The Pass Update Core screen allows you to add a new or update an existing Pass Code. The fields on this screen and the subsequent Tabs (Fees, Rules, Questions, etc…) allow you to update information pertinent to your Pass.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
From the bottom of the screen…
Click Save to save your changes. You will return to the Pass Management DataGrid.
Important Note: To process visits, passes must listed on the Visit profile.
- Daily Pass Codes need to be listed in the Daily Pass List field.
- All other Pass Codes need to be listed in the Valid Pass List field.
Click Cancel to return to the Pass Management DataGrid without saving your changes.
Click Previous or Next to continue to the next tab on this screen (i.e. If you are on the Core screen, click Next to continue to the Core Continued screen.).
Core
Site Code (PMPass_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 (PMPass_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.Delete
Site Category (PMPass_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.
DeletePass Code (PMPass_PassCode)
Enter your pass code in this field. Codes may be alpha and/or numeric. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing pass you will not visit this field.
Important Note: To process visits passes must listed on the Visit profile.
- Daily Pass Codes need to be listed in the Daily Pass List field.
- All other Pass Codes need to be listed in the Valid Pass List field.
Status (PMPass_RecordStatus)
Select the status of your pass code:
- Active
- Inactive
- Default - See below for a description
- Deleted - See below for a description
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.
DeletePermissions (PMPass_Permissions)
Select the Permissions code(s) you want to apply to this Pass Code.
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
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Long Description (PMPass_LongDescription)
Enter the Long Description for this pass code. DataGrids in RecTrac can be sorted by Description, if desired.
DeleteShort Description (PMPass_ShortDescription)
Enter the Short Description for this pass code. The Short Description appears on reports, receipts, etc. The Short Description is also used to identify this Pass Code in Visit Processing. DataGrids in RecTrac can be sorted by Description if desired.
DeleteReport Tag (PMPass_ReportTag)
Select the Report Tag you wish to use for this pass code, 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.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Type (PMPass_TypeCode)
Select the Type Code for this pass, 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.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
SubType (PMPass_SubType)
Select the Subtype Code for this pass, 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.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac moduleso if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Category (PMPass_Category)
Select the Category Code for this pass, 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.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Daily Pass Code? (PMPass_DailyPass)
You will not visit this field.
This field displays the pass code option you selected when Adding this pass: Membership Pass Code or Daily Pass Code.
- If the option is selected this is a Daily Pass. A Daily Pass is a pass code that you sell at a pass check-in site for entry to that facility just for the day.
- If the option is de-selected this is a regular Membership Pass or a Punch Pass. Membership Punch Pass pass codes may be valid for a given time range or for a given number of visits.
Waiver Code (PMPass_WaiverCode)
Select the Waiver Code(s) for this pass code, if desired. This field can be used for two (2) purposes, and multiple selection is allowed.
- Pass Waiver - The waiver letter that you select can be printed along with the receipt when this pass is purchased. Waivers also be can linked to households or individual family members, if desired. This must be a Pass Waiver Waiver Type.
-
Visit Waiver - The waiver you link will be displayed when a visit is processed and, depending on your waiver settings, can be linked to households and family members and printed along with any receipts. This must be a Visit Waiver Waiver Type.
When using this field for visit waivers, the Waiver Code field on your Visit profile must be blank as any waiver linked in that field will take precedence over Visit Waivers linked here.
Make selections as desired.
Waiver letters are managed in Letter Group Management. Allowed Code Types for this field = Pass Waiver and Visit Waiver.
See Also: Topic Doc - Linking Household and Family Member Documents
DeleteDefault Member Begin Date (PMPass_DefaultMemberBeginDate)
Select the default Starting Membership Date for this pass code, if desired.
You would use this option if your memberships have fixed starting dates. For Example: Your Summer Pool Pass is good from 15 May - 15 September only. You would enter 15 May 20xx in this field.
OR
Leave this field blank to have the starting membership date for this pass code default to today" when a registration and/or renewal is processed. For example your Annual Membership is good for the calendar year 01 January - 31 December or any part of it. You would leave this field blank. If a patron purchases a pass on 01 January the pass is good until 31 December (your Expiration Date.) If a patron purchases his pass on 18 June the pass is valid from that date to 31 December..
To use dynamic begin/end dates for pass memberships (i.e. good for 12 months from purchase) leave the Begin/End Membership fields blank and enter values in the Default Period and Membership Period Option field.
Note: If you allow proration of fees for passes with fixed expiration dates as in the example above you will leave this field blank. Prorate settings are maintained in the Miscellaneous Settings Group of Advanced Fees.
Default Expiration Date (PMPass_DefaultExpirationDate)
Select the default Expiration Membership Date for this pass code from the calendar, if desired.
Use this option if your memberships have fixed ending dates. For example, your summer pool pass is good from 15 May - 15 September only. You would enter 15 September 20xx in this field.
OR
If this pass code has no applicable expiration date (i.e. if it is good forever ), enter a date that is far into the future. For example, your Platinum Membership pass is good for a lifetime." You would enter an Expiration Date far into the future such as 12/31/2099.
To use dynamic begin/end dates for pass memberships (i.e. good for 12 months from purchase) leave the Begin/End Membership fields blank and enter values in the Default Period and Membership Period Option field.
Note: If you allow proration of fees for passes with fixed expiration dates you will leave the Default Member Begin Date field blank but enter your default Expiration Date here. Prorate settings are maintained in the Miscellaneous Settings Group of Advanced Fees.
Default Period (PMPass_DefaultPeriod)
Enter a value (1-999) to specify the default membership period.
THEN
Choose your Membership Period Option below.
OR
Leave this field at '0' if you are using set Default Membership Begin and Expiration Dates for this pass code.
Membership Period Option (PMPass_MembershipPeriodOption)
Select your Membership Period Option.
- Day - The pass will be valid for a number of days equal to the number in the Default Period field. For example, if your Default Period is '45,' the pass will be valid for 45 days.
- Month - The pass will be valid for a number of months equal to the number in the Default Period field. For example, if your Default Period is '12,' the pass will valid for a year from the date of purchase, so a pass purchased on 16 May 20xx would be valid through 16 May 20xy.
- Last Day of Month - The pass will be valid for a number of months equal to the number in the Default Period field and the pass will expire on the last day of that month. For example: if your Default Period is '12,' the pass will valid for a year from the date of purchase through the end of that month, so a pass purchased on 16 May 20xx would be valid through 31 May 20xy.
Leave this field at its default settings if you are using set Default Membership Begin and Expiration Dates for this pass code.
DeleteReport Tag 2 (PMPass_ReportTag2)
Select the Report Tag 2 you wish to use for this pass code, 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.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Report Tag 3 (PMPass_ReportTag3)
Select the Report Tag 3 you wish to use for this pass code, 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.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Punch Pass Option (PMPass_PunchPassOption)
Select the punch pass Option for this pass code.
- Not a punch pass - This is not a punch pass. Leave all other punch pass fields at their default settings.
- Per Day - One punch will be subtracted from the punch total any day on which the pass is swiped. When 'Per Day' is selected, a member may swipe in and out as many times within one day as specified in the Max Visits/Day field, and only one punch will be deducted from the punch pass. For example, William T. Stead swipes in and out of the gym four (4) times on 15 April. Only one (1) punch is deducted from his card.
- Per Visit - One punch will be subtracted from the punch total every time the pass is swiped. When 'Per Visit' is selected, then each visit will be counted as a punch. For example, Archilbald Gracie swipes in and out of the gym four (4) times on 15 April. A punch is deducted for each visit, so Archie uses four (4) punches in one day.
-
Punch per Service Item - This is a pass sold for the purpose of purchasing Service Items. When this punch pass is swiped it will result in the sale of linked service item(s) (typically Miscellaneous and/or Greens Fee Type).The number and type of service item(s) purchased determine the number of punches deducted at the time of the visit.
Additional Setup is Required. See Also: Punch per Service punch passes.
Note: Allow Update of Visit Counts is not allowed with this option and the only allowed Visit Option is Full Only. These options appear on the Pass Update • Core Continued tab in the Standard VSI design.
-
Punch Payment - This is a pass sold for the purpose of paying for other services offered by your department. Punch payment passes are NOT meant to be swiped/used in Visit Processing; rather they are designed to be used as legal tender. When sold the patron receives <x> number of punches that are good as payment toward services sold by your department. When remitting for the service the patron will swipe the punch pass and the system will deduct the applicable number of punches.
Additional Setup is Required. See Also: Punch Payment Passes.
Default Punch Visits (PMPass_DefaultPunchVisits)
Enter a value in this field, 0-9999
When selling Punch Passes, the value you enter here will be the base number of punches applied to the pass at purchase and/or renewal. This value can be overridden at the time of sale, if desired.
If this is NOT a Punch Pass, leave this field at '0.'
DeleteMinimum Punch Visits (PMPass_MinPunchVisits)
This field is applicable if you sell punch passes on a per punch basis only where there number of punches added to a punch pass determines how much it costs.
Enter the minimum number of punches that a patron must purchase when buying a punch pass of this type.
If you do not sell punch passes on a per punch basis leave this field at its default value.
See Also: Selling Passes on a Per Punch Basis
DeleteMax Punch Visits (PMPass_MaxPunchVisits)
This field is applicable if you sell punch passes on a per punch basis only where there number of punches added to a punch pass determines how much it costs.
Enter the maximum number of punches that a patron may purchase when buying a punch pass of this type.
If you don't sell punch passes on a per punch basis leave this field at its default value.
See Also: Selling Passes on a Per Punch Basis
DeletePunch Visit Amount Override (PMPass_PunchVisitOverride)
Select your Punch Visit Amount Override option for this pass code, if applicable. This field comes into effect only when you are attempting to sell a punch pass with a number of passes OVER your Maximum or UNDER your Minimum values as established in the fields on this group.
- Warning - The system will advise you that the number of visits being purchased does not fall within the minimum and maximum values for punch visits, but it will not stop you from completing the transaction.
- Override With Rights - The system will advise you that the number of visits being purchased does not fall within the minimum and maximum values for punch visits. Users will be allowed to override the warning and complete the sale IF they have a code linked to their User ID in User Management. Any Code will work.
- Override With Matching Codes - The system will advise you that the number of visits being purchased does not fall within the minimum and maximum values for punch visits. Users will be allowed to override the warning and complete the transaction ONLY IF they have a Code linked to their User ID in User Management that matches any of the Override Codes listed in the Override Codes field.
- Deny - The system will not allow you to sell a pass if the number of visits being purchased falls outside of the minimum and maximum values for punch visits. If this field is set to Deny no Override Code will allow completion of the transaction.
If you are not selling punch passes on a per punch basis leave this field at its default setting.
See Also: Selling Passes on a Per Punch Basis
DeletePunch Visit Amount Override Codes (PMPass_PunchVisitOverridePerm)
This field is applicable only if you are using the Override With Matching Codes Punch Pass Amount Override option (and only if you are selling punch passeson a per punch basis).
Click the Picklist icon to select the Override Code/Codes you wish to link to this field. In order to sell a punch pass with a number of punches outside the minimum and maximum range users must have at least one (1) of the Override Codes entered in this field linked to their User ID in User Management. One match only is needed.
Override Codes are maintained in System Code Maintenance. Type = Override Code.
If you are not selling punch passes on a per punch basis leave this field at its default setting.
See Also: Selling Passes on a Per Punch Basis
DeleteTreat Punches The Same As Dollars (PMPass_PunchesAsDollars)
This field is applicable only if your Punch Pass Option is "Punch Payment."
Select this option to treat the punches on a punch payment passes as if they were US Dollars on a one-to-one basis so a 2o-punch pass for example would equate to $20.00 US Dollars.
This option means that one punch is the equivalent of one dollar and is treated as such when being used for payment. When paying for something that has a fee with a punch pass linked and set up this way the punches on the pass will be used just like any other payment code to pay off the item at a $1 to 1 punch basis. When using Punches the Same as Dollars you are allowed to do split payment using punches and other payment codes (Cash Check Credit Card etc…) if desired.
If this option is de-selected then a fee can be paid only with punches OR some other payment method.
Note: If you are using this option on your pass code then the Payment Punches field on the fee is ignored in terms of how many punches are used. That field is for punch payment pass codes when the fee to punch ratio is not a true one-to-one value.
With this option it is one to one so the payment punch field does not matter for punches used. However the Payment Punches field is used to create the default number of punches to use on the Payment Screen and to make sure you can pay with punches so you do want to update it.
See Also: Punch Payment Passes.
Ticket Access RecTrac (PMPass_TicketAccessGUI)
Select the Access Control Ticket Template you wish to link to this pass when it is sold in RecTrac, if desired.
See Also: Ticket Access/Templates for a full field description.
DeleteTicket Template RecTrac (PMPass_TicketTemplateGUI)
Select the Ticket Template you wish to link to this pass when it is sold in RecTrac, if desired. Tickets are maintained in Template Design Studio
See Also: Topic Doc - Template Design Studio.
DeleteTicket Access Web (PMPass_TicketAccessWeb)
Select the Access Control Ticket Template you wish to link to this pass when it is sold in WebTrac, if desired.
See Also: Ticket Access/Templates for a full field description.
DeleteTicket Template Web (PMPass_TicketTemplateWeb)
Select the Ticket Template you wish to link to this pass when it is sold in WebTrac, if desired. Tickets are maintained in Template Design Studio
See Also: Topic Doc - Template Design Studio.
DeleteCreate/Print Ticket During Pass (PMPass_TicketPrintOption)
Select when you wish to print the Access Control Ticket linked to this pass code, if applicable. Your options are:
- Registration - The access control ticket prints when a patron purchases a pass of this type.
- At Visit - The access control ticket prints at every visit, whenever the patron swipes in.
- Both - The access control ticket prints at registration and at every visit.
Print Pass During Registration? (PMPass_PrintDuringNewMembership)
Select this option if you want to print a physical card when processing a new registration for this pass code. Ensure you have a Pass Template linked in the Template and/or Wrist Band Template field, as needed.
Note: This option and the Take Photo option work independently of each other. When processing new registrations for this pass code you can opt to print the pass only take the photo only or do both or neither. If a photo exists for the member and you opt not to take a new one the existing photo will be used.
Print Pass During Renewals? (PMPass_PrintDuringRenewals)
Enable this option if you want to print a physical pass when processing a registration renewal for this pass code. Ensure you have a Pass Template linked in the Template and/or Wrist Band Template field.
Note: This option and the Take Photo option work independently of each other. When processing renewals for this pass code you can opt to print the pass only take the photo only or do both or neither. If a photo exists for the member and you opt not to take a new one the existing photo will be used.
Print Pass During Transfer? (PMPass_PrintDuringTransfer)
Enable this option if you want to print a physical pass when processing a pass transfer for this pass code. The card will print for the pass code being to which the patron is transferring. Ensure you have a Pass Template linked in the Template and/or Wrist Band Template field
Note: This option and the Take Photo option work independently of each other. When processing transfers into this pass code you can opt to print the pass only take the photo only or do both or neither. If a photo exists for the member and you opt not to take a new one the existing photo will be used.
Take Photo During Registration? (PMPass_TakePhotoDuringNewMembership)
Select this option if you want to take the patron's photo when processing new registrations for this pass code. You will be prompted to take the member's photo at the completion of the transaction.
Note: This option and the Print Pass option work independently of each other. When processing new registrations for this pass code you can opt to print the pass only take the photo only or do both or neither. If a photo exists for the member and you opt not to take a new one the existing photo will be used.
Take Photo During Renewals? (PMPass_TakePhotoDuringRenewals)
Select this option if you want to take the patron's photo when processing renewals for this pass code. You will be prompted to take the member's photo at the completion of the transaction.
Note: This option and the Print Pass option work independently of each other. When processing renewals for this pass code you can opt to print the pass only take the photo only or do both or neither. If a photo exists for the member and you opt not to take a new one the existing photo will be used.
Take Photo During Transfer? (PMPass_TakePhotoDuringTransfer)
Select this option if you want to take the patron's photo when processing transfers for this pass code. You will be prompted to take the member's photo at the completion of the transaction.
Note: This option and the Print Pass option work independently of each other. When processing transfers for this pass code you can opt to print the pass only take the photo only or do both or neither. If a photo exists for the member and you opt not to take a new onethe existing photo will be used.
Ask For Cross Ref During Purchase? (PMPass_AskForCrossReferenceDuringPrint)
Enable this option if you want the system to prompt for a Cross Reference Number when processing a new registration for this pass code.
This is good option if you are issuing pre-numbered key fobs or pre-numbered ID Cards for your memberships where the pre-generated number is embedded in the bar code that gets scanned during visit processing. The pre-generated number becomes the Cross Reference Number (aka: Xref) linked to the family member in Housedhold Update • Edit Xref
DeleteAsk For Cross Ref During Renewals? (PMPass_AskXrefDuringRenewals)
Enable this option if you want the system to prompt for a &SACrossReferenceMain">Cross Reference Number when processing a registration renewal for this pass code.
This is good option if you are issuing pre-numbered key fobs or pre-numbered ID Cards for your memberships where the pre-generated number is embedded in the bar code that gets scanned during visit processing. The pre-generated number becomes the Cross Reference Number (aka: Xref) linked to the family member in Housedhold Update • Edit Xref
DeleteAsk For Cross Ref During Transfers? (PMPass_AskXrefDuringTransfers)
Enable this option if you want the system to prompt for a Cross Reference Number when processing a Pass Transfer into this pass code.
This is good option if you are issuing pre-numbered key fobs or pre-numbered ID Cards for your memberships where the pre-generated number is embedded in the bar code that gets scanned during visit processing. The pre-generated number becomes the Cross Reference Number (aka: Xref) linked to the family member in Housedhold Update • Edit Xref
DeleteTemplate (PMPass_Template)
Select a Template Design Studio template, if applicable. You will select a pass template if you are printing physical cards with your pass registrations (i.e. if you are printing ID cards). The template you choose carries the design that prints on your cards.
See Also: Topic Doc - Template Design Studio.
DeleteDisplay Pass On Web (PMPass_DisplayOnWeb)
Determine whether you wish to display this pass code in WebTrac.
DeleteDo Not Display Passes That Expired More Than X Days Ago (PMPass_WebRenewalDays)
Accept the default value (9999) or enter an alternate value, if desired.
The value you enter is the number of days that passes of this pass code will display in WebTrac after they've expired. Members can renew only those passes they can see in WebTrac. After your threshold value is reached, members will no longer be able to see (and thus NOT renew) their expired pass(es) in WebTrac.
For example, you enter '90' in this field. Expired passes will remain visible on a member's WebTrac record for 90 days after the Expiration Date. Loretta Martin's pass expires on 30 June. She will have until 28 September (90 days from 30 June) to renew her pass in WebTrac. As of 29 September (after the 90th day), she will no longer have the option to renew her pass in WebTrac because she no longer will be able to see/select it. She can renew the pass in RecTrac only (i.e. at your offices) after that point.
DeleteAllow Punch Visit Update in WebTrac? (PMPass_AllowWebPunchVisitUpdate)
This field is applicable if you sell punch passes on a per punch basis only.
Select this option if you sell punch passes of this type via WebTrac and want to allow patrons the ability to select the number of punches they desire.
De-select this option if you sell punch passes of this type via WebTrac but do not want patrons to chose the number of punches they desire. WebTrac will use the default value as established in the Default Punch Visits field.
See Also: Selling Passes on a Per Punch Basis
DeleteKeyword Search (PMPass_KeywordSearch)
Enter any keywords you want to link to this pass code. Patrons using WebTrac can search for passes by keyword.
Keywords may be space-delimited (i.e. Pool Poolpass Swim Swimming) or delimited with a comma and a space (i.e. Pool, Poolpass, Swim, Swimming).
DeletePass Image (PMPass_PassImage)
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.
Note for Vermont Systems-Fully Hosted and Vermont Systems-Web Only Hosted Customers: The Vermont Systems Hosted team maintains your web server so any images you want displayed in WebTrac need to be sent to them. Select the image you want to display in this field as outlined above and then email a copy of your WebTrac image to HostedServices@vermontsystems.com. The Vermont Systems Hosted team will place the image in the \images folder on your web server. Contact the Hosted team for further information/instruction if needed.
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.
Core Continued
Visit Option (PMPass_VisitOption)
This field is applicable for "Regular" Passes (if you charge Visit Fees) and for all "Punch" Pass Codes.
Select how you want to record pass visits.
- Full Only - Full visit fees (if any) are charged and/or a full punch (1.0) is subtracted from punch pass totals at swipe-in.
- Half Only - Visit fees (if any) are charged at 50% and/or half of a punch (0.5) is subtracted from punch pass totals at swipe-in.
- Both - The system prompts the user to charge full or half Visit fees (if any) and/or deduct a full or half punch at swipe in.
Note: When using the 'Both' option be sure to select the Allow Update of Visit Counts? option as it allows the clerk to choose whether to process a half visit or a full visit appropriately.
Max Total Visits (PMPass_MaxTotalVisits)
Enter the maximum number of visits that you will allow to be recorded for a single swipe-in for this pass code. VSI recommends setting this value to '1' unless you have a valid reason for needing visit counts greater than '1' at swipe-in.
This field is intended to be used to control inaccurate data recorded when patrons accidentally swipe their pass when RecTrac is in the visit count field on the visit screen. However, if allowing updates to Visit Count at swipe-in, the value you enter here comes into play. For example, this is a punch pass and it is set to allow Updates to Visit Counts. You enter '2' in this field because patrons with this punch pass may bring one (1) guest. A patron swipes in. The employee running Visit Processing will be NOT be allowed to enter a value greater than '2' in the Visit Count field, because one (1) guest only is allowed per visit.
DeleteMax Guest Visits (PMPass_MaxGuestVisits)
This field is applicable to Membership Passes.
Enter the maximum number of guest visits allowed per member for this pass code over the range of the membership period. The system tracks the total number of guest visits during the pass visit update process. It will alert you if the member's current guest visit being recorded exceeds the maximum number of guest visits allowed.
When a member renews this pass code the number of guest visits resets to the default value established here regardless of whether guest visits have been recorded for a member. In other words guest visits allowed for a member will never exceed the Max Number established here.
Enter '0' to disallow guest visits with this Pass Code.
Note: The system does not care who the guest is. Guest names are not recorded. The system checks only to see how many times a member has recorded a guest visit over the membership period. For example Rose and Valerie Silverhammer each hold an Annual Member pass. The Max Guest Visits for this pass code is three (3). Rose and Valerie are each allowed three (3) guest visits over the membership period of the pass. Pablo Fanque could be swiped in as Rose's guest three (3) times and then he could be swiped in as Valerie's guest three (3) times for a total of six (6) guest visits. However once Rose and Valerie reach the Max Guest Visits limit for their pass no further guest visits are allowed. When Rose and Valerie each renew their pass each will be allowed three (3) guest visits again.
Track Visit Sign-Outs? (PMPass_TrackVisitSignOuts)
Select this option if you wish to Track Visit Sign-Outs. If members sign-in and sign-out properly this option enables you to determine the exact times a member was at a facility. If a member does not sign out the system will show them as signed-in until midnight of the date that they forgot to sign out.
This is also a good option if you limit the number of people that you allow in your facility at one time. When opting to utilize the Capacity feature on the Visit profile the facility's capacity goes down by one (1) when a member swipes in and it goes up again by one (1) when a member swipes out.
Note: You can use this field to display a list of contacts who are eligible to take a child out of this facility if desired.
When this field is used in conjunction with the Allow Child Pickup option on the Emergency Contact Update screen in Household Maintenance then RecTrac will display a dialog listing all people who are on the "OK to Pick Up" list when a member (presumably a minor) swipes out of your building. You can also display photos of those people in the dialog if desired. Go to your Visit profile and enable the Display Pickup Photos for Primary and Secondary Guardian and/or Display Pickup Photos on Member Sign-Outs fields as needed.
See Also: Topic Doc - Activity Visit Processing.
DeleteTrack Class Attendance / Fees? (PMPass_TrackClassAttendance)
Select this option if you want to track attendance and/or charge fees for activity visits and/or league games when using this pass code for entry to a facility. When this option is selected, the system checks for activities/leagues scheduled to start within a specified time at the facility where the visit is being processed. If an applicable activity or league is found, the system will ask whether you wish to record attendance for it.
Answer Yes" to record the visit and charge any applicable fees. Answer "No" to process a normal visit for this pass code.
Leave this option de-selected if you do not want to use this pass code to record attendance in an activity or a league./p>
See Also: Topic Doc - Activity Visit Processing.
DeleteTrack League Attendance? (PMPass_TrackLeagueAttendance)
Select this option if you want to track league attendance using this pass code. If this option is selected, the system will check for league enrollments linked to the pass holder that meet at the default location linked to the swipe on the specified date and time (of the swipe). If a match is found, RecTrac will ask whether you wish to record League Attendance for the member.
Answer Yes" to record the visit and charge any applicable fees. Answer "No" to process a normal visit for the member.
See Also: Topic Doc - The League Scheduling Module.
DeleteAllow Update Of Visit Purpose? (PMPass_AllowVisitPurposeUpdate)
Select this option if you want the ability to select/update visit purposes during the swipe-in process for this pass code. Visit Purpose is a track-able field on numerous reports.
Note: To track Visit Purpose be sure to enable this option AND the Prompt for Visit Purpose option for the visit mode(s) you use on your Visit profile. These toggle options must be in agreement in order for visit purpose options to display. For exampleyou run Visit Processing in "Attended Mode." You want to track visit purpose for this pass code. You would enable this option. You would then go to your Visit profile • Attended/Manual Member Lookup/Manual Visit Completion Options group and enable the Prompt for Visit Purpose option.
If using this option you must create Visit Purpose System Codes and link them in the Visit Purpose List field on your Visit profile.
If specific purposes only are allowed for this pass code link those codes in the Visit Purpose List here in Pass Update as well as to your Visit profile. For example you have 10 Visit Purpose codes linked to your Visit profile. Of those 10 only two (2) are allowed for this pass code. When allowing Update of Visit Purpose the two (2) codes listed in the Visit Purpose List for this pass code here in Pass Update will be the only options allowed at swipe in. The other eight (8) options will not appear for this pass code.
Note: To have visit purposes appear on reports link a Question to this pass code.
Question Type=Visit. Field Type=VSI Function - Pass Visit Purpose.
The question can be linked anywhere in your hierarchy (i.e. to the pass itself to the pass category type or sub-type or to the Pass module).
Print Receipt During No Fee Visit? (PMPass_PrintReceiptDuringVisit)
Select this option if you want to print a hard copy receipt when processing $0.00 visits for this pass code (i.e. when processing visits for which no fees are charged). Whenever you process a visit, a .pdf receipt is generated and stored in the Document Center regardless of whether fees are charged. With this option selected the $0.00 receipt will queue directly to your printer upon completion of the swipe just like visit receipts with dollar amounts included.
Leave this option de-selected if you do not want to print receipts for $0.00 visits. In the event a copy of the .pdf receipt is needed you can access it via the Document Center.
Notes:
- The Visit profile option to Do Not Create Zero Fee Visit Receipts bypasses the creation of the .pdf and therefore overrides this setting. No .pdf is generated and thus there is nothing to print.
- The control for printing $0.00 receipts for Activity visits is maintained in the Print Auto Complete Zero Receipts field on your Daily Processing profile • Global Sales Default Print Options group.
Display Photo During Visit? (PMPass_DisplayPhotoDuringVisit)
Select this option if you wish to display member photos when processing visits for this pass code.
To see photos during Visit Processing ensure that the applicable Display Photo options are enabled on your Visit profile and that the workstation used for Visit Processing has access to the location where your member photos are stored.
DeleteExpiration Warning Days (PMPass_ExpirationWarningDays)
Enter a value equal to the number of days prior to this pass code expiring that you wish the system to present an expiration warning message whenever a visit is processed. The warning message will be presented every time a visit is processed for this pass code when the number of days remaining until expiration is equal to or less than the value you enter here. Additionally, when a pass is within the expiration warning days threshold, an Auto Pass Renewal Continue button will appear on the Member Check-In screen during Visit Processing. This gives you the option to renew the pass on the fly during check-in if desired.
For example you enter '14' in this field. Rita Metermaid's pass expires on 31 October. Beginning on 18 October and running through 31 October the system will present you with a message reading Rita's <Pass Code> pass expires on 10/31/20xx whenever a visit is processed for Rita. The system will provide buttons for Continue (process the visit) Cancel (stop the visit) and Auto Pass Renewal Continue (continue the visit and process a renewal on the fly).
If you do not use this feature enter '0.'
DeleteExpiration Warning Visits (PMPass_ExpirationWarningVisits)
Enter a value equal to the number of visits left on a punch pass of pass code prior to it expiring that you wish the system to present an expiration warning message whenever a visit is processed. The warning message will be presented every time a visit is processed for a punch pass of this type when the number of punches remaining is equal to or less than the value you enter here.
For example, you enter '5' in this field. Sergeant Pepper has this punch pass. When he swipes his pass and the system calculates that five (5) or fewer punches remain on it, the system will present a message declaring how many visit will remain after this one and ask whether you wish to proceed. Answer Yes to process the visit or No to cancel it.
If you do not use this feature, enter '0' in this field.
DeleteVisit Purpose List (PMPass_VisitPurposeList)
Select one or more visit purposes for this pass code, if desired. If you are tracking visit purpose, the code(s) you select here will be the only codes allowed for this pass code. The codes you select here also must be included in the Visit Purpose field on your Visit profile.
Example 1: You have 10 visit purpose codes linked to your Visit profile. Of those 10 only two (2) are allowed for this pass code so you link those two (2) codes here. When allowing Update of Visit Purpose the two (2) codes listed in the Visit Purpose List for this pass code will be the only options allowed at swipe in. The other eight (8) options will not appear for this pass.
Example 2: You have 10 visit purpose codes linked to your Visit profile. All 10 are allowed for this pass code so you link all 10 here. When allowing Update of Visit Purpose all 10 options will appear for this pass.
In either scenario above all 10 Codes will be linked on your Visit profile.
Leave this field blank if you don't track visit purpose.
Notes: When processing visits the available visit purpose codes for this pass will be listed in the order you select them in this field. So if your visit purposes include "Fitness Open Gym Pool" and "Zumba and Zumba" is the first selection in this list Zumba will be the first visit purpose listed during Visit Processing.
To have visit purposes appear on reports link a Question to this pass code.
Question Type=Visit. Field Type=VSI Function - Pass Visit Purpose.
The question can be linked anywhere in your hierarchy (i.e. to the Pass itself to the pass category type or sub-type or to the Pass module).
Visit Purpose codes are maintained in System Code Maintenance. Type = Visit Purpose.
DeleteGood Visit .Wav File (PMPass_GoodVisitWaveFile)
Enter the name of the .wav file you wish to associate with a good" swipe-in for the pass code or select the .wav file from Windows Explorer. The sound file you choose will play when a member with a valid pass of this Code swipes into your facility.
Optionally you may leave this field blank if you don't want a .wav file to play when processing a visit into you facility.
The .wav file can be stored locally on your visit processing workstation or stored in a common network location.
Vermont Integration Client (VIC) must be installed and running on your Visit Processing workstations for .wav files to play.
Note: Additional .wav fields for Invalid Passes Incomplete Visits and Birthdays are located in the Sound Files group of your Visit profile.
Bad Visit .Wav File (PMPass_BadVisitWave)
Enter the name of the .wav file you wish to associate with a bad" swipe-in for this pass code or select the .wav file from Windows Explorer. This is the sound file you wish to play in the event a member with an invalid pass of this code attempts to swipe into your building. An invalid pass is any pass with a status of: Expired Cancelled Suspended etc. The .wav file can be stored locally on your visit processing workstation or stored in a common network location.
Optionally you can leave this field blank if you don't want a .wav file to play for invalid visits.
Vermont Integration Client (VIC) must be installed and running on your Visit Processing workstations for .wav files to play.
Note: Additional .wav fields for Invalid Passes Incomplete Visits and Birthdays are located on your Visit profile.
Swipeout .Wav File (PMPass_SwipeoutWavFile)
Enter the name of the .wav file you wish to associate with an exit/swipe-out for the pass code, or select the .wav file from Windows Explorer. The sound file you choose will play when a member with a valid pass of this code swipes out of your facility.
Optionally, you may leave this field blank if you don't want a .wav file to play when patrons swipe out of your facility, or if you do not track swipe-outs.
The .wav file can be stored locally on your visit processing workstation or stored in a common network location.
Vermont Integration Client (VIC) must be installed and running on your Visit Processing workstations for .wav files to play.
Note: Additional .wav fields for Invalid Passes Incomplete Visits and Birthdays are located in the Sound Files group of your Visit profile.
Max Member Limit (PMPass_MaxMemberLimit)
Specify the maximum number of concurrent active memberships that you may have in your database at any given time for this pass code. This is a database-wide value. For example, your pass code is an annual non-resident pass. You enter '10' in this field. At any given time, your organization can have only 10 active memberships for this Pass Code in your database.(i.e. the member's pass status must be Active and not Cancelled Expired Lost or Revoked.") IF you have 10 active memberships then any further registrations for this pass code will be controlled at your organization by permissions until such time as you no longer have 10 concurrent active memberships. Refer to the Max Member Limit Override field for clarification.
Enter '0' in this field if you do not have a membership limit for this pass code.
Note regarding Punch Passes: When a punch pass is used up (i.e. when no punches are left) the pass is set to 'Expired' status regardless of whether the expiration date (if any) has been reached. In this event the pass will no longer count against the Member Limit
Max Member Limit Override (PMPass_MaxMemberLimitOverride)
This field is applicable only if you are using a Max Member Limit for this pass code.
Select your Maximum Member Limit Override option for this pass code. Your setting in this field determines whether you will be allowed to exceed the Max Member Limit and under what conditions.
- Warning - The system will advise you that upon processing the membership transaction you will exceed the Maximum Member Limit allowed for this pass code. This is a warning only; the system will not stop you from completing the transaction.
- Override With Rights - The system will advise you that processing the membership will exceed the Maximum Member Limit allowed. Clerks will be allowed to override the warning and exceed the maximum limit IF they have an Override Code linked on their Permissions Profile. Any Override Code will work.
- Override With Matching Codes - The system will advise you that processing the membership will exceed the Maximum Member Limit allowed. Clerks will be allowed to override the warning and exceed the maximum count ONLY IF they have an Override Code linked on their Permissions Profile that matches any of the Override Codes listed in the Max Member Override Codes field. Upon selecting this option you must go to the Max Member Limit Override Codes field and select the allowed Override Codes.
- Deny - The system will not allow you to override the Max Member Limit for this pass code. If this field is set to Deny no Override Code will allow you to exceed the Max Member Limit.
Max Member Limit Override Codes (PMPass_MaxMemberLimitOverridePerm)
This field is applicable only if you are using the Override With Matching Codes Max Member Limit Override option (and only if you are using Miscellaneous Settings).
Select the Override Code/Codes you wish to link to this field. In order to override the Max Member Limit for this pass code 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 is an annual non-resident pass. Your Max Member Limit is '10 ' and your Max Member Override option is Override With Matching Codes Only. You have Override Codes 'RECCEN' and 'ADMIN' linked here. Clerks who work at the Rec Center with Override Code 'RECCEN' linked to their Permissions profile could override the Max Member Limit. Administrators with Override Code 'ADMIN' linked to their Permissions profile could override the Max Member Limit. Clerks who work at the Pool with Override Code 'POOL' linked to their Permissions profile could not override the Max Member Limit for this pass because they do not have a matching code.
DeleteTrack Golfer Handicaps? (PMPass_TrackGolferHandicaps)
Select this option if you want to track golfer handicaps in RecTrac/GolfTrac for members who hold this pass code. When this option is selected, it is assumed this is pass code is for golf memberships and that you use RecTrac to track handicaps.
De-select this option if this is not a Golf Membership pass or if you do not use RecTrac to track your golfer handicaps.
Note: RecTrac/GolfTrac handicap tracking is NOT the standard Golf Handicap Information Network (GHIN) system popularly used by the USGA.
Receipt Documents (PMPass_ReceiptDocuments)
Select the Receipt Documents you wish to link to this pass code.
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.
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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 click-able 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.
Expired Locker Warning Days (PMPass_ExpiredLockerWarningDays)
Enter a value equal to the number of days prior to a member's locker expiring that you wish the system to present an expiration warning message whenever a visit is processed for this pass code. The warning message will be presented every time a visit is processed for a pass of this type when the number of days remaining until the locker's expiration is equal to or less than the value you enter here.
For example, you enter '14' in this field. Penny Lane's locker rental expires on 31 October. Beginning on 18 October and running through 31 October, the system will present you with a message detailing the upcoming locker expiration every time a visit is processed for Penny.
If you do not use this feature, enter '0.'
DeletePass Classification (PMPass_SpecialOption)
Select the classification for this pass code:
- Normal - A regular, standard pass. Normal pass codes can be Primary Passes or Secondary Passes, if you offer Family Passes.
- CYMS - A pass used primarily by the military for their Child Youth Management Systems needs.
Family pass is a feature that allows you to sell and/or renew membership passes to all members of a household by selecting one (1) pass for one (1) family member. The feature works by issuing/renewing a "Primary Pass" to one (1) family member and letting RecTrac automatically issue/renew a "Secondary Pass" to all other family members in the household including the primary pass holder if necessary. "Secondary Passes" for family members are selected to the Shopping Cart automatically when the "Primary Pass" is placed there and any/all fees are calculated for you. To complete the transaction the clerk simply has to go to the payment screen.
Notes: Establish a Pass Prerequisite rule for the "Secondary Pass(es)" and make the "Primary Pass" the prerequisite. When this is done RecTrac will not allow you to sell/renew a "Secondary Pass" to a family member UNLESS someone else in that household already possesses the corresponding "Primary Pass."
The Visit profile has an option for Use Family Member Swipe-In Logic. These are separate entities.
- Family passes as described here allow you to sell/renew passes to everyone in a household in a single transaction.
- Use Family Member Swipe-In Logic allows you to process visits for all members in a household who hold a valid pass. Passes do not have to be "Primary" or "Secondary;" they can be any valid pass code in your system.
See Also: Topic Doc - Family Pass Memberships.
DeleteAdditional Family Member Passes (PMPass_AdditionalFamilyMemberPassCodes)
Select the pass code(s) that you would like to have linked automatically to any additional family members when this pass code is sold.
A "Normal" pass code that has Additional Family Member Code(s) linked is referred to as a "Primary Pass." "Normal" pass codes that appear in this field are referred to as "Secondary Passes." For example You sell annual family pool passes. Your "Primary Pass" code is PRIME. Your "Secondary Pass" code for the additional family members is MEMBER. When setting up your PRIME pass you would link MEMBER in this field. Linking the pass code(s) here eliminates the clerk from having to sign up each family member individually.
Note: Establish a Pass Prerequisite rule for the "Secondary" Pass(es) and make the "Primary Pass" the prerequisite. When this is done RecTrac will not allow you to sell/renew a "Secondary Pass" to a family member UNLESS someone else in that household already possesses the corresponding "Primary" Pass. Using the example above you would link the Pass Prerequisite rule to the MEMBER pass code. Doing so would disallow purchase of a MEMBER pass without someone in the household having a PRIME pass.
See Also: Topic Doc - Family Pass Memberships.
DeleteAdditional Family Member Option (PMPass_AdditionalFamilyMemberOption)
Select your Additional Family Member Option, if needed. This option is integral to Family Pass Memberships.
When setting up a Primary Pass determine whether you would like to link the Additional Family Member pass code(s) to All Family Members, or Exclude the Primary Pass Holder. For example, you sell annual family pool passes. Your Primary Pass" code is PRIME. Your "Secondary Pass" code for the additional family members is MEMBER. When selling a membership to a household you have the following options:
- All Family Members - With this option every family member in the household will receive a MEMBER pass including the person who purchased the PRIME pass.
- Exclude the Primary Pass Holder - With this option the person who purchased the PRIME pass will get that pass only and all other family members will receive a MEMBER.
See Also: Topic Doc - Family Pass Memberships.
DeleteFees
WildCard Cost Center (PMPass_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.
Note: Wildcarding of the Cost Center to the Cost Center entered here will occur only if the fee being processed is set to Wildcard Cost Center.
Cost Center hierarchy works as follows:
- If the Wildcard Cost Center? option in the Additional GL Settings group of Fee Update is enabled:
- The Cost Center (if any) linked in the Wildcard Cost Center field on the Fees tab of an item in File Management will be used.
- If no Wildcard Cost Center is linked on the Fees the system will use the Wildcard Cost Center listed on the User's Drawer profile.
- If the Wildcard Cost Center? option in the Additional GL Settings group of Fee Update is NOT enabled the system will use the Revenue Cost Center listed in the Core Settings group on the Fee itself.
- If none of the above no Cost Center will be used.
Fees (PMPassUpdate_FeeDataGrid)
The Pass Update Fees DataGrid allows you to see all applicable fees linked to this Pass Code. Fees linked to the Pass Type, a Sub-type, the Category, or to the Pass module will display here.
The Linked To column displays where Fees are linked. Only those Fees linked at the Pass Code can be edited here. Fees linked elsewhere (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 Pass 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.
Note: Fee Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Fee and Default Fees by Module determine what default records populate the list.
If you receive the pop-up message asking whether you want to add a --New Blank Record-- then you have Permissions to add "regular" fee records and default fee records to your database. Expand the list and make a selection:
- If you have default fees you may opt to use them if desired.
- If you do not have default fees Vermont Systems recommends choosing --New Blank Record-- as it will create a new fee.
If you do not receive the pop-up you do not have Permissions to add default fee records to your database. You will be adding a new fee record only.
In the standard Vermont Systems design Fee Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default fees are maintained in Fee Management.
The default fees that populate the Drop-down list are maintained in your Rules and Fees profile.
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 Set and 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 which 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 Fees to 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 (PMPassUpdate_RuleDataGrid)
The Pass Update Rules DataGrid allows you to see all applicable rules linked to this Pass. Code Rules linked to the Pass Type, a Sub-type, the Category, or to the Pass module will display here.
The Linked To column displays where Rules are linked. Only those rules linked to the Pass Code can be edited here. Rules linked elsewhere (any Rule 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 Pass 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 the 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 set up 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 screcen where you may add or change a linked rule using advanced options.
Note: Rule Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Rule and Default Rules by Module determine what default records populate the list.
If you receive the pop-up message asking whether you want to add a --New Blank Record-- then you have Permissions to add "regular" rule records and default rule records to your database. Expand the list and make a selection:
- If you have default rules you may opt to use them if desired.
- If you do not have default rules Vermont Systems recommends choosing --New Blank Record-- as it will create a new rule.
If you do not receive the pop-up you do not have Permissions to add default rule records to your database. You will be adding a new rule record only.
In the standard Vermont Systems design Rule Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default rules are maintained in Rule Management.
The default rules that populate the Drop-down list are maintained in your Rules and Fees profile.
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 Set and 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 which 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 databasesa if necessary.
Click Import Rules to 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
Questions (PMPassUpdate_QuestionDataGrid)
The Pass Update Questions DataGrid allows you to see all applicable questions linked to this Pass Code. Questions linked to the Pass Type, a Sub-type, the Category, or to the Pass module will display here.
The Linked To column displays where Questions are linked. Only those Questions linked at the Pass Code can be edited here. Questions linked elsewhere (any Question 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 Pass 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 set up may vary
See Also: RecTrac Questions for a full description RecTrac Questions set up 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 (PMPassUpdate_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
Comment Code (PMPass_CommentCode)
Select the Comment Code, if any, that you wish to link to this pass code. This comment will appear when selling/renewing a pass for this type, and it will print on customer receipts.
Comment Codes are maintained in Comment Code Management. Code Type = Pass Receipt Comment.
DeleteComment Text (PMPass_Comments)
Enter any additional comments that are specific to this pass code that you want to print on a receipt. Text entered in this field will print in addition to the text from a linked Comment Code, if any. For example, a parent or legal guardian must be present when this pass is used."
The text in this field will print regardless of whether a Comment Code is linked.
Free form comments may consist of up to 30 000 characters. The right-hand side of the field contains a character counter.
DeleteTickler Code (PMPass_TicklerCode)
Select the Tickler Code you wish to link to this Pass Code, if any. Tickler Codes display during Daily Processing and are used to relay information to the Clerk processing the transaction. For example, Proof of Residency is required for this pass. "
Tickler Codes are maintained in Comment Code Management. Code Type = Tickler Comment.
Note: Pop-up messages in RecTrac such as ticklers can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p> <br />)
- Font effects such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field so if you use HTML tags in a receipt comment for example you'll get the raw HTML on the receipt instead of your planned formatting.
Tickler Text Interface Type (PMPass_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 (PMPass_TicklerText)
Enter any additional tickler type comments that are specific to this pass code that you want a clerk to see upon selecting it into the Shopping Cart, if any. Text entered in this field will print in addition to the text from a linked Tickler Code, if any.
The text in this field will print regardless of whether a Comment Code is linked.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
Note: Pop-up messages in RecTrac such as ticklers can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p> <br />)
- Font effects such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field so if you use HTML tags in a receipt comment for example you'll get the raw HTML on the receipt instead of your planned formatting.
Visit Tickler Text (PMPass_VisitTicklerText)
Enter any additional visit tickler type comments that are specific to this pass code that you want a clerk to see when a pass of this type is swiped in Visit Processing, if any. Text entered in this field will display in addition to the text from a linked Visit Tickler Code, if any.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
Note: Pop-up messages in RecTrac such as ticklers can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p> <br />)
- Font effects such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field so if you use HTML tags in a receipt commentfor example you'll get the raw HTML on the receipt instead of your planned formatting.
Brochure Code (PMPass_BrochureCode)
Select the Brochure Code, if any, that you wish to link to this pass from the Comment Code Selection picklist. This comment will print on the Brochure Generator report or on any Custom Brochure you may have purchased. Additionally, it will display on any WebTrac detail searches.
Note: If opting to use this field for your WebTrac detail searches then any HTML tags entered here (i.e. <strong>bold tags</strong> <em>italics tags</em> etc…) will be rendered accordingly when viewed in WebTrac.
Brochure Codes are maintained in Comment Code Management. Code Type = Pass Brochure.
DeleteBrochure Text (PMPass_BrochureText)
Enter any additional comments that are specific to this pass that you want to print on the brochure or in WebTrac detail searches, if any. Text entered in this field will print in addition to the text from a linked brochure code, if any. The text in this field will print regardless of whether a brochure code is linked.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
Note: If opting to use this field for your WebTrac detail searches then any HTML tags entered here (i.e. <strong>bold tags</strong><em>italics tags</em> etc…) will be rendered accordingly when viewed in WebTrac.