The Facility Reservation Interface allows you to create an export file containing facility reservation information that can be imported into 3rd party signage software and subsequently displayed on monitors throughout your organization. You can also export Reservation data in a format (iCal) used by calendar programs, such as Apple iCal, Microsoft Outlook, Google Calendar, etc….
3rd party software, such as Reach Media Network and ChyTV, provide a display of your current facility events on large monitors interspersed with 15-second commercials to help businesses and brands reach active families in your community.
In RecTrac you make facility reservations as usual; whether you're making reservations for your Activities, reserving the pool for a birthday party or scheduling League games, etc…. You then run the Facility Reservation Interface to create an export file. You can run the Interface manually ("on demand") or it can be scheduled to run at regular intervals. Reservation information is compiled in the export file (file types: ChyTv, iCal, or Normal .txt) and uploaded to the 3rd party software provider, such as Reach Media Network, via file transfer protocol (ftp), or via manual import. Once the export file is uploaded/exported, your information displays on the monitors and/or in Calendar apps.
Data in the export file can include (but is not limited to) some of the following data:
- Facility Location
- Facility ID
- Event Date
- Start/End Times
- Event Type (Scheduled Program, League Game, P/T Session, etc…)
- Reservee's Name/Organization (if the reservation is a standard facility reservation)
- League Name (if the event is a League Game)
- Activity Number (if the event is an activity)
- Instructor's Name (if the event is an activity)
Notes:
- Facility reservations made for the Internal Household have the Purpose listed in the Organization/Name field (Field 6) in the export file.
- Facility Reservations must be Firm status. The program does NOT export Tentative or Hold status Reservations.
See Also: Topic Doc - Reach Sports Group Interface.
See Also: Topic Doc - Skylogix Lighting Interface.
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 when ready. The process runs on the AppServer. You will be notified when it completes. The Export File will be placed in the Document Center.
Core Criteria
Facilities (FRFacility_ComboKey_DataGrid)
Highlight/select the Facilities you wish to export. By default, the DataGrid displays all facility codes in your database that you have Permission to see.
OR
Make no selections from the DataGrid and enable the Use Facility Range option and make selections.
Note: In instances where you have a DataGrid and corresponding Range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the Range yields a blank report or process.
Click here for a full description of RecTrac DataGrids.
DeleteUse Facility Range (FRFacility_ComboKey_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to limit your selection to a range of facilities.
THEN
Enter the range of facility codes.
OR
Leave this option deselected to skip this check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the range yields a blank report or process.
- If there is not a DataGrid for this program - In instances where you do not have a DataGrid a selection here is not required. Leaving this option deselected skips this filter and results in all codes being included.
Begin Facility (FRFacility_ComboKey_Begin)
This field is applicable only if you opt to Use Facility Range.
Select the beginning and ending facility codes for their respective fields. Facilities within the range entered will be included in the process.
DeleteEnd Facility (FRFacility_ComboKey_End)
This field is applicable only if you opt to Use Facility Range.
Select the beginning and ending facility codes for their respective fields. Facility codes within the range entered will be included in the process.
DeleteFacility Wildcard (FRFacility_ComboKey_Equals)
Select a Facility to use as a base for a wildcard
OR
Enter all or part of a facility code in this field.
THEN
Select your WildCard Option for matching the data entered. Wildcarding is allowed in this field.
WildCard Option (FRFacility_ComboKey_Equals_Option)
Select your Wildcard Option for this process:
- Equals - The process will return a list of all records that equal the value entered. This must be an exact match. For Example: If this was a list of Family Members, entering 'Grace Somersby' would find 'Grace Somersby' because it is an exact match, but it would NOT find 'Grace J. Somersby' because it is not an exact match.
Note: When running Reports you can use a comma-delimited list (with no spaces) in the corresponding Wildcard field when your Wildcard Option is Equals. This applies to Reports only. For Example: Entering "48116 5851 88003" in a Zip Code Wildcard field on a Report and using the Equals Option would yield results from those three separate Zip Codes.
- Begins - The process will return a list of all records that begin with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'Gr' would find all members whose name begins with 'Gr ' such as Grace Somersby but it would NOT find Ginny Weasley because her name begins with 'Gi.'
- Ends - The process will return a list of all records that end with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'by' would find all members whose name ends with 'by ' such as Grace Somersby but it would NOT find Sam McGee because his name ends with 'ee.'
- Matches - The process will return a list of all records where a value match can be found. Wildcarding and asterisks/periods must be used. For Example: If this was a list of Family Members entering '*om*' (asterisks must be included) would find Grace Somersby and Tom Sawyer because "om" appears in both names but it would NOT find Felicity Lemon because "om" does not appear anywhere in her name.
Note: See also: RecTrac Wildcarding.
Begin Date (FacilityReservationInterface_BeginDate)
Expand the Drop-down list and select your Begin/End Reservation Dates option for this process.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select. Facility Reservations made within the Date Range selected will be included on your export file.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
DeleteEnd Date (FacilityReservationInterface_EndDate)
Expand the Drop-down list and select your Begin/End Reservation Dates option for this process.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select. Facility Reservations made within the Date Range selected will be included on your export file.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
DeleteFormat Option (FacilityReservationInterface_FormatOption)
Expand the Drop-down list to select your Export Format:
- ChyTV - Choose this option if you would like to export the information in the selected range using the ChyTV export format. Fields exported using this option include: Location, Facility, Reservation Beginning and End Times.
- iCal - Choose this option to export the file as an .ics file type. .ics files can be imported into such calendar programs as Apple iCal, Microsoft Outlook, and Google Calendar, etc….
- Normal - Choose this option if you would like to export the information to a Text (.txt) file.
- Skylogix - Choose this option if you would like to export the information as a Skylogic.xml file.
- Arlington - This is a custom option for Arlington, VA.
- UAZ - This is a custom option for the University of Arizona.
Delimiter (FacilityReservationInterface_DelimiterOption)
Expand the Drop-down list and choose the delimiter for your export file.
- Tab (the <Tab> key)
- Pipe ( | ). On most keyboards, this is <Shift> + Backslash (\).
- Comma ( , )
Typically your 3rd party vendor will provide direction regarding which delimiter to choose.
DeleteSort Option (FacilityReservationInterface_SortOption)
Expand the Drop-down list and select the Sort Option for your export file.
- Date/Time
- Facility/Date/Time
- Location/Date/Time
Typically your 3rd party vendor will provide direction regarding which sort option to choose.
DeleteDelimiter for Court Reservations (FacilityReservationInterface_CourtDelimiter)
Enter the character (<Tab>, Pipe ( |) or Comma ( , ) that you wish to use to delimit players on court reservations. For Example: The comma character is selected as the delimiter. Jimmy Connors and Bjorn Borg have a court reservation. Their names will be separated by a comma on the same record being exported by the Facility Reservation Interface.
DeleteReservation Status (FacilityReservationInterface_RecordStatus)
Click the Combo Box icon to select the Reservations Status(es) you wish to include in your export file. Multiple selection is allowed.
OR
Make no selections from the Combo Box to skip the Reservation Status check.
Reservation Types (FacilityReservationInterface_ReservationTypes)
Click the Combo Box icon to select the Reservations Types you wish to include in your export file. Multiple selection is allowed.
OR
Make no selections from the Combo Box to skip the Reservation Types check.
Export File Name (FacilityReservationInterface_ExportFileName)
Enter the Export File Name. This is the name of the export file you will generate, and generally speaking, it should be a .txt file type. Upon completion of the export process, this file will be available in the Document Center.
- If using the ChyTV or Normal export option - The standard file name is RecTrac-Rsvn.txt.
- If opting to use the iCal export format - The file name is RecTrac Rsvn.ics.
- If opting to use the Skylogix export format - This field is skipped. When using the Skylogix export format a SkyLogic.xml file is created and placed in the Document Center.
For Example:RecTrac-Rsvn.txt
DeleteExport to File with Path Relative to Server (FacilityReservationInterface_RelativePath)
Select this option to export your file to a location that is relative to your RecTrac Server. For Example: \\<Your RecTrac Server Name>\logs\RecTrac-Rsvn.txt.
This option allows you to place the file in a location on your network as opposed to a location on your client. This path has the be recognized by the Event AppServer on which the processing is running.
Leave this option de-selected to keep the file local to your workstation.
Note: Regardless of your selection here a copy of the export file will be placed in the Document Center.
Print Organization Name (FacilityReservationInterface_PrintOrgName)
Select this option if you would like to include the Organization Name associated with each reservation that is included in the selected range.
In the event the Organization Name is blank for a reservation in the selected range OR if this option is NOT selected, then the last name and first name associated with each reservation will be included instead.
Note: Facility reservations made for the Internal Household have the Purpose listed in the Organization/Name field in the export file.
Skip Completed Reservations (When Running For 'Today') (FacilityReservationInterface_SkipEvents)
Select this option to omit today's" reservations from the export provided they have concluded.
You might use this option in the event you re-run the export in the afternoon for reservations that take place in the evening but do not want to include reservations that took place earlier in the day.
Leave this option de-selected to include all of "today's" reservations in the export regardless of the time for which they were scheduled.
DeleteExport Activity Number/Description For Actv Reservations (FacilityReservationInterface_ClassPurpose)
This option is applicable to Export Formats iCal and Normal only.When running export and including Activity Reservations select this option to have the Activity Number and Description exported in lieu of the Reservation Purpose.
- iCal Export Format - The export will include the Activity/Section Number and Section Description where the "Scheduled Program" text field otherwise would be.
- Normal Export Format - The export will include the Activity/Section Number and the Section Description in the 6th Delimited section of the export where the "Scheduled Program" text field otherwise would be.
De-select this option to have the Reservation Purpose print.
DeleteSkip Setup/Cleanup Reservations (FacilityReservationInterface_SkipSetupCleanup)
Select this option to any Setup/Cleanup times associated with a reservation from the export file. When this option is selected, the true" reservation Start/End times only display on the monitor as the Setup/Cleanup times are omitted.
De-select this option to include Setup/Cleanup times for the reservation when it is being displayed on the monitor.
For Example: Senior Spinners begins at 09:00am. You have a 20-minute setup time listed on the Section File Maintenance record. With this option selected the Begin Time on the monitor display for Senior Spinners will be 09:00AM the actual start time of the program. With this option de-selected the Begin Time on the monitor display for Senior Spinners will be 08:40AM due to the inclusion of the 20-minute setup time.
DeleteFTP File When Done (FacilityReservationInterface_FTPFile)
Select this option to upload the reservation data file to a FTP site, such as the Reach website or other FTP location, upon the running of this process, either manually or as a Scheduled Event.
THEN
Enter the FTP URL, User ID and Password credentials in their respective fields.
File Transfer URL (FacilityReservationInterface_FTPURL)
Enter the full File Transfer URL for the FTP site to which you wish to upload your file. The FTP site can be a 3rd party vendor, such as Reach, or it can a private FTP location.
For Example: ftp://ftp.reachschedule.com/wwwroot/autoupload/<your organization's Reach ID>/,passive
Note: Reach Sports typically requires passive transport. Add " passive" to the end of your URL as shown in the example above.
Ask Reach Sports if you are unsure whether or not passive connection is required with your account.
FTP User ID (FacilityReservationInterface_FTPUserID)
Enter the User ID to the FTP site listed in the field above. The FTP site can be a 3rd party vendor, such as Reach, or it can a private FTP location.
For Example: RecTrac4reach
DeleteFTP Password (FacilityReservationInterface_FTPPassword)
Enter the Password to the FTP site listed in the field above. The FTP site can be a 3rd party vendor, such as Reach, or it can a private FTP location.
For Example: Reach4Rectrac
Passwords are masked in RecTrac. Passwords in RecTrac appear either as a series of pipes" or dots in password fields (i.e. | | | | | or •••••).There is no Permission that allows you to see an actual password. There is no Report in RecTrac that will display a password.
Additionally RecTrac user passwords and WebTrac user passwords are encrypted based on the configuration settings as maintained on your Encryption profile.
DeleteSkylogix Client ID (FacilityReservationInterface_SkyClientID)
This field is applicable to the Skylogix Reservation Export only.
Enter your Client ID as given to you by Skylogix
See Also: Topic Doc - Skylogix Lighting Interface.
DeleteSkylogix User ID (FacilityReservationInterface_SkyUserID)
This field is applicable to the Skylogix Reservation Export only.
Enter your User ID as given to you by Skylogix
See Also: Topic Doc - Skylogix Lighting Interface.
DeleteSkylogix Password (FacilityReservationInterface_SkyPassword)
This field is applicable to the Skylogix Reservation Export only.
Enter the Slylogix Password as given to you by Skylogix
Passwords are masked in RecTrac. Passwords in RecTrac appear either as a series of "pipes" or dots in password fields (i.e. | | | | | or •••••).There is no Permission that allows you to see an actual password. There is no Report in RecTrac that will display a password.
Additionally RecTrac user passwords and WebTrac user passwords are encrypted based on the configuration settings as maintained on your Encryption profile.
See Also: Topic Doc - Skylogix Lighting Interface.
DeleteSkylogix URL (FacilityReservationInterface_SkyURL)
This field is applicable to the Skylogix Reservation Export only.
Enter the full Slylogix URL as given to you by Skylogix
See Also: Topic Doc - Skylogix Lighting Interface.
Delete