How To Set Up Pre-Numbered Key Fobs
RecTrac 3.1.10.32.00
Table of Contents
Problem
We recently ordered key fobs from Vermont Systems, and I need help setting those up in the RecTrac households. Can you help me out with that?
Solution
Yes, working with key fobs is very easy. Here are two ways to set them up with households/members.
Steps For Solution
To prompt for cross-reference during a pass sale:
- From the RecTrac main menu, go to Pass Management.
- From the DataGrid, highlight a pass you wish to use with the key fobs.
- Click Change.
- Expand the Pass Print Settings group.
- Toggle on Ask for cross reference toggles for purchase, renewal, and transfer (based on desired transactions it should prompt).
- Click Save.
To sell a pass and issue a key fob:
- From the Global Sales for the household, select the Family Member who will be associated with the pass.
- Click on the Standard Pass tab.
- From the DataGrid, highlight the pass.
- Click Add to Cart.
- Fill in the Cross-reference prompt with the number printed on the fob.
- Click Process and finish the transaction.
To add a cross-reference to a Family Member without a transaction:
- From the RecTrac main menu, go to Household Management.
- From the DataGrid, highlight the household you need to add this cross-reference to.
- Click Change.
- Find the family member the Xref is for and click Member Details.
- Click Member Options > Edit Xref.
- From here you can view existing Xrefs or click Add to add a new Xref.
- Set Cross Reference to the number on the fob.
- Set your Household Link Option:
- All Households - This option should be used only if the family member exists in more than one household and if you want the Xref number to be valid for member lookup in all households.
- This Household - This option should be used if the family member exists in one household only or in the event this family member exists in more than one household but you want the Xref number to be valid for member lookup only in this household.
- Click Save to save the Xref.
- Click Close to exit the Cross Reference list.
- Click Save to save the Person Update screen.
- Click Save to save the household record.
The fob will work to pull up this person's household info and if they have a valid pass will be able to be used in Visit Processing.