball programs is $50. You link a $50.00 Fee to the BASEBALL System Code; it will apply to all programs with 'BASEBALL' as a Type. Sub-Type Codes also can be created to further define a Type Code. Fees, Rules, and Questions can be linked at the Sub-Type level as well and provide the same functionality. Sub-Type codes are searchable during the Sales process in RecTrac and WebTrac. Sub-Type codes are searchable during the Sales process in RecTrac and WebTrac. |
Bin Code |
Bin Codes Bin Codes allow you to set up descriptions for exact locations within a Stock Room or warehouse in your Department where materials are stored. Each Material has a Bin Location in Materials Management. |
Call Category |
Call Category Codes Call Category Codes are used in Work Order Processing/Update and allow you classify calls regarding the progress of the work. Examples might include "INITIAL," "FOLLOW-UP," "PHONE," "EMAIL," etc. |
Cancel |
Cancellation Reason Codes Cancellation Reason Codes can be used to identify reasons for canceling a registration or reservation within the system. You would select a Cancellation Reason code at the time of the cancellation, prior to completing the transaction. Later the Cancellation Reason Report can be used to review cancellation statistics. |
Category (Household/Family Member/Team) |
Household/Family Member/Team Category Codes Household/Family Member/Team Category Codes can be used to identify Residency Status (i.e. RES - Resident and NR - Non-Resident, etc.). In the event residency status is not a primary concern at your department, Household/Family Member/Team Category Codes also can be used to link like households/family members/teams together for different purposes. Category Codes are searchable and reportable fields. For Example: You might offer an across the board 10% Loyal Customer Discount to households that have been active in your department for 10+ years. You could create a Category Code for 'LOYALTY' and link it to your applicable households at the Household level. You also might offer employees a 10% Discount on all Point of Sale Inventory and Service Items. To designate Employees in your database, you could create a Category Code, such as 'EMP' or 'EMPLOYEE' and link it to at the Family Member level of each employee. Category Codes are linked in Household Update, Core Settings, Family Member Update, Core Settings, and Team Update, Core Settings. |
Cell Phone Provider |
Cell Phone Provider Codes Cell Phone Provider User Codes allow you to send email as text messages from RecTrac to your households, family members, league teams and/or staff members from any RecConnect Report by means of the Email/Text setting on the RecConnect Options screen. Cell Phone Provider User Codes are linked in the Provider field on File Maintenance programs (Household Primary Person, Family Member Details, League Team Update, and Staff Update screens. However, Cell Phone Provider fields must be added using Custom Screen Design. See Also: Topic Doc - Screen Customization If you do not have pre-populated Cell Phone Provider System Codes in your database, contact Vermont Systems Support for in import file. |
Contract Category |
Contract Category Codes Contract Category Codes allow you to group similar contracts together. Examples might include "Landscaping," "HVAC," "Painting," "Pool," etc. |
Court Usage |
Court Usage Codes Court Usage codes can be linked to Questions and the answers can be used to identify and categorize court reservations. During a Court Reservation the clerk/patron can answer can select the proper Court Usage Code when answering a question to indicate how the court will be used for that period of time. These codes may then be used to calculate statistical information on reports, such as the Court Reservation Statistics Report. |
Demographics |
Demographics Codes Demographics Codes can be used as a Demographics Tracking option (along with Zip Codes and Free Form Comments) when selling POS Inventory Items and/or POS Service Items. To track demographics:
|
Design |
RecTrac Design Codes Design Codes allow you to "name" screen designs other than the default VSI Design. To create an alternate screen design, you must create a Design Code to identify it. Screen options are added to it using the various Screen Administration programs and the design is linked to users in Profile Assignments. See Also: Topic Doc - Screen Customization |
Discount Category |
Discount Category Codes Discount Category Codes allow you to classify reasons for giving discounts. Examples might include EMPLOYEE, SENIOR, LOYALTY, etc. When you create a Fee, you can link a Discount Category to it. When creating the Discount Fee (needed to apply the Discount), you will link criteria to it that trigger the discount. |
Document Category |
Document Category Codes Document Category Codes allow you to categorize any household and family member documents you link to a household or family member by type. For Example: You could create a create a Document Category such as RESPROOF, for Proof of Residency or you could create a Document Category such as SPORTSPHYS for Sports Physicals, etc. |
Dupe Printer |
Dupe Printer Codes Dupe Printer Codes are used to classify duplicate printers. Generally speaking, Dupe Printers are used in a POS environment where orders need to be sent to multiple printers. For Example: In a restaurant setting, you may need to print some orders to kitchen and some orders to the bar while also maintaining a third receipt for the customer. Dupe printers provide for this. |
Equipment Adjustment |
Equipment Adjustment Codes Equipment Adjustment codes allow you to specify the various setting(s) certain pieces of equipment can be set to/adjusted to. |
Equipment Class |
Equipment Class Codes Equipment Class Codes allow you to specify type or purpose for equipment. Examples might include "DUMP TRUCK," "MOWER," "SNOW PLOW," etc. |
Equipment Condition |
Equipment Condition Codes Equipment Condition codes allow to you specify the current state of a piece of equipment. Examples might include, "GOOD," "DAMAGED," "TOTALED," etc. |
Equipment Feature |
Equipment Feature Codes These codes allow you to specify features for your equipment. Examples might include "4WD," "TOW HITCH," "MANUAL TRANS," etc. |
Equipment Group Category |
Equipment Group Category Codes These codes provide a method of linking multiple assets together, all of which are used for a single job. For Example: You might have a "MOWING" Group Category Code that includes a Riding Mower, Push Mower, Blower, Truck, and Trailer. |
Equipment Settings |
Equipment Settings Codes Equipment Setting Codes allow you to specify what Equipment Assets should be set to. |
Event Category |
Event Category Codes Event Category Codes can be used to group like Web Events together for easier sorting and viewing on the DataGrid. Patrons can also search the WebTrac Event Calendar by Event Category. Web Events are maintained in WebTrac Event Management |
Facility Category |
Facility Category Codes Facility Category Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Category Level, any Fee, Rule or Question will apply to any Facility of the same Category. Category Codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Facility Category Code is 'PAVILION.' You link the 'PAVILION' Category Code to all your pavilion facilities. The base cost for all pavilion rentals is $50. You link a $50.00 Fee to the PAVILION System Code; it will apply to all facilities with 'PAVILION' as a Category. |
Facility Condition |
Facility Condition Codes These codes allow you to describe the condition of a Facility. Examples might include "New," "Excellent," "Good," "Poor," "Condemned," etc. |
Facility Feature |
Facility Feature Codes Facility Features represent "extras" that come with a Facility. Facility Features are searchable, both in RecTrac and WebTrac, thus making it possible for patrons to look for facilities that meet certain requirements prior to making a reservation. For Example, you could create features such as AV (Audio/Visual Equipment) and POD (Podium), etc. and then link them to those facilities with those particular features. Then, someone who needs a room with Audio/Visual Equipment and a podium could search for a facility with those features. |
Facility Time Blocks |
Facility Time Blocks Codes Facility Time Block Codes set search/booking parameters for your facilities in WebTrac and on the SuperGrid. Time Blocks can be set up to show when a Facility is available to be rented as well as times when the facility is closed and thus unavailable for rental. For Example, Pavilion rentals are available daily from Memorial Day Weekend through Columbus Day Weekend in two-hour time blocks from 10:00am through 08:00pm. With a Time Block code linked to your Pavilion facilities, patrons and staff would see the 2-hour blocks and a single "click to reserve" would book the time. |
Facility Type |
Facility Type Codes Facility Type Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Type Level, any Fee, Rule or Question will apply to any Facility of the same Type. Type codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Facility Type Code is 'FIELD.' You link the 'FIELD' Type Code to all your Field facilities. The base cost for any Field is $50. You link a $50.00 Fee to the FIELD System Code; it will apply to all facilities with 'FIELD' as a Type. Sub-Type Codes also can be created to further define a Type Code. Fees, Rules, and Questions can be linked at the Sub-Type level as well and provide the same functionality. Sub-Type codes are searchable during the Sales process in RecTrac and WebTrac. |
Family Member Feature |
Family Member Feature Codes Family Member Features are qualities or attributes that you can link to individual family members in your database. Feature Codes can be used as Fee, Question, or Rules criteria; and they are useful when running any of the RecConnect programs within RecTrac, as they can be used as report filters. For Example: you could create a Family Member Feature VOLNTR (Volunteer) and then link it to all family members in your database who do volunteer work for your organization. Using the Family Member RecConnect report and filtering the report by the VOLNTR Family Member Feature code, you could draft and send an email to all of your volunteers reminding them of an upcoming event. Family Member Feature codes are linked in Household Maintenance. See Also: Topic Doc - The League Scheduling Module for information on how to use family features for uploading Activity Rosters to Leagues. |
Fee |
Fee Codes Fee Codes can be for charging household or family member fees. Fee Codes can be linked to entire Households or individual Family Members. Fee Codes can also be linked as Criteria for fees. When a Household of Family Member purchase a product from you, the system can charge the appropriate fee based on the Fee Code linked to the Household or Family Member and the Fee Code linked as a Fee Criteria. For Example, you have Fee Codes for Residents (RES) and Non-Residents (NR). Your youth summer swim program costs $50 for Residents and $60 for Non-Residents. You would link the RES Fee Code as a Criterion to your Resident Fee and the NR Fee Code as a Criterion to the Non-Resident Fee. When a child from a Resident household is enrolled into the summer swim program, RecTrac will charge the appropriate fee based on the Fee Code match. Note: Fee Codes linked to individual Family Members override Fee Codes linked to the Family Member's Household if they are different. |
Fee Adjustment Category |
Fee Adjustment Category Codes Fee Adjustment Category Codes allow you to classify reasons for adjusting fees. Examples might include EARLY BIRD, LATE, MULT ENROLLMENTS, etc. When you create Increase/Decrease Fees, you link the Fee Adjustment Category to it. When creating the fees to which the adjusted fees will apply, you link the Fee Adjustment Category there as well. |
Fee Category |
Fee Category Codes Fee Category Codes allow you to define fee types, if desired, and can be used to group like fees together in a standard and reportable format. For Example: You charge a nominal usage fee for your facilities, but the fee varies depending on the type of facility being rented. You could create different Fee Category Codes (GYM, MEETINGRM, GAMERM, etc…)and link them as appropriate to the Fees linked to your different facilities. You could then run reports for the Usage Fee category. Note: The RecTrac 3.0 upgrade process will convert RecTrac 10.3 Bill Codes to Fee Category Codes which can then be used for reporting purposes. |
FTP Connection |
FTP Connection FTP Connection Code define URLs, Usernames, and Passwords to FTP Sites. GL exports, reports and certain other files from RecTrac can be sent to an FTP site, if desired. The information contained in your FTP System Code(s) dictates where these files will go. |
Gender |
Gender Codes Gender Codes are used to define a Family Member's gender. |
Golfer Feature |
Golfer Feature Codes For future use. |
Group Button |
Group Button Codes Group Button User Codes act as de facto Permissions codes which, when linked to User IDs, Global Sales buttons and Group Menu buttons, allow you to restrict access to Menu Group Type buttons and Global Sales buttons at the User ID level. See Also: Topic Doc - Permissions Profile, Override Codes, and Sites for more information and set up instructions. |
Holiday |
Holiday 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. Holiday System Codes are linked to the dates on which they occur in Holiday Maintenance. Holiday Codes are then used to determine Facility schedules, employee schedules, etc. When linked to Activity Sections, Facilities, Leagues, etc. a Holiday System Code denotes a closure at your department when activities will not meet, facilities will be unavailable for rental, pools will be closed, etc. Note: Creating and implementing Holiday Dates is a three-step process in RecTrac that involves creating Holiday System Codes, creating Holiday Codes and either creating and linking Disallow Rules for Holidays OR adding Holiday Dates to Activities. See Also: System Holidays and Skip Dates for basic step-by-step instruction. |
Household Benefit |
Household Benefit Codes Household Benefits are used by US Military garrisons to track monetary benefits that have been awarded to households for circumstances, such as active duty deployments, etc. |
Household Feature |
Household Feature Codes Household Features are qualities or attributes that you can link to Households in your database. Feature Codes can be used as Fee, Question, or Rules criteria; and they are useful when running any of the RecConnect programs within RecTrac, as they can be used as report filters. For Example: you could create a Household Feature VOLNTR (Volunteer) and then link it to all Households in your database who do volunteer work for your organization. Using the Household RecConnect report and filtering the report by the VOLNTR Household Feature code, you could draft and send an email to all of your volunteer household reminding them of an upcoming event. Household Feature codes are linked in Household Maintenance. |
Household Import |
Household Import Codes Household Import Codes allow you to classify (or "name") the manner and method used to import households into your RecTrac database. Multiple import fields can be linked to each Household Import Code type created allowing you to fully customize the import procedure to meet your needs. See Also: Topic Doc - Household Import for complete step-by-step instructions for running this program. See Also: Topic Doc - Household Import Field Listing for a listing of available fields in RecTrac 3.1 that can be populated using the Household Import program. |
Incident Type |
Incident Type Codes Incident Type System Codes are used in the Incident Reporting module. They can be used to link like items together on the DataGrid and reports, if desired. They allow you to categorize Incidents. When creating a new Incident, the New Incident Drop-down list is populated by Incident Type Codes. |
Income Category |
Income Category Codes Income Category Codes allow you to enter a range of Family Income values. When linked to Household Income Fee Criteria, you can offer a sliding rate scale for Fee based on a household's income. This is a component part of the Fee Structure used in CYMS but it can be used in a municipal setting as well. Note: Family Income must be added as a field in Household Update. Typically you will place this field on the Financial Info tab. This requires a Custom Screen Design |
Inspection Category |
Inspection Category Codes These codes allow you to classify the types of Inspections you perform. Examples might include "BUILDING," "VEHICLE," "FIRE," "HVAC," "LANDSCAPING," etc. |
Instructor Feature |
Instructor Feature Codes For future use. |
Inventory Category |
Inventory Category Codes Inventory Category Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Category Level, any Fee, Rule or Question will apply to any Inventory item of the same Category. Category Codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Inventory Category Code is 'COKE' You link the 'COKE' Category Code to all your inventory items associated with Coca-Cola products. The base cost for all Coca-Cola products is $3. You link a $3.00 Fee to the COKE System Code; it will apply to all inventory items with 'COKE' as a Category. |
Inventory Reduction |
Inventory Reduction Codes Inventory Reduction Codes can be used when updating inventory and posting reasons for a reduction (i.e. spoilage, theft, etc.). |
Inventory Type |
Inventory Type Codes Inventory Type Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Type Level, any Fee, Rule or Question will apply to any Inventory of the same Type. Type codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Inventory Type Code is 'POLO.' You link the 'POLO' Type Code to all your Polo type shirts. The base cost for any Polo shirt is $30. You link a $30.00 Fee to the POLO System Code; it will apply to all inventory items with 'POLO' as a Type. Sub-Type Codes also can be created to further define a Type Code. Fees, Rules, and Questions can be linked at the Sub-Type level as well and provide the same functionality. Sub-Type codes are searchable during the Sales process in RecTrac and WebTrac. |
Language |
Language Codes Language codes are used to create custom or alternate languages for custom receipts within RecTrac and WebTrac, as well as customized screens for use with WebTrac. Once a language user code has been created, you can go to Language File Maintenance to modify one, several, or all of the "VSI Standard" phrases to fit your organization’s needs |
League Category |
League Category Codes League Category Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Category Level, any Fee, Rule or Question will apply to any League of the same Category. Category Codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your League Category Code is 'SOFTBALL.' You link the 'SOFTBALL' Category Code to all your softball leagues. The base cost for all softball leagues is $50. You link a $50.00 Fee to the SOFTBALL System Code; it will apply to all leagues with 'SOFTBALL' as a Category. |
League Master Schedule |
League Master Schedule Codes League Master Schedule Codes allow you to print a master schedule or master calendar for all leagues with the same master schedule user code linked. Master ID codes can be linked to Leagues on the Core Settings group in League Maintenance. For Example: You have multiple basketball leagues set up in your system that run concurrently. To print a master schedule for all basketball leagues and games, you would link the same Master Schedule ID in this field to each league. When printing the schedule, all games for all leagues would be listed. Note: Master Schedule codes are also used on the WebTrac League Listing screen, so customers can search for leagues by type/category |
League Time Block |
League Time Block Codes League Time Block Codes allow you to categorize Leagues by the time of day at which they start so that patrons searching via WebTrac can look for Leagues by the time blocks you create. For Example, you could create morning (MORN), afternoon (AFTRN), and evening (EVENG) League Time Block System Codes with appropriate time ranges (06:00 - 11:59am, 12:00 - 05:59pm, 06:00-10:00pm). Then your WebTrac patrons will have the ability to search for Leagues that play games primarily during those time ranges, versus a specific time of day. |
League Type |
League Type Codes League Type Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Type Level, any Fee, Rule or Question will apply to any League of the same Type. Type codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your League Type Code is 'TENNIS.' You link the 'TENNIS' Type Code to all your Tennis leagues. The base cost for any Tennis league is $50. You link a $50.00 Fee to the TENNIS System Code; it will apply to all leagues with 'TENNIS' as a Type. Sub-Type Codes also can be created to further define a Type Code. Fees, Rules, and Questions can be linked at the Sub-Type level as well and provide the same functionality. Sub-Type codes are searchable during the Sales process in RecTrac and WebTrac. |
Locker Category |
Locker Category Codes Locker Category Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Category Level, any Fee, Rule or Question will apply to any Locker of the same Category. Category Codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Locker Category Code is 'FULL.' You link the 'FULL' Category Code to all your full-sized lockers. The base cost for all full lockers is $50. You link a $50.00 Fee to the FULL System Code; it will apply to all lockers with 'FULL' as a Category. |
Locker Feature |
Locker Feature Codes Locker Features represent "extras" that come with a Locker or help describe it in more detail. Locker Features are searchable, both in RecTrac and WebTrac, thus making it possible for patrons to look for lockers that meet certain requirements prior to making a reservation. For Example, you could create features such as HALF (half-sized locker), FULL (full-sized locker), LOCK (built-in lock), etc and then link them to those lockers with those particular features. Then, someone who wants a full-sized locker with a built-in lock could search for one with those features. |
Locker Room Category |
Locker Room Category Codes Locker Room Category Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Category Level, any Fee, Rule or Question will apply to any Locker Room of the same Category. Category Codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Locker room Category Code is 'MENS.' You link the 'MENS' Category Code to all your men's locker rooms. The base cost for all men's locker rooms is $50. You link a $50.00 Fee to the MEN'S System Code; it will apply to all locker rooms with 'MENS' as a Category. |
Locker Room Type |
Locker Room Type Codes Locker Room Type Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Type Level, any Fee, Rule or Question will apply to any Locker Room of the same Type. Type codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Locker Room Type Code is 'MENS.' You link the 'MENS' Type Code to all your men's locker rooms. The base cost for any locker is $50. You link a $50.00 Fee to the MENS System Code; it will apply to all locker rooms with 'MENS' as a Type. Sub-Type Codes also can be created to further define a Type Code. Fees, Rules, and Questions can be linked at the Sub-Type level as well and provide the same functionality. Sub-Type codes are searchable during the Sales process in RecTrac and WebTrac. |
Locker Type |
Locker Type Codes Locker Type Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Type Level, any Fee, Rule or Question will apply to any Locker of the same Type. Type codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Locker Type Code is 'FULL.' You link the 'FULL' Type Code to all your full-sized lockers. The base cost for any full-size locker is $50. You link a $50.00 Fee to the FULL System Code; it will apply to all lockers with 'FULL' as a Type. Sub-Type Codes also can be created to further define a Type Code. Fees, Rules, and Questions can be linked at the Sub-Type level as well and provide the same functionality. Sub-Type codes are searchable during the Sales process in RecTrac and WebTrac. |
MainTrac Facility Feature |
MainTrac Facility Feature Codes These codes allow you to specify features for your MainTrac facilities. Examples might include "Internal AC" "Running Water," etc. |
Material Category |
Material Category Codes Material Category codes allow you to classify the types of Materials you use. Examples might include "PAINT," "CLEANSER," "LAWN CARE," "FUEL," etc. |
Material Pests |
Material Pests Codes Material Pests codes allow you to classify the types of pesticides you use. Examples might include "MICE," "TERMITES," "MOLES," "HORNETS," etc. |
Menu Design |
RecTrac Menu Design Codes Menu Design Codes allow you to "name" menu designs other than the default VSI Design. To create an alternate screen menu design, you must create a Menu Design Code to identify it. Screen options are added to it using the various Screen Administration programs and the design is linked to users in Profile Assignments. |
Navy Worksite Code |
Navy Worksite Codes For use with the Navy SAP GL Interface. |
Override |
Override Codes Override Codes allow you to bypass restrictions during Daily Processing provided your Permissions profile is set to allow overrides with matching codes and your Override Codes match those on the restriction. Generally speaking, restrictions are put in place using Advanced Rules; but some exceptions exist, such as Maximum Count Overrides on enrollments and trips. Examples of restrictions include, but are not limited to, maximum enrollment counts, age requirements, prerequisites, facility double-booking, overselling inventory, etc. Override Codes are linked to modules on the Core Information screen of the Permissions profile. Note: Override System Codes and Permission Codes are different things. Override System Codes created here allow users to bypass Daily Processing warnings/restrictions, such as Age Requirements, Gender Requirements, etc. |
Override Price |
Override Price Codes Override Price System Codes and Permission Codes are different things. Override Price System Codes created here allow users to bypass Price warnings/restrictions during a sale. |
Participant Category |
Participant Category Codes Participant Category Codes are used in the Incident Reporting module. They can be used to link like items together on the DataGrid and reports, if desired. Category Codes are searchable fields. |
Pass Category |
Pass Category Codes Pass Category Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Category Level, any Fee, Rule or Question will apply to any Pass of the same Category. Category Codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Pass Category Code is 'YOUTH' You link the 'YOUTH' Category Code to all your youth pass types. The base cost for all youth passes is $50. You link a $50.00 Fee to the YOUTH System Code; it will apply to all pass types with 'YOUTH' as a Category. |
Pass Feature |
Pass Feature Codes Pass Feature Codes represent "extras" that come with a pass membership to which the holder is entitled. Pass Features are linked to the member using Questions; they are not linked to the pass, itself. For Example: An Aquatics Gold membership may include use of the sauna room (i.e. code=SAUNA). When setting up the Pass, you would link a Question asking whether the purchaser wants unlimited use of the Sauna. Upon answering "Yes," the Pass Feature will be linked to the pass holder and it will display as a Feature during pass visit check-in. |
Pass Type |
Pass Type Codes Pass Type Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Type Level, any Fee, Rule or Question will apply to any Pass of the same Type. Type codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Pass Type Code is 'AQUATICS.' You link the 'AQUATICS' Type Code to all your pass types for the Aquatics Center. The base cost for any aquatics membership is $50. You link a $50.00 Fee to the AQUATICS System Code; it will apply to all passes with 'AQUATICS' as a Type. Sub-Type Codes also can be created to further define a Type Code. Fees, Rules, and Questions can be linked at the Sub-Type level as well and provide the same functionality. Sub-Type codes are searchable during the Sales process in RecTrac and WebTrac. |
Personal Trainer Purpose |
Personal Trainer Purpose Codes Personal Trainer Purpose Codes allow you to determine the "type" of session the Trainer is providing. Example Personal Trainer Purpose codes might include 'CARDIO' 'WEIGHT,' 'STRENGTH,' etc. |
Personal Trainer Time Blocks |
Personal Trainer Time Blocks Codes Personal Trainer Time Blocks codes set search/booking parameters for WebTrac and on the SuperGrid. Time Blocks can be set up to show when a Facility is available to be rented as well as times when the facility is closed and thus unavailable for rental. For Example: Your Personal Trainer is available at your Facility for 30-minutes time blocks between 12:00-4:00pm on Mondays, Wednesdays, and Fridays. You would set up a Time Block Code to show these times as "Allow," meaning the Trainer is available to be booked. Likewise, when creating your Time Block Code, you could add "Disallow" times for the days and times of the week when your trainer is NOT at your Facility and thus NOT available to be booked. When searching for a Personal Trainer, your staff and your patrons would have a clear visual of Available times vs. Unavailable times for the Trainer at your Facility. |
Phone Type |
Phone Type Codes Phone Type Codes allow you to determine the classification for a patron's phone number. Example Phone Type codes might include 'CELL,' 'WORK,' 'HOME,' etc. |
Project |
Project Codes Project codes allow you to classify the types of work you do for reporting purposes. During the Combo Log process, a Project Code gets assigned. For Example: Your Park Dist is building a new playground, and you want to keep track of all the work that is related to that playground "project". Employees working on the playground project will have the "PLAYGROUND" Project Code linked when they log work (Combo Log). Ultimately this gives you the ability to run a Project Results Report to show all of the work done to that project over a specific time period. |
Purchase Order Category |
Purchase Order Category Codes These codes allow you to classify the type of Purchase Orders (POs) you use. |
Reason for Absence |
Reason for Absence Codes Reason for Absence codes are used in CYMS Location Dashboard. They allow you to specify the reason that someone is absent, such as "Vacation," "Illness," etc. Generally speaking, these codes will be used in CYMS databases, but anyone using CYMS Location Dashboard can employ them. |
RecConnect Category |
RecConnect Category Codes RecConnect Category codes allow you to track RecConnect history at the household level. Run a RecConnect report and output the result to Labels, Email and/or Letters. Enable the option to Create a RecConnect History Record and select your RecConnect Category code. Process your labels, letters and/or email. A RecConnect record will be linked to each household included in your output. The RecConnect history record displays the date, time, RecConnect report, User ID, Type (letter, email or label), RecConnect Category Code and Description of what was sent to the household. This can be viewed in Household Inquiry. Additionally, when running RecConnect reports, you have the option to include or exclude RecConnect Category User Codes, thus giving you the option to include households that have received prior mailings based on the RecConnect Category code or exclude them. See Also Topic Doc - RecConnect Reports for more details and 'how to' instructions. |
Referral |
Referral Codes Referral Codes can be used to track statistical information for marketing purposes and are typically used to find out how your customers heard about the activity or pass for which they are registering and/or how they discovered your organization. For Example: If you wish to know the effectiveness of your advertising, you might create codes for how customers heard about the activity/pass for which they are registering, such as: RADIO (Radio), WWW (Your web site), MAIL (Mailing), WOM (Word-of-Mouth), etc. Referral Codes are linked to Activities, Passes, Facilities, etc. via questions. When creating the question, you have the option to Require an Answer, if desired. You can run Demographics reports to retrieve statistical information. |
Relationship |
Relationship Codes Relationship Codes can be used to track/designate relationship title/status of a family member within a household in RecTrac. Example Relationship Codes might include "Mother," "Father," "Daughter," "Son," "Sister," "Brother," "Parent," "Legal Guardian," "Grandmother," "Grandfather," etc.). |
Rental Category |
Rental Category Codes Rental Category Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Category Level, any Fee, Rule or Question will apply to any Rental of the same Category. Category Codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Rental Category Code is 'TREK' You link the 'TREK' Category Code to all your trek mountain bike rental items. The base cost for all Trek bike rentals is $50. You link a $50.00 Fee to the TREK System Code; it will apply to all rental items with 'TREK' as a Category. |
Rental Feature |
Rental Feature Codes Rental Features represent "extras" that come with a Rental. Rental Features are searchable, both in RecTrac and WebTrac, thus making it possible for patrons to look for rentals that meet certain requirements prior to making a reservation. For Example, you could create features such as BBQ (barbeque grill) and LAKE (Lake View), etc. and then link them to campsites with those particular features. Then, someone who wants a campsite with its own grill and a lake view could search for a rental item with those features. |
Rental Time Blocks |
Rental Time Blocks Rental Time Blocks Codes set search/booking parameters for your rentals in WebTrac and on the SuperGrid. For Example, Rollerblade rentals are available daily from Memorial Day Weekend through Columbus Day Weekend with pickup at 8:00am and return by 6:00pm. With a Time Block code linked to your rollerblade rentals, patrons and staff would see the all day rental blocks and a single "click to reserve" would book the item. |
Rental Type |
Rental Type Codes Rental Type Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Type Level, any Fee, Rule or Question will apply to any Rental of the same Type. Type codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Rental Type Code is 'CAMPSITE.' You link the 'CAMPSITE' Type Code to all your camp sites. The base cost for any camp site is $50. You link a $50.00 Fee to the CAMPSITE System Code; it will apply to all rental items with 'CAMPSITE' as a Type. Sub-Type Codes also can be created to further define a Type Code. Fees, Rules, and Questions can be linked at the Sub-Type level as well and provide the same functionality. Sub-Type codes are searchable during the Sales process in RecTrac and WebTrac. |
Report Output Group |
Report Output Group Report Output Groups allow you to categorize like Reports and the manner in which you wish to output them. |
Report Tag 1-3 |
Report Tag Codes 1-3 Report Tag Codes allow you to categorize like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports. For Example: Within your Department, you have a number of Facility Types (Ball Field, Pavilion, Court, etc.), SubTypes (Football, Softball, Soccer), and Categories (Indoor, Outdoor). Patrons search for facilities using these criteria. You also have a number of Maintenance Districts throughout your city and your facilities are spread across these districts. Reporting by Maintenance District is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by Maintenance District without compromising WebTrac search capabilities for your patrons. |
Reservation Category 1-3 |
Reservation Categories Reservation Category Codes 1 - 3 can be used to identify and categorize different types of facility reservations when the questions to which they are linked are answered during the reservation process. These codes may then be used to calculate statistical information on many Facility reports. When adding Reservation Category Codes to the database, you should be mindful to create "like" codes of a similar type within each Category (1-3). For Example: You might use Reservation Categories for the following: Reservation Category 1: Event Types where possible Event Type Codes might include:
Reservation Category 2: Print Options where possible Print Options Codes might include:
Reservation Category 3: Site Types where possible Site Type Codes might include:
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Season |
Season Codes Season Codes are used to categorize your activity sections by the time of year during which they are offered. Additionally, the process of Transferring Rosters to History is dependent on a Season Code and Year. When linked at the Season Level, any Fee, Rule or Question will apply to any Activity of the same Season. Category Codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Season Category Code is 'SUMMER.' You link the 'SUMMER' Category Code to all your summer youth programs. The base cost for all summer programs is $50. You link a $50.00 Fee to the SUMMER System Code; it will apply to all programs with 'Summer' as a Season. Note: 'Season Code' is also a Multi-participant/Multi-class Discount match option. |
Section Link |
Section Link Codes Linking a Section Link Codes allow you to tie sections together for discount purposes. 'Section Link' is a Multi-Participant/Multi-Class Discount match option. |
Service Item Category |
Service Item Category Codes Service item Category Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Category Level, any Fee, Rule or Question will apply to any Service item of the same Category. Category Codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Service item Category Code is 'AUTO BAY' You link the 'AUTO BAY' Category Code to all your service items associated with your auto bay. The base cost for all Auto bay service items is $5. You link a $5.00 Fee to the AUTO BAY System Code; it will apply to all service item items with 'AUTO BAY' as a Category. |
Service Item Type |
Service Item Type Service item Type Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Type Level, any Fee, Rule or Question will apply to any Service item of the same Type. Type codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Service item Type Code is 'MOORING.' You link the 'MOORING' Type Code to all your moorings. The base cost for any mooring is $50. You link a $50.00 Fee to the MOORING System Code; it will apply to all service item items with 'MOORING' as a Type. Sub-Type Codes also can be created to further define a Type Code. Fees, Rules, and Questions can be linked at the Sub-Type level as well and provide the same functionality. Sub-Type codes are searchable during the Sales process in RecTrac and WebTrac. |
sFTP Connection |
sFTP Connection Secure FTP Connection Code define URLs, Usernames, and Passwords to secure FTP Sites. GL exports from RecTrac can be sent to a sFTP site, if desired. The information contained in your sFTP System Code(s) dictates where these files will go. |
Site Area |
Site Area Codes Site Area Codes used in Site Management. In a municipal database, the Area could refer to ward or geographic area, such as a large park or a compound where that contains numerous facilities. In a Military MWR or CYMS database, this code should correspond to the garrison/installation on which this Site is located. |
Site Category |
Site Category Codes Site Category Codes are used in Site Management. In a municipal database, a Category may refer to the type of service being offered, such as "Campground," "Aquatics," etc. In a Military MWR or CYMS database, this code should be either 'RecTrac' (if it is a MWR Site) or CYMS (if it is a CYMS Site). |
Site Group |
Site Group Codes Site Group Codes are used in Site Management. In a municipal database, a Group may refer to who the Site primarily serves, such as "Children," "All Ages," "Seniors," etc. In a Military MWR or CYMS database, this code should correspond to the IMCOM Directorate or Region in which this Site is located. |
Site Type |
Site Type Codes Site Type Codes are used in Site Management. In a municipal database, a Type may refer to the type of facility, such as "Pool," "Rec Center," "Senior Center," etc. In a Military MWR or CYMS database, this code should describe the function of the Site (i.e. Bowling, ODR, CDC, SAC, etc.). |
Species Category |
Species Category Codes These codes allow you to classify types of flora. Examples might include "DECIDUOUS," "CONIFEROUS," "ANNUAL," "PERENNIAL," "FLOWERING," "BROADLEAF EVERGREEN," etc. |
Staff Category |
Staff Category Codes Staff Category Codes can be used to link like items together on the DataGrid and reports, if desired. Category Codes are searchable fields. |
Staff Qualification |
Staff Qualification Codes Staff Qualification Codes can be used to define skill sets (i.e. First Aid, CPR, Emergency Care, Nutrition Training, Weight Training, Football, Soccer, Baseball, etc.) for instructors, coordinators, personal trainers, and/or referees if desired. Qualifications are used primarily for Referees (the system will not schedule a referee if the individual does not meet League qualifications) and Personal Trainers (the system will not allow a reservation for a PT who doesn't meet the qualifications the patron is seeking), but Codes may be linked to Instructors and Coordinators, if desired. |
Staff Rate Table |
Staff Rate Table Codes Staff Rate Table Codes are used to define Rate Table Types. For Example: You may have Rate Tables types for Instructors (INST), Referees (REFS), and Personal Trainer (PTS). When setting up Staff Members, you select the Rate Table type and then input the rates for the individual staff member. |
Staff Type |
Staff Type Codes Staff Type Codes can be used to link like items together on the DataGrid and reports, if desired. Sub-Type Codes also can be created to further define a Type Code, if desired. Type and Sub-Type Codes are searchable fields. |
Statement |
Statement Codes Allows you to differentiate between Statements printed at different offices within your Department. For Example: You have Youth Center Programs and Rec Center Programs and you print different Statements from each Center. When preparing the Statements, you link a Statement Code to it. When you Bulk Print your Statements, you can print by Statement Code. |
Street Condition |
Street Condition Codes Street Condition Codes allow you to classify the current status of a road/street in MainTrac. Examples might include "Good," "Poor," "Unusable," etc. |
Street Feature |
Street Feature Codes These codes allow you to link physical asset types to your streets/roads. Examples might include "TRAFFIC LIGHT," "STREET LIGHTS," "SCENIC OVERLOOK," "REST AREA," etc. |
Street Layer |
Street Layer Codes Street Layer codes are used in Street Management • Cross Section Details tab to define the makeup of a street, layer by layer, from screened dirt to gravel to pavement. |
Street Marking |
Street Marking Codes These codes allow you to link visual marking assets to your street/road. Examples might include "CROSS WALK," "PASSING," "NO PASSING," etc. |
Street Surface |
Street Surface Codes Street Surface codes allow you to classify the type of surfacing on a street. Examples might include "Pavement," "Gravel," "Dirt," "Asphalt," etc. |
Supervisor |
Supervisor Codes For future use. |
Tax Table |
Tax Table Codes Tax Table Codes are used to define the various tax tables you will use to charge your taxable patrons for the services you offer. For Example: You may have separate Tax Table Codes for State Only (STATE) or State and City (STCIT), etc. Multiple tax records can be linked to a single Tax Table Code, if desired/needed. Tax Tables are linked to Fees using the Advanced Fee option. |
Ticket Category |
Ticket Category Codes Ticket Category Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Category Level, any Fee, Rule or Question will apply to any Ticket item of the same Category. Category Codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Ticket Category Code is 'MUSICAL' You link the 'MUSICAL' Category Code to all your Ticket types associated with musicals. The base cost for all musicals tickets is $20. You link a $20.00 Fee to the MUSICAL System Code; it will apply to all Ticket items with 'MUSICAL' as a Category. |
Ticket Type |
Ticket Type Codes Ticket Type Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Type Level, any Fee, Rule or Question will apply to any Ticket of the same Type. Type codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Ticket Type Code is 'COM THEATER.' You link the 'COM THEATER' Type Code to all tickets sold for your community theater productions. The base cost for any community theater show is $30. You link a $30.00 Fee to the COM THEATER System Code; it will apply to all tickets with 'COM THEATER' as a Type. Sub-Type Codes also can be created to further define a Type Code. Fees, Rules, and Questions can be linked at the Sub-Type level as well and provide the same functionality. Sub-Type codes are searchable during the Sales process in RecTrac and WebTrac. |
Touch Tree Group |
Touch Tree Group Touch Tree Group Codes are used to group Touch Tree Layers in Touch Screen Maintenance. Once a Tree Group Code is created, it can be managed in Touch Management • Touch Tree Update. Layers can be nested in a parent/child relationship via "drag and drop," and a nested child layer will appear under its parent. Control buttons (Purchase and Tree Switch) will show up under that layer. You can then select where those buttons go when selected. |
Transportation |
Transportation Codes Transportation Codes can be used to create Pickup and Drop-off locations from which Transportation Rosters for activities and other purposes may be generated. Transportation Codes are linked via questions. When creating the question, you have the option to Require an Answer, if desired. Later, you can run the Activity Transportation Roster reports to detail which people (most likely children) will be picked up and/or dropped off what locations. |
Tree Condition |
Tree Condition Codes These codes allow you to classify the condition of your trees and other flora. Examples might include "GOOD," "HEALTHY," "DISEASED," "DEAD," etc. |
Tree Hazard |
Tree Hazard Codes These codes are used in Tree Management to classify the "Hazard Level" of a tree. |
Trip Category |
Trip Category Codes Trip Category Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Category Level, any Fee, Rule or Question will apply to any Trip item of the same Category. Category Codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Trip Category Code is 'SCENICTRAIN' You link the 'SCENICTRAIN' Category Code to all your scenic train trips. The base cost for all scenic train trips is $20. You link a $20.00 Fee to the SCENICTRAIN System Code; it will apply to all Trips with 'SC SENICTRAIN' as a Category. |
Trip Time Block |
Trip Time Block Codes Trip Time Block Codes allow you to categorize Trips by the time of day at which they depart so that patrons searching via WebTrac can look for trips by the time blocks you create. For Example, you could create morning (MORN), afternoon (AFTRN), and evening (EVENG) Trip Time Block System Codes with appropriate time ranges (06:00 - 11:59am, 12:00 - 05:59pm, 06:00-10:00pm). Then your WebTrac patrons will have the ability to search for trips that depart during those time ranges, versus a specific time of day. |
Trip Type |
Trip Type Codes Trip Type Codes can be used to group like items together on the DataGrid and reports, if desired. When linked at the Type Level, any Fee, Rule or Question will apply to any Trip of the same Type. Type codes are searchable during the Sales process in RecTrac and WebTrac. For Example: Your Trip Type Code is 'FOLIAGE.' You link the 'FOLIAGE' Type Code to all fall foliage trips. The base cost for any foliage trip is $50. You link a $50.00 Fee to the FOLIAGE System Code; it will apply to all trips with 'FOLIAGE' as a Type. Sub-Type Codes also can be created to further define a Type Code. Fees, Rules, and Questions can be linked at the Sub-Type level as well and provide the same functionality. Sub-Type codes are searchable during the Sales process in RecTrac and WebTrac. |
Utility Condition |
Utility Condition Codes Utility Condition Codes allow you to classify the current status of a utility in MainTrac. Examples might include "Good," "Poor," "Unusable," etc. |
Utility Feature |
Utility Feature Codes These codes allow you to link physical asset types to your utilities. Examples might include "POWER BOX," "VOLTAGE METER," etc. |
Utility Type |
Utility Type Codes Utility Type codes are used to define the material makeup of a utility. |
Vendor Feature |
Vendor Feature Codes Vendor Features Codes can be used to categorize vendors by what they offer/provide to you. Once the codes have been linked to the Vendor(s), you can run the Vendor Listing report and sort or filter by the Vendor Code. For Example: You could create codes such as BEV (Beverage) or FOOD and then link them to the appropriate vendor records. You could run the Vendor Listing report to find all of the vendors that supply you with BEV (Beverages). |
Visit Purpose |
Visit Purpose Codes Visit Purpose codes can be used to identify why a pass holder is visiting a specific location. For Example: you might create visit purpose codes such as WEIGHT (Weight Room) OGYM (Open Gym), CLASS (Class) and POOL. Then when patrons check into your building the clerk (or the patrons, if a kiosk style check-in) could choose the appropriate visit purpose when processing the visit. |
Visit Type |
Visit Type Codes Visit Type Codes are used in CYMS Visit Processing and provide a means for you to identify the type of Visit for which a child is being signed into a day care center. Typically a CYMS Visit will be one of the following: Full Time, Hourly1, and Hourly2. Visit Type Codes are used to populate the Prompt for Visit Type field on the Visit profile. |
Withdrawal Reason |
Withdrawal Reason Codes Withdrawal Reason Codes are used in CYMS and allow you to create "reasons" for why a child/family is leaving your day care. Example reasons may include: "PCSing" (the family is moving to another post), "OFF POST" (the family is going to an off post care provider), "TRANSITION" (the child is moving from full day care to Before/After care, which is in a different cost center), etc. Withdrawal Reason codes can be linked to a child's record when running the Withdrawal Prorate for Installment Billing program. |
Work Order Approval |
Work Order Approval Codes These codes allow you to have different levels of approval to determines when a Work Order (WO) is "fully approved." For Example: You have two (2) Approval Codes: M=Manager and P=General Personnel. Employees with "P" approval rights can approve a WO, but the WO must be also approved by a Manager. Therefore another employee with a "M" approval code, must also approve the WO before it becomes "Approved." When a WO is "P" approved, it moves from the status of "New" to "Reviewed." When the WO is "M" approved, it moves from "Reviewed" to "Approved." In order to be used, Work Order Approval System Codes need to be linked on the MainTrac tab of your Static Parameters profile. Work Order Approval System Codes are linked to users on the MainTrac Permissions tab of the Permissions profile. |
Work Order Priority |
Work Order Priority Codes These codes allow you to classify the importance/priority of a Work Order. Examples might include "HIGH," "MEDIUM," "LOW," etc. |
Work Order Rejection |
Work Order Rejection Codes These codes allow you to classify why a Work Order was rejected. Examples might include "NO FUNDS," "VOTED DOWN," "LOST BID," etc. |
Work Order Source |
Work Order Source Codes These codes allow you to classify how Work Orders were generated. Examples might include "EXTERNAL REQUEST" "INTERNAL REQUEST," "PARKS DEPARTMENT," "LOCAL CITIZEN," etc. |