The Facility Update Core screen allows you to add a new or update an existing facility. The fields on this screen and the subsequent Tabs (Fees, Rules, Questions, etc…) allow you to update information pertinent to your Facility.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
From the bottom of the screen…
Click Save to save your changes. You will return to the Facility Management DataGrid.
Click Cancel to return to the Facility Management DataGrid without saving your changes.
Click Previous or Next to continue to the next tab on this screen. (i.e. If you are on the Core screen, click Next to continue to the Fees screen.)
Core
Site Code (FRFacility_SiteCode)
When Enterprise Site Management is enabled on your License profile this field is mandatory.
Select the Site Code for this item. Sites are business segments within an enterprise organization. Associating a Site with items allows for reporting on item availability and transaction history by business segment.
Site records are maintained in Site Management.
DeleteSite Area (FRFacility_SiteArea)
You will not visit this field.
This field displays the Site Area for the Site linked to this item. The Site Area on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Areas are maintained in System Code Management. Type = Site Area. They are linked to Sites in Site Management.DeleteSite Category (FRFacility_SiteCategory)
You will not visit this field.
This field displays the Site Category for the Site linked to this item. The Site Category on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Category Codes are maintained in System Code Management. Type = Site Category. They are linked to Sites in Site Management.
DeleteFacility Class (FRFacility_FacilityClass)
Select the Facility Class for this facility. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing facility you will not visit this field.
The Facility Class identifies/represents "what uses" or the "type of uses" the facility has (i.e. classroom gym pool etc.).
DeleteFacility Location (FRFacility_FacilityLocation)
Select the Location for this facility. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing facility you will not visit this field.
The Facility Location identifies/represents "where" the facility is located. Typically this is the physical location of the building or structure.
DeleteFacility Code (FRFacility_FacilityCode)
If you are creating a new facility, enter your Facility Code in this field. Codes may be alpha and/or numeric. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing Facility you will not visit this field.
A 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).
Note: Facility classes and locations must be created in the database before you can setup individual facility codes.
Status (FRFacility_RecordStatus)
Select the status of your Facility:
- Active
- Inactive
- Default - See below for a description
- Deleted - See below for a description
Default Status
Default" status allows you to create exact-copy records upon clicking the Add button from the File Management DataGrid for this module and selecting one of existing Default Options (provided at least one exists). This creates an exact copy of the "Default" record with exception that the copy's Record Status is Active instead of Default. This allows you to save substantial time when adding new records to your database since all settings on all panels (Core Settings Additional Settings etc.) and tabs (Core Fees* Rules* Questions Comments etc.) will be copied from the default record.
"Default" status records to do not show up in Daily Processing DataGrids. You cannot register for reserve or purchase a "default" record. They exist for the purpose of being copied only. If at any time you change the status of a default record to "Active" or "Inactive it will become a regular record" in your database and thus appear in Daily Processing DataGrids.
Options for adding default records are maintained on the Permissions profile Default Record Permissions Group.
* Separate default records for fees and rules can be created as well in their respective File Management program. Permissions must be set to add a Default Record and once added the default record can be linked as needed to any module.
DeletePermissions (FRFacility_Permissions)
Select the Permissions code(s) you want to apply to this facility.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Court Facility? (FRFacility_CourtFacility)
Select this option to designate this facility as a court. Courts cannot be reserved using Facility Reservations but rather are reserved using various programs in the Global Sales and the SuperGrid.
THEN
Fill out the Court Daily Passes, Court Member Passes, and Max Court Players fields as needed.
Leave this option de-selected if this facility is used for normal reservations.
Note: CYMS Users: select this option if this facility is to be used for hourly care.
Long Description (FRFacility_LongDescription)
Enter the Long Description for this facility. DataGrids in RecTrac can be sorted by Description, if desired.
DeleteShort Description (FRFacility_ShortDescription)
Enter the Short Description for this facility. The Short Description appears on reports, receipts, etc.
DataGrids in RecTrac can be sorted by Description, if desired.
DeleteReport Tag (FRFacility_ReportTag)
Select the Report Tag you wish to use for this facility, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Type (FRFacility_TypeCode)
Select the Type Code for this facility, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Subtype (FRFacility_SubType)
Select the Subtype Code for this facility, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Category (FRFacility_Category)
Select the Category Code for this facility, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Setup Minutes (FRFacility_SetupMinutes)
Enter the default amount of time, in minutes, needed to set up/organize this facility prior to a reservation, if any.
When reservations are made for this facility, any setup minutes will be included in the reservation time to prevent double booking of the facility.
Separate reservations will be made (and linked to the Internal Household) to accommodate the time needed for preparation and allow you to avoid double-bookings. setup/cleanup reservations are made to the Internal Household regardless of which household makes the actual reservation.
For example, The Chittenden County Bee Keepers reserve this room on the third Thursday of every month from 07:10-08:05pm. Your maintenance crew requires 10 minutes to set organize the room and another 10 minutes after the meeting to clean up and put things away. You would enter '10' in both Setup Minutes and Cleanup Minutes. When making reservations for the Chittenden County Bee Keepers, RecTrac will reserve the room for 75 minutes (07:00-08:15pm) and not just for the 55-minute length of the actual meeting. This will prohibit you from reserving the room during setup or cleanup time.
Setup/clean up times entered here act as default values only and can be overridden in Global Sales and on the SuperGrid, as needed, when making actual reservations.
DeleteCleanup Minutes (FRFacility_CleanUpMinutes)
Enter the default amount of time, in minutes, needed to clean up this facility after to a reservation, if any.
When reservations are made for this facility, any cleanup minutes will be included in the reservation time to prevent double booking of the facility.
Separate reservations will be made (and linked to the Internal Household) to accommodate the time needed for cleanup and allow you to avoid double-bookings. Setup/cleanup reservations are made to the Internal Household regardless of which household makes the actual reservation.
For example, the Chittenden County Bee Keepers reserve this room on the third Thursday of every month from 07:10-08:05pm. Your maintenance crew requires 10 minutes to set organize the room and another 10 minutes after the meeting to clean up and put things away. You would enter '10' in both Setup Minutes and Cleanup Minutes. When making reservations for the Chittenden County Bee Keepers, RecTrac will reserve the room for 75 minutes (07:00-08:15pm) and not just for the 55-minute length of the actual meeting. This will prohibit you from reserving the room during setup or cleanup time.
Setup/clean up times entered here act as default values only and can be overridden in Global Sales and on the SuperGrid, as needed, when making actual reservations.
DeleteTime Blocks (FRFacility_TimeBlocks)
Select the Facility Time Block Code you wish to link to this facility, if any. Facility Time Block Codes set search/booking parameters for your facilities in WebTrac and on the SuperGrid.
For example, pavilion rentals are available daily from Memorial Day Weekend through Columbus Day Weekend in two-hour time blocks from 10:00am through 08:00pm. With a Time Block code linked to your pavilion facilities, patrons and staff would see the 2-hour blocks and a single click to reserve" would book the time.
Facility Time Block Codes are maintained in System Code Management. Type = Facility Time Block.
Note: Time Blocks codes can be used in lieu of default event length settings when processing on the SuperGrid.
ComboKey (FRFacility_ComboKey)
You will not visit this field.
This field displays the relationship between the Facility Classthe Facility Location and the Facility.
DeleteCourt Daily Passes (FRFacility_DailyPass)
This field is applicable only for court facilities.
Select the Daily Pass Code(s) allowed for this court. The pass code (s) you select will be allowed for daily reservations.
DeleteCourt Member Passes (FRFacility_MemberPass)
This field is applicable only for court facilities.
Select the Pass Code(s) allowed for this court. The pass code(s) you select will be allowed for member reservations at this court.
DeleteMax Court Players (FRFacility_MaxPlayers)
This field is applicable only for court facilities.
Enter a numerical value in this field. The number you enter represents the maximum number of concurrent players allowed on this court at one time. For example if you allow 'singles' and 'doubles' reservations you would enter '4' in this field so that a reservation could be made for up to four (4) players at a time.
DeleteRequire A Head Count? (FRFacility_RequireHeadCount)
Select this option to require a headcount when making reservations for this facility.
With this option enabled, the reservation cannot proceed until a headcount is entered during the sale.
Note: A Facility's Capacity is determined by Rules. Criteria Type = Headcount. Recommended Operator = Equal To or Less Than.
Allow Waitlist? (FRFacility_AllowWaitlist)
Select this option if you wish to allow a waiting list for reservations for this facility in the event multiple patrons wish to reserve it for the same (or overlapping) period of time.
DeleteFeatures (FRFacility_Features)
Select any Features you wish to link to this facility.
Features are added extras that a facility has or offers, such as (but not limited to) WiFi connectivity, a charcoal grill, a smart board, a retractable video screen, an internal PA system, field/stadium lighting, on-site parking, network drops, etc. When searching for facilities, clerks (using RecTrac) or patrons (using WebTrac) may use features as a Search Criteria. Features are items that a facility includes. Whether you opt to charge for their use during a facility rental is up to your local policy.
Feature Codes are maintained in System Code Maintenance. Type = Facility Feature.
DeleteReceipt Documents (FRFacility_ReceiptDocuments)
Select the Receipt Documents you wish to link to this facility.
Receipt Documents are maintained in Document Management and usually consist of pertinent information that you want to pass along to your patrons whenever a receipt of a certain type is generated. Receipt documents can vary by the transaction type (i.e. you can have separate receipt documents for new purchases/registrations cancellations changes etc.) or you can use the same document for all receipts. Further, you can print separate documents for receipts generated via WebTrac and RecTrac if desired.
Printing Receipt Documents
-
RecTrac
- Receipt documents print along with receipt when queued to a printer either at the time of the transaction or later using the Receipt Reprint program. This is the preferred method for printing and reprinting receipt documents.
- Receipt documents are included as an attachment when receipts are emailed from RecTrac either at the time of the transaction or later using the Receipt Reprint program.
- When you link a receipt document in this field a copy of it gets placed in the Document Center. Document Type = "Standard Document." You can print it from there if needed. The copy gets placed in the Document Center at the moment you link it in this field. When a receipt document gets generated as part of a transaction the copy in the Document Center doesn't get updated and no new copy gets sent there.
-
WebTrac
- Receipt documents created from a transaction in WebTrac are attached (along with the receipt) to the confirmation email that gets sent to the patron.
- Additionally, the WebTrac Confirmation Screen provides a clickable link to the document so patrons can print it at that time or save it.
Note: Receipt documents do not preview in RecTrac. If you're opting to Preview Receipts then the receipt and any waivers will preview but the receipt document won't. This is because RecTrac has no way of telling your browser what file type you're using for the receipt document (.pdf .jpg .docx .txt etc.). So if you're only previewing receipts then your best recourse for printing the receipt document at a later date is to use the Receipt Reprint program as noted above.
WebTrac - Whether receipt documents preview in WebTrac is dependent upon the file type and the browser being used. For best results Vermont Systems recommends using .pdf or .jpg file types for receipt documents in WebTrac. These file types always preview regardless of the browser being used. Your patrons will experience mixed results if you use other file types.
Waiver Code (FRFacility_WaiverCode)
Select the Waiver for this facility/court, if desired.
The Waiver Letter that you select can be printed along with the receipt when this facility/court is reserved. Waivers also be can linked to households or individual family members, if desired.
Waiver letters are managed in Letter Group Management. Code Type = Facility Waiver or Court Waiver.
See Also: Topic Doc - Linking Household and Family Member Documents
DeleteReport Tag 2 (FRFacility_ReportTag2)
Select the Report Tag 2 you wish to use for this facility, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Report Tag 3 (FRFacility_ReportTag3)
Select the Report Tag 3 you wish to use for this facility, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Display Facility On Web (FRFacility_DisplayOnWeb)
Determine how you want this facility displayed in WebTrac.
- Inquiry Only - This facility will display on WebTrac but upon mouse-over, a message will display reading, Inquiry Only - Reservations cannot be made online." No rule checking is used for this option.
- Purchase Only - This facility will display on WebTrac for reservations (Purchase) only. Availability checks will be run against rules set for Transaction Type Purchase only.
- Permit Only - This facility will display on WebTrac for reservation requests (Permit) only. Availability checks will be run against rules set for Transaction Type Permit only.
- Purchase and Permit (Subject to Rules) - This facility will display on WebTrac for both reservations (Purchase) and reservation requests (Permits). Availability checks will be run against rules set for Transaction Type Purchase and Transaction Type Permit/
- No - This facility will not be displayed in WebTrac. No rule checks will take place.
Facility Video (FRFacility_FacilityVideo)
Enter the file name of the video to associate with this facility when it is displayed in WebTrac, or click on the File Upload icon to select the video file via Windows Explorer.
This video (typically a virtual tour") may be displayed whenever anyone looks at this facility in WebTrac.
Videos used in WebTrac must be stored in the \wbimages* folder on the web server to display properly. When your customers click on a video link from within the WebTrac application the video is NOT played in the browser window. Instead it opens using the patron's default media player (i.e. Windows Media Player Quicktime etc.). Therefore the file type you choose to use for this purpose should be something commonly used such as .mp4 .avi .wmv etc.
*Note for VSI-Fully Hosted and VSI-Web Hosted Customers: The VSI Cloud team maintains the videos you want displayed on WebTrac. Email your facility videos to HostedServices@vermontsystems.com. Contact the VSI Cloud team for further information/instruction if needed.
Facility Image (FRFacility_FacilityImage)
Browse to and select the image you want to associate with this file management record when it is being displayed in WebTrac or when it is printed on reports or in brochures, if applicable (i.e. the image you want to use for this section, or this pass, or this facility, etc. Allowed file formats include: .jpg, .bmp, .png .gif.
Upon selecting the image, the system will prepend the file name with \WebTracimages\. For example, your image name is MyActivity.jpg and it is stored in C:\temp on your workstation. When you select that image, this field will fill with: \WebTracimages\MyActivity.jpg
Leave this field blank if you don't want an image to display in WebTrac or on reports and brochures.
Images used for WebTrac must also be stored in the \images folder on your web server else they will not display in WebTrac. So if you wanted the MyActivity.jpg" image from the example to display in WebTrac then you would need to have the image in this field and you also would have to copy the "MyActivity.jpg" to the \images folder on your web server as well.
Note for Vermont Systems-Fully Hosted and Vermont Systems-Web Only Hosted Customers: The Vermont Systems Hosted team maintains your web server so any images you want displayed in WebTrac need to be sent to them. Select the image you want to display in this field as outlined above and then email a copy of your WebTrac image to HostedServices@vermontsystems.com. The Vermont Systems Hosted team will place the image in the \images folder on your web server. Contact the Hosted team for further information/instruction if needed.
What Size Should Your Images Be?
By default WebTrac displays thumbnail images at 165 (width) x 110 (height) pixels. Images in the \images folder get resized automatically upon display in WebTrac. Clickable images such as those used for facilities will display at their actual/true/full size when a patron clicks the thumbnail to enlarge the image.
When selecting images for display in WebTrac Vermont Systems recommends the following for the best results:
- Pre-size your images to dimensions that are directly proportional to 165x110. When sized proportionately your image will not lose aspect ratio and appear skewed when reduced and displayed in the thumbnail.
- Keep the file size of your images at or below 100kb. When patrons use WebTrac the images linked to your items must be downloaded to the patron's browser. Larger images tax your web server far more than smaller ones and result in longer/slower page loading time on the patron's browser.
Keyword Search (FRFacility_KeywordSearch)
Enter any keywords you want to link to this facility. Patrons using WebTrac can search for facilities using keywords.
Keywords may be space-delimited (i.e. Game Room Gameroom) or delimited with a comma and a space (i.e. Game, Room, Gameroom).
DeleteCheck Availability For WebTrac Permits? (FRFacility_WebCheckAvailability)
Select this option to have WebTrac's Facility Permit Availability Calendar check availability for this facility. The Use Facility Permit Availability Calendar option must be enabled on the WebTrac Parameters profile for this setting to work.
On a facility-by-facility basis, you can determine whether rules and availability are checked as part of the permit request process (preventing patrons from requesting a permit for dates/times that violate configured rules for a facility). This provides a quick validation and prevents your staff from receiving permit requests for popular facilities/dates/times that have been long since booked (i.e., everyone wants your popular lakefront pavilion for summer holidays).
DeleteComplete Tree (FRFacility_CompleteTree)
You will not visit this field.
This field displays the complete facility tree information (facility parents siblings and/or children) for this facility if any.
By default the facility itself displays regardless of whether it part of a facility tee.
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.
Refer to this Facility Tree Example for more information.
DeleteParents (FRFacility_Parents)
You will not visit this field.
This field displays the Parent Facility/Facilities (if any) to which the facility you are modifying is linked.
To establish a parent > child relationship in RecTrac go the parent facility and select the child facility/facilities and Save the record. You CANNOT select parent facilities from the children. The selection MUST be made from the top down.
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.
Refer to this Facility Tree Example for more information.
DeleteSiblings (FRFacility_Siblings)
If this facility is part of a Facility Tree and it is a sibling in the facility relationship, then select the other sibling facility/facilities for this relationship. Generally speaking, sibling" facilities are those in a parent/child relationship where one or more of the spaces in the tree are shared in common and so if one is rented the other cannot be. For example you have a multipurpose room (MLPRM) that can be sub-divided into three (3) Rooms MLPRMA MLPRMB and MLPRMC). You can also combine adjoining rooms (Combine and rent MLPRMB and MLPRMC) and still rent the third (MLPRMA separately. In this relationship the combined rooms are sibling rooms because if combined Multipurpose Room AB is rented combined Multipurpose Room BC cannot be because both combined rooms have single room B in common.
Refer to this Facility Tree Example for more information.
DeleteChildren (FRFacility_Children)
If this facility is part of a Facility Tree and it is a parent in the facility relationship, then select the child facility/facilities for this relationship. In the parent/child relationship of a Facility Tree, the children" are subsets of the "parents." You CANNOT select parent facilities from the children. The selection MUST be made from the top (parent) down (to the child).
A reciprocal link will be created for the child facility automatically that links this facility back as the parent. When editing/changing the child facility the parent facility will be listed in the Parent field.
Refer to this Facility Tree Example for more information.
DeleteLight Interface Facility? (FRFacility_LiteFacility)
Select this option if you use Musco or SkyLogix to run this Facility's lights. Musco and SkyLogix are separate third party vendors with whom VSI partners. Both businesses provided automated solutions for the of turning a facility's lights on and off. If you select this option you must also enter Lite Codes" in the fields below.
Contact Vermont Systems Sales for further information about light interface programs.
See Also: Topic Doc - Musco Lighting Interface
See Also: Topic Doc - Skylogix Lighting Interface.
DeleteLight Interface Code 1 (FRFacility_LiteCode1)
Enter this Facility's Light Interface Code (LIC) as given to you by Musco or SkyLogix, Generally speaking, LICs are two (2) sets of numbers (i.e. 1867 6023). Enter the first set of numbers here (i.e. 1867).
DeleteLight Interface Code 2 (FRFacility_LiteCode2)
Enter this Facility's Light Interface Code (LIC) as given to you by Musco or SkyLogix, Generally speaking, LICs are two (2) sets of numbers (i.e. 1867 6023). Enter the first set of numbers here (i.e. 1867).
DeleteTicket Access RecTrac (FRFacility_TicketAccessGUI)
Select the Access Ticket Template you wish to link to this facility when it is rented in RecTrac, if desired.
See Also: Ticket Access/Templates for a full field description.
DeleteTicket Template RecTrac (FRFacility_TicketTemplateGUI)
Select the Ticket Template you wish to link to this facility when it is rented in RecTrac, if desired. Tickets are maintained in Template Design Studio
See Also: Topic Doc - Template Design Studio.
DeleteTicket Access Web (FRFacility_TicketAccessWeb)
Select the Access Ticket Template you wish to link to this facility when it is rented in WebTrac, if desired.
See Also: Ticket Access/Templates for a full field description.
DeleteTicket Template Web (FRFacility_TicketTemplateWeb)
Select the Ticket Template you wish to link to this facility when it is rented in WebTrac, if desired. Tickets are maintained in Template Design Studio
See Also: Topic Doc - Template Design Studio.
DeleteBegin Time Description (FRFacility_BeginTimeDescription)
Enter a beginning/opening time description, if desired.
An entry here is useful if reservations for this facility begin at a certain time of day not necessarily associated with clock time such as dawn." If this were the case and you enter "Dawn" in this field the word "Dawn" will print on the facility reservations receipt as the beginning time for the reservation.
Note: Whatever you enter here will print on the receipt of the reservation regardless of when the beginning time of the reservation actually is. For example, you enter 'Dawn' in this field. If the reservation begins at Noon 'Dawn' will print on the receipt.
End Time Description (FRFacility_EndTimeDescription)
Enter an ending/closing time description, if desired.
An entry here is useful if reservations for this facility end at a certain time of day not necessarily associated with clock time such as dusk." If this were the case and you enter "Dusk" in this field the word "Dusk" will print on the facility reservations receipt as the beginning time for the reservation.
Note: Whatever you enter here will print on the receipt of the reservation regardless of when the ending time of the reservation actually is. For example, you enter 'Dusk' in this field. If the reservation ends at 3:00 pm 'Dusk' will print on the receipt.
Delete
Receipt Image (FRFacility_ReceiptImage)
Enter the file name of the image to associate with this Facility when it has been reserved, or click on the File Upload icon to select the image via Windows Explorer. The image will print next to the Facility Code on the receipt.
Note: The facility receipt image MUST be in .jpg file format and cannot contain spaces in the file name. For example 'Game_Room.jpg' will work but 'Game Room.jpg' will not. VSI recommends using .jpg files that are 30kb or smaller. This will keep receipt file size and generating time to a minimum.
MainTrac GL Code (FRFacility_MainTracGLCode)
If you are using the MainTrac interface option, click then select the applicable GL Code to which you want maintenance charges associated with this reservation to be charged.
For example, an art class has a maintenance ID of Art Class Maintenance the text of which reads, Remove all chairs and tables. Scrub tile floor to remove all paint and other art materials. Clean inside of kiln.") When the maintenance crew receives and completes this task they will be able to charge their maintenance expenses to the GL Code you enter in this field.
DeleteMainTrac Cost Center (FRFacility_MainTracCostCenter)
If you are using the MainTrac interface option, and if you use Cost Centers, then select the applicable Cost Center to which you want maintenance charges associated with this facility to be charged.
For example, an art class has a maintenance ID of "Art Class Maintenance," the text of which reads, "Remove all chairs and tables. Scrub tile floor to remove all paint and other art materials. Clean inside of kiln.") When the maintenance crew receives and completes this task, they will be able to charge their maintenance expenses to the Cost Center you enter in this field.
DeletePrint Setup and Cleanup Times On Receipt? (FRFacility_PrintSetUpCleanUpOnReceipt)
Select this option if you would like to print Setup and Cleanup Minute times on the receipt when this facility is reserved.
The fields for Setup Minutes and/or Cleanup Minutes must have a value of at least one (1) for this information to print. Zero-minute (0) Setup and/or Cleanup Minute values will not print on the receipt regardless of this option setting since those times are void.
DeleteCYMS Reservation Age Group (FRFacility_CYMSAgeGroup)
This field is designed for use with the Child Youth Management System (CYMS). CYMS is used primarily by the US Military to track its childcare program needs though some non-military organizations use it too. Generally speaking, if you are not licensed for (or using) the CYMS module then you should leave this field at its default setting. Contact Vermont Systems Support with any questions as to whether you should be using this field.
Select the applicable age group(s) for the hourly care provided in this room. Multiple selection is allowed.
Leave this option deselected if hourly care is not provided at this facility.
Age group Codes are maintained in Miscellaneous Code Detail Management. Type = Age Group.
DeleteDefault CYMS Reservation Visit Type (FRFacility_CYMSVisitType)
Select the applicable Reservation Based" Visit Type.
Use this visit type as the default Visit Type value for reservations of this resource.
This includes the default value to display on the double-click pop-up in the super grid and the default value to use when doing "Add to Cart All" in the super grid.
System Codes are maintained in System Code Management. Type = "Visit Type" and Visit Option = "Reservation Based".
DeleteNo Show Service Item (FRFacility_ServiceItem)
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Click the Picklist icon to select the POS Service Item that you wish to use to generate the fees due for households who did not "show" for their reservations.
Notes: The Record Type for this Service Item should be "Miscellaneous" and your "No Show" Fee must be linked to it.
The "No Show" Fee should be Fee Type "Standard and the Transaction Type must be No Show."
Depending on your No Show Fee policy you may need to visit the Time Based Settings group when creating the Fee. This is necessary only if you charge fees incrementally based on the length of the reservation.
Fees
WildCard Cost Center (FRFacility_WildCardCostCenter)
Select a Cost Center if desired. Fees for this item will be linked to the Cost Center you enter here. The fees being charged for this item can be linked anywhere in fee hierarchy.
Note: Wildcarding of the Cost Center to the Cost Center entered here will occur only if the fee being processed is set to Wildcard Cost Center.
Cost Center hierarchy works as follows:
- If the Wildcard Cost Center? option in the Additional GL Settings group of Fee Update is enabled:
- The Cost Center (if any) linked in the Wildcard Cost Center field on the Fees tab of an item in File Management will be used.
- If no Wildcard Cost Center is linked on the Fees the system will use the Wildcard Cost Center listed on the User's Drawer profile.
- If the Wildcard Cost Center? option in the Additional GL Settings group of Fee Update is NOT enabled the system will use the Revenue Cost Center listed in the Core Settings group on the Fee itself.
- If none of the above no Cost Center will be used.
Fees (FRFacilityUpdate_FeeDataGrid)
The Facility Update Fees DataGrid allows you to see all applicable fees linked to this Facility. Fees linked to the Facility Class, Facility Location, to a Facility Type, a Sub-type, the Category, or to the Facility module will display here.
The Linked To column displays where Fees are linked. Only those fees linked to this Facility, itself, can be edited here. Fees linked elsewhere (any Fee linked at a higher level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the Facility Update Fees DataGrid displays where the Fee is linked the Linked Description the Fee Status Amount Order Billing Amount Default Quantity Description Fee Type Transaction Type (linked) Criteria Description (linked) Tax Table (linked) GL Code (linked) Cost Center Total Price Option Fee Required option Use Accrual option (linked) and Fee Group Code Your set up may vary.
See Also: RecTrac Fees for a detailed description of RecTrac fees setup information and examples.
Buttons on the fee grid…
Click Add and make a selection:
- Add Fee - You will continue to the Fee Detail screen where you may add or change a linked fee using basic options.
- Advanced Fee Add - You will continue to the Fee Update screen where you may add or change a linked fee using advanced options.
Note: Fee Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Fee and Default Fees by Module determine what default records populate the list.
If you receive the pop-up message asking whether you want to add a --New Blank Record-- then you have Permissions to add "regular" fee records and default fee records to your database. Expand the list and make a selection:
- If you have default fees you may opt to use them if desired.
- If you do not have default fees Vermont Systems recommends choosing --New Blank Record-- as it will create a new fee.
If you do not receive the pop-up you do not have Permissions to add default fee records to your database. You will be adding a new fee record only.
In the standard Vermont Systems design Fee Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default fees are maintained in Fee Management.
The default fees that populate the Drop-down list are maintained in your Rules and Fees profile.
Highlight/select a record click Change and make a selection:
- Change Fee - You will continue to the Fee Detail screen where you may change a linked fee using basic options.
- Advanced Fee Change - You will continue to the Fee Update screen where you may change a linked fee using advanced options.
Click Link Set and make a selection:
- Link Set as Template - You will continue to the Set Maintenance DataGrid where you may select a fee set template to link if desired. When linked as a template any fees in the set can be modified on a case-by-case basis but changes made to the set in Set Maintenance will not filter down.
- Link Set as Unchangeable - You will continue to the Set Maintenance DataGrid where you may select a fee set to link if desired. When linked as an unchangeable set fees in the set cannot be changed on this screen. However, you can make changes to a set in Set Management and those will take effect immediately.
Highlight/select a record and click Delete to remove it from the fees linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone fees.
Bulk Change is not available from this DataGrid.
Click Export Fees to continue to the File Maintenance Export screen where you can select records in the DataGrid to export. The export creates an XML file that can be viewed/saved from the Document Center.
The Export/Import process provides an easy way to move records between items in your RecTrac database or between separate RecTrac databases if necessary.
Click Import Fees to continue to the File Maintenance Import screen where you can select an XML file containing records you wish to import into this DataGrid.
The Export/Import process provides an easy way to move records between items in your database or between separate RecTrac databases if necessary.
DeleteRules
Rules (FRFacilityUpdate_RuleDataGrid)
The Facility Update Rules DataGrid allows you to see all applicable rules linked to this Facility. Rules linked to the Facility Class, Facility Location, to a Facility Type, a Sub-type, the Category, or to the Facility module will display here.
The Linked To column displays where Rules are linked. Only those rules linked at the Facility can be edited here. Rules linked elsewhere (any Rule linked at a higher level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the Facility Update Rules DataGrid displays where the Rule is linked the Linked Description the Allow Option (check mark for allow 'x' for disallow) the Rule Description the Rule Status the Transaction Type the (linked) Rule Group the Rule Override Option the Parent Table and ID the Clone ID and the Record Type. Your set up may vary.
See Also: RecTrac Rules for a detailed description of RecTrac rules setup information and examples.
Buttons on the rule grid…
Click Add and make a selection:
- Add Rule - You will continue to the Rule Detail screen where you may add or change a linked rule using basic options.
- Advanced Rule Add - You will continue to the Rule Update screen where you may add or change a linked rule using advanced options.
Note: Rule Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Rule and Default Rules by Module determine what default records populate the list.
If you receive the pop-up message asking whether you want to add a --New Blank Record-- then you have Permissions to add "regular" rule records and default rule records to your database. Expand the list and make a selection:
- If you have default rules you may opt to use them if desired.
- If you do not have default rules Vermont Systems recommends choosing --New Blank Record-- as it will create a new rule.
If you do not receive the pop-up you do not have Permissions to add default rule records to your database. You will be adding a new rule record only.
In the standard Vermont Systems design Rule Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default rules are maintained in Rule Management.
The default rules that populate the Drop-down list are maintained in your Rules and Fees profile.
Highlight/select a record click Change and make a selection:
- Change Rule - You will continue to the Rule Detail screen where you may change a linked rule using basic options.
- Advanced Rule Change - You will continue to the Rule Update screen where you may change a linked rule using advanced options.
Click Link Set and make a selection:
- Link Set as Template - You will continue to the Set Maintenance DataGrid where you may select a rule set template to link if desired. When linked as a template any rules in the set can be modified on a case by case basis but changes made to the set in Set Maintenance will not filter down.
- Link Set as Unchangeable - You will continue to the Set Maintenance DataGrid where you may select a rule set to link if desired. When linked as an unchangeable set rules in the set cannot be changed on this screen. However you can make changes to a set in Set Management and those will take effect immediately.
Highlight/select a record and click Delete to remove it from the rules linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone rules.
Bulk Change is not available from this DataGrid.
Click Export Rules to continue to the File Maintenance Export screen where you can select records in the DataGrid to export. The export creates an XML file that can be viewed/saved from the Document Center.
The Export/Import process provides an easy way to move records between items in your RecTrac database or between separate RecTrac databases if necessary.
Click Import Rules to continue to the File Maintenance Import screen where you can select an XML file containing records you wish to import into this DataGrid.
The Export/Import process provides an easy way to move records between items in your database or between separate RecTrac databases if necessary.
DeleteQuestions
Questions (FRFacilityUpdate_QuestionDataGrid)
The Facility Update Questions DataGrid allows you to see all applicable questions linked to this Facility. Questions linked to the Facility Class, Facility Location, to a Facility Type, a Sub-type, the Category, or to the Facility module will display here.
The Linked To column displays where Questions are linked. Only those Questions linked at the Facility can be edited here. Questions linked elsewhere (any Question linked at a higher level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the Facility Update Questions DataGrid displays where the Question is linked the Linked Description the Parent Table and ID the Question Text Status Interface Type and Special Question Function if any. Your set up may vary.
See Also: RecTrac Questions for a full description RecTrac Questions set up information and examples.
Buttons on the DataGrid…
Click Link Individual Question to continue to the Question Text Management Screen where you may add or change a linked question.
Click Apply Set as Template to continue to the Set Maintenance - Question Set DataGrid where you may select a question set to link as a template if desired. When linked as a template questions in the set can be modified on a case-by-case basis but changes made to the set in Set Management will not filter down.
Click Link Set to continue to the Set Maintenance - Question Set DataGrid where you may select a question Set to link if desired. When linked as a set questions in the set cannot be changed from this screen but any changes made to questions in the set in Set Management will take effect immediately.
Highlight/select a record and click Change to continue to the Question Text Management Screen where you can make changes.
Highlight/select a record and click Delete to remove it from the questions linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone questions.
Bulk Change is not available from this DataGrid.
Click Preview to continue to the Preview Questions screen where you may review all questions that are visible on the DataGrid.
DeleteComments
Brochure Code (FRFacility_BrochureCode)
Select the Brochure Code, if any, that you wish to link to this facility from the Comment Code Selection picklist. This comment will print on the Brochure Generator report or on any custom brochure you may have purchased. Additionally, it will display on any WebTrac detail searches as well.
Note: If opting to use this field for your WebTrac detail searches then any HTML tags entered here (i.e. <strong>bold tags</strong> <em>italics tags</em> etc…) will be rendered accordingly when viewed in WebTrac.
Brochure Codes are maintained in Comment Code Management. Code Type = Facility Brochure.
DeleteBrochure Text (FRFacility_BrochureText)
Enter any additional comments that are specific to this facility that you want to print on the brochure or in WebTrac detail searches, if any. Text entered in this field will print in addition to the text from a linked Brochure Code, if any. The text in this field will print regardless of whether a Brochure Code is linked.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
Note: If opting to use this field for your WebTrac detail searches then any HTML tags entered here (i.e. <strong>bold tags</strong> <em>italics tags</em> etc…) will be rendered accordingly when viewed in WebTrac.
Tickler Code (FRFacility_TicklerCode)
Select the Tickler Code you wish to link to this facility, if any.
Tickler Codes display during Daily Processing and are used to relay information to the clerk processing the transaction.
For example, Please remind those reserving this facility that black-soled shoes are NOT be allowed on the gym floor and to wear alternate footgear if needed."
Tickler Codes are maintained in Comment Code Management. Code Type = Tickler Comment.
Note: Pop-up messages in RecTrac such as ticklers can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p> <br />)
- Font effects such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field so if you use HTML tags in a receipt comment for example you'll get the raw HTML on the receipt instead of your planned formatting.
Tickler Text Interface Type (FRFacility_TicklerTextInterfaceType)
This option is applicable to whatever you've entered in the Tickler Text field only.
Accept the default entry (All) or select another Interface type. The selection you make dictates where your free form tickler text will appear.
- All - The tickler text will show in both RecTrac and WebTrac.
- RecTrac - The ticket text will be displayed in RecTrac only.
- WebTrac - The ticker text will be displayed in WebTrac only.
Tickler Text (FRFacility_TicklerText)
Enter any additional tickler type comments that are specific to this facility that you want a clerk to see upon selecting it into the Shopping Cart, if any. Text entered in this field will print in addition to the text from a linked Comment Code, if any.
The text in this field will print regardless of whether a Comment Code is linked.
Free form comments may consist of up to 3,000 characters. The right-hand side of the field contains a character counter.
Note: Pop-up messages in RecTrac such as ticklers can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p> <br />)
- Font effects such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field so if you use HTML tags in a receipt comment for example you'll get the raw HTML on the receipt instead of your planned formatting.
Comment Code (FRFacility_CommentCode)
Select the Comment Code you wish to link to this facility, if any.
Comment Codes print on all receipts generated as a result of reserving the facility and are used to relay information to the patron making the reservation.
\For example, The Parks Foundation at Bedford Falls reminds its patrons that alcoholic beverages are not allowed on city property and that proper attire is required at all times."
Comment Codes are maintained in Comment Code Management. Code Type = Facility Receipt Code.
DeleteCommentText (FRFacility_CommentText)
Enter any additional comments that are specific to this facility that you want to print on all receipts that are generated. Text entered in this field will print in addition to the text from a linked Comment Code, if any.
The text in this field will print regardless of whether a Comment Code is linked.
Free-form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteDetail Description (FRFacility_FullDescription)
Add a more detailed description to help you identify and/or describe this facility, if desired. These comments will only appear if electing to include this field on a custom report output.
For example, The Bedford Falls Community Center Small Game Room.
Free-form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteEmail Features
(FRFacilityUpdate_EmailFeaturesDataGrid)
The Email Features DataGrid allows you to see all applicable email notification criteria linked to this item. Email features/criteria dictate when an email will be sent (upon a purchase, upon a cancellation/return, etc.) and to whom it will go.
By default, the Email Features DataGrid displays the Transaction Type that will result in an email being sent, the Status, (linked) Feature Type, (linked) Feature List, whether to CC a Coordinator option (as applicable), Free Form Contacts, Staff Contacts, Override Text, and Features. Your set up may vary
Buttons on the DataGrid…
Click Add to continue to the Email Features Update Screen where you may add or change a linked email feature.
Highlight/select a record and click Change to continue to the Email Features Update Screen where you can make changes.
Highlight/select a record and click Delete to remove it from the item.
Delete