Table of Contents
The Activity Section Update program allows you to add and update information for this section.
Buttons on the screen…
Click Save to save your changes. You will return to the Activity Section Management DataGrid.
Click Cancel to return to the Activity Section Management DataGrid without saving your changes.
Click Previous or Next to continue to the next tab on this screen.
Click Class Count to see a pop-up message that displays the number of sessions scheduled for this section.
Click Enrollment Counts by Day to continue to the Activity Section Enrollment Counts DataGrid where you can set up individual enrollment maximum and minimum counts for each day your section meets.
Click Custom Schedule and Holidays to continue to the Activity Schedule DataGrid where you can set up a custom schedule OR holiday dates/skip dates for this section, if desired.
Core
Site Code (ARSection_SiteCode)
When Enterprise Site Management is enabled on your License profile this field is mandatory.
Select the Site Code for this item. Sites are business segments within an enterprise organization. Associating a Site with items allows for reporting on item availability and transaction history by business segment.
Site records are maintained in Site Management.
DeleteSite Area (ARSection_SiteArea)
You will not visit this field.
This field displays the Site Area for the Site linked to this item. The Site Area on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Areas are maintained in System Code Management. Type = Site Area. They are linked to Sites in Site Management.
DeleteSite Category (ARSection_SiteCategory)
You will not visit this field.
This field displays the Site Category for the Site linked to this item. The Site Category on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Category Codes are maintained in System Code Management. Type = Site Category. They are linked to Sites in Site Management.
DeleteActivity Code (ARSection_ActivityCode)
You will not visit this field.
This is the Code for the Activity to which this Section is linked.
This is a mandatory field for the default Vermont Systems design. Your design may vary.
DeleteSection (ARSection_Section)
If you are updating this section record, you will not visit this field. If you are creating a new section, enter the identifier in this field. This is a mandatory field for the default Vermont Systems design. Your design may vary.
DeleteStatus (ARSection_RecordStatus)
Select the status of this section:
- Active
- Inactive
- Pending - See below for a description
- Cancelled
- Default - See below for a description
- Deleted - See below for a description
Pending Status
The pending section status is useful when you are setting up a program but are not sure whether you will offer it (you might be lacking enough instructors for example). When you create a section with a status of "Pending you can carry through the facility reservation process (thus holding the facility space against double-booking) but disallow enrollments. In the event you decide to hold the program, change the status to Active" to allow enrollments. In the alternative - if you choose not to hold the program cancel the section and release the facility reservations.
Default Status
"Default" status allows you to create exact-copy records upon clicking the Add button from the File Management DataGrid for this module and selecting one of existing Default Options (provided at least one exists). This creates an exact copy of the "Default" record with exception that the copy's Record Status is Active instead of Default. This allows you to save substantial time when adding new records to your database since all settings on all panels (Core Settings Additional Settings etc.) and tabs (Core Fees* Rules* Questions Comments etc.) will be copied from the default record.
"Default" status records to do not show up in Daily Processing DataGrids. You cannot register for reserve or purchase a "default" record. They exist for the purpose of being copied only. If at any time you change the status of a default record to "Active" or "Inactive it will become a regular record" in your database and thus appear in Daily Processing DataGrids.
Options for adding default records are maintained on the Permissions profile Default Record Permissions Group.
* Separate default records for fees and rules can be created as well in their respective File Management program. Permissions must be set to add a Default Record and once added the default record can be linked as needed to any module.
Other Information
Enrollments into "Inactive Pending Cancelled and/or Default" status sections are disallowed. Enrollment into an "Active" section is allowed even if the registration period and/or section end dates have past provided you have proper Permissions settings.
"Inactive" and "Cancelled" status can be set manually here or set automatically as a byproduct of running certain programs such as Section Archive and Activity Cancellations.
You can change section status in bulk (to any status) using the Section Status Change and Bulk Section Field Changes programs.
DeleteLong Description (ARSection_LongDescription)
Enter the long description of this section. DataGrids in RecTrac can be sorted by Description, if desired.
DeleteShort Description (ARSection_ShortDescription)
Enter the short description for this Section. The short description appears on reports, receipts, etc. DataGrids in RecTrac can be sorted by description, if desired.
DeleteReport Tag (ARSection_ReportTag)
Select the Report Tag you wish to use for this section, if desired.
Report Tags offer a method of categorizing 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.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
DeleteOverall Max Count (ARSection_OverallMaxCount)
Enter the total number of enrollees who are allowed in this section. If this limit is reached, the system will prompt you to enroll the next patron to the waitlist OR the system will prompt you to increase the value in this field. If there is no limit to the number of patron who may enroll, enter '999999999.'
The Advanced Enrollment Settings panel contains fields that allow you to set maximum enrollment counts into this section by fee code. Each advanced enrollment fee code has its own maximum enrollment count. This field (Overall Max Count) represents the total number of enrollees allowed in this section regardless of advanced enrollment fee code maximums. So if you enter '10' in this field and you have advanced enrollment settings for Resident (Max Count = 10) and Non-Resident (Max Count = 10), you will be allowed to enroll 10 total people into this section only.
DeleteMinimum Count (ARSection_MinCount)
Enter the minimum number of enrollees that are necessary for this activity/section to be held. If no minimum is required, enter 0.
DeleteMaximum Waitlist Count (ARSection_WaitlistMaxCount)
Enter the maximum number of enrollees that are allowed to be added to the waitlist for this section. This value cannot exceed 300.
OR
Enter '0' if you do not use a waitlist for this Section.
Automated Waitlist? (ARSection_AutomatedWaitlist)
Select this option to enable Waitlist Automation for this section.
THEN
Select the Automation Begin Date and Automation End Date.
Waitlist Automation is a “set it and forget it” feature that automatically sends enrollment offers to patrons on an Activity Section waitlist. Enrollment offers are sent in numeric order based on patron Waitlist Numbers until all available enrollment slots are filled for the Section, or until the Automation End Date.
The goal of this feature is to reduce the number of staff hours required to manually track, manage, and enroll patrons from Activity Section waitlists.
DeleteAutomation Begin Date (ARSection_AutomationBeginDate)
This field is applicable only if the Automated Waitlist? option is selected.
Enter the date that Waitlist Automation will begin processing for this section.
OR
Choose the appropriate date from the Calendar icon.
DeleteAutomation End Date (ARSection_AutomationEndDate)
This field is applicable only if the Automated Waitlist? option is selected.
Enter the date that Waitlist Automation will no longer process for this section.
OR
Choose the appropriate date from the Calendar icon.
DeleteContinuous (ARSection_Continuous)
Select this option in the event this section is continuous (i.e. on-going/never-ending).
THEN
Select your Snapshot Frequency option.
The purpose of this option is to take a snapshot of the current section for reporting purposes and then create a new, duplicate section (with updated End Date and Year values) without archiving any current enrollments.
Generally speaking, this option should be used for Military daycare programs only (full day care, before and after school programs, some instructional classes, etc.) where there is no set end date. However, municipal departments who run daycare programs may find it useful as well. Contact Vermont Systems Sales for further information regarding the uses of this field.
DeleteSnapshot Frequency (ARSection_SnapshotFrequency)
This field is applicable only if the Continuous option is selected.
Select your Snapshot Frequency.
- Section Begin Date - The snapshot will be taken on the section begin date (- 1) of the following year. For example if the section begins on 04 August 20xx then the snapshot will be taken on 03 August 20xy.
- Fiscal Year - The snapshot of the section will be taken once a year at the end of the fiscal year. The fiscal year is determined by the Begin Fiscal Month setting on the Static Parameters profile. For example if the Begin Fiscal Month is set to June then the snapshot will be taken on 31 May (last day of the month before).
- Year - The snapshot will be taken once a year on 31 December.
When the snapshot is taken the system will update the End Date and Year values automatically with the next year.
DeleteYear (ARSection_Year)
Enter the Year stamp for this section. This is a mandatory field for the default Vermont Systems design. Your design may vary. Vermont Systems recommends entering a Year for your activity sections as the processes of archiving rosters recovering rosters and purging rosters are dependent on a Season code and Year.
The value in this field (along with the season) is stored on any enrollment activity visit miscellaneous posting instructor payment or refund records that are created.
See Also: Topic Doc - Archiving Rosters.
DeleteSeason (ARSection_Season)
Select the appropriate Season Code for this section. This is a mandatory field for the default Vermont Systems design. Your design may vary. The value in this field (along with the year) is stored on any enrollment activity visit miscellaneous posting instructor payment or refund records that are created. Vermont Systems recommends being as accurate as possible when selecting season codes for your activity sections as the processes of archiving rosters recovering rosters and purging rosters are dependent on a season code and year.
See Also: Topic Doc - Archiving Rosters.
DeleteFacility (ARSection_FacilityComboKey)
Select the facility where this program will be held. This is a mandatory field for the default Vermont Systems design. Your design may vary. Linking a Facility ID to an activity section allows you to reserve that facility in RecTrac to ensure it doesn't get double-booked. Linking facilities to your programs also allows you to list location information on receipts Activity Brochures WebTrac and Household Calendars etc.
If this program is held at multiple facilities enter the facility at which this program will meet first in this field and then use the Custom Schedule & Holidaysbutton to generate your meeting dates for each facility. When setting up your custom schedule you will input the proper facility for each meeting day.
DeleteBegin Date (ARSection_BeginDate)
Enter the program's beginning date (i.e. the first meeting date) in this field.
OR
Choose the appropriate date from the Calendar icon. This is a mandatory field for the default Vermont Systems design. Your design may vary.
End Date (ARSection_EndDate)
Enter the program's ending date (i.e. the last meeting date) in this field.
OR
Choose the appropriate date from the Calendar icon. This is a mandatory field for the default Vermont Systems design. Your design may vary.
Begin Time (ARSection_BeginTime)
Enter the program's beginning time in this field.
OR
Choose the appropriate time from the Clock icon. This is a mandatory field for the default Vermont Systems design. Your design may vary.
End Time (ARSection_EndTime)
Enter the program's ending time in this field.
OR
Choose the appropriate time from the Clock icon. This is a mandatory field for the default Vermont Systems design. Your design may vary.
Facility Class (ARSection_FacilityClass)
Select the facility class/type you want to link to this section. Linking a facility class, location, and code to an activity allows you to reserve that facility in RecTrac to ensure it doesn't get double-booked. Linking facilities to your programs also allows you to list location information on receipts, Activity Brochures, WebTrac and Household Calendars, etc.
If you do not use the Facility module, or if you are not worried about double booking a facility or listing an activity's location, you still must perform the minimal Facility file maintenance required to populate this field.
DeleteCategory (ARSection_Category)
Select a Category Code for this activity section, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
DeleteFacility Location (ARSection_FacilityLocation)
Select the facility class/type you want to link to this section. Linking a facility class, location, and code to an activity allows you to reserve that facility in RecTrac to ensure it doesn't get double-booked. Linking facilities to your programs also allows you to list location information on receipts, Activity Brochures, WebTrac and Household Calendars, etc.
If you do not use the Facility module, or if you are not worried about double booking a facility or listing an activity's location, you still must perform the minimal Facility file maintenance required to populate this field.
DeleteType (ARSECTION_TypeCode)
Select the Type Code for this section, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
DeleteFacility Code (ARSection_FacilityCode)
Select the facility class/type you want to link to this section. Linking a facility class, location, and code to an activity allows you to reserve that facility in RecTrac to ensure it doesn't get double-booked. Linking facilities to your programs also allows you to list location information on receipts, Activity Brochures, WebTrac and Household Calendars, etc.
If you do not use the Facility module, or if you are not worried about double booking a facility or listing an activity's location, you still must perform the minimal Facility file maintenance required to populate this field.
DeleteSubtype (ARSection_SubType)
Select the SubType Code for this section, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
DeleteOverall Max Count Override (ARSection_OverallMaxCountOverride)
Select your Overall Maximum Count Override option for this section.
- Warning - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed, but it will not stop you from completing the transaction.
- Override With Rights - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed. Users will be allowed to bypass the warning and over-enroll if they have an Override Code linked in the Core Information Tab • Module Setting Group • Activity Enrollments field on their Permissions Profile. Any Override Code will work.
- Override With Matching Codes - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed. Users will be allowed to override the warning and over-enroll only if they have an Override Code linked in the Core Information Tab • Module Setting Group • Activity Enrollments field on their Permissions Profile that matches any of the Override Codes listed in the Override Codes field.
- Deny - The system will not allow you to override the max count for this section. If this field is set to Deny no Override Code will allow over-enrollment.
Overall Max Count Override Codes (ARSection_OverallMaxCountOverridePerm)
This field is applicable only if you are using the Override With Matching Codes Enrollment Count Override option (and only if you are using advanced enrollment settings).
Select the Override Code/Codes you wish to link to this field. In order to override the Enrollment Count for the Fee Code(s) selected for the Section users must have at least one (1) of the Override Codes entered in this field linked on their Permissions Profile. One match only is needed.
Override Codes are maintained in System Code Maintenance. Type = Override Code.
For example this program takes place at your pool. Your Enrollment Count Override option is Override With Matching Codes Only. You have Override Codes 'POOL' and 'ADMIN' linked here. Clerks who work at the pool with Override Code 'POOL' linked to their Permissions Profile could override the enrollment count. Administrators with Override Code 'ADMIN' linked to their Permissions Profile could override the enrollment count. Clerks who work at the Rec Center with Override Code 'RECCEN' linked to their Permissions profile wouldn't be allowed to override the enrollment count because they do not have a matching code.
If you are not using advanced enrollment settings then leave this field at its default setting.
DeleteWaitlist Override (ARSection_WaitlistOverride)
Select your Waitlist Override option for this section.
- Warning - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed, but it will not stop you from completing the transaction.
- Override With Rights - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed. Users will be allowed to bypass the warning and over-enroll if they have an Override Code linked in the Core Information Tab • Module Setting Group • Activity Enrollments field on their Permissions Profile. Any Override Code will work.
- Override With Matching Codes - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed. Users will be allowed to override the warning and over-enroll only if they have an Override Code linked in the Core Information Tab • Module Setting Group • Activity Enrollments field on their Permissions Profile that matches any of the Override Codes listed in the Override Codes field.
- Deny - The system will not allow you to override the max count for this section. If this field is set to Deny no Override Code will allow over-enrollment.
Waitlist Override Codes (ARSection_WaitlistOverridePerm)
This field is applicable only if you are using the Override With Matching Codes waitlist override option (and only if you are using a waitlist for this section).
Select the Override Code/Codes you wish to link to this field. In order to override the waitlist count for the section users must have at least one (1) of the Permissions codes entered in this field linked on their Permissions Profile. One match only is needed. For example this program takes place at your pool. Your Waitlist Override option is Override With Matching Codes Only. You have Override Codes 'POOL' and 'ADMIN' linked here. Clerks who work at the pool with Override Code 'POOL' linked to their Permissions profile could override the waitlist count. Administrators with Override Code 'ADMIN' linked to their Permissions profile could override the waitlist count. Clerks who work at the Rec Center with Override Code 'RECCEN' linked to their Permissions profile could not override the waitlist count for this program because they do not have a matching code.
DeleteAllow Enrollments By Day? (ARSection_AllowMultipleEnrollments)
This is a mandatory field for the default Vermont Systems design. Your design may vary.
Select this option if you allow "By the Day" enrollments into this section. This allows a patron to enroll into the same activity section more than once within a single offering of the program only (i.e. a patron is allowed multiple "by the day" enrollments into a single season and year offering of this program only).
When enabled the flow of the Activity Registration process changes. When adding the section to cart during the sale process the user (in RecTrac or WebTrac) is prompted to select the individual days and/or dates on which they wish to attend/participate in the program. This is similar to Daycare/Camp enrollments but it allows you to use a single section with a set date range.
For example you offer Early Bird Spinners on Mondays Wednesdays and Fridays. The spring session runs from the third week in March through the second week in May. Loretta Martin wants to take the class but can attend on Mondays and certain Wednesdays only. With this option enabled when Loretta adds Early Bird Spinners to the shopping cart she will be prompted to select the individual days/dates on which she wants to attend. When the enrollment completes Loretta will be on the roster and will receive emails etc. She will count toward total enrollment on the days she chose but not for the days she didn't. If this option is disabled the section would operate "normally and Loretta would be on the roster for every meeting of the class regardless of whether she attends.
In most cases, this option will be used in conjunction with the Enrollment Counts by Day button. These two options do not need to be used together but it is likely that if you allow enrollment by day then your enrollment count limits will differ by day as well. Enrollment Counts by Day allows you to have different enrollment counts for a section based on the date.
DeleteAllow Drop In's? (ARSection_AllowDropIns)
Select this option if drop in visitors are allowed to attend a meeting of this class. Whether you choose to charge a 'Drop-In Fee' is up to local policy.
'Drop-Ins' are defined as patrons who did not register for the class (they are not on the program roster) but who participate in meetings on an ad hoc basis. Drop-In attendance is counted/tracked via a pass swipe, either from a member pass or a daily pass (or both). This is determined by local policy and your set up. You must be Recording Visit Attendance to Allow Drop-Ins.
See Also: Topic Doc - Activity Visit Processing.
DeleteRecord Visit Attendance? (ARSection_RecordVisitAttendance)
Select this option if you want to track attendance/participation for this class. When tracking attendance, patron participation is based on visit swipes.
See Also: Topic Doc - Activity Visit Processing.
DeleteChild Care Activity? (ARSection_ChildCareActivity)
Select this option if fees paid toward this activity can be applied toward a household's child care tax credit. When running Childcare Statements payments toward this program can be included.
DeleteePACT Activity? (ARSection_EnableEpactSection)
This field is only available if you have enabled ePACT Integration.
Select this option to include this Activity Section and its registrations within the RecTrac integration with ePACT Network. RecTrac integrates seamlessly with ePACT Network to create ePACT Groups and Members, and send user invites for activities requiring medical and emergency contact information. RecTrac will send updated information to the ePACT Network about your activities and their rosters four (4) times per day at 12:00am, 6:00am, 12:00pm, and 6:00pm.
Prerequisite: Configure your RecTrac integration with ePACT through Static Parameters.
For more information about ePACT Network visit https://www.epactnetwork.com/).
See Also: Topic Doc - ePACT Integration for further information if needed.
DeleteePACT Dashboard (ARSection_EpactKey)
This field is only available if you have enabled ePACT Integration.
Select the ePACT dashboard you wish to associate with this Activity Section.
Prerequisite: Configure your RecTrac integration with ePACT through Static Parameters.
For more information about ePACT Network visit https://www.epactnetwork.com/).
See Also: Topic Doc - ePACT Integration for further information if needed.
DeleteCampDoc Activity? (ARSection_EnableCampDocSection)
Select this option to include this Activity Section and its registrations within the RecTrac integration with CampDoc.
THEN
Fill out the date range fields. RecTrac integrates seamlessly with CampDoc to create CampDoc Groups and Members, and send user invites for activities requiring medical and emergency contact information.
Prerequisite: Configure your RecTrac integration with CampDoc through Static Parameters.
For more information about CampDoc visit https://campdoc.com/).
See Also: Topic Doc - CampDoc Integration for further information if needed.
DeleteCampDoc Due Date (ARSection_CampDocDueDate)
When do you want families to have their health forms completed? Make sure to allow your staff has enough time to review these health records before the start of this activity section. For more information on how this field is used within CampDoc, contact your CampDoc account representative.
DeleteCampDoc Lockout Date (ARSection_CampDocLockoutDate)
What is the last day you want families to be able to make changes to their CampDoc account? Only 100% completed accounts are ever locked out. If the lockout date has passed, but the family has not completed their health forms, they will still be able to access their account. Most organizations select a lockout date between one (1) and five (5) days before the start of each activity section. For more information on how this field is used within CampDoc, contact your CampDoc account representative.
DeleteReport Tag 2 (ARSection_ReportTag2)
Select the Report Tag 2 you wish to use for this section, if desired.
Report Tags offer a method of categorizing 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.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
DeleteReport Tag 3 (ARSection_ReportTag3)
Select the Report Tag 3 you wish to use for this section, if desired.
Report Tags offer a method of categorizing 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.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
DeletePermissions (ARSection_Permissions)
Select the Permissions code(s) you want to apply to this Section.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
DeleteDisplay Section On Web (ARSection_DisplayOnWeb)
Determine whether you want this section to display in WebTrac.
- Yes - This section will display in WebTrac.
- No - This section will not display in WebTrac.
Registration Web Event (ARSection_RegistrationEvent)
Select a Registration Web Event that will be used for this Activity Section. Please note that if you do not select a Registration Web Event, and you are doing rule checking during WebTrac searches, the section will not be displayed as Available until the Web Availability Update scheduled event runs for this section. In addition to the Web Availability Update scheduled event, this Registration Web Event will be used to mark the section as Available/Unavailable on WebTrac.
When searching for the section, if the time falls before the start date time of the Registration Web Event, the section will be marked as Unavailable. When hovering over the Add To Cart button, the Registration Unavailable Comments text on the Registration Web Event will be shown.
If the Registration Web Event has already started but the Web Availability Update event hasn't run for this section yet, the section will be marked as available. This is necessary for sections to be marked as available as soon as the Registration Web Event starts.
DeleteKeyword Search (ARSection_KeywordSearch)
Enter any keywords you want to link to this section. WebTrac allows for keyword searches. Keywords entered here can be space-delimited (i.e. Tiny Tots Swim) or delimited with a comma and a space (i.e. Tiny, Tots, Swim).
DeleteWeb Section Image (ARSection_SectionImage)
Browse to and select the image you want to associate with this file management record when it is being displayed in WebTrac or when it is printed on reports or in brochures if applicable (i.e. the image you want to use for this section or this pass or this facility etc. Allowed file formats include: .jpg .bmp .png .gif.
Upon selecting the image the system will prepend the file name with \WebTracimages\. For example your image name is MyActivity.jpg and it is stored in C:\temp on your workstation. When you select that image this field will fill with: \WebTracimages\MyActivity.jpg
Leave this field blank if you don't want an image to display in WebTrac or on reports and brochures.
Images used for WebTrac must also be stored in the \images folder on your web server else they will not display in WebTrac. So if you wanted the "MyActivity.jpg" image from the example to display in WebTrac then you would need to have the image in this field and you also would have to copy the "MyActivity.jpg" to the \images folder on your web server as well.
What Size Should Your Images Be?
By default WebTrac displays thumbnail images at 165 (width) x 110 (height) pixels. Images in the \images folder get resized automatically upon display in WebTrac. Click-able images such as those used for facilities will display at their actual/true/full size when a patron clicks the thumbnail to enlarge the image.
When selecting images for display in WebTrac Vermont Systems recommends the following for best results:
- Pre-size your images to dimensions that are directly proportional to 165x110. When sized proportionately your image will not lose aspect ratio and appear skewed when reduced and displayed in the thumbnail.
- Keep the file size of your images at or below 100kb. When patrons use WebTrac the images linked to your items must be downloaded to the patron's browser. Larger images tax your web server far more than smaller ones and result in longer/slower page loading time on the patron's browser.
Web Event? (ARSection_WebEvent)
Select this option to include this section on your WebTrac Event Calendar. If selecting this option, then be sure to set the Display Section on Web option to Yes." Sections must be displayed in WebTrac in order for them to show up on the calendar.
Deselect this option to exclude this section from your WebTrac Event Calendar.
DeleteWeb Event Title (ARSection_WebEventTitle)
If you selected the Web Event option, then you can add text in this field to give the Web Event a custom title, if desired. The text you enter will appear on the Web Event Calendar for this program.
OR
Enable the Web Event option and leave this field blank to use the text in the Short Description field for the title of your Web Event for this program.
Enrollment Fee Code List 1 (ARSection_FeeCode1)
Select one or more fee codes, if desired. The Enrollment Fee Code List fields (1-3) and the fields associated with them allow you to curtail enrollment into this section by fee codes linked to the person registering for the program. When processing an enrollment, RecTrac will check the Overall Max Count field to ensure you do not over-enroll the section.
When an individual registers, RecTrac checks the list of fee codes linked to the person against the Fee Codes Enrollment Lists in the order they are listed (Enrollment Fee Code List 1 - 3) and then checks the MaxCount for each Enrollment Fee Code List in the same order (1-3), checking all fee codes linked to the person against each max count to determine whether the limit has been reached. If a person has matching fee codes in two (2) or more of the Enrollment Fee Code fields (1-3), the system will check to see whether the Maximum Enrollment Count for each fee code field is at its limit. If a slot exists, the system will enroll the person where appropriate, provided the Overall Max Count has not been reached.
For example, the Overall Max Count for your section is 20. Enrollment Fee Code List 1 is RES" and the Max Count 1 is "10." Enrollment Fee Code List 2 is "NR" (Non-Resident) and the Max Count 2 is "8." Enrollment Fee Code List 3 is "EMP" (Employee) and Max Count 3 is "5." Eleanor Rigby is linked to fee codes "RES" and "EMP." There are 18 current enrollments so two (2) slots are available. When enrolling into this section the system will find fee code matches for Eleanor for RES (Fee Code List 1) and EMP (Fee Code List 3). Upon finding the matches the system will look at the Max Count for Fee Code List 1and then the Max Count for Fee Code List 3. If the Max Count for Fee Code List 1 has not been reached the system will enroll Eleanor using Fee Code RES. However if the Max Count for RES has been reached the system will check to see whether Eleanor can be enrolled as EMP. If both Max Counts have been reached the system will disallow enrollment for Eleanor unless an override option is used.
DeleteMaximum Enrollment Count 1 (ARSection_MaxCount1)
Enter the maximum number of enrollees who are allowed in this section for this fee code type, if desired. When this limit is reached, the system will disallow further enrollments for patrons matching the fee code(s) listed here. Whether you are allowed to override the message and process the enrollment is determined by your Enrollment Count Override settings.
When processing an enrollment, the Overall Max Count field always is checked in addition to the maximum count entered here to ensure you do not over-enroll the class. For example, your fee Code List is RES" (Resident). Your value here is "5." Up to five (5) residents can enroll into this section provided an enrollment does not exceed the Overall Mex Count. When the limit of five (5) has been reached further "RES" enrollments into this program will be subject to your Enrollment Count Override settings for this fee code type.
When an individual registers RecTrac checks the list of fee codes linked to the person against the Fee Codes Enrollment Lists in the order they are listed (Enrollment Fee Code List 1 - 3) and then checks the MaxCount for each Enrollment Fee Code List in the same order (1-3) checking all fee codes linked to the person against each max count to determine whether the limit has been reached. If a person has matching fee codes in two (2) or more of the Enrollment Fee Code fields (1-3) the system will check to see whether the Maximum Enrollment Count for each fee code field is at its limit. If a slot exists the system will enroll the person where appropriate provided the Overall Max Count has not been reached.
For example the Overall Max Count for your section is 20. Enrollment Fee Code List 1 is "RES" and the Max Count 1 is "10." Enrollment Fee Code List 2 is "NR" (Non-Resident) and the Max Count 2 is "8." Enrollment Fee Code List 3 is "EMP" (Employee) and Max Count 3 is "5." Eleanor Rigby is linked to fee codes "RES" and "EMP." There are 18 current enrollments so two (2) slots are available. When enrolling into this section the system will find fee code matches for Eleanor for RES (Fee Code List 1) and EMP (Fee Code List 3). Upon finding the matches the system will look at the Max Count for Fee Code List 1and then the Max Count for Fee Code List 3. If the Max Count for Fee Code List 1 has not been reached the system will enroll Eleanor using Fee Code RES. However if the Max Count for RES has been reached the system will check to see whether Eleanor can be enrolled as EMP. If both Max Counts have been reached the system will disallow enrollment for Eleanor unless an override option is used.
DeleteEnrollment Count Override 1 (ARSection_CountOverride1)
Select your Enrollment Count Override 1 option for this section, if applicable.
- Warning - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed, but it will not stop you from completing the transaction.
- Override With Rights - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed. Users will be allowed to bypass the warning and over-enroll if they have an Override Code linked in the Core Information Tab • Module Setting Group • Activity Enrollments field on their Permissions Profile. Any Override Code will work.
- Override With Matching Codes - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed. Users will be allowed to override the warning and over-enroll only if they have an Override Code linked in the Core Information Tab • Module Setting Group • Activity Enrollments field on their Permissions Profile that matches any of the Override Codes listed in the Override Codes field.
- Deny - The system will not allow you to override the max count for this section. If this field is set to Deny no Override Code will allow over-enrollment.
If you are not using advanced enrollment settings then leave this field at its default setting.
DeleteEnrollment Count Override Perm1 (ARSection_CountOverridePerm1)
This field is applicable only if you are using the Override With Matching Codes Enrollment Count Override option (and only if you're using advanced enrollment settings).
Select the Override Code/Codes you wish to link to this field. In order to override the enrollment count for the fee code(s) selected for the section users must have at least one (1) of the Override Codes entered in this field linked on their Permissions Profile. One match only is needed.
Override Codes are maintained in System Code Maintenance. Type = Override Code.
For example this program takes place at your pool. Your Enrollment Count Override option is Override With Matching Codes Only. You have Override Codes 'POOL' and 'ADMIN' linked here. Clerks who work at the pool with Override Code 'POOL' linked to their Permissions Profile could override the enrollment count. Administrators with Override Code 'ADMIN' linked to their Permissions Profile could override the enrollment count. Clerks who work at the Rec Center with Override Code 'RECCEN' linked to their Permissions profile wouldn't be allowed to override the enrollment count because they do not have a matching code.
If you are not using advanced enrollment settings then leave this field at its default setting.
DeleteActual Enrollment Count 1 (ARSection_EnrollCount1)
You will not visit this field.
This field displays the number of current enrollees into this section with fee codes that match those listed in the Enrollment Fee Code List 1 field. Actual enrollees of this fee code type are applied toward the value in the Overall Max Count field.
DeleteEnrollment Fee Code List 2 (ARSection_FeeCode2)
Select one or more fee codes, if desired. The Enrollment Fee Code List fields (1-3) and the fields associated with them allow you to curtail enrollment into this section by fee codes linked to the person registering for the program. When processing an enrollment, RecTrac will check the Overall Max Count field to ensure you do not over-enroll the section.
When an individual registers, RecTrac checks the list of fee codes linked to the person against the Fee Codes Enrollment Lists in the order they are listed (Enrollment Fee Code List 1 - 3) and then checks the MaxCount for each Enrollment Fee Code List in the same order (1-3), checking all fee codes linked to the person against each max count to determine whether the limit has been reached. If a person has matching fee codes in two (2) or more of the Enrollment Fee Code fields (1-3), the system will check to see whether the Maximum Enrollment Count for each fee code field is at its limit. If a slot exists, the system will enroll the person where appropriate, provided the Overall Max Count has not been reached.
For example, the Overall Max Count for your section is 20. Enrollment Fee Code List 1 is RES" and the Max Count 1 is "10." Enrollment Fee Code List 2 is "NR" (Non-Resident) and the Max Count 2 is "8." Enrollment Fee Code List 3 is "EMP" (Employee) and Max Count 3 is "5." Eleanor Rigby is linked to fee codes "RES" and "EMP." There are 18 current enrollments so two (2) slots are available. When enrolling into this section the system will find fee code matches for Eleanor for RES (Fee Code List 1) and EMP (Fee Code List 3). Upon finding the matches the system will look at the Max Count for Fee Code List 1and then the Max Count for Fee Code List 3. If the Max Count for Fee Code List 1 has not been reached the system will enroll Eleanor using Fee Code RES. However if the Max Count for RES has been reached the system will check to see whether Eleanor can be enrolled as EMP. If both Max Counts have been reached the system will disallow enrollment for Eleanor unless an override option is used.
DeleteMaximum Enrollment Count 2 (ARSection_MaxCount2)
Enter the maximum number of enrollees who are allowed in this section for this fee code type, if desired. When this limit is reached, the system will disallow further enrollments for patrons matching the fee code(s) listed here. Whether you are allowed to override the message and process the enrollment is determined by your Enrollment Count Override settings.
When processing an enrollment, the Overall Max Count field always is checked in addition to the maximum count entered here to ensure you do not over-enroll the class. For example, your fee Code List is RES" (Resident). Your value here is "5." Up to five (5) residents can enroll into this section provided an enrollment does not exceed the Overall Mex Count. When the limit of five (5) has been reached further "RES" enrollments into this program will be subject to your Enrollment Count Override settings for this fee code type.
When an individual registers RecTrac checks the list of fee codes linked to the person against the Fee Codes Enrollment Lists in the order they are listed (Enrollment Fee Code List 1 - 3) and then checks the MaxCount for each Enrollment Fee Code List in the same order (1-3) checking all fee codes linked to the person against each max count to determine whether the limit has been reached. If a person has matching fee codes in two (2) or more of the Enrollment Fee Code fields (1-3) the system will check to see whether the Maximum Enrollment Count for each fee code field is at its limit. If a slot exists the system will enroll the person where appropriate provided the Overall Max Count has not been reached.
For example the Overall Max Count for your section is 20. Enrollment Fee Code List 1 is "RES" and the Max Count 1 is "10." Enrollment Fee Code List 2 is "NR" (Non-Resident) and the Max Count 2 is "8." Enrollment Fee Code List 3 is "EMP" (Employee) and Max Count 3 is "5." Eleanor Rigby is linked to fee codes "RES" and "EMP." There are 18 current enrollments so two (2) slots are available. When enrolling into this section the system will find fee code matches for Eleanor for RES (Fee Code List 1) and EMP (Fee Code List 3). Upon finding the matches the system will look at the Max Count for Fee Code List 1and then the Max Count for Fee Code List 3. If the Max Count for Fee Code List 1 has not been reached the system will enroll Eleanor using Fee Code RES. However if the Max Count for RES has been reached the system will check to see whether Eleanor can be enrolled as EMP. If both Max Counts have been reached the system will disallow enrollment for Eleanor unless an override option is used.
DeleteEnrollment Count Override 2 (ARSection_CountOverride2)
Select your Enrollment Count Override 1 option for this section, if applicable.
- Warning - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed, but it will not stop you from completing the transaction.
- Override With Rights - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed. Users will be allowed to bypass the warning and over-enroll if they have an Override Code linked in the Core Information Tab • Module Setting Group • Activity Enrollments field on their Permissions Profile. Any Override Code will work.
- Override With Matching Codes - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed. Users will be allowed to override the warning and over-enroll only if they have an Override Code linked in the Core Information Tab • Module Setting Group • Activity Enrollments field on their Permissions Profile that matches any of the Override Codes listed in the Override Codes field.
- Deny - The system will not allow you to override the max count for this section. If this field is set to Deny no Override Code will allow over-enrollment.
If you are not using advanced enrollment settings then leave this field at its default setting.
DeleteEnrollment Count Override Perm2 (ARSection_CountOverridePerm2)
This field is applicable only if you are using the Override With Matching Codes Enrollment Count Override option (and only if you're using advanced enrollment settings).
Select the Override Code/Codes you wish to link to this field. In order to override the enrollment count for the fee code(s) selected for the section users must have at least one (1) of the Override Codes entered in this field linked on their Permissions Profile. One match only is needed.
Override Codes are maintained in System Code Maintenance. Type = Override Code.
For example this program takes place at your pool. Your Enrollment Count Override option is Override With Matching Codes Only. You have Override Codes 'POOL' and 'ADMIN' linked here. Clerks who work at the pool with Override Code 'POOL' linked to their Permissions Profile could override the enrollment count. Administrators with Override Code 'ADMIN' linked to their Permissions Profile could override the enrollment count. Clerks who work at the Rec Center with Override Code 'RECCEN' linked to their Permissions profile wouldn't be allowed to override the enrollment count because they do not have a matching code.
If you are not using advanced enrollment settings then leave this field at its default setting.
DeleteActual Enrollment Count 2 (ARSection_EnrollCount2)
You will not visit this field.
This field displays the number of current enrollees into this section with fee codes that match those listed in the Enrollment Fee Code List 1 field. Actual enrollees of this fee code type are applied toward the value in the Overall Max Count field.
DeleteEnrollment Fee Code List 3 (ARSection_FeeCode3)
Select one or more fee codes, if desired. The Enrollment Fee Code List fields (1-3) and the fields associated with them allow you to curtail enrollment into this section by fee codes linked to the person registering for the program. When processing an enrollment, RecTrac will check the Overall Max Count field to ensure you do not over-enroll the section.
When an individual registers, RecTrac checks the list of fee codes linked to the person against the Fee Codes Enrollment Lists in the order they are listed (Enrollment Fee Code List 1 - 3) and then checks the MaxCount for each Enrollment Fee Code List in the same order (1-3), checking all fee codes linked to the person against each max count to determine whether the limit has been reached. If a person has matching fee codes in two (2) or more of the Enrollment Fee Code fields (1-3), the system will check to see whether the Maximum Enrollment Count for each fee code field is at its limit. If a slot exists, the system will enroll the person where appropriate, provided the Overall Max Count has not been reached.
For example, the Overall Max Count for your section is 20. Enrollment Fee Code List 1 is RES" and the Max Count 1 is "10." Enrollment Fee Code List 2 is "NR" (Non-Resident) and the Max Count 2 is "8." Enrollment Fee Code List 3 is "EMP" (Employee) and Max Count 3 is "5." Eleanor Rigby is linked to fee codes "RES" and "EMP." There are 18 current enrollments so two (2) slots are available. When enrolling into this section the system will find fee code matches for Eleanor for RES (Fee Code List 1) and EMP (Fee Code List 3). Upon finding the matches the system will look at the Max Count for Fee Code List 1and then the Max Count for Fee Code List 3. If the Max Count for Fee Code List 1 has not been reached the system will enroll Eleanor using Fee Code RES. However if the Max Count for RES has been reached the system will check to see whether Eleanor can be enrolled as EMP. If both Max Counts have been reached the system will disallow enrollment for Eleanor unless an override option is used.
DeleteMaximum Enrollment Count 3 (ARSection_MaxCount3)
Enter the maximum number of enrollees who are allowed in this section for this fee code type, if desired. When this limit is reached, the system will disallow further enrollments for patrons matching the fee code(s) listed here. Whether you are allowed to override the message and process the enrollment is determined by your Enrollment Count Override settings.
When processing an enrollment, the Overall Max Count field always is checked in addition to the maximum count entered here to ensure you do not over-enroll the class. For example, your fee Code List is RES" (Resident). Your value here is "5." Up to five (5) residents can enroll into this section provided an enrollment does not exceed the Overall Mex Count. When the limit of five (5) has been reached further "RES" enrollments into this program will be subject to your Enrollment Count Override settings for this fee code type.
When an individual registers RecTrac checks the list of fee codes linked to the person against the Fee Codes Enrollment Lists in the order they are listed (Enrollment Fee Code List 1 - 3) and then checks the MaxCount for each Enrollment Fee Code List in the same order (1-3) checking all fee codes linked to the person against each max count to determine whether the limit has been reached. If a person has matching fee codes in two (2) or more of the Enrollment Fee Code fields (1-3) the system will check to see whether the Maximum Enrollment Count for each fee code field is at its limit. If a slot exists the system will enroll the person where appropriate provided the Overall Max Count has not been reached.
For example the Overall Max Count for your section is 20. Enrollment Fee Code List 1 is "RES" and the Max Count 1 is "10." Enrollment Fee Code List 2 is "NR" (Non-Resident) and the Max Count 2 is "8." Enrollment Fee Code List 3 is "EMP" (Employee) and Max Count 3 is "5." Eleanor Rigby is linked to fee codes "RES" and "EMP." There are 18 current enrollments so two (2) slots are available. When enrolling into this section the system will find fee code matches for Eleanor for RES (Fee Code List 1) and EMP (Fee Code List 3). Upon finding the matches the system will look at the Max Count for Fee Code List 1and then the Max Count for Fee Code List 3. If the Max Count for Fee Code List 1 has not been reached the system will enroll Eleanor using Fee Code RES. However if the Max Count for RES has been reached the system will check to see whether Eleanor can be enrolled as EMP. If both Max Counts have been reached the system will disallow enrollment for Eleanor unless an override option is used.
DeleteEnrollment Count Override 3 (ARSection_CountOverride3)
Select your Enrollment Count Override 1 option for this section, if applicable.
- Warning - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed, but it will not stop you from completing the transaction.
- Override With Rights - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed. Users will be allowed to bypass the warning and over-enroll if they have an Override Code linked in the Core Information Tab • Module Setting Group • Activity Enrollments field on their Permissions Profile. Any Override Code will work.
- Override With Matching Codes - The system will advise you that processing the enrollment will exceed the maximum enrollment count allowed. Users will be allowed to override the warning and over-enroll only if they have an Override Code linked in the Core Information Tab • Module Setting Group • Activity Enrollments field on their Permissions Profile that matches any of the Override Codes listed in the Override Codes field.
- Deny - The system will not allow you to override the max count for this section. If this field is set to Deny no Override Code will allow over-enrollment.
If you are not using advanced enrollment settings then leave this field at its default setting.
DeleteEnrollment Count Override Perm3 (ARSection_CountOverridePerm3)
This field is applicable only if you are using the Override With Matching Codes Enrollment Count Override option (and only if you're using advanced enrollment settings).
Select the Override Code/Codes you wish to link to this field. In order to override the enrollment count for the fee code(s) selected for the section users must have at least one (1) of the Override Codes entered in this field linked on their Permissions Profile. One match only is needed.
Override Codes are maintained in System Code Maintenance. Type = Override Code.
For example this program takes place at your pool. Your Enrollment Count Override option is Override With Matching Codes Only. You have Override Codes 'POOL' and 'ADMIN' linked here. Clerks who work at the pool with Override Code 'POOL' linked to their Permissions Profile could override the enrollment count. Administrators with Override Code 'ADMIN' linked to their Permissions Profile could override the enrollment count. Clerks who work at the Rec Center with Override Code 'RECCEN' linked to their Permissions profile wouldn't be allowed to override the enrollment count because they do not have a matching code.
If you are not using advanced enrollment settings then leave this field at its default setting.
DeleteActual Enrollment Count 3 (ARSection_EnrollCount3)
You will not visit this field.
This field displays the number of current enrollees into this section with fee codes that match those listed in the Enrollment Fee Code List 1 field. Actual enrollees of this fee code type are applied toward the value in the Overall Max Count field.
DeleteAlternate Check-In Facility (ARSection_AlternateCheckInFacility)
Select a facility from the list.
THEN
Enter a cutoff time.
These fields allow you to set up early check-in rooms" at your center so your current attendance can keep track of where the children actually are. Prior to the cut off time any child being checked in to the center will be dropped off in the alternate room you select here instead of the child's normal room. Your current attendance will reflect this. When the cutoff time is reached any children being checked in to the center will be dropped off at their normal room which is the room that this activity section represents.
For example this section represents the Dragonflies room at your center. Prior to 8:00am anyone normally assigned to the Dragonflies room goes to the Butterflies room instead due to child to caregiver ratios. At 8:00am you open the Dragonflies room and physically transfer all the Dragonflies children out of the Butterflies room and update their room information. Any additional Dragonflies children who check in will be recorded as going to the Dragonflies room.
To set up the example above you would select the Butterflies room as your Alternate Check-In Facility and enter "8:00am" as your Alternate Check-In Cutoff Time.
DeleteAlternate Check-In Cutoff Time (ARSection_AlternateCheckInCutoffTime)
Select a facility from the list.
THEN
Enter a cutoff time.
These fields allow you to set up early check-in rooms" at your center so your current attendance can keep track of where the children actually are. Prior to the cut off time any child being checked in to the center will be dropped off in the alternate room you select here instead of the child's normal room. Your current attendance will reflect this. When the cutoff time is reached any children being checked in to the center will be dropped off at their normal room which is the room that this activity section represents.
For example this section represents the Dragonflies room at your center. Prior to 8:00am anyone normally assigned to the Dragonflies room goes to the Butterflies room instead due to child to caregiver ratios. At 8:00am you open the Dragonflies room and physically transfer all the Dragonflies children out of the Butterflies room and update their room information. Any additional Dragonflies children who check in will be recorded as going to the Dragonflies room.
To set up the example above you would select the Butterflies room as your Alternate Check-In Facility and enter "8:00am" as your Alternate Check-In Cutoff Time.
DeleteReceipt Documents (ARSection_ReceiptDocuments)
Select the receipt documents you wish to link to this section.
Receipt Documents are maintained in Document Management and usually consist of pertinent information that you want to pass along to your patrons whenever a receipt of a certain type is generated. Receipt documents can vary by the transaction type (i.e. you can have separate receipt documents for new purchases/registrations cancellations changes etc.) or you can use the same document for all receipts. Further you can print separate documents for receipts generated via WebTrac and RecTrac if desired.
Printing Receipt Documents
-
RecTrac
- Receipt documents print along with receipt when queued to a printer either at the time of the transaction or later using the Receipt Reprint program. This is the preferred method for printing and reprinting receipt documents.
- Receipt documents are included as an attachment when receipts are emailed from RecTrac either at the time of the transaction or later using the Receipt Reprint program.
- When you link a receipt document in this field a copy of it gets placed in the Document Center. Document Type = "Standard Document." You can print it from there if needed. The copy gets placed in the Document Center at the moment you link it in this field. When a receipt document gets generated as part of a transaction the copy in the Document Center doesn't get updated and no new copy gets sent there.
-
WebTrac
- Receipt documents created from a transaction in WebTrac are attached (along with the receipt) to the confirmation email that gets sent to the patron.
- Additionally, the WebTrac Confirmation Screen provides a clickable link to the document so patrons can print it at that time or save it.
Note: Receipt documents do not preview in RecTrac. If you're opting to Preview Receipts then the receipt and any waivers will preview but the receipt document won't. This is because RecTrac has no way of telling your browser what file type you're using for the receipt document (.pdf .jpg .docx .txt etc.). So if you're only previewing receipts then your best recourse for printing the receipt document at a later date is to use the Receipt Reprint program as noted above.
WebTrac - Whether receipt documents preview in WebTrac is dependent upon the file type and the browser being used. For best results Vermont Systems recommends using .pdf or .jpg file types for receipt documents in WebTrac. These file types always preview regardless of the browser being used. Your patrons will experience mixed results if you use other file types.
Setup Minutes (ARSection_SetupMinutes)
Enter the amount of time, in minutes, needed to set up/organize after a meeting of this program, if any. When facility reservations are made for this program, any setup minutes will be included in the reservation time to prevent double booking of the facility.
For example, Early Bird Spinners runs from 06:10-07:05am. The instructor requires 10 minutes to set up equipment and prepare prior to the class and another 10 minutes after class to clean up and put equipment away. You would enter '10' in both Setup Minutes and Cleanup Minutes. When making reservations for Early Bird Spinners, RecTrac will reserve the room for 75 minutes (06:00-07:15am) and not just for the 55-minute length of the actual program. This will prohibit you from reserving the room during setup or cleanup time.
DeleteCleanup Minutes (ARSection_CleanUpMinutes)
Enter the amount of time, in minutes, needed to clean up/reorganize after a meeting of this program, if any. When facility reservations are made for this program, any cleanup minutes will be included in the reservation time to prevent double booking of the facility.
For example, Early Bird Spinners runs from 06:10-07:05am. The instructor requires 10 minutes to set up equipment and prepare prior to the class and another 10 minutes after class to clean up and put equipment away. You would enter '10' in both Setup Minutes and Cleanup Minutes. When making reservations for Early Bird Spinners, RecTrac will reserve the room for 75 minutes (06:00-07:15am) and not just for the 55-minute length of the actual program. This will prohibit you from reserving the room during setup or cleanup time.
DeleteExpense Budget (ARSection_ExpenseBudget)
Enter the projected dollar value that your finance department has indicated you will spend on this activity/section, if desired. This field represents how much it will cost you to offer this program. Program expenses may include (but are not limited to): Instructor pay, purchase of course materials and supplies, room rental and maintenance, etc. Section budget fields are reportable.
DeleteIncome Budget Amount (ARSection_IncomeBudgetAmount)
Enter the projected dollar value that your finance department has indicated you will receive in revenue for this activity/section, if desired. This field represents the gross revenue (i.e. income before expenses) that you expect to realize by offering this program. Section budget fields are reportable.
DeleteBreak Even Point (ARSection_BreakEvenPoint)
Enter the amount of revenue this program needs to generate in order to break even" financially (i.e. meet all expenses but realize $0.00 profit) from having offered it if desired. Generally speaking this value is equal to the Expense Budget Amount though you may opt to set the "break even point' slightly higher to account for additional overhead or other unexpected costs incurred over the course of the program.
Program revenue that exceeds the "break-even point" is realized as profit. Section budget fields are reportable.
DeleteRegistration Option (ARSection_LotteryOption)
Select your registration option for this section:
- Standard - This is a "normal" class where enrollment will be determined on a "first come first served " basis.
- Lottery - Enrollment into this class will be determined by lottery. Patrons sign up for the class during the enrollment period and find out whether they "won" a roster spot based on the results of your Lottery Spin.
Lottery enrollment is a good option for situations where you do not have the resources to accommodate the demand for a particular activity. For example, your Golf Pro offers an Instructional Golf program for boys and girls aged 11-13 on Saturday mornings. He wants to limit enrollment to 15. You know at least 30 children (or more) will want to sign up. You would set your Registration Option to "Lotto Only." Family Members sign up during the enrollment period. Prior to the first session, you run the Lottery Spin program to determine which 15 of the 30+ enrollees "won" a spot on the roster.
See Also: Topic Doc: Single Section Activity Lottery Enrollmentlments
See Also: Topic Doc: Multi-Choice Activity Lottery Enrollment
DeleteLottery Group (ARSection_LotteryGroup)
This field is required if your ‘Registration Option’ is set to ‘Lottery.’
Select the Lottery Group that should be linked to this Section. Once linked, the Section becomes part of the Lottery Group and inherits the settings defined on the Lottery Group.
Creating Lottery Groups allows you to target the specific Activity Sections that should be available as part of a lottery enrollment period. When signing up for a lottery, patrons will only be able to view and select from Activity Sections that are linked to the relevant Lottery Group.
DeleteMainTrac G/L Code (ARSection_MainTracGLCode)
This field is applicable only if you are using the MainTrac module.
Select the applicable GL Code to which you want maintenance charges associated with this program to be charged. For example an Art Class has a maintenance ID of Art Class Maintenance the text of which reads Remove all chairs and tables. Scrub tile floor to remove all paint and other art materials. Clean inside of kiln.) When the maintenance crew receives and completes this task they will be able to charge their maintenance expenses to the GL Code. you enter in this field.
DeleteMainTrac Cost Center (ARSection_MainTracCostCenter)
This field is applicable only if you are using the MainTrac module.
If you use Cost Centersthen select the applicable Cost Center to which you want maintenance charges associated with this activity to be charged. For example an Art Class has a maintenance ID of Art Class Maintenance the text of which reads Remove all chairs and tables. Scrub tile floor to remove all paint and other art materials. Clean inside of kiln.) When the maintenance crew receives and completes this task they will be able to charge their maintenance expenses to the Cost Center you enter in this field.
DeleteReservation Number (ARSection_ReservationNumber)
You will not visit this field.
This field displays the facility reservation number that is linked to this section if applicable.
DeleteCourt Reservation Number (ARSection_CourtReservationNumber)
You will not visit this field.
This field displays the court reservation number that is linked to this section if applicable.
DeleteArchived? (ARSection_Archived)
You will not visit this field.
This is a system-controlled field. When enabled it signifies that this section has been archived. Users cannot select/deselect this option manually; it is set automatically upon archiving. When this option is selected this section is no longer visible in Daily Processing DataGrids unless your filters include Archived Sections.
The record status of the section will stay as it was when the archive was processed. This allows you to report on activity status even after a class has been archived so that you can answer questions such as "How many classes were canceled in 20xx?" or "How many active classes did we offer on Wednesdays in March 20xx?" etc.
DeleteFees
Section Link (ARSection_SectionLink)
Select the appropriate Section Link Code from the picklist, if desired. Linking a section to a section link code allows you to tie sections together for discount purposes. Currently, this is used only with the Multi-Participant/Multi-Class Discount feature to determine the class count and participant count.
Section Links are maintained in System Code Maintenance. Code Type = Section Link.
DeleteCharge Late Fee Multiple Times? (ARSection_ChargeLateFeeMultipleTimes)
Select this option if enrollees can be charged late payment fees multiple times. Leave the field blank if you charge late payment fees one time only per program. Late payment fees can be applied when a household has a balance for enrollments in a program after the due by" date (as determined by your department policy). This field works in conjunction with the Late Fee Processing program. For example your Tiny Tots Swim Camp runs for four (4) weeks in June. Full payment is required by the end of the 2nd week. At the beginning of the 3rd week you run the Late Fee Processing program. Any household with a balance due in Tiny Tots Swim will be charged your late payment penalty fee.
- If you were to run the Late Fee Processing program on the 4th week of the program and charge households an additional late payment fee for each week they continue to run a balance in your program you would enable this option.
- If you choose to charge a late payment fee one time only you would disable this option.
If you do not charge late payment fees at all then leave this option deselected.
See Also: Topic Doc - Late Fee Processing
DeleteWildCard Cost Center (ARSection_WildCardCostCenter)
Select a Cost Center if desired. Fees for this item will be linked to the Cost Center you enter here. The fees being charged for this item can be linked anywhere in fee hierarchy.
DeleteFees (ARSectionUPDATE_FeeDataGrid)
The Activity Section Fees DataGrid allows you to see all applicable fees linked to this activity at the section level of hierarchy or greater. All fees linked to a section, activity, an activity type, a sub-type, the category, or to the activity module, itself, will display here.
The Linked To column displays where fees are linked. Only those fees linked at the activity section level can be edited here. Fees linked elsewhere (i.e any fee linked at a higher level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the Activity Section Update Fees DataGrid displays where the fee is linked the Linked Description the Fee Status Amount Order Billing Amount Default Quantity Description Fee Type Transaction Type (linked) Criteria Description (linked) Tax Table (linked) GL Code (linked) Cost Center Total Price Option Fee Required option Use Accrual option (linked) and Fee Group Code. Your set up may vary.
See Also: RecTrac Fees for a detailed description of RecTrac fees setup information and examples.
Buttons on the fee grid…
Click Add and make a selection:
- Add Fee - You will continue to the Fee Detail screen where you may add or change a linked fee using basic options.
- Advanced Fee Add - You will continue to the Fee Update screen where you may add or change a linked fee using advanced options.
Highlight/select a record click Change and make a selection:
- Change Fee - You will continue to the Fee Detail screen where you may change a linked fee using basic options.
- Advanced Fee Change - You will continue to the Fee Update screen where you may change a linked fee using advanced options.
Click Link Setand make a selection:
- Link Set as Template - You will continue to the Set Maintenance DataGrid where you may select a fee set template to link if desired. When linked as a template any fees in the set can be modified on a case-by-case basis but changes made to the set in Set Maintenance will not filter down.
- Link Set as Unchangeable - You will continue to the Set Maintenance DataGrid where you may select a fee set to link if desired. When linked as an unchangeable set fees in the set cannot be changed on this screen. However, you can make changes to a set in Set Management and those will take effect immediately.
Highlight/select a record and click Delete to remove it from the fees linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone fees.
Bulk Change is not available from this DataGrid.
Click Export Fees to continue to the File Maintenance Export screen where you can select records in the DataGrid to export. The export creates an XML file that can be viewed/saved from the Document Center.
The Export/Import process provides an easy way to move records between items in your RecTrac database or between separate RecTrac databases if necessary.
Click Import Feesto continue to the File Maintenance Import screen where you can select an XML file containing records you wish to import into this DataGrid.
The Export/Import process provides an easy way to move records between items in your database or between separate RecTrac databases if necessary.
DeleteRules
Rules (ARSectionUpdate_RuleDataGrid)
The Activity Section Rules DataGrid allows you to see all applicable rules linked to this activity at the section level of hierarchy or greater. Rules linked to a section, to the activity, to an activity type, a sub-type, the category, or to the activity module, itself, will display here.
The Linked To column displays where rules are linked. Only those rules linked at the activity section level can be edited here. Rules linked elsewhere (i.e. any rule linked at a higher level of hierarchy) appear on the DataGrid, but you cannot edit or remove them. They appear grayed out."
By default the Activity Section Update Rules DataGrid displays where the rule is linked the Linked Description the Allow Option (check mark for allow 'x' for disallow) the Rule Description Rule Status the Transaction Type the (linked) Rule Group the Rule Override Option the Parent Table and ID the Clone ID and the Record Type. Your setup may vary.
See Also: RecTrac Rules for a detailed description of RecTrac rules setup information and examples.
Buttons on the rule grid…
Click Add and make a selection:
- Add Rule - You will continue to the Rule Detail screen where you may add or change a linked rule using basic options.
- Advanced Rule Add - You will continue to the Rule Update screen where you may add or change a linked rule using advanced options.
Highlight/select a record click Change and make a selection:
- Change Rule - You will continue to the Rule Detail screen where you may change a linked rule using basic options.
- Advanced Rule Change - You will continue to the Rule Update screen where you may change a linked rule using advanced options.
Click Link Setand make a selection:
- Link Set as Template - You will continue to the Set Maintenance DataGrid where you may select a rule set template to link if desired. When linked as a template any rules in the set can be modified on a case-by-case basis but changes made to the set in Set Maintenance will not filter down.
- Link Set as Unchangeable - You will continue to the Set Maintenance DataGrid where you may select a rule set to link if desired. When linked as an unchangeable set rules in the set cannot be changed on this screen. However, you can make changes to a set in Set Management and those will take effect immediately.
Highlight/select a record and click Delete to remove it from the rules linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone rules.
Bulk Change is not available from this DataGrid.
Click Export Rules to continue to the File Maintenance Export screen where you can select records in the DataGrid to export. The export creates an XML file that can be viewed/saved from the Document Center.
The Export/Import process provides an easy way to move records between items in your RecTrac database or between separate RecTrac databases if necessary.
Click Import Rulesto continue to the File Maintenance Import screen where you can select an XML file containing records you wish to import into this DataGrid.
The Export/Import process provides an easy way to move records between items in your database or between separate RecTrac databases if necessary.
DeleteQuestions
Evaluation End Date (ARSection_EvaluationEndDate)
Enter or select the end date for the linked evaluation question group, if applicable. The date you enter here is the date through which any linked Evaluation Question Group will be displayed in WebTrac. Optimally you should enter a date a week or so after the end date of your program to allow members the chance to complete their evaluation.
See Also: Topic Doc - Activity Evaluations.
DeleteQuestions (ARSectionUpdate_QuestionDataGrid)
The Activity Section Questions DataGrid allows you to see all applicable questions linked to this activity at the section level of hierarchy or greater. Questions linked to a section, to the activity, to an activity type, a sub-type, the category, or to the activity module, itself, will display here.
The Linked To column displays where questions are linked. Only those questions linked at the activity section level can be edited here. Questions linked elsewhere (i.e. any question linked at a higher level of hierarchy) appear on the DataGrid, but you cannot edit or remove them. They appear grayed out."
By default the Activity Section Update Questions DataGrid displays where the question is linked the Linked Description the Parent Table and ID the Question Text Status Interface Type and Special Question Function if any. Your setup may vary.
See Also: RecTrac Questions for a full description RecTrac Questions setup information and examples.
Buttons on the DataGrid…
Click Link Individual Question to continue to the Question Text Management Screen where you may add or change a linked question.
Click Apply Set as Template to continue to the Set Maintenance - Question Set DataGrid where you may select a question set to link as a template if desired. When linked as a template questions in the set can be modified on a case-by-case basis but changes made to the set in Set Management will not filter down.
Click Link Set to continue to the Set Maintenance - Question Set DataGrid where you may select a question Set to link if desired. When linked as a set questions in the set cannot be changed from this screen but any changes made to questions in the set in Set Management will take effect immediately.
Highlight/select a record and click Change to continue to the Question Text Management Screen where you can make changes.
Highlight/select a record and click Delete to remove it from the questions linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone questions.
Bulk Change is not available from this DataGrid.
Click Preview to continue to the Preview Questions screen where you may review all questions that are visible on the DataGrid.
DeleteEmail Features
Email Features (ARSectionUpdate_EmailFeaturesDataGrid)
The Email Features DataGrid allows you to see all applicable email notification criteria linked to this item. Email features/criteria dictate when an email will be sent (upon a purchase, upon a cancellation/return, etc.) and to whom it will go.
By default, the Email Features DataGrid displays the Transaction Type that will result in an email being sent, the Status, (linked) Feature Type, (linked) Feature List, whether to CC a Coordinator option (as applicable), Free Form Contacts, Staff Contacts, Override Text, and Features. Your set up may vary
Buttons on the DataGrid…
Click Add to continue to the Email Features Update Screen where you may add or change a linked email feature.
Highlight/select a record and click Change to continue to the Email Features Update Screen where you can make changes.Highlight/select a record and click Delete to remove it from the item.
DeleteComments
Brochure Code (ARSection_BrochureCode)
Select the Brochure Code, if any, that you wish to link to this section from the Comment Code Selection picklist. This comment will print on the Brochure Generator report or on any Custom Activity Brochure you may have purchased. Additionally, it will display on any WebTrac detail searches.
Brochure Codes are maintained in Comment Code Management. Code Type = Activity Brochure.
DeleteBrochure Text (ARSection_BrochureText)
Enter any additional comments that are specific to this section that you want to print on the Brochure or in WebTrac detail searches, if any. The text in this field will print regardless of whether a Brochure Code is linked. If a Brochure Code is linked, then both the text in the code and the text entered here will print.
Free-form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteComment Code (ARSection_CommentCode)
Select the Comment Code you want to link to this section, if any. The text from the code will print on receipts generated for this program.
Comment Codes are maintained in Comment Code Management. Code Type = Activity Receipt.
DeleteComment Text (ARSection_Comments)
Enter any additional comments that are specific to this activity/section that you want to print on a receipt that is generated for this program. The text in this field will print regardless of whether a Comment Code is linked. If a Comment Code is linked, then both the text in the code and the text entered here will print.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteActivity Reservations Maintenance Code Override (ARSection_MaintenanceCode)
Select the appropriate Maintenance Code from the Comment Code Selection picklist. The text will print on RecTrac maintenance reports, such as the standard VSI - Location Maintenance Schedule report.
Maintenance Codes are maintained in Comment Code Management. Code Type = Facility Maintenance Comment.
DeleteActivity Reservations Maintenance Text Override (ARSection_MaintenanceComment)
Enter any additional maintenance comments that are specific to this section that you want to have included on the maintenance reports and/or MainTrac work orders, if any. The text in this field will print regardless of whether a code is linked. If a code is linked, then both the text in the code and the text entered here will print.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteRoster Code (ARSection_RosterCommentCode)
Select the Roster Comment Code you wish to link to this section, if any. The code you select will print on roster reports provided you add the field to your roster report output. The function of this code is to print as a note for the individual(s) reading it.
Roster Codes are maintained in Comment Code Management. Code Type = Activity Roster Comment.
DeleteRoster Text (ARSection_RosterComment)
Enter any additional roster comments that are specific to this activity/section that you want to have included on roster reports. The text in this field will print regardless of whether a Roster Code is linked. If a Roster Code is linked, then both the text in the code and the text entered here will print.
Any roster comments you add in this field will print on the roster reports only, provided you add the field to your roster report output.
Free form comments may consist of up to 30 000 characters. The right-hand side of the field contains a character counter.
DeleteTickler Code (ARSection_TicklerCode)
Select the Tickler Code you wish to link to this section, if any. Tickler codes display during Daily Processing and are used to relay information to the clerk processing the transaction. For example, Please remind enrollees that black-soled shoes are not allowed on the gym floor and to wear alternate footgearif needed."
Tickler Codes are maintained in Comment Code Management. Code Type = Tickler Comment.
DeleteTickler Text Interface Type (ARSection_TicklerTextInterfaceType)
This option is applicable to whatever you've entered in the Tickler Text field only.
Accept the default entry (All) or select another Interface type. The selection you make dictates where your free form tickler text will appear.
- All - The tickler text will show in both RecTrac and WebTrac.
- RecTrac - The ticket text will be displayed in RecTrac only.
- WebTrac - The ticker text will be displayed in WebTrac only.
Tickler Text (ARSection_TicklerText)
Enter any additional tickler type comments that are specific to this activity/section that you want a clerk to see upon selecting this program into the shopping cart, if any. The text in this field will print regardless of whether a Tickler code is linked. If a Tickler code is linked, then both the text in the code and the text entered here will print.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteInstructors
(ARSectionUpdate_InstructorDataGrid)
The Activity Section Instructors DataGrid allows you to see all instructors linked to this activity section. The same instructor may be linked to multiple sections of the same activity or you may link different instructors to their own activity sections. By default, the Activity Section Instructors DataGrid displays the Parent Table, Status, and Activity LinkID for the Coordinator. Your set up may vary
See Also: Topic Doc - Instructor Pay
Buttons on the screen…
Click Add Instructor to continue to the Staff Link Update Screen where you may add or change a linked instructor.
Highlight/select a record and click Update Instructor to continue to the Staff Link Update Screen where you can make changes.
Highlight/select a record and click Delete Instructor to remove the instructor from the activity.
Click Clone These Instructors to all Sections in Activity to link the selected instructors in the browser to all other sections in this activity. The clone process will make an exact copy as the instructor(s) selected. Answer "Yes" to the challenge message to complete the clone process.
Delete