The Activity Lottery Spin program completes the lottery enrollment process by randomly drawing Activity enrollment results. Lottery participants can receive three different enrollment statuses when the Lottery Spin is processed:
- Winner - Depending on your setup, lottery winners are either offered enrollment OR are directly enrolled in their respective Activities.
- Waitlisted – If you have waitlists set up for your lottery programs, participants have the opportunity to “win” a slot on the waitlist. If space becomes available in the relevant program after the Lottery Spin has been processed, waitlisted participants become eligible for full enrollment.
- Non-Winner – Lottery non-winners are cancelled from the lottery Activities they signed up for.
Multi-Choice and Single Section Lottery Spins
The Lottery Spin program awards enrollment results differently based on whether it is processed for a Multi-Choice or Single Section Lottery Group.
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Multi-Choice Lotteries - When processed for a Multi-Choice Lottery Group, the Lottery Spin program randomly assigns Family Members to their first-choice lottery Activity or their second, third, fourth, fifth, or sixth-choice Activity if their first-choice lottery Activity is full.
The Lottery Spin allows participants to win only once per Multi-Choice Lottery Group. -
Single Section Lotteries - When processed for a Single Section Lottery Group, the Lottery Spin program randomly assigns Family Members to any number of Activity Section(s) linked to the Lottery Group.
Because there is no enrollment cap for Single Section lotteries, participants can win as many times as they are randomly selected by the Lottery Spin.
Enrollment Offers versus Direct Enrollment
- Enrollment Offers - The Directly Enroll Winners toggle is deselected as part of the default VS Design for the Lottery Spin program. Leaving this toggle deselected when the Lottery Spin is processed means that lottery winners receive enrollment offers into their Activity Sections. A winner must accept the enrollment offer to finalize their enrollment. All processing prompts, fees, waivers, etc. with a Transaction Type of “Purchase” must be completed at the time of offer acceptance to fully enroll. If an enrollment offer is not accepted or rejected before the Enrollment Offer Expiration Date and Expiration Time that are set on the Lottery Spin, that enrollment offer expires and is treated as a cancellation.
- Direct Enrollment - Checking the Directly Enroll Winners toggle on the Lottery Spin screen means that lottery winners are fully enrolled into their Activity Sections during the Lottery Spin. No enrollment offers are sent, and any Purchase fees are added as debit balances to the winners’ Household accounts. Please note that if Section Lottery Enrollment fees and Purchase fees are set up to be the same amount, no debit balances will be created, as the previously paid Lottery Enrollment fees will satisfy payment of the new Purchase fees.
Fees and the Lottery Spin
As of the 3.1.10.32.00 release, the Lottery Spin program processes the following fees:
- Lottery Enrollment Fees - If a patron paid a Lottery Enrollment fee when signing up for a Single Section lottery, they will be refunded that Lottery Enrollment fee during the Lottery Spin.
- Purchase Fees - If you choose to Directly Enroll Winners when processing the Lottery Spin, Activity Section Purchase fees will be charged to lottery winners in the form of a debit balance on their Household. If you do not Directly Enroll Winners, Purchase fees will be satisfied at the time enrollment offers are accepted.
- Waitlist Fees - If a patron is waitlisted by the Lottery Spin, any Waitlist fees associated with the Activity Section will be charged to their Household as a debit balance.
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Refunds and Charges - If a patron is both refunded and charged by the Lottery Spin, the refund will be automatically applied to the new charge.
For Example: A Single Section lottery program has a fee of $5.00 with Transaction Types of “Lottery Enrollment” and “Purchase.” A patron pays the $5.00 Lottery Enrollment fee when they sign up for the lottery. Then, when the Lottery Spin is run, they are refunded the $5.00 Lottery Enrollment fee and charged the $5.00 Purchase fee. Because the $5.00 refund and $5.00 charge are part of the same Lottery Spin receipt, the refund and charge resolve each other, and the patron owes nothing.
Notes:
- This program should be run upon completion of the lottery registration process and verification of all lottery participants. This program affects Activity Section file records and Household file records. Therefore, VS advises running this program at a time when it is unlikely that anyone will be updating Activities or Household files.
- RecTrac Permissions: The user running the Lottery Spin should have permissions to see and process enrollments into all Activities. If the user running the Spin does not have admin Processing permissions for a patron's Activity Section(s), the patron will be skipped by the Lottery Spin.
RecTrac Process and Reporting screens offer numerous fields and widgets that allow you to filter the data for which your process or report is being run. RecTrac Widgets provides definitions and examples to show you how these work.
From the bottom of the screen….
Click Process to run the Activity Lottery Spin. You will continue to the Information screen where you may opt to print, preview, or email the resulting report.
Click Continue. The system will notify you when the process is completed.
Lottery Spin
Processing Option (ARLotterySpin_ProcessingOption)
Expand the drop-down list and select your Processing Option.
- Preview Results – Preview the results of the lottery without committing those results to your system. You will be able to preview which Family Members have won an enrollment offer, which Family Members have been added to a Waitlist, and which Family Members have been Cancelled from their lottery Activities (non-winners). The Lottery Results Preview prints as a report.
- Draw Lottery – Draw the lottery to commit the results to your system and print/preview the Lottery Results report.
Lottery Group (ARLotterySpin_LotteryGroups)
Click the picklist icon to select the Lottery Group for which you wish to run the Lottery Spin. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
User Name (ARLotterySpin_UserName)
Accept the default entry (your User ID) or select an alternate User ID, if desired. The User ID you select will be linked to all transactions associated with the processed Lottery Spin.
Cash Drawer (ARLotterySpin_CashDrawer)
Accept the default entry (the drawer to which your User ID is linked) or enter an alternate drawer number, if desired. The drawer number you enter will be the drawer number that is linked to all transactions associated with the processed Lottery Spin.
Posting Date (ARLotterySpin_PostingDate)
Accept the default entry (today's date) or select an alternate date, if desired. The date you enter will be the date that is linked to all transactions associated with the processed Lottery Spin.
Directly Enroll Winners (ARLotterySpin_DirectlyEnroll)
The Directly Enroll Winners toggle is deselected as part of the default VS design. Leaving this toggle deselected when the Lottery Spin is processed means that lottery winners receive enrollment offers into their Activity Sections. A winner must accept the enrollment offer to finalize their enrollment. All processing prompts, fees, waivers, etc. with a Transaction Type of “Purchase” must be completed at the time of offer acceptance to fully enroll.
Checking the Directly Enroll Winners toggle means that lottery winners are fully enrolled into their Activity Sections during the Lottery Spin. No enrollment offers are sent, and any Purchase fees are added as debit balances to the winners’ Household accounts. Please note that if Section Lottery Enrollment fees and Purchase fees are set up to be the same amount, no debit balances will be created, as the previously paid Lottery Enrollment fees will satisfy payment of the new Purchase fees.
Offer Expiration Date (ARLotterySpin_ExpirationDate)
This field is only visible if the Directly Enroll Winners toggle is disabled.
Select the expiration date of the enrollment offers that are sent to lottery winners. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If the Directly Enroll Winners toggle is disabled, winning the lottery does not result in automatic Activity enrollment. Instead, Family Members are sent an enrollment offer that must be accepted to finalize their enrollment into the winning program.
Enrollment offers expire after a set period. Use the Expiration Date field to determine the exact date that enrollment offers resulting from this Lottery Spin expire.
Note:
You must visit Scheduled Events Management to create a scheduled Enrollment Offer Expiration program. Once set up, this program checks for enrollment offer expiration dates/times every one (1) minute. When it finds an enrollment offer that has expired, the program cancels the enrollment offer and sends an email notification to the patron. When it finds an enrollment offer that has an upcoming expiration, it sends a warning email to the patron. Enrollment offer emails can be updated from Comment Code Management.
From the Scheduled Events Management screen:
- Click Add Misc Event. You will continue to the Scheduled Program Update screen.
- Select Enrollment Offer Expiration as the Scheduled Program.
- Select the Run As user. This is a mandatory field for the default Vermont Systems design.
- Enter the number of hours before offer expiration that a warning email will be sent to patrons.
- Click Save.
Offer Expiration Time (ARLotterySpin_ExpirationTime)
This field is only visible if the Directly Enroll Winners toggle is disabled.
Select the expiration time of the enrollment offers that are sent to lottery winners. This field works in tandem with the Offer Expiration Date field. Enrollment offers expire at this time on the Expiration Date. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If the Directly Enroll Winners toggle is disabled, winning the lottery does not result in automatic Activity enrollment. Instead, Family Members are sent an enrollment offer that must be accepted to finalize their enrollment into the winning program.
Enrollment offers expire after a set period. Use the Expiration Time field to determine the exact date that enrollment offers resulting from this Lottery Spin expire.
Note:
You must visit Scheduled Events Management to create a scheduled Enrollment Offer Expiration program. Once set up, this program checks for enrollment offer expiration dates/times every one (1) minute. When it finds an enrollment offer that has expired, the program cancels the enrollment offer and sends an email notification to the patron. When it finds an enrollment offer that has an upcoming expiration, it sends a warning email to the patron. Enrollment offer emails can be updated from Comment Code Management.
From the Scheduled Events Management screen:
- Click Add Misc Event. You will continue to the Scheduled Program Update screen.
- Select Enrollment Offer Expiration as the Scheduled Program.
- Select the Run As user. This is a mandatory field for the default Vermont Systems design.
- Enter the number of hours before offer expiration that a warning email will be sent to patrons.
- Click Save.
Member Fee Codes (ARLotterySpin_FeeCodeFilter)
Click the Combo Box icon to select the Fee Code(s) you want to include in this Lottery Spin. A household must be linked to at least one (1) matching code to be eligible for selection in the Lottery Spin.
Optionally, you can leave this field blank to skip the Fee Code field filter (i.e. selecting none is the same as selecting all).
Note:
Fee codes are maintained in System Code Management. Type = Fee.
Household Categories (ARLotterySpin_HouseholdCategories)
Click the Combo Box icon to select the Household Category Code(s) you want to include in this Lottery Spin. A household must be linked to at least one (1) matching code to be eligible for selection in the Lottery Spin.
Optionally, you can leave this field blank to skip the Category Code field filter (i.e. selecting none is the same as selecting all).
Note:
Category codes are maintained in System Code Management. Type = Category (Household/Family Member/Team.
Change Section's Registration Option to ‘Standard' After Spin (ARLotterySpin_ChangeSection)
Select this option if you would like to change the Registration Option of Sections in the selected Lottery Group to Standard after the Lottery Spin process has been completed. This is the recommended option if you allow enrollment into lottery Activities after the lottery results have been drawn, either to offer enrollment from the waitlist in the event of a cancellation or to fill any empty slots.
If you would like to delay standard enrollment into Activity Sections that will be processed by the Lottery Spin, create a “Disallow Purchase” Rule for your WebTrac interface type and link it to those Sections. Then check the Change Sections' Registration Option to ‘Standard’ after the Spin toggle and process the Lottery Spin.
Send Emails to Lottery Winners and Waitlisted Patrons (ARLotterySpin_EmailReceipts)
Select this option to have the system email lottery result notifications, receipts, and enrollment offers (as applicable) to patrons after the Lottery Spin process completes.
De-select this option to have the system print a paper receipt for patrons included in this process. To print paper bills, go to the Bulk Print program and select the Lottery Spin option.
Note:
Options on the Bulk Print program allow you to print paper bills/receipts only for those households/family members that do not have an email address anywhere on their household/family member record in RecTrac OR you may opt to reprint ALL receipts generated by running this process.