Episode Summary
In this episode, our host Bret Alarcon is joined by Product Owner Bryan Gillilan to discuss the new addition of Webtrac Contact Us Forms. The pair go into detail on the capabilities of this new feature, set-up, and workflows for tracking form submissions, and plans for future forms-related enhancements and features that are coming down the pipeline.
Recording
Transcript
Bret Alarcon 0:00
Hello and welcome to this week's edition of RecChat. I'm your host Bret Alarcon. So today we have a special RecChat for you. We have Bryan Gillilan with us, and he is going to be talking about some of the new options for WebTrac. Contact us. So before we start, if you have any questions, please ask them in the little q&a section. We also have Julia with us, she's gonna be helping us with some of the questions that come into the q&a section. If we don't get to your question, we'll also have a q&a document with all the answers to the questions that you guys asked today. We also have a little chat Field if you'd like to make a comment during the presentation.So with that, I'm going to ask Brian, how are you doing today?
Bryan Gillilan 0:51
I'm doing well. How are you Brett?
Bret Alarcon 0:52
Doing pretty good. And you're ready to tell us all about it.
Bryan Gillilan 0:56
I am ready.
Bret Alarcon 0:57
So why would a customer want to use this feature?
Bryan Gillilan 1:01
Alright, so to to explain the answer to that question, we're gonna go ahead and jump right into WebTrac here, so folks can get a an idea of kind of why we develop this feature out and give some folks a better idea of kind of where we're trying to get with, contact us for WebTrac. Right, so you can see my WebTrac Screen,
Bret Alarcon 1:21
we can.
Bryan Gillilan 1:22
All right, perfect. So this Screen should look pretty familiar to anyone on the call who has actually interacted with their own WebTrac Contact us Screen. Our existing functionality kind of gives you the ability to get a customer's name, let them ask some questions or generic comments, and provide you with an email address and a phone number. Pretty standard, pretty straightforward. Where this falls a little short for a lot of our customers is that many parks and recreation departments aren't a single kind of entity, if you will. So between rec centers and senior centers and sports programs, and IT offices that deal with the actual website itself, oftentimes Contact Us inquiries might need to go many different directions. And this really didn't provide that functionality, the existing functionality. All these requests are gonna go to a single person or a single email box, and then have to be divvied out. And all that is kind of done outside of the RecTrac application. So provides very little visibility to anyone from a leadership standpoint, or a kind of responding standpoint, an idea of where these requests currently sit.
So pretty, pretty straightforward. What the current functionality is, we've actually interviewed a few customers who have actually gone out and kind of built their own Contact Us functionality to kind of get around to this kind of limitation of the single point of entry. And for those customers, a lot of times what they've done today is changed their contact us menu item and WebTrac to point to a separate URL that kind of funnels customers down their desired contact us path.
In trying to respond to that functionality, we've kind of made that a little simpler for those customers that do still want to do that today. So we've added some new functionality in WebTrac parameters to allow customers to just have their contact us menu item, go to an external URL that they can then plug in. And that's simply going to just change their WebTrac Contact us behavior from opening a new page in WebTrac. To actually oops, if I refresh here.
Bear with me a second, I may have not saved the right parameter there. Alright, so we've got our URL. Let me just go home and jump back into contact us.
All right, so what we've got now is the ability to use this RecTrac forms feature. So in our WebTrac parameters Profile, we can now change this over to using RecTrac forms. And RecTrac forms is a way to kind of take what some customers have done with their own external URL, and kind of Build it into RecTrac. So all of the content from customers inquiries is actually stored in RecTrac, accessible in RecTrac, and gives everyone that kind of full visibility of whether or not something has been responded to. So while the setting is simple to change to using RecTrac forms, the setup of the RecTrac forms is maybe not quite so simple, but we'll touch on that in a minute. So the idea here is once we've instituted RecTrac forms as our new Contact Us mechanism, when a patron goes to contact us rather than getting a generic form, that they fill out that just as kind of a freeform entry, we can actually guide them down a path. So what you're seeing here is an example of this being implemented. So rather than just having a simple straightforward form with a name and you know have a place for some freeform content, we can actually ask our customers or our patrons kind of what their inquiry might be about.
So this is some examples. These are all customizable and configurable. So some examples, in my case, customers experiencing technical issues with the website, they've got a question about sports leagues, camps, et cetera, childcare, programming, whatever the case is, whatever applies to your Parks and Rec Department, you can create a specific form for a patron to fill out when they have an inquiry of that Type, as well as a general inquiry form that kind of more mirrors what the kind of old system default was. So if we jump into one of these forms, let's say a customer has a question about parks facilities, when they select that option, hit continue, they're going to be given a tailored form specific to parks facilities questions. This includes the ability to provide the customer with some instructional text for completing the form, or any other info that might help them not even need to go the route of submitting this Contact Us form. So if there's a website resource, you can point them to, if that's their inquiry, you can provide that content directly in this form that maybe takes away some of that need for customers to have to contact your office, but being able to self service it for them for them on the web.
With that said, you can create your own contact forms, ask for whatever information it is you want on each specific form. So in this case, I'm asking for a preferred contact method, a preferred contact time of day, and phone number, I can choose what options they get here on each one of these fields on a form. And we'll touch a little bit on how that's done in a moment. And then once they've completed their form, so let's say I'm inquiring about meeting spaces, and I want to know, you know, do you have any meeting spaces, large enough for 45 individuals? And what are the criteria for making a reservation?
This is maybe not exactly how a customer would use this. But to provide an example, same process to submit that they would normally get here, they're going to just get a confirmation page that their submission was received. And at this point, that submission is now in RecTrac. So where this differs from the current contact us mechanism is today, that submission is just an email address that went to somebody in the New Contact Us method, this is actually now a record in the RecTrac database that we can view we can react to, and respond accordingly. To give an example of an email that does get generated as a result of this, we can take a look at this particular email right here, I will pop up and show everyone.
So this email got generated as a result of me submitting that, that form as a patron. This email is going to a staff member in this case, the staff member in my parks department that is assigned to respond to these specific inquiries so that staff members getting an email letting them know they've been assigned a new contact us inquiry, asking them to make sure they respond in two business days and telling them they can find that inquiry in the RecTrac form dashboard. This email content is 100%. Customizable, as is kind of who it's directed to.
So we can kind of control based on the form a patron submits where that email gets directed now with this new functionality, so if your IT or trouble with the website issues need to get directed to your IT person. And you've got somebody that answers recreation programming questions, and somebody that answers facilities questions, we can set up those forms. So those email notifications can be automatically sent to that party. And when that party goes into their forms dashboard, they only see the form submissions that pertain specifically to their area of purview.
Bret Alarcon 9:12
Awesome. And you just actually answered Amy's question. She asked based on their selection, can the forum go to a different supervisor email address? So yes, Amy, you get to pick who it goes to based on the selection that you've made from the forum.
Bryan Gillilan 9:28
And not only do you get to see that information, there's also the ability to configure automated patron emails as well. So in addition to that email that just went to my staff member, I've also gotten this particular form configured to send the patron an email as well. So here's an example of the email the patron might receive for that submission. This is really just letting the patron know that their submission has been assigned to a staff member. And that's because in this particular form, that's kind of the first process that happens. It's automatically assigned. And we'll talk about kind of what that means in a second here.
Again, all of the email content here is 100%, customizable to this particular email, so to this patron notification on submission of their form, you can create a customizable message here, um, that provides that patron with a little more information. In addition to that, these patron Notification Emails can also provide the patron with a link to view the status of their inquiry. So this inquiry is just a WebTrac page that it's going to redirect the patron to when they Click on that link, that's going to give them kind of the form that they submitted, the date and time they submitted it, and where that form is currently at in your process. Whether or not you show this status information is something that you can configure. And we'll talk about that in a second as well.
So lots of stuff. Go ahead Bret.
Bret Alarcon 10:58
We actually have a couple of follow up questions about who can receive the email? Can more than one staff member get that email?
Bryan Gillilan 11:07
That is a great question. All right, so to answer that question, we're going to jump into RecTrac here for a moment. So you guys can kind of see the ways in which you can customize these automated notifications. So in RecTrac, we now have this form workflow management program. This is kind of the the mechanism that allows you to decide who gets what automated notifications when, and also what kind of automated assignments happen when a form gets submitted. So the form we just looked at was our facility, one of our facility inquiry forms. So it's utilizing this facilities workflow, we can see when I look at this facility's workflow, this workflow as three steps in it, every form submission is going to go from being assigned to a user to going to In Progress to going to closed once it's been completed. In this case, this is all 100%, customizable, so you can see there's a difference between my facilities inquiry, and my recreation, programming inquiry, or my website issues. So each one can have its own specific workflow that it's going to follow. If we look at this facilities inquiry, we can look at any one of the individual transitions that's associated with this workflow. So if we take a look at this first assigned transition, on each transition, we're going to have the ability to specify what trigger actions we want that transition to execute. And today, we have four default trigger actions that you can choose from. And they are, you can choose to do all of them if you had a need. And those four transition actions are staff notifications, patron notifications, alternate notifications, and assignments. So to talk real quickly about what those are, a staff notification is going to simply let you choose a RecTrac user from your database that is going to receive a notification when this action happens.
So in this case, when a new user submits this particular workflow, since this is step one, that staff member could get notified with this text of this submission. This is multi select, so I could notify multiple staff members when this happens. So that answers part of your first question there is I can select multiple staff members to receive that update.
In this instance, where I'm doing a staff notification, in that instance, there's not necessarily a user being automatically assigned to this, it's more of a notification, there is a new submission out there that needs to be reviewed, if I really wanted to assign this submission to a specific individual, and this is where we'll talk about kind of individual assignments. The assignment trigger action allows us to specify what user we want to explicitly assigned to respond to this submission and send them a specific message. So you can really do both if you wanted to, if you have a supervisor that you want to be notified that there's a new message. But for this particular form, it's the same person that always responds, you could direct the actual assignment of that form to that specific staff member.
The alternate notification, this is really for those places that have an administrator or someone that needs to be aware of these form submissions that maybe doesn't even have a RecTrac user account. So they may not be somebody that's involved in the day to day or this particular form may be kind of a hierarchy higher arching thing that someone at the kind of municipal level needs to be aware of. This allows us to create an alternate notification when one of these forms submission comes in and provide an external email address to send that note application two.
So again, this person is not going to have access to all the form details. This is really just to provide them awareness that someone submitted this form. There may not be a lot of use for this in the municipal landscape. But we do have some military customers that will likely use this for some features that we're planning in the future.
And then the last one, and we've kind of talked about it is the patron notification. Again, customizable text here, the patron notifications will always include the form ID, the current form status, and a link to that form status page for the patron to review. So those things are always included at the start of every patron notification email to provide them with additional information. That answer our question from the gallery.
Bret Alarcon 15:49
Yes. And there's also a question about the the messages you put in for the notification. Jen wants to know, can the email include the actual detail of the inquiry? For instance, parks maintenance supervisor who would like to answer a question about trash found in park does not necessarily use RecTrac?
Bryan Gillilan 16:12
That's a good question. So as of today, no. So as of today, the the actual content of the kind of inquiry itself is not included in the email, that's something we'd certainly be open to from a feedback perspective, one of the things we're trying to be very conscious of as we develop this feature out, is the need to maintain, you know, personally identifiable information outside of just strict email channels, and really keep those things behind an auth wall. So when things were unclear of at this time without some more customer feedback is how many customers might have patrons that are including things like personally identifiable information in some of these inquiries or in some of these forms, and really trying to make sure we keep that information secured behind an auth wall, if possible.
One thing that we could certainly consider in the future is giving an option to include a tag in these email notifications, that could potentially insert the actual form content itself into those notification emails if a customer had that desire. So that's a good piece of feedback there. Thank you for that.
Bret Alarcon 17:27
Actually got a couple other email. Sorry, questions coming in? Just basically, general questions. People are wondering where this feature is, how to get to float workflow management, and what version is this enabled in?
Bryan Gillilan 17:43
Sure. Good question. So today, this is going to be available in 3.1.10.10 or 10.10.01, the Interim Release that I think has gone out the door today. So this is available in that version. However, we're still kind of in the polish phases of this feature. So we haven't really tried to reach out to a whole lot of customers to really push a lot of people to it just yet. But if you are a customer that's interested in seeing this and seeing how it works, and maybe setting it up in your Demo and trying to play around with it a little bit. It is there in 3.1.10.10.
And some more features to go on top of what's there. Today, we'll be coming in 3.1.10.11. And we're kind of excited about some of those new features coming down the line as well. So, So short answer is it's available in 3.1.10.10 long answer is trying to really lean towards finding some some really good beta customers in 3.1.10.10 to maybe set this up in their Demo and provide us some feedback of of some things they'd like to see and how we can improve this for the broader customer base.
Bret Alarcon 18:54
And just for clarification, Megan wants to know, is this something that is now standard? Or is it considered an add on?
Bryan Gillilan 19:02
So this comes along for the ride with RecTrac licensing so you there's no extra license for this no add on cost for this for implementing RecTrac forms for contact us on the web. One of the things you'll see here in a moment, potentially, is kind of the broader functionality that RecTrac forms provide, we certainly plan on leveraging further and RecTrac in the future. So as we kind of Build out additional features around RecTrac forms, there is a possibility and even a likelihood that some of that functionality may be add on functionality, but for contact us for WebTrac. It's all part of your existing annual maintenance. There's no additional cost to utilize the functionality.
Bret Alarcon 19:50
Thank you. And that's pretty much it for questions at this moment.
Bryan Gillilan 19:55
All right. So one of the things I wanted to touch on I mentioned in the kind of status update page that we looked at here. If I pop this back open that you have some control over how much information you share with a patron here. Obviously, for some municipalities, they may want to use this, but they may not have three or four statuses they want every submission to Progress through, they may just want to have a new and close status just for some visibility. In that instance, it's probably not incredibly helpful to a patron to show kind of the status progression here, like we are currently. So with that in mind, on every workflow that you create, you have the choice as to whether or not you want to display those transition steps on the status page. And really all this does is when we turn this off, and we get rid of kind of that ability to display those steps. When a patron goes to that page, it's just going to tell them their current status, and what step of what it is.
So it's telling them it's step one of three. In this case, we don't really care if the patron knows what step two is or what step three is, that's kind of an internal progression thing. But this is the status of their current request. And that's really as simple as flipping that Toggle on the workflow itself to determine how much information is shared with the patron there. The other nice thing that this brings to the table is from a patron perspective, they will now have under My Account, the ability to view their form submissions. So if I'm a patron, I've gone out and I've submitted a form. If we go ahead, and let me just clear my menu here for WebTrac.
If I hit the right Button here. So if you do have custom Menus, these may not get added by default and 3.1.10.10 for your patrons. But if I go ahead and clear those Menus and clear my Screen cache for WebTrac. Take just a second.
Okay, should, now I have, there we go form history. So in WebTrac, a patron in their account will be able to view their form submission history. So really easily, they can go in and see any past kind of contact us inquiry they've done, they can see its current status. And from here, they can also view their form submission that they made. So they're able to actually come here and view the information they provided on their form in the past. There is no ability to update forms at this point. That's something we're kind of kind of work with customers to understand any needs that might exist there for patrons to update existing. Contact us inquiry submissions, but at its current state, this will just kind of show what they answered. So they can kind of see that information they've provided to you in the past.
So that kind of brings us to the staff side. I guess we pause for a quick second. We've got a not too long left here in the RecChat. Are there any questions in terms of patrons out there? Bret, in terms of what the patron experience looks like?
Bret Alarcon 23:30
We have some staff member questions coming in how they can see the status as the request is handled.
Bryan Gillilan 23:40
Perfect. That's a good segue.
Bret Alarcon 23:42
Okay. Yeah, let's let's stick with that one. We got other questions coming in.
Bryan Gillilan 23:45
All right. So where staff are going to interact with these form submissions is in the new RecTrac form dashboard. So the form dashboard is a pretty simple program. Again, forms will utilize permissions just like any other file management program does. So when you build a new form, you'll be able to assign a permissions code to that that will control what staff have access to see those form submissions. When they go to the form dashboard.
The form dashboards nice, and that lets you leverage all the existing RecTrac data grid functionality. So if I'm a user that maybe sees multiple groups forms, but I get only specific ones assigned to me, I could create a data grid template to just filter really quickly to my assigned forms. But this is where you're gonna go to interact with the form. So as you can see, by default, all we're really looking at is the form submissions themselves. So we're seeing the form itself that was submitted, the date and time it was submitted the patrons information in terms of email address, etc, and the current status of the form and who it's assigned to.
To interact with forms, we simply select a form and choose kind of an action we want to take with that form. So if I'm the supervisor in charge of assigning these kinds of sports forms that come in to the appropriate person to respond to them, I can simply come in, see this new unassigned form, highlight it, maybe I want to view the form before I assign it to a staff member, I can really quickly view this form submission see the details the patron provided? No, it's okay. If somebody's looking for baseball, or softball and a youth group and women's so probably softball. And here's their specific question. I know I want to send this to my person that handles all my softball programming for the parks department. So I can really quickly from here, assign this, choose my softball programming user, whoever that may be,
have the ability to put some assignment notification text in here, again, this is freeform at the time of assignment, if I wanted to give that person a heads up, and ask them to respond to this, I can do that. If I don't put any assignment text in here, then that user is not going to get a notification email. So that's really the trigger here is the notification email text is what's going to drive that a notification happens on manual assignments. So from here, I can confirm that assignment. And really, that's just going to update my DataGrid I now see I've got this new assigned sports record for that user, and that user would be able to go in and then interact with it the same way through the same dashboard.
From here, we're also able to look at a form history. So for this particular submission, I can look at the history of it and see that it went from kind of being transitioned from new to now it's been assigned, it's still in a new status. So it hasn't been transitioned. So now I potentially, I do want to transition this set it to be assigned to staff status, that could hypothetically trigger an email to a patron to let them know their their inquiry has been assigned to someone.
When that staff member wants to interact with that form, again, everyone has the ability to view those forms here. And then from this view form Screen, you can also do all these other actions, like look at the form history, print the form out if you needed a hard copy of it, or transition it to the next step in the workflow. So in this case, if the next step in the workflow is in Progress, I'm able to transition that form accordingly. And flag that it's in Progress.
What we currently have still as a limitation today is the communication between the staff and the patron is still outside of RecTrac. So similar to how it's done today, you'd open your email client, or pick up the phone and communicate with that patron directly. One of the things we've got in our backlog that we're going to be working on shortly, is kind of bringing some of that communication directly into RecTrac. So having the ability to message the patron directly from this form submission, either via email, or even potentially SMS text message, if you're a customer that's leveraging that feature, and really being able to try to keep the communication channels directly within RecTrac. So all of that content is known. So if for whatever reason, this particular form submission needed to be transitioned from myself to another staff member, that other staff member would be able to have kind of full transparency as to what conversations have transpired thus far on that submission. So really looking to try to keep that whole whole conversation, all handled within RecTrac. And allowing the patron to respond that within WebTrac. So that way, if we are really discussing back and forth about any PI information, or HIPAA information, all of that communication, again, is kept behind an auth wall that the patron can know is safe and secure, as opposed to being in kind of plain text and email that's being sent back and forth.
Bret Alarcon 28:55
We have some other questions that kind of more made for the end of the presentation. So I'm not sure if you have much more to show us.
Bryan Gillilan 29:03
Well, the only last thing I wanted to show is, obviously we've seen kind of here's a form of patron can fill out and what I wanted to just touch on real quick, as you know, we looked at one form in terms of sports programs. But every form can be unique. So I can create a childcare form that asks specific questions that someone might have about childcare to get their information, so that that information is all available to the person that's going to be responding. And they're not playing that kind of email tag or phone tag game to get those questions answered. So the way that we handle that is through this program form management. So we have our workflow management, which kind of defines, you know, paths that form submissions are going to take and then we have form management with less, which lets us actually Build out these forms.
So in the case of our childcare form, we're able to write from RecTrac Go in, update our forms specify what workflow this form is going to utilize, and then actually Build out the form itself. So forms are essentially built from three main building blocks. We have headers, we have instructional text. And we have questions. So you can see here, this instructional text, these four, please take a moment to fill out this form. That's really just our instructional text here we see at the top.
We've got questions now. And so the nice thing about form management is if you've ever done anything with questions, well, you're in a perfect place, because you already know how to use questions. And that's what forms essentially are is a set of questions. So from here, I can go to any one question. This is really just going to open a question update Screen, where I'm able to plug in my question text, say what Type of question I want it to be, provide my optional answers and save that updated record, or add a new record, if that were the case. So form management is really question management and just linking those questions together with some instructional texts and some headers. So you can see, here's an example of a pretty simple form.
We've got some examples of maybe a little more complicated forms here as well. If we look at our trouble with the website form, we've got a few more headers, we're getting specific contact information, and then specific inquiry details. But again, all the functionality you have with question management today, in terms of the types of questions you can ask, the ability to provide answers require answers, it's all the same as it is everywhere else in the application, it's really just building these into a form is how we generate these forms themselves.
So that's how a form gets built. Pretty straightforward. The other nice thing is, once you've built the form and RecTrac, you don't have to go fumble around on WebTrac. To try to find it. We've added the ability to preview it in WebTrac, right from RecTrac, which will just open a browser tab to that WebTrac page and a preview mode. So again, you can see I can't submit this form at this point, because I really am just previewing. But it does give me the ability to see what my form is going to look like as I'm building it. So I don't have to play that back and forth game of having my WebTrac open all the time and refreshing a page, and really lets you kind of Build out a form before you make it available to the public.
Bret Alarcon 32:24
Sounds good Brian, we do have a couple of questions come in, what actually goes back to the dashboard. So when you say permissions controls for the dashboard, does that mean that we have certain users only seeing certain forms? Multiple WebTrac interfaces or presences for multiple facilities? Make that necessary? rec center staff doesn't need registration office questions?
Bryan Gillilan 32:49
Yes. So in form management, we are able to specify a permissions code that we want to tie to our forms, whatever they are. So we're able to give this form a permissions code. And then just like you have table permissions everywhere else in RecTrac, so activity sections, you can split up your senior center programs from your rec center programs, so none of those users see each other's content. The same is true for form submissions. So if I have kind of a headquarters permissions code linked here, only those users that have permissions to see forms for the VSI headquarters permissions are going to see those submissions in the dashboard. So you can add a form level define what users should have access to view those form submissions and interact with them.
Bret Alarcon 33:40
Thank you. Alright, so general use case scenarios that people have questions about. Jodi wants to know, well, let's be helpful for people who are stuck getting their user ID or password reset or remembered. We have several contacts that they get turned around with the login area.
Bryan Gillilan 34:00
Yep. So it certainly could be leveraged for that in some manner. Ideally, we'd like to learn a little bit more about how folks are getting turned around in that area. But one of the things we could potentially do is if we have identified for an individual customer, a place where their patrons are struggling with renewing their their account or renewing their password, or getting stuck in that point, we can leverage a Web Layout or something similar to direct to them straight to a particular WebTrac Contact Us form. So if you had a particular WebTrac Contact Us form that was, you know, I've forgotten my Username and password and you wanted to make that available as an option. We could direct them to that form. At this point, there's no way to then have the form kind of funnel them into the Forgotten Password logic. Unless you were to put some instructional text that says if you've forgotten your password, Click here and we could create a link in that instructional text that kind of goes to that particular WebTrac page.
So, you know, to that end, if we log out here, there is a very specific URL behind our Forgotten Password logic. And we can essentially make it so that Forgotten Password link is something you can just plug into that instructional text on your Contact Us form. So, customer goes to contact us, they say they're having trouble with their password and hit continue the instructional text right at the top of your forgotten password form, or whatever that form is you create could have the link that redirects them to your forgotten password, URL for WebTrac. We could embed that right there in that instructional text. And that would be another avenue to help customers get automatically rerouted to that that automated process or continue and submit a request where someone can manually help them get their account unlocked or password reset.
Bret Alarcon 35:59
Another use case scenario Laurie wants to know, can you use forms for other things besides contact us, for example, activities?
Bryan Gillilan 36:08
That is a good question that kind of leads into some of the future functionality we are aiming to offer with forms. So RecTrac forms is really this comprehensive set of kind of form workflow management, form management and our form dashboard. And our goal is to be able to leverage this functionality throughout the product over time. So we've kind of started with WebTrac, contact us initiative to kind of make this a little better. But there's certainly plans in the future for forms to exist solely on their own outside of contact us. So the ability to create forms for, you know, if you needed to apply for eligibility for a scholarship, we could put a form out there that has all the application fields that you need to fill out and make that generally available on WebTrac. To fill out. Another place we've identified that forms could come into play is as kind of a prerequisite or an inline process when you're adding an activity to the cart or any item to the cart, to where we really prompt you to complete this form. So not so much just a set of questions to answer, but an actual form that you're going to have to complete and submit to register for the program, or potentially as a prerequisite to registering for a program. So if we have a proof of eligibility form, or proof of residency form that we want to have on the web that patients will fill out, that could then become kind of a prerequisite to registering for a particular pass or things of that nature.
Bret Alarcon 37:39
How about waivers, Victoria wants to know if waivers can be added to forms?
Bryan Gillilan 37:44
Yes. So that's another good question. Another area where we are kind of anticipating or planning the need to leverage some of this forms logic to kind of, you know, commingle it with our current waiver functionality, or have it kind of take the place of some of our current waiver functionality. That's an area where we're certainly looking to engage with customers on feedback. So if we have some customers out there on the RecChat that have some ideas about that, drop us a note in the chat, and I will be sure to reach out to you directly to get some more info from you.
Bret Alarcon 38:19
And then Amy also wants to add to that, would customers be able to upload anything into a form?
Bryan Gillilan 38:25
So right now, it's just our standard question answers. So anything that we currently have a question for, they can answer in a form, so date, time, freeform text, long form text, in terms of a larger editor field, all of those types of things can be uploaded into forms. I'll tease it a little bit right now we're aiming for 3.1.10.11 To be able to have files be a new question Type. So be able to have a question Type of file upload where we can actually request for a physical document to be uploaded as the answer to a question. So be on the lookout for that. And that will be across the board and RecTrac. But it will be functional in forms as well. So the ability to have a file upload question Type, and again, be able to being able to require an answer to that. So require that a customer supplies that file in order to continue with their process.
Bret Alarcon 39:23
Does this integrate with any ticket management systems like Zendesk, for example?
Bryan Gillilan 39:28
Currently, it does not. I think that, again, is something we'd be kind of interested in willing to engage with some customers on, you know, their needs or their desires there whether the functionality is to integrate RecTrac forms with some external party or have kind of a more built in Contact Us mechanism that could integrate with a management system or ticketing system of that nature more directly. So that's certainly something if you've got customers out there interested in that again, drop us a line in the comments and I will happily reach out to you.
Bret Alarcon 40:03
Looks like we do have a few that are excited about upcoming features, even current features, we'll have to get your names so we can add you to the list. Let's see, can a guest household submit a contact us form?
Bryan Gillilan 40:18
Yes, so the only difference between a guest and a member when you submit a contact us form. So if we log out of my account here, and we go back to contact us, guests have all the same options that a member does currently. This, again, is something we are interested in feedback on, we have hypothesized that there may be some need to have specific forms only be available to members on contact us. But in the spirit of just a general contact us, all forms are available to all guests that are all patrons that go to the website. But when a guest goes here, really the only difference for a guest and a member is that the guest will not have an email address defaulted in, they'll have to plug it in themselves. For a member, the primary email address on the account will default in here for them to use. And then the other difference is when we come to the form dashboard itself, we do store household information with these form submissions.
So by default, you know we've got your primary patron email address for a guest, that would be whatever email address they submitted. But for a guest, we wouldn't have any of that additional household info. So we wouldn't have the household number, household name, obviously, all that good stuff that we have today. And really where that comes into play as if you were just trying to look up the household and get more info as it relates to their request. But yes, both can certainly take advantage of that contact us functionality.
Bret Alarcon 41:51
Well, thank you, Brian. That's about it. For the questions. We do have some comments coming in from Frank's Yancey and Megan Hoffman, saying that they're super excited to use this feature. And they're excited to see what the future for this feature consists of.
With that being said, anybody that would be interested in doing the Demo, what would be the best way to sign up, I see a lot of actually people are putting their email and phone numbers in the chats, we'll definitely make note of that and send you an email, Brian, what would be any other good way of getting in contact, I can certainly pick through that chat and create our list of folks to get back in touch with, you can also get me directly and I'm sure we'll send my contact info out after the RecChat. At BrianG@Vermontsystems.com. You can certainly always reach out directly if you have any product insights or feedback on any new features. We're always looking for our customer feedback, so don't hesitate to reach out.
And another question, will there be any more future RecTrac Or symposiums and setting up the forms?
Bryan Gillilan 43:00
Yes, so we certainly plan. I think we're currently planning that our next RecChat surrounding the form functionality will likely come out as we release our messaging functionality that's going to allow you to more directly communicate with patrons based on their form submissions. So we will very likely be doing a RecChat that kind of ties it all together with that messaging functionality.
And I think from there, we are also working on a topic document that kind of walks through step by step setup instructions for this WebTrac Contact us that will be coming out in 3.1.10.11 or an Interim Release between now and then. So be on the lookout for that as well. In your mod notes.
Bret Alarcon 43:48
Awesome. Well, I believe that pretty much wraps it up. Yeah, you just answered Jodi's question about the topic back. So yeah, again, Jodie 3.1.10.11 or maybe in a earlier update.
So that wraps it up. Thank you so much, everybody. I know we went a little bit over. But this was great information. It looks like we got a lot of great feedback and a lot of great people to work with in the future. Thank you again, Brian, for coming in and showing us this new feature and explaining to us how it works.
Bryan Gillilan 44:25
Yeah, no problem. glad everyone could participate and look forward to engaging some customers with some feedback.
Bret Alarcon 44:31
Awesome. Thank you very much, everybody. Take care.