Table of Contents
Facility Trees allow you to group space (i.e. rooms, pools, gyms, etc...) within a facility together using a "Parent to Child" hierarchy to avoid double booking.
For Example: Your facility has a large multi-purpose room with two (2) retractable walls. Depending on which walls are extended or retracted, this room can be reserved as:
- One large room because both dividing walls are retracted.
- Two rooms with the first wall retracted and the second extended. One room (AB) is two-thirds and the remaining room (C) is one-third of the whole room.
- Two rooms with the first wall extended and the second retracted. One room (A) is one-third and the second room (BC) is two-thirds of the whole room.
- Three separate rooms (A, B, and C) because both walls are extended.
The facility tree allows you to group these rooms together to avoid double bookings of a single room or inadvertent booking of an overlapping room. When Room A is rented, the system will list Room AB and the Whole Room as 'Unavailable.' Room C will remain available. When Room BC is rented, the system will list Rooms B and C and the Whole Room as 'Unavailable' but Room A will be available, etc....
In this scenario, you would create six (6) facility records: one for the whole room (MLPRM), one each for the 2/3 combined rooms (MLPRMAB, MLPRMBC) and one each for the separate rooms (MLPRMA, MLPRMB, MLPRMC). The Whole Room has two (2) children: the two (2) combined rooms (AB and BC). The Combined Rooms are children to the Whole Room and parents to their respective Single Rooms. They are also siblings to each other because they share Single Room B in common. The Single Rooms are children to their respective Combined Rooms: Single Room A is a child to Combined Room AB, Single Room B is a child to both Combined Rooms AB and BC and Single Room C is a child to Combined Room BC.
The Facility Tree would look as follows:
- MLPRM - 0 Parents, 0 Siblings, 2 Children (MLPRMAB and MLPRMBC)
- MLPRMAB - 1 Parent (MLPRM), 1 Sibling (MLPRMBC), 2 Children (MLPRMA and MLPRMB)
- MLPRMAB - 1 Parent (MLPRM), 1 Sibling (MLPRMAB), 2 Children (MLPRMB and MLPRMC)
- MLPRMA - 1 Parent (MLPRMAB), 0 Siblings, 0 Children
- MLPRMB - 2 Parent2 (MLPRMAB, MLPRMBC), 0 Siblings, 0 Children
- MLPRMC - 1 Parent (MLPRMBC), 0 Siblings, 0 Children
To Set This Up in RecTrac
To create the scenario outlined above in RecTrac, you would create the six (6) facilities and then work from the "top down" to create the Parent > Child relationships. In RecTrac, you CANNOT link Parent facilities from the Child. You must go the Parent facility and link the Children. The steps that follow provide a brief outline for setting up the scenario described above.
- Create the six facilities as outlined in the diagram. The order in which you create the facilities makes no difference.
- Edit/Change the main multipurpose room (MULPRM). From the Facility Tree Settings group, click the Picklist icon for Children.
- From the Facility Management Picklist, select the two (2) Children facilities, Multipurpose Room AB (MULPRMAB) and Multipurpose Room BC (MULPRMBC). Close the picklist.
- Save your changes and exit the main Multipurpose Room (MULPRM).
- Edit/Change Multipurpose Room AB (MULPRMAB). From the Facility Tree Settings group, click the Picklist icon for Siblings.
- From the Facility Management Picklist, select Multipurpose Room BC (MULPRMBC). Close the picklist.
- Click the Picklist icon for Children.
- From the Facility Management Picklist, select the two (2) Children facilities, Multipurpose Rooms A and B (MULPRMA, MULPRMB). Close the picklist.
- Save your changes and exit the Multipurpose Room AB (MULPRMAB).
- Repeat steps 5-9 for Multipurpose Room BC (MULPRMBC). This time select Multipurpose Room AB as the Sibling and Multipurpose Rooms B and C as the Children. Your Parent > Child relationships will be established.
Contact Vermont Systems Support for further information, if required.