The Trainer/Facility Purpose Update screen allows you to set up and maintain the "rooms" where your Trainer works. Facility Links allow you to establish Time Blocks, Purposes, Rates, Pay Settings and other default options for booking this Trainer.
If this Trainer works out of multiple rooms and locations, then you will want to create a separate Facility Link for each room and location needed.
From the bottom of the screen…
Click Save to save your changes. You will return to the Staff Update screen • Trainer Facility/Purpose Links DataGrid.
Click Cancel to return to the Staff Update screen • Trainer Facility/Purpose Links 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 Fees screen.)
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
Core
Facility (PTFacility_FacilityCombokey)
Click the Picklist icon to select the Facility where this Personal Trainer works. This is a mandatory field in the Standard VSI RecTrac Design. Your Design and setup may vary.
Linking a Facility ID to a Personal Trainer allows you to reserve that facility in RecTrac to ensure it doesn't get double-booked. Linking facilities to your Trainers also allows you to list Location information on receipts Brochures WebTrac and Household Calendars etc….
Note: If you do not use the Facility Module or if you are not worried about double booking a facility or listing a Trainer's Location you still must perform the minimal Facility File Maintenance required to populate this field.
If this Trainer works out of multiple rooms and locations then you will want to create a separate Facility Link for each room and location needed.
DeleteTrainer Purpose Code (PTFacility_PurposeCode)
Click the Picklist icon to select the applicable Purpose Code for this Trainer Link. This is a mandatory field in the Standard VSI Design. your design may vary.
Purpose Codes are used for search and booking parameters. Additionally it is possible that Trainers may charge different rates (or be paid different rates) depending on the type of Training. Purpose Codes are maintained in System Code Management. Type = Personal Trainer Purpose.
DeleteTime Blocks (PTFacility_WebMinPaymentOption)
Click the Picklist icon to select the applicable Time Block Code for this Trainer Link. The Personal Trainer Time Block Code you select determines the dates/times/time intervals that this Trainer will be available at this Facility.
For ease of visual recognition, Time Block Codes can be set up to show when a Trainer is available and when a Trainer is NOT available. For Example: Your Personal Trainer is available at this Facility for 30-minutes time blocks between 12:00-4:00pm on Mondays, Wednesdays, and Fridays. You would set up a Time Block Code to show these times as Allow meaning the Trainer is available to be booked. Likewise, when creating your Time Block Code, you could add Disallow" times for the days and times of the week when your trainer is NOT at this Facility and thus NOT available to be booked. When searching for a Personal Trainer your staff and your patrons would have a clear visual of Available times vs. Unavailable times for this Trainer at this Facility.
Trainer Time Block Codes are maintained in System Code Management. Type = Personal Trainer Time Blocks.
DeleteMax Headcount (PTFacility_MaxCount)
Enter a value 1-999999999 in this field. The value you enter represents the maximum number of people who can reserve this Personal Trainer for a single session at this Facility.
DeleteFacility Class (PTFacility_FacilityClass)
You will not visit this field in the Standard VSI Design. The Facility field (Field Parameter=PTFacilityComboKey) allows you to link Facility Code Facility Class and Facility Location in one field as opposed to having three (3) fields on this screen for that purpose.
DeleteFacility Location (PTFacility_FacilityLocation)
You will not visit this field in the Standard VSI Design. The Facility field (Field Parameter=PTFacilityComboKey) allows you to link Facility Code Facility Class and Facility Location in one field as opposed to having three (3) fields on this screen for that purpose.
DeleteFacility Code (PTFacility_FacilityCode)
You will not visit this field in the Standard VSI Design. The Facility field (Field Parameter=PTFacilityComboKey) allows you to link Facility Code Facility Class and Facility Location in one field as opposed to having three (3) fields on this screen for that purpose.
DeleteWaiver Code (PTFacility_WaiverCode)
Click the Picklist icon to select the applicable Waiver Code you want to have generated, if any, when this Trainer is booked for a session at this Facility.
Waiver Codes are maintained in Letter Group Management. Type = Trainer Waiver.
DeleteComment Code (PTFacility_CommentCode)
Click the Picklist icon to select the Comment Code you wish to link to this Trainer at this Facility, if any.
Comment Codes print on receipts generated as a result of booking the Trainer and are used to relay information to the patron making the reservation.
Comment Codes are maintained in Comment Code Maintenance. Code Type = Personal Trainer Receipt.
DeleteComment Text (PTFacility_Comments)
Enter any additional comments that are specific to this Personal Trainer Link that you want to print on a receipt that is generated. Text entered in this field will print in addition to the text from a linked Comment 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.
DeleteRate Table (PTFacility_RateTable)
Click the Picklist icon to select the applicable Rate Table for this Trainer at this Facility. The Rate Table you select determines how and how much you will pay this Personal Trainer for sessions booked at this Facility.
Rate Tables in the Picklist are those from the Rates Tab in Staff Update for this Staff Member. These must be listed as "Trainer" Rate Types in the Staff Pay Rate Update. If this Picklist is blank then you do not have any Personal Trainer Rate Tables linked to this Staff Member with a "Trainer" Rate Type.
DeleteGL Code (PTFacility_GLCode)
Click the Picklist icon to select the applicable GL Code for this Trainer at this Facility. When you Post Trainer Pay the posting will be recorded to the GL Code you select here.
GL Codes are maintained in GL Code Management.
DeleteCost Center (PTFacility_CostCenter)
Click the Picklist icon to select the applicable Cost Center Code, if any, for this Trainer at this Facility. When you Post Trainer Pay the posting will be recorded to the Cost Center Code you select here.
Cost Center Codes are maintained in Cost Center Code Management.
DeleteFees
Fees (PTFacilityUpdate_FeeDataGrid)
The Personal Trainer Facility Links Fees DataGrid allows you to see all applicable fees linked to this Personal Trainer at this Facility or a higher level of hierarchy.
The Linked To column displays where Fees are linked. Only those fees linked here 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 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 (PTFacilityUpdate_RuleDataGrid)
The Personal Trainer Facility Links Rules DataGrid allows you to see all applicable rules linked to this Personal Trainer at this Facility or a higher level of hierarchy.
The Linked To column displays where Rules are linked. Only those rules linked here 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 Personal Trainer Facility Links 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 screen 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 databases 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 (PTFacilityUpdate_QuestionDataGrid)
The Personal Trainer Facility Links Questions DataGrid allows you to see all applicable questions linked to this Personal Trainer at this Facility or a higher level of hierarchy.
The Linked To column displays where Questions are linked. Only those Questions linked here 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 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 (PTFacilityUpdate_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.
Delete