The Facility Maintenance program allows you to add, update, delete, and clone Facility Codes.
Facility Setup Overview
- Facility Class - Identifies "what uses" or the "type of uses" the facility has (i.e. classroom, gym, pool, etc...).
- Facility Location - Identifies "where" facilities are. Typically this is the physical location.
- Facility Code - Specifies the exact facility for reservation purposes (i.e. Meeting Room A, Softball Field I, etc...).
The purpose of the three (3) File Management types is to minimize data entry and the possibility of errors. Multiple Facility Codes can share the Facility Class and Location data. For Example: The Walden Pond Community Center can have three (3) Meeting Rooms. In this scenario, each Meeting Room at the Walden Pond Community Center would have the same Class (Meeting Room) and same Location (Walden Pond). The Facility Code for each individual room would be different (i.e. MEETA, MEETB, MEETC).
Facility Classes and Locations must be created in the database before you can setup individual Facility Codes.
Note: You may not edit the Facility Class, Location or Code once they are entered. It is important to plan ahead before entering them. You may, however, edit the descriptions attached to the Codes, and you may delete Codes if no reservations are linked to them. If mistakes are made in the code scheme, or if you opt to change your coding scheme at a later date, you can use a conversion utility to fix update the records as needed.
FRFacilityMain_Tab1
Facilities (FRFacilityMain_DataGrid)
The Facility Management DataGrid lists all the facilities currently established in your system that you have Permissions to view. Scroll up/down to view the Facilities or scroll left/right to view additional details.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
Buttons on the screen…
Click Add to continue to the Facility Update screen to create a new Facility.
The Add options you receive are determined by your Default Record Permissions (Permissions profile • Default Record Permissions group) and whether-or-not you have Default Records in your database for this Module.
Highlight/select an existing record and click Change to continue to the Facility Update screen to edit the selected Facility.
Highlight/select an existing record and click More • Delete to remove it from the database.
Note: Reservation information for the Facility must be purged.
Highlight/select an existing record and click Clone to continue to the Record Clone program to clone the selected Facility.
Click More • Facility Classes to continue to the Facility Class Management screen where you can Add Change Clone and/or Delete Facility Classes/Types.
Note: Facility Class Management will open in a new Panel.
Click More • Facility Locations to continue to the Facility Location Management screen where you can Add Change Clone and/or Delete Facility Locations.
Note: Facility Location Management will open in a new Panel.
Note: This program does not export linked tables so Fees/Rules/Questions do not get exported; this exports only the Management record itself.
Click More • Bulk Change to continue to the Facility Bulk Change DataGrid. Bulk Changes allows you to make field changes to multiple Facilities at once.
Note: Access to this button is controlled via the Permissions profile• Buttons/Misc Permissions tab • FRFacilityMain_ButtonBulkChange.
Click More • Reservation Auto Cancel to continue to the Reservation Auto Cancel program where you can process cancellations for reservations in bulk. Reservation Auto Cancel is for Reservations Statuses "Hold" and "Tentative" only. It cannot be used for "Firm" status reservations.
Note: Access to this button is controlled via the Permissions profile• Buttons/Misc Permissions tab • FRFacilityMain_ButtonAutoCancel.
Click More • Archive Past Reservations to continue to the Archive Records program where you can archive past Reservations if desired. Archiving records removes them from 'Active' status. By default Archived Records do not show in Purchase History and reporting DataGrids making those programs load faster during daily operations.
Note: Access to this button is controlled via the Permissions profile • Buttons/Misc Permissions tab • FRFacilityMain_ButtonArchiveRecords.