Prevent customers from registering for an activity before handing in their paperwork
RecTrac 3.1.10.17.02
Table of Contents
Problem
We have customers manually fill out and scan paperwork and submit them to us; we need this to be complete BEFORE they can enroll in an activity. Is there a rule we can put in place to prevent registration if their paperwork has not been submitted?
Solution
You can create a free pass that can be sold to the family member upon delivery of the paperwork, then add a pass Pre-Requisite rule to the activity.
Note: This solution requires the license to use the Pass Module.
Steps For Solution
To create a pass that will represent the receipt of the patron's paperwork:
- In RecTrac, go to Pass Management.
- Click Add Membership Pass Code.
- Click Continue.
- Set a unique, identifiable Pass Code to represent the Paperwork requirement. (i.e Submitted Paperwork.)
- Set a Short and Long Description for your pass.
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Set the Default Expiration Date or Default Period for the term in which the paperwork is valid.
- I.e. if your customers have to submit once per year, the pass can be set for 365 days. If they need to submit for each activity, the Default Expiration date can match the last day that the activity meets.
- Note: this pass will have no fees or rules associated with it and will only be “sold” once a patron has submitted the required paperwork.
- Click Save.
To create a Pass Prerequisite Rule for the Activity:
- Go to Activity Section Management.
- Note: If this rule will apply for more than one activity (all daycare, for example) you may want to link the rule at a higher level than the section.
- Select the Activity Section that requires the paperwork from the DataGrid.
- Click Change.
- Click Rules.
- Click Add > Add Rule.
- Set a Rule Description (i.e Paperwork Prereq.)
- Set Rule Option to Allow.
- Set Transaction Type to Purchase.
- Select Pass Prerequisite under Other criteria.
- Click Add New Criteria.
- Set your new pass under Pass List.
- Leave the remaining settings at the defaults.
- Click Save to save the criteria.
- Click Save to save the rule.
- Click Save to save the Activity Section.
To acknowledge the receipt of the patron's paperwork:
- In RecTrac, go to Global Sales
- Highlight the Household that just submitted paperwork from the DataGrid.
- Click Select.
- Click Standard Pass.
- Highlight the new free pass you created from the DataGrid.
- Click Add To Cart.
- Click $0.00 Payment and finish processing the transaction.
Once the pass transaction has been processed, the patron should now be able to enroll into the activity without any rule violations.