Table of Contents
The Visit profile allows you to establish parameters for Pass Visits in RecTrac.
See Also: Topic Doc - Background Visit Processing.
Making changes to a profile is an Audited Event. Additionally, Linking, Removing, Purging, and Cloning profiles are also Audited Events.
See Also: Topic Doc - RecTrac Profile Assignments Screen, Hierarchy Guide, and Profile Listing.
See Also: Video - Profile Review
SAProfile_Visit_Visit_Tab1
Process Type (SAProfileDetails_ProcessType)
This field is applicable for regular Visit Processing only. If you are using this profile for Background Visit Processing or for Access Control Visit Processing then this field is skipped. In this event expand the Background/Access Control Visit Options group and make selections there.
Select your default Visit Processing Mode. This field determines whether you are processing visits by default in Attended Mode or UnAttended Mode
THEN
Expand the group(s) below to set the Visit Options that corresponds to the selection you make here. For Example: If you select "Attended" in this field you would expand the Attended/Manual Member Lookup/Manual Visit Completion Options group to select your Visit Options..
- Attended Mode - Traditional RecTrac Visit Processing where patrons swipe their card or fob or key in their data and the clerk in attendance (if any) sees to any visit prompts that arise. Visit prompts include but are not limited to: Visit Purpose Display of Member Photos at Check-in Acknowledging a Tickler Pass due to Expire Warnings Activity drop-ins Payment Processing etc.
-
UnAttended Mode - Designed to allow patrons to swipe in as quickly as possible by sending all swipes directly to the broker and letting the log catch up on its next refresh. This mode is operational only with hardware configured for keyboard emulation. This mode is not intended for keyboard/mouse interaction.
UnAttended Mode will create incomplete status records whenever a visit is processed that involves prompts such as Visit Purpose Acknowledging a Tickler Pass due to Expire Warnings etc. Incomplete Visit records appear in the DataGrid with red highlight and must be completed manually by the clerk at some point. However in the event of an Incomplete Visit patrons can continue to swipe in. An incomplete visit does not stop the swipe in process. At some later point the clerk can Complete any Incomplete Visits by highlighting/selecting them in the DataGrid and clicking Complete Visit.Note: Any keyboard keystroke or mouse-click suspends UnAttended Mode for the current visit. Upon completing the Visit the system reverts to UnAttended Mode for the next pass swipe.
- Both - Default Attended - Attended Mode as described above. When this option is selected an UnAttended toggle option appears on the Visit Processing screen which allows users to change Modes. Running in "Default Attended" mode means the toggle option will be set to "Attended" mode upon entry to Visit Processing. However users can change back and forth as often as needed during a Visit Processing session.
- Both - Default UnAttended - UnAttended Mode as described above. When this option is selected an UnAttended toggle option appears on the Visit Processing screen which allows users to change Modes. Running in "Default UnAttended" mode means the toggle option will be set to "UnAttended" mode upon entry to Visit Processing. However users can change back and forth as often as needed during a Visit Processing session.
Note: UnAttended Mode does NOT refer to an unattended swipe station where patrons enter their own data using the keyboard and/or mouse. UnAttended Mode refers to a swipe station where pass data is entered by Card Swipe only regardless of whether or not a clerk is sitting at the workstation.
- If your Swipe Stations are set up to allow members to enter their own data via keyboard/mouse OR through any combination of swipe/keyboard/mouse then VSI highly recommends selecting Attended or Both - Default Attended as your Process Option so that members may complete their visits as they swipe in.
- If your Swipe Stations are set up to allow data entry via card swipe only (i.e. without using the keyboard or mouse) then VSI recommends selecting UnAttended or Both - Default UnAttended as your Process Option. Any incomplete swipes can be completed later as needed.
Location Code (SAProfileDetails_VisitLocation)
Select the Facility Location to which visits processed through this profile will be recorded. Generally speaking, the Location Code you select should be the specific location that you want to list as the visit site for this profile. For Example: You have a Rec Center, a Pool, and a Golf Course. You process visits at all three (3) locations. When setting up your Visit profiles, you would link the Rec Center Location Code to your Rec Center Visit profile, your Pool Location Code to your Pool Visit profile and your Golf Course Location Code to your Golf Visit profile. This allows for more accurate reporting of visits at each location.
Facility Locations are maintained in Facility Location Management.
DeleteLinked Location Codes (SAProfileDetails_LinkedLocations)
This field is for use with Quick Rentals
Select Locations as desired. The Locations you select become alternate "Return Points" for Quick Rental Items that your patrons are currently using. For Example: The Location Code linked to this Visit Profile is Potter Park Pool. The Location Code linked in this field is BFHS Gym. You lend out towels at the Pool as Quick Rentals. Sam Wainwright grabs a towel when swimming here and goes home with it. He could return that towel to the High School Gym.
Leave this field blank if you do not wish to allow Quick Rental returns to locations other than the one at which the Quick Rental originated OR if you do not use the Quick Rental feature.
Notes:
- When used in conjunction with the option to Search for Current Quick Rentals on this profile patrons with a Quick Rental item will be prompted for its return when swiping into either the originating location or any location listed in this field. Using the example above if Sam Wainwright left the Potter Park Pool with a towel Quick Rental then he would be prompted for its return upon swipe-in to either the Pool or Gym.
- On the Standard VSI Design the Search for Current Quick Rentals field is located on the 3rd column of the main group on this profile. Your design may vary.
- Quick Rental Items are maintained in Rental Item Management Record Type=Quick.
Valid Pass List (SAProfileDetails_ValidPassList)
Select the Pass Code(s) you wish to allow for visits processed via this profile. Include any/all Regular and/or Punch Pass Codes for which visits will be allowed. Omit from this field any Pass Codes (Regular and/or Punch) that you do not wish to allow visits via this profile. For Example: You have a Rec Center and a Pool. Members with a RecCen pass can visit the Rec Center. Members with a POOL pass can visit the pool. Members with a GOLD pass can visit either facility. When setting up the Visit profile for the Rec Center, you would enter 'RecCen' and 'GOLD' in this field. Any member with a RecCen or GOLD pass would gain entry via this profile. Any member attempting to gain entry to the Rec Center with a POOL pass, however, would be disallowed because 'POOL' is not on the list of Valid Pass Codes for this profile.
Pass Codes are maintained in Pass Code Management.
DeleteDaily Pass List (SAProfileDetails_DailyPassList)
Click the Picklist icon to select the Daily Pass Code(s) you wish to allow for visits processed via this profile. Omit from this field any Daily Pass Codes that you do not wish to allow visits via this profile.
Daily Pass Codes are maintained in Pass Code Management.
DeletePrompt for Daily Visit with Invalid pass (SAProfileDetails_PromptforDaily)
Select this option to have the system display your list of Valid Daily Pass Codes in the event you want to track visits for members and non-members who do not have valid passes. When this option is enabled your Daily Pass list will appear when:
- A member attempts to have a visit processed with a pass that isn't valid either due to the pass being expired or suspended or due to the Pass Code not being in the Valid list for this profile. The clerk or patron can then choose the appropriate Daily Pass Code and have the visit processed if desired.
- A non-member attempts to swipe in. When someone in your database who does not have a pass at all wants to swipe in the clerk or patron can then choose the appropriate Daily Pass Code and have the visit processed if desired.
De-select this option if you do not wish to display your Daily Pass Codes during Visit Processing when the conditions above are met.
Note: When this option is selected certain pass visit prompts such as suspension and expiration notices may not appear/display. This is because you will be prompted to sell a Daily Pass instead of seeing the notice.
Display Photos in DataGrid (SAProfileDetails_DataGridPhotos)
Select this option to have member photos display in the DataGrid after swipe-in.
THEN
Enter a value in the Length in Minutes to Keep Images Visible in DataGrid field.
De-select this option to suppress member photos from displaying in the DataGrid after swipe-in.
To have the large Member photos display when a visit is being processed (when a member is swiping in), select/enable the Display Photo option.
Notes: The Display Photos and Display Photos in DataGrid options work independently of each other so you can opt to Display Photos at Swipe-In and not on the DataGrid or Display Photos on the DataGrid but not at Swipe in or Both or Neither.
When opting to display photos during Visit Processing ensure the Display Photo During Visit? option is enabled for the Pass Code(s) for which you wish member photos to display. In the VSI Default Design this setting is maintained in Pass Code Maintenance • Core Continued tab • Visit Options group. Your setup may vary.
Length in Minutes to keep Images Visible in Visit Datagrid? (SAProfileDetails_VisitImageDisplyLength)
This field is applicable only if you opt to Display Photos in DataGrid
If opting to display member photos in the Visit Processing DataGrid enter a value in this field. The value you enter is the number of minutes that a member's photo (or the No Photo image) will display in the Visit Processing DataGrid after the member swipe-in.
Note: Images will display in the DataGrid until the time limit threshold entered here has elapsed regardless of whether enter or exit visit processing and regardless of whether you quit your RecTrac session and begin a new one.
Display Visit Date Field (SAProfileDetails_DisplayVisitDate)
Select this option to place a Visit Date field on the screen in Visit Processing. When this option is selected, users can override the Visit Processing Date manually and back date (or pre-date) Visits.
De-select this option to omit the Visit Date field and process all visits on today's" date.
Note: Back dated or pre-dated visits will NOT display in the Visit DataGrid as that field is hard-coded to show real time visits only.
Visit Purpose List (SAProfileDetails_VisitPurposeList)
Select Visit Purpose code(s) you wish to link to this profile. When swiping into the facility to which this profile is linked, patrons can select the reason (or purpose) for their visit from the codes entered here.
Notes: Ensure the Allow Updates of Visit Purpose? option is enabled for the Pass Code(s) for which you wish members to select visit purposes. In the VSI Default Design this setting is maintained in Pass Code Maintenance • Core Continued tab • Visit Options group. Your setup may vary.
A Visit Purpose field exists on the Pass Code as well. If tracking Visit Purpose the valid Visit Purpose Codes for that Pass Code must be entered in that field.
Example 1: You have 10 Visit Purpose codes linked to your Visit profile here. Of those 10 only two (2) are allowed for your Non-Resident Pass Code. You would enter those two (2) Purposes in the Visit Purpose Picklist on the Non-Resident pass. When allowing Update of Visit Purpose the two (2) codes listed in that field will be the only options allowed at swipe in. The other eight (8) options will not appear for that Pass Code.
Example 2: You have 10 Visit Purpose codes linked to your Visit profile here. All 10 are allowed for your Non-Resident Pass Code. You would link all 10 here and to the Non-Resident pass. When allowing Update of Visit Purpose all 10 options will appear for that pass.
To have Visit Purposes appear on reports link a Question to your Pass Codes.
Question Code=Visit. Field Code=VSI Function - Pass Visit Purpose.
The question can be linked anywhere in your hierarchy (i.e. to the Pass itself to the Pass Category Code or Sub-Code or to the Pass Module).
Visit Purpose codes are maintained in System Code Management. Code = Visit Purpose.
DeleteAllow Multiple Visit Purposes (SAProfileDetails_MultiVisitPurpose)
Select this option to allow patrons to select more than one (1) Visit Purpose code when swiping into/entering your facility, if desired.
Note: Ensure the Allow Updates of Visit Purpose? option is enabled for the Pass Code(s) for which you wish members to select visit purposes and that the Visit Purpose List field on the Pass Code is populated with the appropriate Visit Purpose Codes. In the standard VSI Default Design these settings are maintained in Pass Code Maintenance • Core Continued tab • Visit Options group. Your setup may vary.
Require Visit Purpose (SAProfileDetails_RequireVisitPurpose)
Select this option to require a Visit Purpose from the patron at the time swipe-in/entry to your facility. When selecting this option, ensure the Visit Purpose List field contains at least one Visit Purpose code.
Note: Ensure the Allow Updates of Visit Purpose? option is selected for the Pass Code(s) for which you wish members to select visit purposes and that the Visit Purpose List field on the Pass Code is populated with the appropriate Visit Purpose Codes. In the standard VSI Default Design these settings are maintained in Pass Code Maintenance • Core Continued tab • Visit Options group. Your setup may vary.
Visit Purpose codes are maintained in System Code Management. Code = Visit Purpose.
DeleteDisplay Member Passes as Buttons (SAProfileDetails_DisplayMemberPassButtons)
Select this option to have member passes display as buttons when processing visits.
De-select this option to have member passes display in a DataGrid when processing visits.
By default, when members have multiple passes AND you are set to prompt for pass selection at swipe-in (i.e. when the Select First Valid Pass option is NOT selected), the system displays all valid passes for that member in a DataGrid. To process a visit, you select the appropriate pass from the DataGrid. With this option selected, those passes will display as buttons instead. To process a visit, you will click the appropriate button.
DeleteSearch for Current Quick Rentals (SAProfileDetails_QuickRentals)
This field is for use with Quick Rentals
Select this option to have the system check for any Quick Rental Items with an "out" status for a Member upon processing a Visit at the same location where the Quick Rental was processed. If a Quick Rental Item is found the system will prompt for its return. The system will check for Quick Rental Items at swipe-in to the Location from which the item was borrowed only. For Example: The Location Code linked to this Visit Profile is Potter Park Pool. You lend out towels at the Pool as Quick Rentals. Sam Wainwright grabs a towel when swimming here and goes home with it. Upon returning to the Potter Park Pool the next day the system will prompt for the towel's return. If Sam checks into the BFHS GYM instead the system will not prompt for the towel because the Quick Rental was not processed there. (See Note: below.)
De-select this option to skip the Quick Rental check OR if you do not use Quick Rentals.
Notes:
- When used in conjunction with the Linked Location Codes field on this profile patrons with a Quick Rental item WILL BE prompted for its return when swiping into either the originating location or any location listed in that field. Using the example above if Sam Wainwright left the Potter Park Pool with a towel Quick Rental AND the BFHS Gym were listed in the Linked Location Codes field then Sam would be prompted for the towel's return upon swipe-in to either the Pool or High School.
- On the Standard VSI Design the Linked Location Codes field is located on the 1st column of the main group on this profile. Your design may vary.
- Quick Rental Items are maintained in Rental Item Management Record Type=Quick.
Do Not Create Zero Fee Visit Receipts (SAProfileDetails_DoNotCreateZeroReceipt)
Select this option if you want to bypass the creation of a .pdf receipt when processing $0.00 visits. The visit will be recorded, you will be able to find it Inquiry and list it on Reports, but NO .PDF RECEIPT WILL BE GENERATED. Be aware of the repercussions of selecting this option: In standard operation, 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 .pdf creation process is bypassed when there are no fees being charged for a visit. No $0.00 receipt .pdf is created and nothing is sent to the Document Center. In the event you ever need to go back and find/print a $0.00 visit receipt you will be unable to do so because it will not exist..
Leave this option de-selected to create .pdf receipts for $0.00 visits. In the event a copy of the .pdf receipt is needed you can access it via the Document Center.
Note: This option overrides the Print Receipt During No Fee Visit option found on the Core Continued tab of Pass Management because if you opt not to create zero fee visit receipts no .pdf is generated for a $0.00 and thus there is nothing to print.
Select First Valid Pass (SAProfileDetails_SelectFirstPass)
Select this option to have the system automatically use the first valid pass it finds when a member swipes into your facility. For Regular" and "Punch Pass" swipes the system looks at the Valid Pass List field. For members with one (1) pass only that pass will be selected every time. For members with multiple memberships the system will use the first valid pass it finds. The system cycles through passes in the order they're listed in the field and then checks rules to find the first valid pass. Refer to How First Valid Pass is Determined for further information.
The First Valid Pass option is useful for organizations that sell one pass only to a member OR for organizations that allow multiple memberships but only allow certain Pass Codes to be used at certain locations (i.e. a RecCen pass for the Rec Center and a POOL pass for the Pool).
When selling a Daily Pass the system bypasses this option and allows you to choose the Daily Pass Code you wish to sell from the Codes listed in the Daily Pass List field.
BUT
When selling a Daily Pass to a member who does not have a valid pass the system will auto-select the first Daily Pass Code from the list provided the Prompt for Daily Visit with Invalid pass option is selected. If that option is not selected members not holding a valid pass must be sold a Daily Pass using the Daily/Guest Visit button in Visit Processing/Global Sales.
Allow Class Drop Ins with Daily Visits (SAProfileDetails_DailyDropIns)
Select this option if you wish to allow Activity Drop-Ins" with Daily Pass Codes. When enabled members or non-members can "drop in" to an Activity with the purchase of a Daily Pass as opposed to needing a Regular or Punch Pass.
De-select this option if you wish to allow only Regular or Punch Pass holders the option of "dropping in" on an Activity or if you disallow drop-ins or do not utilize the "Drop-in" feature.
See Also: Topic Doc - Activity Visit Processing.
DeleteUpdate Guest Count (SAProfileDetails_UpdateGuestCount)
Select this option to have a Guest Visit Count field appear during Visit Check-in for this Pass Code. In order for the Guest Visit Count field to be available:
- The Max Guest Visits field on the Pass Code must have a value greater than 0.
- The Member's pass must have valid Guest Visits remaining.
De-select this option to omit the Guest Visit field during Visit Processing. Disabling this option assumes you do not allow Guest Visits at the location linked to this Visit profile.
DeleteActivity Visit Options (SAProfileDetails_ARVisitOption)
Select your Activity Visit Option for this Process Mode
THEN
Expand the Class Visit group, if applicable, and set our Class Enrollment Options.
- None - You do not use this profile for Activity Visit Processing or Drop-In Visit Processing.
- Enrollments Only - You use this profile for Activity Visit Processing for patrons who are enrolled in your programs. Expand the Class Visit group and set our Class Enrollment Options.
- Drop Ins Only - You use this profile for Drop In Visit Processing for patrons who are NOT enrolled in your programs. Expand the Class Visit group and set our Class Enrollment Options.
- Both - You use this profile for Activity Visit Processing and Drop In Visit Processing. Expand the Class Visit group and set our Class Enrollment Options.
See Also: Topic Doc - Activity Visit Processing.
DeleteLeague Visits (SAProfileDetails_LSVisitOption)
Select your League Visit Option for this Process Mode
THEN
Expand the League Visit group, if applicable, and set our League Visits option.
- Yes - You use this profile for League Visit Processing. Expand the League Visit group, if applicable, and set our League Visits option.
- No - You do not use this profile for League Visits Processing.
See Also: Topic Doc - The League Scheduling Module.
DeletePrompt for Visit Purpose (SAProfileDetails_PromptPurpose)
Select this option if you wish to track Visit Purpose when running in this Visit Mode. Whether a Visit Purpose is required is determined by your setting in the Require Visit Purpose field on this profile.
Note: To track Visit Purpose be sure to enable this option AND the Allow Update of Visit Purpose option for all applicable Pass Codes. These toggle options must be in agreement in order for Visit Purposes to display. For Example: You run Visit Processing in Attended Mode. You want to track Visit Purpose for your Annual Resident Pass Code. You would enable this option. You would then go to Pass Code Management and enable the Allow Update of Visit Purpose option for your Annual Resident Pass.
Display Photo (SAProfileDetails_DisplayPhoto)
Select this option to have member photos display when processing visits. When this option is selected, large member photos will display when a member is swiping in.
De-select this option to skip the displaying of member photos during the swipe-in process.
To have Member photos display in the Visit Processing DataGrid, select/enable the Display Photos in DataGrid option.
Notes: The Display Photos and Display Photos in DataGrid options work independently of each other so you can opt to Display Photos at Swipe-In and not on the DataGrid or Display Photos on the DataGrid but not at Swipe in or Both or Neither.
When opting to display photos during Visit Processing ensure the Display Photo During Visit? option is enabled for the Pass Code(s) for which you wish member photos to display. In the VSI Default Design this setting is maintained in Pass Code Maintenance • Core Continued tab • Visit Options group. Your setup may vary.
Use Family Member Swipe In Logic? (SAProfileDetails_UseFamilySwipeIn)
Select this option to use the Family Visit Swipe screen when processing visits. When processing visits with this option selected a screen showing all family members in the household will display when any one family member swipes in. Once the Multi Family Member Pass Visits screen displays the clerk can select to swipe in additional family members. Once all applicable family members are set to swipe-in click Continue to complete the visits. A separate visit will be processed for all family members set to swipe in. When opting to swipe in the Multi Family Member Pass Visits screen provides you the option of updating visit counts visit fees visit purpose and swipe outs if applicable. These options are determined by Pass Code in Pass Management.
Leave this option de-selected to skip the Multi Family Member Pass Visits screen and process visits by individual member.
Note: This feature is NOT "Family Passes" (i.e. Primary and Secondary pass codes) as defined in Pass Management. "Family Passes" and Use Family Member Swipe-In Logic are two separate entities.
- "Family Passes" allow you to sell/renew Passes to everyone in a household in a single transaction.
- Use Family Member Swipe-In Logic (this option) 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.
Auto Complete Default (SAProfileDetails_AutoComplete)
Select this option if you wish to allow the Visit process to complete without having to go through the Payment screen for visits that do not have fees associated with them. This is a good option for expediting the visit process.
De-select this option if you wish to go through the Payment screen when processing a visit regardless of whether fees are involved.
Visits with fees involved must go through the Payment screen. The Auto Complete feature cannot be overridden in this instance.
Note: When this option is selected the AutoComplete Transaction option on the Visit Processing screen will be selected/enabled by default upon entering the program..
Prompt for Renewal On Expired Passes (SAProfileDetails_ExpPassRenewalPrompt)
Select this option to have the system give you a renewal option for Expired Passes during Visit Processing (Regular or via Global Sales). When enabled, the system will provide a prompt when a member with an expired pass attempts a swipe. The prompt will tell you that the pass has invalid dates. You will be given the option to OK (cancel the visit) or Renew Pass.
De-select this option to see the OK (cancel the visit) option only.
DeleteDisplay All Passes Including Daily Passes (SAProfileDetails_DisplayAllPasses)
Select this option to have the system display all valid, Active-status passes for a member whenever a the member swipes in, regardless of whether the member has one (1) valid Active-status pass only or multiple Active-status passes. In addition, when this option is selected, all valid Daily Passes will display. The visit will not continue until a pass is selected from the browser.
Notes:
- This option is applicable to Active-status passes only. The system skips any passes that are not Active status so if a member has an expired pass or a suspended pass or a cancelled pass etc. the system will skip those passes during check-in.
- Daily Passes display as buttons. Whether Member Passes display as buttons or in a DataGrid is dependent on your selection in the Display Member Passes as Buttons field located on the Core group in the standard VSI design.
- If opting to Select First Valid Pass then the system will display the first valid Member Pass and the first valid Daily Pass found when this option is enabled. So regardless of whether a Member has one valid pass or multiple valid passes only the first valid Member Pass will display for selection. Likewise regardless of how many valid Daily Passes you have the system will display only the first valid Daily Pass found. Either way a selection has to be made for the visit to continue.
- This feature should not be used in conjunction with the Use Family Member Swipe In Logic option at this time as coding has not been completed. Choose one or the other until otherwise noted.
- All additional prompts (i.e. Update Guest Count Display Photo Prompt for Visit Purpose etc.) apply.
Display Pick-up Photos on Member Sign-Outs (SAProfileDetails_UseSignoutProcess)
Select this option if you wish to use OK to Pickup" functionality during Visit Processing.
THEN
Determine whether you wish to include Primary and Secondary Guardians. If yes then enable the Display Pickup Photos for Primary and Secondary Guardian option as well.
"OK to Pickup" functionality is designed to provide facial recognition by means of photographs as "Ok to pick up" when a child is swiping out of your Facility. When these options are enabled Emergency Contacts and Primary/Secondary Guardians will appear on the Pickup Screen in Visit Processing when a child from this household is swiping out of your Facility. To complete the swipe out click the Picking Up button that corresponds to the person making the pickup.
Leave this option de-selected if you do not use "OK to Pickup" Functionality.
To use "OK to Pickup" Functionality additional setup is necessary:
- All applicable Pass Codes must be set to Track Visit Sign-Outs. On the Standard VSI Design this option is located on the Core Continued screen of Pass Update.
- In Household Update • Emergency Contacts tab Add all applicable Emergency Contacts and be sure to enable the Allow Child Pickup? option.
THEN
Click View Photo to continue to the Emergency Contact Photo screen where the contact's photo will display if applicable. From this screen you can also engage your camera to take photos. A View Photo button is available for each Emergency Contact. -
Optional: If you wish to display "OK to Pickup" photos for the Primary and Secondary Guardians of a Household then enable the option to Display Pick-up Photos for Primary and Secondary Guardian. When this option is selected the Household's Primary Guardian/Family Member 1 of a Household will always be included regardless of Relationship Code. The Secondary Guardian will be included provided the system finds a Relationship Code match.
If you do not want to display Primary and Secondary Guardians as "OK to Pick up then skip this step.
Notes: Actual Member/Emergency Contact photos are optional. You can use "OK to Pickup" functionality without photos if desired. In this event the Member's/Emergency Contact's name will appear on the Pickup Screen in Visit Processing along with your "No-Photo.jpg" image.
If you want to list Family Members from the child's Household - other than Primary and Secondary Guardians - as "OK to Pickup then you must add those other Family Members as Emergency Contacts and enable the Allow Child Pickup? option.
Display Pickup Photos for Primary and Secondary Guardian? (SAProfileDetails_SignoutWithFM)
This option is applicable only if the Display Pick-up Photos on Member Sign-Outs option is enabled.
Select this option if you wish to include Primary and Secondary Guardians in your "OK to Pickup" functionality during Visit Processing. "OK to Pickup" functionality is designed to provide facial recognition by means of photographs as "Ok to pick up" when a child is swiping out of your Facility. When these options are enabled Emergency Contacts and Primary/Secondary Guardians will appear on the Pickup Screen in Visit Processing when a child from this household is swiping out of your Facility. To complete the swipe out click the Picking Up button that corresponds to the person making the pickup.
Leave this option de-selected if you do not use "OK to Pickup" Functionality.
To use "OK to Pickup" Functionality additional setup is necessary:
- Ensure the Display Pick-Up Photos on Member Sign-Outs option is enabled. That option is required for "OK to Pickup" to work.
- All applicable Pass Codes must be set to Track Visit Sign-Outs. On the Standard VSI Design this option is located on the Core Continued screen of Pass Update.
- In Household Update • Emergency Contacts tab Add all applicable Emergency Contacts and be sure to enable the Allow Child Pickup? option.
THEN
Click View Photo to continue to the Emergency Contact Photo screen where the contact's photo will display if applicable. From this screen you can also engage your camera to take photos. A View Photo button is available for each Emergency Contact.
Notes: Actual Member/Emergency Contact photos are optional. You can use "OK to Pickup" functionality without photos if desired. In this event the Member's/Emergency Contact's name will appear on the Pickup Screen in Visit Processing along with your "No-Photo.jpg" image.
If you want to list Family Members from the child's Household - other than Primary and Secondary Guardians - as "OK to Pickup then you must add those other Family Members as Emergency Contacts and enable the Allow Child Pickup? option.
Select First Valid Pass (SAProfileDetails_SelectFirstPassU)
Select this option to have the system automatically use the first valid pass it finds when a member swipes into your facility. For Regular" and "Punch Pass" swipes the system looks at the Valid Pass List field. For members with one (1) pass only that pass will be selected every time. For members with multiple memberships the system will use the first valid pass it finds. The system cycles through passes in the order they're listed in the field and then checks rules to find the first valid pass. Refer to How First Valid Pass is Determined for further information.
The First Valid Pass option is useful for organizations that sell one pass only to a member OR for organizations that allow multiple memberships but only allow certain Pass Codes to be used at certain locations (i.e. a RecCen pass for the Rec Center and a POOL pass for the Pool).
When selling a Daily Pass the system bypasses this option and allows you to choose the Daily Pass Code you wish to sell from the Codes listed in the Daily Pass List field.
BUT
When selling a Daily Pass to a member who does not have a valid pass the system will auto-select the first Daily Pass Code from the list provided the Prompt for Daily Visit with Invalid pass option is selected. If that option is not selected members not holding a valid pass must be sold a Daily Pass using the Daily/Guest Visit button in Visit Processing/Global Sales.
Allow Class Drop Ins with Daily Visits (SAProfileDetails_DailyDropInsU)
Select this option if you wish to allow Activity Drop-Ins" with Daily Pass Codes. When enabled members or non-members can "drop in" to an Activity with the purchase of a Daily Pass as opposed to needing a Regular or Punch Pass.
De-select this option if you wish to allow only Regular or Punch Pass holders the option of "dropping in" on an Activity or if you disallow drop-ins or do not utilize the "Drop-in" feature.
See Also: Topic Doc - Activity Visit Processing
DeleteUpdate Guest Count (SAProfileDetails_UpdateGuestCountU)
Select this option to have a Guest Visit Count field appear during Visit Check-in for this Pass Code. In order for the Guest Visit Count field to be available:
- The Max Guest Visits field on the Pass Code must have a value greater than 0.
- The Member's pass must have valid Guest Visits remaining.
De-select this option to omit the Guest Visit field during Visit Processing. Disabling this option assumes you do not allow Guest Visits at the location linked to this Visit profile.
DeleteActivity Visit Options (SAProfileDetails_ARVisitOptionU)
Select your Activity Visit Option for this Process Mode
THEN
Expand the Class Visit group, if applicable, and set our Class Enrollment Options.
- None - You do not use this profile for Activity Visit Processing or Drop-In Visit Processing.
- Enrollments Only - You use this profile for Activity Visit Processing for patrons who are enrolled in your programs. Expand the Class Visit group and set our Class Enrollment Options.
- Drop Ins Only - You use this profile for Drop In Visit Processing for patrons who are NOT enrolled in your programs. Expand the Class Visit group and set our Class Enrollment Options.
- Both - You use this profile for Activity Visit Processing and Drop In Visit Processing. Expand the Class Visit group and set our Class Enrollment Options.
See Also: Topic Doc - Activity Visit Processing.
DeleteLeague Visits (SAProfileDetails_LSVisitOptionU)
Select your League Visit Option for this Process Mode
THEN
Expand the League Visit group, if applicable, and set our League Visits option.
- Yes - You use this profile for League Visit Processing. Expand the League Visit group, if applicable, and set our League Visits option.
- No - You do not use this profile for League Visits Processing.
See Also: Topic Doc - The League Scheduling Module.
DeletePrompt for Visit Purpose (SAProfileDetails_PromptPurposeU)
Select this option if you wish to track Visit Purpose when running in this Visit Mode. Whether a Visit Purpose is required is determined by your setting in the Require Visit Purpose field on this profile.
Note: To track Visit Purpose be sure to enable this option AND the Allow Update of Visit Purpose option for all applicable Pass Codes. These toggle options must be in agreement in order for Visit Purposes to display. For Example: You run Visit Processing in Attended Mode. You want to track Visit Purpose for your Annual Resident Pass Code. You would enable this option. You would then go to Pass Code Management and enable the Allow Update of Visit Purpose option for your Annual Resident Pass.
Display Photo (SAProfileDetails_DisplayPhotoU)
This field is not applicable for UnAttended Visit Mode.
DeleteUse Family Member Swipe In Logic? (SAProfileDetails_UseFamilySwipeInU)
This field is not applicable for UnAttended Visit Mode.
DeleteAuto Complete Default (SAProfileDetails_AutoCompleteU)
This field is enabled by default for UnAttended Mode and cannot be altered.
DeletePrompt for Renewal On Expired Passes (SAProfileDetails_ExpPassRenewalPromptU)
This field is not applicable for UnAttended Visit Mode.
DeleteDisplay All Passes Including Daily Passes (SAProfileDetails_DisplayAllPassesU)
This field is not applicable for UnAttended Visit Mode.
DeleteDisplay Pick-up Photos on Member Sign-Outs (SAProfileDetails_UseSignoutProcessU)
This field is not applicable for UnAttended Visit Mode.
DeleteSelect First Valid Pass (SAProfileDetails_SelectFirstPassB)
This field is applicable for Background Visit Processing only. If you are using this profile for Access Control processing this field is skipped.
Select this option to have the system automatically use the first valid pass it finds when a member swipes into your facility. For "Regular" and "Punch Pass" swipes the system looks at the Valid Pass List field. For members with one (1) pass only that pass will be selected every time. For members with multiple memberships the system will use the first valid pass it finds. The system cycles through passes in the order they're listed in the field and then checks rules to find the first valid pass. Refer to How First Valid Pass is Determined for further information.
The First Valid Pass option is useful for organizations that sell one pass only to a member OR for organizations that allow multiple memberships but only allow certain Pass Codes to be used at certain locations (i.e. a RecCen pass for the Rec Center and a POOL pass for the Pool).
When selling a Daily Pass the system bypasses this option and allows you to choose the Daily Pass Code you wish to sell from the Codes listed in the Daily Pass List field.
BUT
When selling a Daily Pass to a member who does not have a valid pass the system will auto-select the first Daily Pass Code from the list provided the Prompt for Daily Visit with Invalid pass option is selected. If that option is not selected members not holding a valid pass must be sold a Daily Pass using the Daily/Guest Visit button in Visit Processing/Global Sales.
Allow Class Drop Ins with Daily Visits (SAProfileDetails_DailyDropInsB)
Note: This field is applicable for both Background Visit Processing and Access Control Visit Processing.
Select this option if you wish to allow Activity "Drop-Ins" with Daily Pass Codes. When enabled members or non-members can "drop in" to an Activity with the purchase of a Daily Pass as opposed to needing a Regular or Punch Pass.
De-select this option if you wish to allow only Regular or Punch Pass holders the option of "dropping in" on an Activity or if you disallow drop-ins or do not utilize the "Drop-in" feature.
See Also: Topic Doc - Activity Visit Processing.
DeleteUpdate Guest Count (SAProfileDetails_UpdateGuestCountB)
This field is applicable for Background Visit Processing only. If you are using this profile for Access Control processing this field is skipped.
Select this option to have a Guest Visit Count field appear during Visit Check-in for this Pass Code. In order for the Guest Visit Count field to be available:
- The Max Guest Visits field on the Pass Code must have a value greater than 0.
- The Member's pass must have valid Guest Visits remaining.
De-select this option to omit the Guest Visit field during Visit Processing. Disabling this option assumes you do not allow Guest Visits at the location linked to this Visit profile.
DeleteActivity Visit Options (SAProfileDetails_ARVisitOptionB)
Note: This field is applicable for both Background Visit Processing and Access Control Visit Processing.
Select your Activity Visit Option for this Process Mode
THEN
Expand the Class Visit group if applicable and set our Class Enrollment Options.
- None - You do not use this profile for Activity Visit Processing or Drop-In Visit Processing.
- Enrollments Only - You use this profile for Activity Visit Processing for patrons who are enrolled in your programs. Expand the Class Visit group and set our Class Enrollment Options.
- Drop Ins Only - You use this profile for Drop In Visit Processing for patrons who are NOT enrolled in your programs. Expand the Class Visit group and set our Class Enrollment Options.
- Both - You use this profile for Activity Visit Processing and Drop In Visit Processing. Expand the Class Visit group and set our Class Enrollment Options.
See Also: Topic Doc - Activity Visit Processing.
DeleteLeague Visits (SAProfileDetails_LSVisitOptionB)
This field is applicable for Background Visit Processing only. If you are using this profile for Access Control processing this field is skipped.
Select your League Visit Option for this Process Mode
THEN
Expand the League Visit group if applicable and set our League Visits option.
- Yes - You use this profile for League Visit Processing. Expand the League Visit group if applicable and set our League Visits option.
- No - You do not use this profile for League Visits Processing.
See Also: Topic Doc - The League Scheduling Module.
DeletePrompt for Visit Purpose (SAProfileDetails_PromptPurposeB)
Select this option if you wish to track Visit Purpose when running in this Visit Mode. Whether a Visit Purpose is required is determined by your setting in the Require Visit Purpose field on this profile.
Notes: To track Visit Purpose be sure to enable this option AND the Allow Update of Visit Purpose option for all applicable Pass Codes. These toggle options must be in agreement in order for Visit Purposes to display. For Example: You run Visit Processing in Attended Mode. You want to track Visit Purpose for your Annual Resident Pass Code. You would enable this option. You would then go to Pass Code Management and enable the Allow Update of Visit Purpose option for your Annual Resident Pass.
Access Control - If tracking Visit Purpose when using Access Control the following additional conditions apply: The Pass Code must have at least one (1) Visit Purpose specified in the Visit Purpose List that matches a Visit Purpose in the Visit Purpose List on the Core group of this profile. When processing Access Control Visits the system will step through the Visit Purpose Codes in the profile until it finds a match on the Pass Code. The first match found will be used as the Visit Purpose. There will not be a prompt in the event multiple matches are found. The first Visit Purpose Code found will be the one used.
Display Photo (SAProfileDetails_DisplayPhotoB)
This field is applicable for Background Visit Processing only. If you are using this profile for Access Control processing this field is skipped.
Select this option to have member photos display when processing visits. When this option is selected large member photos will display when a member is swiping in.
De-select this option to skip the displaying of member photos during the swipe-in process.
To have Member photos display in the Visit Processing DataGrid select/enable the Display Photos in DataGrid option.
Notes: The Display Photos and Display Photos in DataGrid options work independently of each other so you can opt to Display Photos at Swipe-In and not on the DataGrid or Display Photos on the DataGrid but not at Swipe in or Both or Neither.
When opting to display photos during Visit Processing ensure the Display Photo During Visit? option is enabled for the Pass Code(s) for which you wish member photos to display. In the VSI Default Design this setting is maintained in Pass Code Maintenance • Core Continued tab • Visit Options group. Your setup may vary.
Use Family Member Swipe In Logic? (SAProfileDetails_UseFamilySwipeInB)
This field is applicable for Background Visit Processing only. If you are using this profile for Access Control processing this field is skipped.
Select this option to use the Family Visit Swipe screen when processing visits. When processing visits with this option selected a screen showing all family members in the household will display when any one family member swipes in. Once the Multi Family Member Pass Visits screen displays the clerk can select to swipe in additional family members. Once all applicable family members are set to swipe-in click Continue to complete the visits. A separate visit will be processed for all family members set to swipe in. When opting to swipe in the Multi Family Member Pass Visits screen provides you the option of updating visit counts visit fees visit purpose and swipe outs if applicable. These options are determined by Pass Code in Pass Management.
Leave this option de-selected to skip the Multi Family Member Pass Visits screen and process visits by individual member.
Note: This feature is NOT "Family Passes" (i.e. Primary and Secondary pass codes) as defined in Pass Management. "Family Passes" and Use Family Member Swipe-In Logic are two separate entities.
- "Family Passes" allow you to sell/renew Passes to everyone in a household in a single transaction.
- Use Family Member Swipe-In Logic (this option) 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.
Auto Complete Default (SAProfileDetails_AutoCompleteB)
This field is applicable for Background Visit Processing only. If you are using this profile for Access Control processing this field is skipped.
Select this option if you wish to allow the Visit process to complete without having to go through the Payment screen for visits that do not have fees associated with them. This is a good option for expediting the visit process.
De-select this option if you wish to go through the Payment screen when processing a visit regardless of whether fees are involved.
Visits with fees involved must go through the Payment screen. The Auto Complete feature cannot be overridden in this instance.
Note: When this option is selected the AutoComplete Transaction option on the Visit Processing screen will be selected/enabled by default upon entering the program..
Prompt for Renewal On Expired Passes (SAProfileDetails_ExpPassRenewalPromptB)
This field is applicable for Background Visit Processing only. If you are using this profile for Access Control processing this field is skipped.
Select this option to have the system give you a renewal option for Expired Passes during Visit Processing (Regular or via Global Sales). When enabled the system will provide a prompt when a member with an expired pass attempts a swipe. The prompt will tell you that the pass has invalid dates. You will be given the option to OK (cancel the visit) or Renew Pass.
De-select this option to see the OK (cancel the visit) option only.
DeleteDisplay All Passes Including Daily Passes (SAProfileDetails_DisplayAllPassesB)
This field is not applicable for Background/Access Control Visit Mode.
DeleteHide Notifications? (SAProfileDetails_HideBackgroundNotifications)
This field is applicable for Background Visit Processing only. If you are using this profile for Access Control processing this field is skipped.
Select this option to suppress suppress ALL notifications (pass expiration messages ticklers visit count etc.) that would normally appear during Visit Processing. De-select this option to have those messages appear.
DeleteDisplay Pick-up Photos on Member Sign-Outs (SAProfileDetails_UseSignoutProcessB)
Select this option if you wish to use OK to Pickup" functionality during Visit Processing.
THEN
Determine whether you wish to include Primary and Secondary Guardians. If yes then enable the Display Pickup Photos for Primary and Secondary Guardian option as well.
"OK to Pickup" functionality is designed to provide facial recognition by means of photographs as "Ok to pick up" when a child is swiping out of your Facility. When these options are enabled Emergency Contacts and Primary/Secondary Guardians will appear on the Pickup Screen in Visit Processing when a child from this household is swiping out of your Facility. To complete the swipe out click the Picking Up button that corresponds to the person making the pickup.
Leave this option de-selected if you do not use "OK to Pickup" Functionality.
To use "OK to Pickup" Functionality additional setup is necessary:
- All applicable Pass Codes must be set to Track Visit Sign-Outs. On the Standard VSI Design this option is located on the Core Continued screen of Pass Update.
- In Household Update • Emergency Contacts tab Add all applicable Emergency Contacts and be sure to enable the Allow Child Pickup? option.
THEN
Click View Photo to continue to the Emergency Contact Photo screen where the contact's photo will display if applicable. From this screen you can also engage your camera to take photos. A View Photo button is available for each Emergency Contact. -
Optional: If you wish to display "OK to Pickup" photos for the Primary and Secondary Guardians of a Household then enable the option to Display Pick-up Photos for Primary and Secondary Guardian. When this option is selected the Household's Primary Guardian/Family Member 1 of a Household will always be included regardless of Relationship Code. The Secondary Guardian will be included provided the system finds a Relationship Code match.
If you do not want to display Primary and Secondary Guardians as "OK to Pick up then skip this step.
Notes: Actual Member/Emergency Contact photos are optional. You can use "OK to Pickup" functionality without photos if desired. In this event the Member's/Emergency Contact's name will appear on the Pickup Screen in Visit Processing along with your "No-Photo.jpg" image.
If you want to list Family Members from the child's Household - other than Primary and Secondary Guardians - as "OK to Pickup then you must add those other Family Members as Emergency Contacts and enable the Allow Child Pickup? option.
Class Enrollment Options (SAProfileDetails_ARVisitSetting)
This field applicable only if your Activity Visit Options setting is other than "None."
Select the option you wish to use for displaying Class Visit information in the event you allow Drop-In Visits and/or if you are recording attendance for programs at the location to which this profile is linked.
The option you choose determines what message a patron will see when swiping into your facility provided a program for which you track attendance/allow drop-ins is starting within your Minutes before Start and Minutes after Start window. Your options are:
- Notify if No Class - The system will provide a message indicating no classes are meeting within <x> minutes of the visit being processed and will ask whether you wish to allow the visit. In this instance <x> minutes is the Minutes before Start value. If there are classes which will be starting within the time window no message will be provided.
- Prompt for Class Visit - The system will provide a message asking whether you wish to record attendance for a class that is starting (or has started) within your Minutes before Start and Minutes after Start window provided the swipe takes place within the time frame of the window. If multiple classes are starting within the time window the system will ask you to pick a class. If no classes are starting within the time window no message will be provided.
- Both - The system combines the above options and provides messages accordingly. If a class (or classes) are starting/have started within your Minutes before Start and Minutes after Start window the system will ask whether you wish to record attendance. If no classes are meeting within the time window the system will provide the message that no classes are meeting and ask whether you wish to process the visit. This is the default option.
Refer to the Class/Game Visits Prompt Table for a graphical representation detailing how these fields work together.
See Also: Topic Doc - Activity Visit Processing.
DeleteMinutes before Start (SAProfileDetails_ARVisitStart)
This field is applicable if you are tracking attendance/allowing drop-ins for your programs.
Accept the default entry ("30") or overwrite with another value if desired. The value you enter is the number of minutes prior to the start of an activity that messages for it will begin displaying in Visit Processing depending on the Class Visits option you selected.
Refer to the Class/Game Visits Prompt Table for a graphical representation detailing how these fields work together.
See Also: Topic Doc - Activity Visit Processing.
DeleteMinutes after Start (Never after Class Ends) (SAProfileDetails_ARVisitEnd)
This field is applicable if you are tracking attendance/allowing drop-ins for your programs.
Accept the default entry ("120") or overwrite with another value if desired. The value you enter is the number of minutes after the start of an activity that messages for it will remain displaying during Visit Processing depending on the Class Visits option you selected. Attendance prompts for a program stop displaying upon reaching their end time regardless of whether the value in this field has been reached.
For Example: The value you enter here is "120." Early Bird Yoga runs from 06:15-07:30am. Attendance prompts for Early Bird Yoga stop displaying at 07:15am. If Early Bird Yoga ran for more than two hours attendance prompts for it would stop at 08:15am (120 minutes after the start time). However because Early Bird Yoga runs for 75 minutes attendance prompts for it cease at 07:15am when the class reaches its end time.
Refer to the Class/Game Visits Prompt Table for a graphical representation detailing how these fields work together.
See Also: Topic Doc - Activity Visit Processing.
DeleteShow Full Classes (SAProfileDetails_ShowFullClass)
This option is applicable only if you are tracking attendance/allowing drop-ins for your classes.
Select this option if you would like to display classes that have reached maximum attendance during Visit Processing. In this instance "full" means that total attendance for the class has been reached (due to visits being processed) for the current day/meeting. Selecting this option is a good idea to help avoid confusion for patrons who are expecting to drop-into a class but would not see it listed in the event it became full. When this option is selected the class will be displayed with the word "Full" next to the class description thus alerting the prospective attendee that no further openings exist for "today's" meeting.
Leave this option de-selected to omit classes from Visit Processing prompts when maximum attendance has been reached for the current day/meeting.
Note: The "maximum attendance" value for any one meeting of a class is equal to the value in the Overall Max Count field for the Activity Section in question.
See Also: Topic Doc - Activity Visit Processing.
DeleteRequire Class Registration for Access Control Daily Visits (SAProfileDetails_ACRequireClass)
This field is applicable only if you use Access Control.
Select this option to limit Daily Visits via Access Control only to non-pass holding patrons who are registered for an Activity that meets during the time the Activity is being displayed for check-in in Visit Processing.
De-select this option to allow Daily Visits via Access Control for any non-pass holding patrons.
When this option is selected and you process a visit for a family member who does NOT have an active Pass Membership the system will check to see whether that person is registered into an Activity that fulfills all of the standard Check Class Attendance criteria (meeting dates meeting days location time etc. If the person meets all the criteria (i.e. if the person "passes") the system will permit access prompt a Daily Pass Visit/Sale and trip the relay for the turnstile/gate/door strike.
If the person does not meet the Check Class Attendance criteria (if the person "fails") access will not be permitted and no Daily Pass sale will be processed.
Notes: When using this option:
- The Prompt for Daily Visits with Invalid Pass option must be enabled.
- You must have at least one (1) valid Daily Pass Code listed in the Daily Pass List field.
- The option to Allow Class Drop Ins with Daily Visits should be de-selected.
- Your system must be set up for Activity Visit Processing.
Display Classes as Buttons (SAProfileDetails_ARVisitButtons)
This option is applicable only if you are tracking attendance/allowing drop-ins for your classes.
Select this option to have classes display as buttons when processing visits.
De-select this option to have classes display in a DataGrid when processing visits.
By default when recording attendance/processing drop-in visits available classes display in a DataGrid if there is more than one (1) from which to choose. To process a visit you select the appropriate class(es) from the DataGrid. Multiple selection is allowed. If only one class is available you select the option to attend.
When displaying classes as buttons you see a click-able button with the class name instead. To process a visit you will click the appropriate button. When opting to Display as Buttons:
- The Button will display "Attend <Class>" if the Visit being processed is for a member enrolled in the class.
- The Button will display "Drop-in to <Class> is for a member or guest who is not enrolled in the Class.
- Multiple selection is NOT allowed when classes are being displayed as buttons.
See Also: Topic Doc - Activity Visit Processing.
DeleteVisit Location Capacity (SAProfileDetails_Capacity)
Enter a value in this field if desired.
THEN
Determine your Warning option in the next field.
If you do not wish to track capacity enter "0" in this field. When "0" is entered in this field the system disregards the Warning field.
Note: Generally speaking when tracking Visit Capacity it is assumed your passes are set up to Track Visit Sign-Outs (Pass Update • Core Continued screen).
Warning (SAProfileDetails_Warning)
This option is applicable only if you have a value other than "0" in the Capacity field.
Select whether you want to be warned or stopped when capacity is reached.
- Warning - The system will present a warning that you are exceeding your capacity value but it will not stop swipes from taking place.
- Stop - Once capacity is reached the system will not allow further swipe-ins until Remaining Capacity is increased due to swiping patrons out.
Remaining Capacity goes up or down based on pass swipes (in and out). It is therefore advisable to enable the Track Visit Sign Out option on your Member Passes and Daily Passes if using this feature. The option to Track Visit Sign-Outs? is maintained in Pass Code Management. On the standard VSI Design the option is located on the Core Continued tab. Your setup may vary. Likewise you can use a Generic Swipe Out Button to have valid swipe-ins removed and therefore increase the Remaining Capacity by a value entered in the Generic Swipe Out Button Count List field if desired.
DeleteGeneric Swipe Out Button Count List (SAProfileDetails_GenericSwipeOuts)
This option is applicable only if you have a value other than "0" in the Capacity field.
Enter a comma-delimited list in this field with no spaces between commas if desired. The numbers you enter become Swipe Out <x> buttons on your Visit Processing screen where <x> corresponds to a number in this field. For Example: You enter 5 10 15 25 in this field. You will have four (4) buttons on your Visit Processing Screen: Swipe Out 5 Swipe Out 10 Swipe Out 15 and Swipe Out 25.
Generic Swipe Out buttons allow you to process blind swipe outs equal to the number you select thus instantly increasing the Remaining Capacity in your building by that number. Clicking Swipe Out 10 for example would result in 10 swipe-outs being processed and your Remaining Capacity would increase by 10.
Generic Swipe Out Buttons should be used with caution. When a Swipe Out button is used RecTrac swipes out a number of passes equal to the number selected (i.e. 'Swipe Out 10' will swipe out 10 passes). This is done behind the scenes and the user is blind to the results and has no way of knowing which passes (Daily or Member or both) were swiped out. The passes which get swiped out are chosen randomly so it becomes possible to "swipe out" a member who is physically still in your building.
Other notes: - A valid swipe out record will be created for any pass swiped out by the 'Out' button. However the 'Out' time on the Visit Record may not match the actual time a patron left. - Pass holders whose passes are swiped out using this feature will be swiped back 'in' should they attempt to 'swipe out' when leaving your building. (This is applicable only if you are tracking swipe-outs on your passes.)
DeleteWaiver Code (SAProfileDetails_WaiverLetter)
Select the Waiver Code you wish to have presented during Visit Processing, if desired. 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.
Optionally, you can display Visit Waivers by Pass Code, if desired. To do that:
- Leave this field blank. DO NOT link a waiver here.
- Enter the Visit Waiver you wish to have displayed in the Waiver Code field in Pass Management Update
If you do not use any Visit Waivers during Visit Processing leave this field blank and DO NOT enter a Visit Waiver in Pass Management.
Waiver Codes are maintained in Letter Group Management. Waiver letters (the text itself) are maintained in Letter/Waiver Management.
See Also: Topic Doc - Linking Household and Family Member Documents.
DeleteAccess Ticket Daily Pass (SAProfileDetails_AccessTicketDailyPass)
Select a Daily Pass Code, if desired. The Pass Code you select is the one that will allow entry to your location in an Access Control environment in the event the person entering does not have a valid Pass Membership.
Leave this field blank if you do not use Access Control or if you do not wish to allow Daily Pass entry into a facility that uses Access Control.
DeleteAccess Control Monitor Manual Override Pass (SAProfileDetails_ManualOverridePass)
Select a Daily Pass Code, if desired. The Pass Code you select is the one against which manual overrides of your Access Control Monitor will be processed/counted. The Pass Code you select will be a Daily Pass; the Pass Management browser displayed behind the Picklist contains Daily Pass Codes. The Daily Pass Code linked here allows activity check-ins, during Access Control processing. When a family member that does NOT have an active membership swipes their ID card or Key fob, the system will check to see whether that member is enrolled into an Activity that fulfills all of the standard Check Class Attendance criteria (meet dates, meet days, location, time, etc.). If the member meets all the criteria (i.e. if the member passes") the system will permit access and fire/trip the relay for the turnstile/gate/door strike.
If the member does not meet the Check Class Attendance criteria (if the person "fails") they will not be permitted access and the following information will show in the Access Control log under the Entry Description: ***NO ENTRY*** No Valid Passes or HH/Member ID Not Found/Inactive.
Leave this field blank if you do not use Access Control.
DeleteAuto Advance Visit Screen After X Seconds? (SAProfileDetails_VisitAutoAdvance)
The value you enter here is the number of seconds for which you want the system to pause/dwell on the visit screen before completing a pass visit. Auto advance allows you to advance through visit prompt screens automatically once you reach the seconds threshold entered here. To expedite visit processing, enter a low number, such as 3" or "5."
THEN
Select the Visit Groups to which auto advance will apply.
OR
Enter "0" to disable this feature entirely.
Allow Auto Advance Only During (SAProfileDetails_VisitAdvanceGroups)
Select the Visit Groups for which auto advance should apply. Auto advance allows you to advance through visit prompt screens automatically once you reach the seconds threshold entered in the Auto Advance Visit Screen after X seconds? field. This should be used in scenarios where you only have one visit option.
- Activity Visits - Any visit swipe into an activity set up for attendance tracking.
- Activity Visits - Any visit swipe into a league set up for attendance tracking.
- CYMS Visits - Any CYMS visit.
- Photo - Any visit that displays the member's photo.
- Purpose - Any visit that requires a purpose.
Default Invalid Pass .WAV (no Pass Found) (SAProfileDetails_DefaultBadPassWav)
Browse to and select the .wav file you would like to play in the event a member attempts to swipe into your building with an invalid pass code. Valid Pass Codes are those listed in the Valid Pass List field on this profile. This .wav file will play should a member attempt to swipe into your building using a pass code NOT found in that field. This file can be stored locally on your visit processing workstation or stored in a common network location. The system will copy it to the appropriate location on your server and other client workstations when it is played for the first time during Visit Processing.
Vermont Integration Client (VIC) must be installed and running on your Visit Processing workstations for .wav files to play.
Note: .WAV file fields for Visit Swipe In Swipe Out and Expired Passes (i.e. Bad Visits) are found on the Pass Code itself in Pass Code Management. In the standard VSI Design these are on the Core Continued tab. Your setup may vary.
Incomplete Visit .WAV (Interaction Required) (SAProfileDetails_IncompleteWav)
Browse to and select the .wav file you would like to play in the event of an incomplete visit. This will play whenever a visit is processed and ends up in the Incomplete state, which indicates clerk attention/action is needed. This file can be stored locally on your visit processing workstation or stored in a common network location. The system will copy it to the appropriate location on your server and other client workstations when it is played for the first time during Visit Processing.
Vermont Integration Client (VIC) must be installed and running on your Visit Processing workstations for .wav files to play.
Note: .WAV file fields for Visit Swipe In Swipe Out and Expired Passes (i.e. Bad Visits) are found on the Pass Code itself in Pass Code Management. In the standard VSI Design these are on the Core Continued tab. Your setup may vary.
Birthday Visit .WAV (SAProfileDetails_BirthdayPassWav)
Browse to and select the .wav file you would like to play in the event members swipe in on their Birthday. This file can be stored locally on your visit processing workstation or stored in a common network location. The system will copy it to the appropriate location on your server and other client workstations when it is played for the first time during Visit Processing.
Vermont Integration Client (VIC) must be installed and running on your Visit Processing workstations for .wav files to play.
Notes: .WAV file fields for Visit Swipe In Swipe Out and Expired Passes (i.e. Bad Visits) are found on the Pass Code itself in Pass Code Management. In the standard VSI Design these are on the Core Continued tab. Your setup may vary.
The Birthday field on a member's profile must be populated. This field is found in Household Update.
Tickler Visit .WAV (SAProfileDetails_TicklerWav)
Browse to and select the .wav file you would like to play in the event members swipe in and there is a Tickler attached to the Visit. This file can be stored locally on your visit processing workstation or stored in a common network location. The system will copy it to the appropriate location on your server and other client workstations when it is played for the first time during Visit Processing.
Vermont Integration Client (VIC) must be installed and running on your Visit Processing workstations for .wav files to play.
Notes: .WAV file fields for Visit Swipe In Swipe Out and Expired Passes (i.e. Bad Visits) are found on the Pass Code itself in Pass Code Management. In the standard VSI Design these are on the Core Continued tab. Your setup may vary.
League Visits (SAProfileDetails_LSVisitSetting)
This field applicable only if your League Visit setting is "Yes."
Select the option you wish to use for displaying Game information in the event you are recording attendance for Leagues at the location to which this profile is linked. The option you choose determines what message a patron will see when swiping into your facility provided a League for which you track attendance has a Game starting within your Minutes before Start and Minutes after Start window. Your options are:
- None - You do not use this profile for League Visit Processing or League Drop-In Visit Processing.
- Notify if No Game - The system will provide a message indicating no games are starting within <x> minutes of the visit being processed and will ask whether you wish to allow the visit. In this instance <x> minutes is the Minutes before Start value. If there are games which will be starting within the time window no message will be provided.
- Prompt for Game - The system will provide a message asking whether you wish to record attendance for a game that is starting (or has started) within your Minutes before Start and Minutes after Start window provided the swipe takes place within the time frame of the window. If multiple games are starting within the time window the system will ask you to pick a game. If no games are starting within the time window no message will be provided.
- Both - The system combines the above options and provides messages accordingly. If a game (or games) are starting/have started within your Minutes before Start and Minutes after Start window the system will ask whether you wish to record attendance. If no games are starting within the time window the system will provide the message that no games are starting and ask whether you wish to process the visit.
Refer to the Class/Game Visits Prompt Table for a graphical representation detailing how these fields work together.
See Also: Topic Doc - The League Scheduling Module.
DeleteMinutes before Start (SAProfileDetails_LSVisitStart)
This field is applicable if you are tracking attendance/allowing drop-ins for your leagues.
Enter a value in this field if desired. The value you enter is the number of minutes prior to the start of a league game that messages for it will begin displaying in Visit Processing depending on the League Visits option you selected.
Refer to the Class/Game Visits Prompt Table for a graphical representation detailing how these fields work together.
See Also: Topic Doc - The League Scheduling Module.
DeleteMinutes after Start (Never after Game Ends) (SAProfileDetails_LSVisitEnd)
This field is applicable if you are tracking attendance/allowing drop-ins for your leagues.
Enter a value if desired. The value you enter is the number of minutes after the start of a league game that messages for it will remain displaying during Visit Processing depending on the League Visits option you selected. Attendance prompts for a game stop displaying upon reaching their end time regardless of whether the value in this field has been reached.
For Example: The value you enter here is "180." Senior Softball runs from 06:15-08:30pm. Attendance prompts for Senior Softball stop displaying at 08:15pm. If Senior Softball ran for more than two and a quarter hours attendance prompts for it would stop at 09:15pm (180 minutes after the start time). However because Senior Softball is scheduled to for 135 minutes attendance prompts for it cease at 08:30pm when the time allotted reaches its end.
Refer to the Class/Game Visits Prompt Table for a graphical representation detailing how these fields work together.
See Also: Topic Doc - The League Scheduling Module.
DeleteAuto Add To Team (SAProfileDetails_LSAddtoTeam)
Select this option of allow clerks to add Drop-In" players to a Team "on the fly" at the time of their swipe-in to the League Game. When this option is selected a "Daily Player" (i.e. a Member with the proper pass code but who is NOT on a Team) can be added to a Team when a valid swipe is processed.
Leave this option de-selected to disallow the addition of players to a team "on the fly" during Visit Processing.
DeleteDisplay Household Tickler (SAProfileDetails_DisplayHHTickler)
Select this option if you would like household ticklers to be displayed during Visit Processing for any member of a household with a tickler linked.
Ticklers are maintained on the Misc Info tab of Household Management.
DeleteDisplay Emergency Contact Prompts (SAProfileDetails_DisplayEmergencyContactPrompts)
Select this option if you would like emergency contact prompts to be displayed during Visit Processing for any member whose household does NOT satisfy the minimum number of emergency contacts as defined in the household profile.
DeleteNotify if Household Debit Balance Above this Amount (SAProfileDetails_HHBalanceMessage)
This field appears on the Daily Processing profile • Core group and on the Visit profile • Tickler Info group.
- Daily Processing profile - Displays balance messages in Global Sales Touch Screen and on the SuperGrid. Enter a positive value you in this field if desired. The value entered acts as a threshold and is used to trigger a message that displays a household's debit balance (i.e. what the household owes you) if the threshold is met or exceeded any time a member of this household is selected in Global Sales Touch Screen or on the Super Grid.
- Visit profile - Displays balances during Visit Processing and Quick Rental Processing. Enter a positive value you in this field if desired. The value entered acts as a threshold and is used to trigger a message that displays a household's debit balance (i.e. what the household owes you) if the threshold is met or exceeded any time a member of this household is selected during Visit Processing or during Quick Rental Processing.
To display all debit balances enter $0.01. To display debit balances over a certain amount only enter that amount such as 10.01 (for balances greater than $10.00) 50.01 (for balances greater than $50.00 etc.).
To disable this feature enter 0.00.
Note: To have balances displayed in both Global Sales/Touch/SuperGrid and Visit Processing/Quick Rental Processing you must enter values on both your Daily Processing and Visit profiles. You can enter the same value in both fields or different values; the profiles work independently of each other.
Notify if Household Credit Balance Above this Amount (SAProfileDetails_HHCreditBalanceMessage)
This field appears on the Daily Processing profile • Core group and on the Visit profile • Tickler Info group.
- Daily Processing profile - Displays credit balance messages in Global Sales Touch Screen and on the SuperGrid. Enter a positive value you in this field if desired. The value entered acts as a threshold and is used to trigger a message that displays a household's credit balance (i.e. what you owe to the household) if the threshold is met or exceeded any time a member of this household is selected in Global Sales Touch Screen or on the Super Grid.
- Visit profile - Displays credit balances during Visit Processing and Quick Rental Processing. Enter a positive value you in this field if desired. The value entered acts as a threshold and is used to trigger a message that displays a household's credit balance (i.e. what you owe to the household) if the threshold is met or exceeded any time a member of this household is selected during Visit Processing or during Quick Rental Processing.
To display all credit balances enter $0.01. (Enter positive value; the system "does the math.") To display credit balances over a certain amount only enter that amount such as 10.01 (for credit balances greater than $-10.00) 50.01 (for credit balances greater than $-50.00 etc.).
To disable this feature enter 0.00.
Note: To have balances displayed in both Global Sales/Touch/SuperGrid and Visit Processing/Quick Rental Processing you must enter values on both your Daily Processing and Visit profiles. You can enter the same value in both fields or different values; the profiles work independently of each other.
Use CYMS Visit Logic (SAProfileDetails_UseCYMSVisitLogic)
This field is designed for use with the Child Youth Management System (CYMS). CYMS is used primarily by the US Military to track its child care program needs though some non-military organizations use it too. Generally speaking if you are not licensed for (or using) the CYMS module then you should leave this field at its default setting. Contact Vermont Systems Support with any questions as to whether you should be using this field.
Select this option to invoke CYMS visit logic
THEN
Make selections in the reservation and registration based visit fields.
When CYMS visit logic is enabled:
- The system marks reserved hourly spots as "Shows" upon visit swipe-in. This allows you to run the Hourly Reservation No Show Posting program to charge individuals who did not show up for their hourly reservation.
- The system alerts you in the event a child is swiping into CYMS hourly care without a reservation. You will be asked whether you wish to allow the visit.
Registration Based Visit Type (SAProfileDetails_RegistrationBasedVisitTypes)
This field is designed for use with the Child Youth Management System (CYMS). CYMS is used primarily by the US Military to track its child care program needs though some non-military organizations use it too. Generally speaking if you are not licensed for (or using) the CYMS module then you should leave this field at its default setting. Contact Vermont Systems Support with any questions as to whether you should be using this field.
Select the Visit Type code that you want to use for registration based visits. Registration based visits are used for signing children in and out of the programs for which they're registered such as Fullday programs at the CDC Before and After School programs at the SAC etc. The code you select here populates the Visit Type field on your Visit Processing screens.
Visit Type Codes are maintained in System Code Management.
Note: The Visit Type field must be added to your Visit Processing screen using a custom screen design in Processing Screen Management. Field = GlobalSalesArea_VisitType.
Reservation Based Visit Types (SAProfileDetails_ReservationBasedVisitTypes)
This field is designed for use with the Child Youth Management System (CYMS). CYMS is used primarily by the US Military to track its child care program needs though some non-military organizations use it too. Generally speaking if you are not licensed for (or using) the CYMS module then you should leave this field at its default setting. Contact Vermont Systems Support with any questions as to whether you should be using this field.
Select the Visit Type codes that you want to use for reservation based visits. Reservation based visits are used for signing children in and out of reserved time blocks at a center such as Hourly Care. Multiple selection is allowed. The code(s) you select here populate the Visit Type field on your Visit Processing screens.
Visit Type Codes are maintained in System Code Management.
Note: The Visit Type field must be added to your Visit Processing screen using a custom screen design in Processing Screen Management. Field = GlobalSalesArea_VisitType.