Table of Contents
Episode Summary
In this episode, our host Zach Malloch is joined by Vermont Systems President, Patrick Hayden, Product Owner, Tim Hansen, and representing the ePACT Network, Chief Executive Officer, Stewart Aguanno, and Sales and Marketing Manager, Christy Mede to discuss the new partnership between Vermont Systems and the ePACT Network. The group gives an overview of the ePACT Networks capabilities, the RecTrac side of the integration, and a preview of new features that are coming soon.
Recording
Transcript
Zach Malloch 0:40
Welcome to a very special edition of RecChat today we're joined by some special guests. It's an all star panel as promised as delivered here. We've got Vermont's systems, we've got ePACT. We've got edu. We've got the administration team or executive team. Somebody really high up here with Patrick and Brian, from the the dev side. And then Stuart and Christy are Stu a warm bowl of stew soup is joining us. And Tim from development here. Brian is going to be sitting back with Brett and I to be answering questions as they come in. And so if you guys could use that QA Button down at the bottom, that'll just make sure that we're getting to everything. We will have a full demonstration of ePACT and the RecTrac integration today. So we are going to hold a lot of those questions for the end. And we might answer your question before we even need to. So I'll just go ahead and get out of the way here. And I'll pass it over to Patrick. How you doing, Patrick?
Patrick Hayden 1:36
I'm doing well. Thanks for the introduction, Zack. I'm excited. This is my first time being back on a RecChat in a while. So I'm happy to be back
Zach Malloch 1:45
since you became president!
Patrick Hayden 1:47
Yeah. Is it the first since then, and maybe I've been trying to see the stage to some others. Yeah, I'm really excited for what we have to show here today. And I think Zack said I'm going to try to keep my conversation short here and just do a quick introduction, and leave the majority of the time for us to get into what folks are really here to see which is the the products and the integration. I know we have a mix of customers who are already leveraging ePACT as well as prospective customers. And we're going to certainly be working towards serving both those audiences today by showing some of the enhancements that we've done with the integration as well as giving the folks from ePACT a chance to show what their solution can provide to our, to our customers. And, again, I think as I said in the email that hopefully everybody here received in early November, after the acquisition occurred, we're really excited. And honestly, I'm more excited than than ever. I think everything that was said then is continued to be true. And getting to work more closely with the pack team has just kind of solidified everything that we thought coming into this. It's something that we're really excited about the product, we're excited about making the integration, continually be enhanced and keep adding value for our customers there. And it's something that we've known since the beginning when we started partnering together 40 years ago that there was really a great fit between the two companies here. And I think that's even more true today. And with some of the enhancements we'll talk about today, we'll we'll see a little bit more of what we're working on what's to come in the near future. And then, you know, certainly some some highlights and what ePACT can provide. And like you said, Zach, I think there'll probably be a lot of a lot of questions. And hopefully we'll be able to get through all of them. But as always, we'll we'll follow up with anything we can't cover today. And I promise I'd keep it short. So with that, Stu, Well, I'll hand it over to you.
Stewart Aguanno 3:35
Wonderful, thanks a lot, Patrick. And I definitely share that same excitement. As mentioned, I'm Stewart Aguanno or stew, CEO of ePACT. And I'm just very excited to be joining today with all of you and both ePACT and Vermont systems teams. I think timewise it's perfect to be joining this session, given how focused our team has been on helping hundreds of organizations efficiently scale back up from this very unique pandemic that we've all encountered. And, as Patrick mentioned, this partnership for So years ago, was originally built to truly bridge that gap between two very core systems that you know, if integrated, would open up a massive opportunity for us to both drive efficiency across our customer base. So since inception, it's been fairly fantastic to see the collaboration and work completed, I think, to move this or remove this arduous process between both organizations or whatever the user traditionally faces. And we're very excited and as Patrick mentioned, still are to even more excited today to announce that we had accelerated these efforts by joining forces with the talented Vermont Systems team. So this move as mentioned, has really driven some early enhancements to both the integration and user experience but Which excited to we're very excited to dive into. And I think it's something that will continue to be built on as we continue to grow with some of you are joint customers or soon to be joint customers. So I don't want to take any of the thunder away from Christy and the Vermont Systems team today. So we can dive into what everyone's actually here to soak in. I look forward to continuing these conversations, and definitely will be available to answer any questions that pop up. So that being said, I'm excited to pass it over to Christy, our sales and marketing manager here at ePACT.
Christy Mede 5:34
Thank you very much, Stew, appreciate the introduction. I'm just going to share my Screen with everybody here. So basically, I'm here to introduce ePACT to you, I know I looked at the participant list, it looks like we should have some of our current clients in here. Some people I've already been speaking to. But there's a lot of people on the call who I don't think we've talked to before ever. So I'm really looking forward to meeting you all and hopefully talking to you after this session. To give you an idea of what we're talking about today, I'm going to quickly introduce some key members of our team. Then I'm going to talk about what makes us North America's leading solution, whatever talk to your security priorities are. And then I'm going to actually show you rather than tell you some of the things that make us more than just an emergency health record platform. And I'm going to touch just briefly on our API enhancements that both Patrick and Stu have mentioned, but I'm going to leave more of that to be addressed by the Vermont Systems team, because they are definitely the experts in that area. And then I'll quickly quickly let you guys know about an exclusive offer that we have for you here that ePACT. So first and foremost, let me introduce you to a couple key members of the team. Myself, I am in sales and marketing managers. So you mentioned and you have already had the pleasure of meeting our warm bowl of Stew have under CEO. He's a wonderful, really approachable guy. So if you ever need high level support at ePACT, he often jumps in with the clients and gets involved in everything. And then also who will be joining us a bit later today after I'm done talking is Holly our Director of Customer Success. So she's one that ensures that everybody that works with us has the most seamless process getting on boarded and enjoys excellent customer service moving forward, and she'll be there to answer a few q&a at the end.
Now as far as what makes us North America's leading solution, we are already working with hundreds and several 100 will be a better word of organizations across North America, we work in fields such as recreation, both municipal nonprofit, and independent corporate recreation programs. We work closely with several therapeutic programs, governments, community organizations, education organizations, sports, and many other areas as well. One of the things that separates us from many in this Field is our top tier, your security, we are 100% HIPAA compliant and have the audit to back that up. We've got our sock two Type one audit as well. We have just launched I believe it was this morning. Finally, our two factor authentication. Now that's an optional thing for our clients. But if you guys require that or desire it, it can be turned on by your customer success manager. All of our data's is saved on Microsoft azure servers who have some of the highest security in the industry. And we ensure that everything has redundant backups. So if ever there's an issue in one area of the country, we don't need to worry because the West Coast is covered by the East Coast servers as well. And finally, we have some exciting security and compliance news coming up in the next several months, we will be getting our FERPA audit, we're confident already that we are FERPA compliant, we just want to be able to prove it to our clients. And we are going to be interested introducing single sign on as well. So lots of exciting things coming up in the near future. Now, as far as why we're more than just health forms and automation, and waivers, we've got a lot of tools built in to make your life easier than just having that information. So I want to talk about first the easy reporting of critical information.
So here you're seeing your ePACT dashboard. And you can see here as I go through the you can search on anything, it could be the status, what groups they are not a part of. It could be some of the information you're collecting on their form. I'm showing you the example of food allergies right now. You can look at consents that you've asked for files that have or have not been attached. And there's other options such as whether they've been approved for text messages or not, or whether you have comments that you've added to their files or not. I'm just going to search on the food allergies right now. These are obviously not real people. So don't worry, I'm not hearing any confidential information. You'll notice that we've narrowed my list down to 19 people, they've all got a red flag to noting that there's something on their file that you want to be aware of. And we're going to go ahead and export that list because you don't want to necessarily look at every individual file. Here you have the opportunity to Build a report by adding any information that you collected on ePACT. And I want to just quickly pause here to let you know if you've found that list of questions intimidating, don't worry, we don't force you into asking any of these questions. If that's not what you want to collect, we customize every part of our forms to match your needs. So you'll never be forced into asking complex information that you don't feel you need to know. So we'll go ahead and export that list. And now I will show you what that report looks like.
So it comes out in an Excel spreadsheet. That way, if you'd have any need to manipulate it, or reformat it for your own purposes, you can. But in the case of something like food allergies, for example, there might be a lot of other extraneous information that you need. So what is the allergy? Do they require an epi pen, should you call 911, all of that information is going to auto populate onto this report. Now, I'm going to pause here to say I'm giving the example of food allergies. But there's some other ways in which this is really commonly used, for example, summer camps, when you have summer students that will be helping out and they, you know, shouldn't have access to that sensitive medical information. But maybe they need to know who they can provide sunscreen to, you can run a quick report just saying yes, you can provide sunscreen to these kids, or don't take a picture of these kids, whatever it is that you might need just simple information on you can export within a few clicks. All right. Another way in which we're more than just an EHR is our communication tools, we have a full suite of communication tools that include things like two way texting, and also mass phone calls. So in the event of an emergency, when you really need to get a hold of everybody, you don't need to have someone sitting there dialing one number after the other and hoping you reach everybody in time, everything can be sent out on bulk. And I'm going to walk you through that here. I'm just going to select all member records, but you can do it within any group of people. You'll see here we have a number of different methods of communication with our API with RecTrac. Those first three, three, I just walk through, you don't need to worry about they all happen in the background. It's only general and emergency really, that you're going to use out of those first months. With them, you have the option of including emergency contacts or not. And there are several ways you can send them your communications, you can send them by email, you can send them by SMS, I'm giving an example here camp closing early, it's due to a burst pipe and you're going to need to pick them up at 1pm. You can send different messages depending on the way that you want to send it. So for example, on SMS, you might say campus can closing early pick up 1pm, see email for details. And then finally, there's our voice message. And as I mentioned, this is going to ring their phone, and it's going to have a looped robot message playing basically, I think we've all received those, your car's extended warranty has expired messages. It's the same dreaded technology, but it works brilliantly in this situation.
So we'll go ahead and we get this draft. Obviously, this would be customized for you, that would be your logo where it says Lonsdale, we would have your signature there, obviously, standard and standard privacy and security information. And then you've got your SMS and voice message draft, you could just go ahead and Click Send. I'm not gonna do that right now. Because that would send it out to a bunch of my colleagues and they get frustrated when I send them random messages throughout the day. Now the other method I want to show you is roll call, which I conveniently skipped over earlier, this is our two way text messaging tool. So using that same example can't be enclosed early, you might want to actually know that you're not just yelling into a void and that the parents are actually getting your message. So now you can choose how you want to hear back from them. You can get confirmed receipt, text back with reply, or you can give them customer response options. They'll see in the gray, there's that draft and then you can go ahead and send it right away or save it to be sent later. Now I did make up one so that I could show you guys an example of what this looks like. You'll notice here that we've got a few responses occurred. The first one is unset. That means that they don't have their mobile number in there that red unset flags for you that you need to call them, you need to find another method of communication, this isn't gonna work. The other ones we got responded one and two, so we know who you need to arrange care for. And finally, Pam there is ignoring us her family has not responded. So you could go ahead and select Pam and you'll see resend message at the sort of mid right there. He could resend the same message or you could create a whole new message with smart urgent language in order to hopefully elicit a response from her family.
Right a couple of other things that really make us stand out is our checkout and check in and checkout tool where we have contactless checkout options and our headcount tracking. Not going to show you that today because it's a little awkward bouncing back and forth between my phone and everything in a big Demo like this. So I'm Just gonna tell you a little bit about it with a check in and checkout, you have three ways you can do it, you can do it just based on administrator permissions and no sign off needed. You can do it with a QR code where the family will have their own unique QR code that you can scan. And that serves as an Electronic Signature Identification and you need to have no contact whatsoever. Or if you are if you require a signature or want a signature. Or if they don't want to use a QR code, you can default to a signature. And we've got the signature pad built right into the app, also built into this as a headcount. So that anyone that's checked into your programs, when you go to take a headcount will turn to a confirm status. And as soon as you see that kid, you tap the confirm Button, and now on your archives, in perpetuity will live this headcount so that you can prove if you're ever questioned in the future, that you did that headcount at that exact time, who did it and exactly who was there, hopefully, you never get questioned on that. But we'd like to protect you in the event of some of the worst case scenarios.
And then finally, this is, in my opinion, the most important feature of ePACT, everything else up to this point is really great. But this is the one that's going to help you in the most critical emergencies, offline access to remember records without any need to download them onto your device or print them off. As long as you have appropriate tech, it's certain tablets or phones. And I mean, you could be using an iPhone five, which most people consider a paperweight now, so we don't require you to have anything too, up to date and fancy. But as long as you have that is even without Wi Fi or cellular connection, you can access all of your records and have all of that really critical member information at your fingertips in seconds in the event of an emergency. So these are all great facts. But I want to talk about what that means for you now if you're to choose ePACT. And of course, for every organization, this information is going to be a little bit different. So I chose to pick some information from one of our 2000 participant or organizations that we work with. We looked at what they invested into ePACT, and what they saved on their administrative hours. And we finally say you'll see on the bottom left there just over 2600 administrative hours. With all of the staffing issues we're having right now, I think we could all appreciate having that time back. And that calculated for them with their local wages to be about 31, almost $32,000 in savings after their investment in ePACT. So it had a significant impact on their organization. From a very environmental standpoint, I don't know what everybody hears, everyone's from different places. I live in a rain forest. So I hear a lot about trees. And that organization is saving a tree every year on the programs that they're using a pet four.
Down on the bottom right, this numbers kind of a funky one, their families collectively are saving about 234 hours. And this is because ePACT takes about seven minutes less to fill out forms than the alternative of paper or PDFs or even some of our competitors. And finally, on the top right, this is the most important number in my mind. And this is why I work for ePACT is the time saved in an emergency that offline access I was talking about. You don't have to flip through a binder hoping you're going to find the right and the correct information in time. It's about five minutes faster, on average, to access that information in an emergency with impact versus absolutely any other method of storing misinformation. But only a little bit about us and RecTrac I don't want to steal anybody's thunder for talking about the integration. But a couple of highlights. We have been partners since 2018. And loved working with Vermont systems all this time and love working with the more now that we are part of the Vermont systems family, which happened back in November of 2022. And as we mentioned, we are working on a new and improved API or integration that's going to be released shortly. And it's going to include multi dashboard support. This means that we can support programs that have multiple needs as far as the information they're collecting from their participants. So if you have therapeutic Rec and then you have sports, and then you have an arts camp and you need different information from each one, we can support that and have everything working in the background for you.
It's nice and simple thing happens four times a day every all the work happens in the background. You don't have to do anything. Couple of details about that as to why that's important to you. First of all, is the reduced admin load. Every time somebody registers or changes the registration within RecTrac. It's going to come over into ePACT. So you don't have to reassign people into different groups. You don't have to keep track of who's received their forms and who hasn't, or whose forms you've received and who you need to chase down. We're going to automatically send out forms when someone first registers we're going to automatically remind them if they haven't filled out there forms within a set period of time that you set. And then if needed, we'll also send out automatic reconfirmation requests. So if say you've got an after school program, and you need to confirm after six months into the program, that the information is still accurate, we've got your back, you don't need to do any of that. It allows you to, as I mentioned, collect that specialized information that's tailored to each program. And it's going to reduce the liabilities associated with storing sensitive information either in your registration system or keeping it on paper or keeping it in PDF files. And finally, it protects you and your organization by being completely HIPAA compliant. This last slide was second to last slide here, I don't expect you all to read that if you didn't want to revert back to it. This is what some of our joint clients are saying. So these are clients of Vermont systems that are also clients of ours. Who really particularly loved we're working with both of us, you're welcome to refer back to this on the recording if you'd like to read all the details of what they have to say about this. And I did promises special offers. So for anybody that would like to reach out to me after the webinar, please do there's my email address at the bottom, I will personally respond to you and work with you as far as figuring out whether this is the right fit for you or not, will offer you a complimentary impact assessment so that $30,000 that we saved, that client will figure out for you what we would expect to save for you and what we expect the impact on your business to be. If you do decide to move forward with working with us, we'll give you priority onboarding and support, we'll invite you to put an input on future development. And also, of course, we will have a special welcome to the family pricing. So please do reach out for some specific details. I would love to talk with each to each and every one of you one on one.
And I will pass it back to the Vermont Systems team. Thank you so much.
Zach Malloch 22:00
Thank you very much Christy. And I think that to move it back over to RecTrac. We'll hand it over to Tim to see what it looks like on that side.
Tim Hansen 22:08
Hey, everybody,
Zach Malloch 22:09
how's it going Tim?
Tim Hansen 22:10
alright here just need to share my Screen here. Alright, so I am Tim Hansen, I'm a product owner, I got a great team working for us or with me. when this opportunity came up to integrate a little bit more in depth with ePACT, we kind of jumped at it, we're looking for something new and exciting, and it's kind of fit our Build. So it's been a good adventure. And so what what we were tasked with doing was
Tim we still can't see your Screen, just FYI.
About an ad about now.
Zach Malloch 22:47
Not yet, unless somebody else is seeing something I'm not so far.
There we go.
Tim Hansen 22:58
So what we were tasked with, like was said before, we would already have the ePACT integration, but it was a single dashboard or single client key and so that fit the mold for most people. But then a lot of people want to do multi dashboards, Christy was saying kind of have a different complete different set of forms are required to fill out based on maybe what Type of class or section it was, you know, maybe it's an outdoor class versus some sort of equestrian riding camp, sort of things like that. So one of the ability within RecTrac, to be able to have the patients fill out different forms of data in the ePACT. So I'll kind of just bring you through the process. And a lot of you will notice that when you go into your static parameters, like we're about to in this video, that your Screen will look different than what mine looks like. And the Screen or the version of RecTrac that I'm using isn't released yet. And it is set to be released in early February, I believe. And so that's when this new dashboard, integration will come to life for you, and you will be able to use it. And if you're I'll say this off right out straight off the bat, if you're a current ePACT and RecTrac customer. Even though these screens and the data and the screens will change, you won't notice a different it'll be the seamless for you, you won't have to make any changes, I will point out the changes that you might see in this section and a few seconds. But as far as processing and like that you won't have to make any changes. You won't have to visit any screens. Alright, so I'll play the video here. So right now we're basically going into the static parameter Profile and RecTrac. Oh, wait a minute. Hold up. I bring up the wrong video. I put on pause here
all right, you seen the Screen now? All right, not sharing anymore.
Patrick Hayden 24:42
We can we've got you
Tim Hansen 24:44
sorry about that, folks. All right. So going into static parameters. So most people should be familiar with that. And on the static parameters, this third panel here the third party integrations panel, and this is where the logic lives to enable ePACT. So basically, that's all you'd have to do on our side as a enable ePACT. to kind of pause it there real quick, if you are a current user of RecTrac, you would not see this ePACT key Type, and you would not see this ePACT endpoint value, the other fields would be the same in the Button, you would know that you would not see. So those are all new fields that we've added for this integration. Continue here a little bit. And I'll pause it again. So the main part here is this. We've added this organization ID. And so basically, organization ID, as ation ID is a value that would be given to you from ePACT. And it represents the multiple dashboards that you might have. So prior to this change, you only had a single client, keep your current customer. And that key would be what you'd enter into this Profile in the Field just below this Combo box, it's kind of expanded here. If you choose to do the multi dashboard, then ePACT will give you an organization ID and then you will work with them to define what your dashboards are. So basically, what the form data are that you're going to need to fill out when that dashboard is used, or you're not you your patrons will fill out when that dashboard is used. So I'll hit play here. So we've selected organization ID, I'm just going to enter my admin email, and they're going to paste in the organization ID that ePACT is given to me. And then I'm going to hit this fetch dashboards Button. And basically, that's just going to make an API call out to ePACT and return us some data about the dashboards that are part of that organization ID. So these dashboards, we are working in the UA T environment with ePACT. And so they're not named, very great promise you. But when you are setting up those dashboards with ePACT, you get to choose kind of what those names, so they make sense for what kind of classes you might be wanting to link your dashboards to. Alright.
So that's really the setup that you have to do in, in the static parameters Profile. Now, once you enable that setting, in the static parameters, I'm just gonna show this real quick. Basically, what it does automatically, you wouldn't have to do anything with this, but it creates a scheduled event. Alright, so everybody's probably pretty familiar with it scheduled events are to see this ePACT export scheduled event. And all's I just want to show here is that, Chris, you discussed it earlier, but it's kind of like how often are we kind of exporting the data out of RecTrac to ePACT. And I say, No, it's just the basic roster information that needs, ePACT needs to know about. So here, you can see that this one set up happened four times a day. Alright, so that's just the purpose of the scheduled event. But once again, that happens automatically once you enable the back and static parameters. So the next This next video is kind of what would when you go in activity section maintenance. So I'm going to do that now, as we did have to make a little bit of a change here. And so if you have ePACT enabled, so I'm just going to find my eat pet classes that I've kind of got set up, not going to go into one of these sections. So if you haven't ePACT enabled and stat in your static parameters, you will see that there's a new Tod Toggle that set up if you don't see this Toggle, then you don't have ePACT enable on static parameters kind of hidden. So on this section, if we're saying that this section is going to be one of the sections that we want to export data roster data to ePACT, then we would choose that selection box. And now in this version, dot 17, this would expand out and you get to choose which dashboard you want related to this specific section. Going back prior to this change, so prior to 70, amp your current ePACT user, you would not see this ePACT dashboard Field because there was only one dashboard so to speak of. So now what you do, you have to make a choice. Once again, for legacy people, people who are using ePACT already and they go to the dot 17 version, this Field will fill in with RecTrac ePACT dashboard because it's the only one you have we just kind of named it that because you didn't have multi dashboard. So you will not have to visit your sections if your current ePACT customer like I said, it'll all just kind of work out of the box when you go to 17. But if you did visit this section, you would see this new Field and it would be filled in for you. So that's really the setup as far as RecTrac is concerned.
See, so what I was just going to do is show that during the registration process, really your clerks this is just doing a global sales and I'm gonna sign up somebody for that one of those classes. It's It's not any different, they don't have to make any choices about dashboards or form data. At this point, there's, there's none of that going on, it's just your clerks will just enroll your patients into these courses or classes just as they normally would. Alright, so I've gotten Mr. Nolan here, put him in the great outdoors summer camp. So there was no notice there was nothing there that the clerk had to do for the ePACT integration, they just go through this process is normal pay with some cash and complete the sale. Alright, so nothing more for the clerk. So at that point, they're the only thing that are the next thing that will happen. And, and remember, we have that scheduled event that are run and are run on those different intervals that we said, basically, once the scheduled event runs, it'll any any class any section that has ePACT enabled, it will then send the roster full roster data up to the ePACT network. All right. And then that's how they know who is enrolled in the class or who is no longer enrolled in the class. And so the patron can expect to see once that data has been sent up to ePACT, and ePACT will then send them down an email. And this is basically the body of the email. Obviously, the dashboard name wouldn't be that, you know, some of this would be different, I think it's configurable. And the patient would just have to complete this request, which then would bring them into a place where they could either log in or create an account, and then log in. Alright, so as far as the RecTrac, setup goes, you can see it's quite easy to simply go into static parameters that go into section maintenance. And one thing I don't have a video or slide on is, you know, with the multi dashboard, especially if you're you're kind of going through it, or maybe you are an ePACT customer and you were like you only had one dashboard before you want to switch to more, you can use the activity bolt change program to go in there and enable the fact that this section or sections, whatever you want to run that range of the bulk change for you can enable the pack and then you can assign the appropriate dashboard to those sections that you want. So you will not have to unless you choose to visit all your sections and put in specific dashboard data, you can do all that through the Bulk Change program. So I think I covered the setup as far as RecTrac is concerned. Zack, I think come back to you.
Zach Malloch 32:51
All right. Thank you, Tim. How does everybody feel about a couple of questions? So Christie, one of your your quote to donators is actually with us here today. And Christina is saying that she's actually got two questions one about she just wanted to know a little bit more about the offline feature. And I think we'll start with that. And then as a follow up to a little bit more knowledge about the offline feature is check in and checkout available offline.
Christy Mede 33:20
Yes. So first of all, with the offline feature of when you sign into your app, you're probably noticing that every few days, you get a little bubble that pops up that says Update member records, you haven't updated them in X amount of days, please update them. That's going to happen when you are connected to data. And what that does is it backs up the data into the app not onto the device in an encrypted manner. So that you have the most up to date, at the time that you hit that update Button. From that moment on. If you lose connection, you can absolutely sign into that app at any time. And access those member records. There's only a couple of things within the app, you can't do. One, we're unfortunately not brilliant enough to figure this one out. Otherwise, we'd all be a lot richer than we are. And that is you can't use the built in communication tools. If you don't have a connection, we've not figured out how to send an email without internet. The other part is you can add comments to a members file. But other than that everything including check in and checkout is available offline with a note that with check in and checkout you do need to turn it on for offline access. But if you have any questions about that, let us know we can hop on a quick call and walk you through how to do that.
Zach Malloch 34:30
Awesome, thank you and then a couple questions about the dashboards and I'll start with multiple dashboards. So if a customer is enrolled for multiple programs that are attached to different dashboards, will they have to complete multiple different files?
Christy Mede 34:47
So the answer to that one is sort of Yes. So they will have to go in and sign off on that dashboards files because there might be different waivers there might be slightly different questions. However, one of the Beautiful things about ePACT is when a member is filling out a form, whether it's for your organization or another one, every bit of information they fill into that form gets stored on a master form. And then we use that master form to auto populate any forms they fill out in the future. So if they've answered on one programs form, that they have an allergy, the next program is asking the same question that's automatically going to be put in, they just have to lay eyes on it to verify that it is still accurate. And then they'll go through, sign off and be done. So it takes two minutes maybe to go through the whole process, even if it's a really long and robust form. It's really quick.
Zach Malloch 35:38
Awesome. So a couple of questions from existing ePACT users, you know, question to not get left out at the party. But they were wondering, Chelsea was asking if there's any special pricing available in 2023, for existing customers,
Christy Mede 35:52
there is absolutely special promotions for that, reach out to your customer success manager. If you know who that is, if you don't know who that is, reach out to me, and I will make sure you get in touch with them so they can let you know what applies to your account.
Zach Malloch 36:05
Awesome. Thank you for that. And then another legacy question. Um, so you indicated the dash, Ryan is saying that you indicated the dashboard will auto populate, no additional action is needed. However, we would have to have the option to then edit or add another dashboard. So I think that Tim, you mentioned that we could do the bulk change to update the sections. But maybe this question is a little bit more about if you're using one dashboard. How do you create that second? Is that just a system code that you would then do use bulk changes to assign?
Tim Hansen 36:33
Oh, no, that's so what they'd have to do at that point is then get another they'd have to work with the pack to get an organization ID, right. And what would what ePACT will do is they will create a new key for you underneath that organized organization ID but your old key will also become part of that organization ID. Okay, so then when you get your new organization ID, you have to go into static parameters and plug that in and hit that little Button to fetch the dashboards. At that point, for your existing classes, you know that we're already you're already had ePACT enabled on them, you won't have to visit those because they already know the association to that exist the client key that they had before that client key became part of the organization ID. So existing ones, you will be fine. And that was probably hard to understand. But it will they will not have to visit those classes. Now. They obviously got another dashboard, because they have a set of classes, they want a different form attached you they will have to visit those and they could use the Bulk Change to do those.
Patrick Hayden 37:36
So they're going short, if you had a single dashboard prior, it's going to it's going to work the same. But it's maybe a good a good segue to another question, which was if someone already has multiple dashboards, which I know there are some folks kind of doing some workarounds to leverage that today. What are the what are the steps for them, and I gather the steps are probably contacted ePACT. And we want to sort of coordinate that, but I don't know if Christie, if you have some more guidance on that.
Christy Mede 38:05
No, I'd say that's completely bang on contact us. And we will work that out for you.
Zach Malloch 38:12
Okay, last question is kind of a future enhancement request. So with the merger will the possibility exists for a customer to be sent directly to ePACT complete their forms, prior to allowing them to complete the payment? Basically, the ePACT registration is a prerequisite in have basically just be integrated into that registration process more directly.
Patrick Hayden 38:33
Brian, you pop on your videos, I assume you were I was ready to talk. But I don't know, that's me putting on my prior director of product. And I should see these questions, you know, so I don't make commitments on your behalf.
Bryan Gillilan 38:43
I knew I couldn't get through a whole thing on camera. So the short answer is currently no, there is no short term plans for putting the integration in line with a RecTrac registration. There's a number of reasons why that's not on our short term roadmap. But this is certainly something we're looking to reach out to our customers and understand better what the right path here is. And if there's a way we can enhance the integration to allow for a more streamlined registration process that captures all data at the time of registration. That's something we're absolutely interested in doing. So for those customers that have interest in that, you know, drop your name in the chat or in the question and we will gladly reach out and kind of touch base with you and try to understand more about your particular use case and scenario and what the right path forward is for you.
Zach Malloch 39:39
Well, that's great. Thank you very much for that. I think that yeah, there was actually another question that came in through chat. Can the ePACT form be a prereq, which we just talked about right there. And just a real quick question for Christy is the user side so the patron side of ADA, are you packed fully ADA compliant? It's a question that came in from Britt.
Christy Mede 40:00
Yeah, so we don't have an audit stating that per se. But what we have done is we run our site through a program that assesses whether you meet the WCAG standards, which is the Web Content Accessibility Guidelines. And upon doing that we meet 99% of those standards. So essentially, yes.
Zach Malloch 40:22
Awesome. Thank you very much. And I actually see that Aaron threw in a real quick question, here might be a silly question, no such thing as a silly question. They're currently just using RecTrac and not ePACT. Do they need to sign up to ePACT before updating RecTrac in February? And the answer to that is no, the the RecTrac updates still going to come out, you'll have other bug fixes and capabilities that are going to be put in there in addition to ePACT. So it's not a requirement to be any ePACT customer. But it is highly recommended, of course, after seeing the session and all the amazing stuff that it offers.
Bryan Gillilan 40:52
And Zach, I just want to touch base on the prerequisite question. While we don't have anything in line to make something a prerequisite question, if a goal is really form completion that's generic and maybe not tailored to a specific group, we can talk to folks that are just looking at that Type of a solution where we can get some completed forms and know we have that prior to a registration. There are some ways we can do that through ePACT. And kind of leveraging activity prerequisites and RecTrac to make that happen. So sort of using a RecTrac activity as a prerequisite to a camp registration, for example, where the ePACT group is actually synced up to the the kind of prerequisite activity at that point where we can collect all those forms and information upfront in advance of the camp registration, to make sure we have it all ahead of time.
Zach Malloch 41:48
Simple one, two punch activity, one sets you up through ePACT, you have to be a sign up for activity, one to be able to register for activity two and RecTrac. So yeah, getting some interest from some people about integrations and excitement about that coming up. So I think that we did our job here. And that's basically all of the let's see, there's another question that just came into chat here.
Patrick Hayden 42:15
more of a comment.
Yeah. Okay. Thank you, John, for that feedback. And so all the questions, we've recorded all the chat we've recorded, and of course, we have recorded this session, we'll be getting the participants in the chat information to our internal resources that might need those. And we'll be posting this within a day or so. So you can watch it if you did not catch up before or if you weren't here right at the very beginning. Actually, there's another couple of questions. Oh, this was a question that Brian specifically said I should bring up and I forgot to. So we were talking about messaging, particularly like the text messaging and like, is there an extra charge for that ability to contact and communicate with customers?
Christy Mede 42:59
There is not an extra charge per message. Certain messaging capabilities are parts of different packages. So it depends on which package you have. But no matter which package you have you at minimum have one way text messaging and email included no per messaging fees. And if you go for the other more robust package, you have the two way texting and the voice included no Permit per messaging piece.
Zach Malloch 43:24
Excellent. It's definitely a hot but Button question that came up a couple of times. Thank you very much for that. Yep, GNU Linux is interested in requiring ePACT before finishing a registration. And then Tracy's asking, maybe we could reiterate. Who are we going to contact if we're interested in ePACT? Christy,
Christy Mede 43:44
please reach out directly to me, my email address is C as in Christie. M as in Michael E is an eco D is in delta E as an echo @epactnetwork.com. Alternatively, if you mail it to sales@epactnetwork.com. If you didn't get all of that, I'll still end up getting that email and I'll make sure to reach out to you personally.
Zach Malloch 44:09
Are you alright with me pasting your email in the chat here, Christy?
Christy Mede 44:12
Please do. Yes,
Zach Malloch 44:13
Just in case we missed that phonetic alphabet. So that's in chat. If you're watching us on the recording, you can go back to the Contact Us page on Christy's PowerPoint. And that is getting us to the end of questions. We have a couple of people adding some more contact or request for information. I guess maybe one last thing this might be more Brian Patrick or just a general understanding of what the merger means for support. So we'll help issues for ePACT still go to Vermont systems where they go to ePACT. What's the what's the support look like after the merger?
Patrick Hayden 44:49
No changes there is still go to ePACT as folks there have in the past. Obviously we're doing a lot of collaboration between the two kind of customer success support groups to make sure that it's really kind of a seamless process and that we're communicating a lot to address issues that might have, you know, unclear root causes and things of that nature and make sure that we're ensuring that both groups are aware of any pain points or areas where we could drive efficiencies. But as far as the channels that folks should leverage ePACT issues to ePACT, RecTrac issues too from our systems, as has been the case in the past.
Bryan Gillilan 45:23
And I'll just maybe double down on that a little bit with Patrick there. And that kind of with the the acquisition and the merging of the two companies, we have kind of put some dedicated resources on the Vermont system side into being real true subject matter experts on our ePACT integration. And we've got those folks connected up with the customer success team at ePACT. So when you do contact ePACT for a customer success, customer support issue, they have the ear of a Vermont systems rep that they can reach out to if they feel like maybe it's a RecTrac problem and not an ePACT problem. And vice versa, going the other direction. So we'll make sure we get you taken care of regardless of which way you you reach out to start with
Zach Malloch 46:07
that, should I give Christina a little bit more of a smile with that addendum to the answer. Yeah, that's, that's great. Thank you, everybody, for participating. Thanks to all of our wonderful customers joined possibly future joint current that might be interested in joining up here. Oh, I see that. Anita came in with one more question that there used to be some issues with, including whether the ePACT check was turned on or off when running an enrollment report, Brian is that
Bryan Gillilan 46:36
I can speak to that those issues have been resolved for several releases. Now we did have a little regression there where the ePACT enabled activity section Toggle on activity rosters was not working as it was intended. But we can provide some follow up on that, what versions that was fixed in, and so on. But it's been several releases now that that's been fixed
Zach Malloch 46:58
Awesome. Well, I like having those answers that it's already been fixed. So thanks, I'll go ahead and bring it back in. So thanks, everybody, for participating on the panel. Wonderful to have everybody here. And for all of the customers who stuck with us for this full, extended edition RecChat. I appreciate it. And we'll go ahead and give you a little bit of time here to just like consider the possibilities what you do with all that extra time that ePACT would give you. I think we're ready. Bret, you can go ahead and take us in for a landing and
Bret Alarcon 47:30
thanks everyone.
Zach Malloch 47:31
Talk to y'all soon.
Patrick Hayden 47:32
Thank you.
Tim Hansen 47:33
Thanks, everyone.
Patrick Hayden 47:34
Have a great day.
Supporting Documents
https://epactnetwork.freshdesk.com/support/solutions/articles/47000664375