Table of Contents
Episode Summary
In this episode, our host Zach Malloch is joined by Senior Support Specialists, Seth Warren, Mike Cianci, and Keriann O'Leary, as well as Learning Product Designer Bret Alarcon to discuss options such as pass prerequisite and family member features that your department can implement to operate under COVID compliance regulations.
Recording
Transcript
Zach Malloch 0:00
Good and that music means that I nearly forgot to unmute myself because I was just in the jam but it's RecChat time. Welcome, everybody for our first November rec chat. I hope everybody's Halloween was good and you're getting through your candy supply safely. I would like to introduce our esteemed panelists today, I can't describe it anything other than a superstar cast of support. So we have Seth Warren, Mike, Cianci, Kerry O'Leary, and with me as always is Bret Alarcon. And we have an interesting topic today. It seems like maybe we thought at one point that we wouldn't be having COVID discussions anymore. That's obviously not the case. As we get calls coming in from across the country, we hear about all these policies, and I'm sure everybody's aware of them in the news, more places requiring vaccination for using indoor spaces and community areas. And sometimes that's now starting to affect parks and recreation departments. So Seth is here to talk about some of the ways that we've discussed, possibly requiring that compliance or helping you comply to whatever your local registration or regulations are. So there's nothing coming from vermont systems, we're just trying to facilitate what needs to happen, if it needs to happen. And we're going to ask everybody to use the q&a section down at the bottom. If you have any questions during the presentation, that's the best place we can see and track and make sure we're answering every question as they come in. If you have just general comments, you can use the chat. And our questions are okay, we'll open it up to a broader discussion towards the end of things, but I think I'm gonna hand it over to you if you're ready to go.
Seth Warren 1:43
Oh, all right. Well, thanks, Zach. I appreciate it. And thanks, everybody who came out today. Appreciate it. So what I'll do today, here is going to discuss a couple of cases where customers have come in asking for some solutions, what we did for them, how we can Build that out in our RecTrac system. And then we'll just kind of roll with it from there. And certainly, if you have any questions throughout, let us know. Also, if you feel like I'm going too fast, just ping the chat. And I'll be sure to slow down. Alright, so let me share my Screen here.
Zach Malloch 2:19
And as Seth was doing that, Mike, Kerry, and Brett, we can go ahead and turn our video off. And if we have questions that come up, and we want to ask Seth or ask for any clarification, we can just pop our video up. And that'll be our indication that we have some questions out there. Take it away, Seth.
Seth Warren 2:34
All right, perfect. So the so the first thing that we want to talk about is potentially a couple of options, how to create a rule, if you wanted to, somehow require some form of proof of vaccination in order to visit a location or rent a facility or sign up for an activity or a really any kind of interaction within any of your modules within RecTrac. So one of the things that we've talked about that we thought would work best would be creating a family member feature, this family member feature can be named whatever you want it to be. And we could use that feature, not only to link it to specific family members within a household, but then also to a rule that would either allow or disallow an action, should somebody have this feature or not. So I'm gonna go ahead and Build that out for you here in my database, and step by step. And so certainly feel free to follow along, either in your Demo or take notes. And yeah, alright, so whenever we start out with a family member feature, this is a system code. So we're gonna go to system code management, which we can either search for here in our menu, I've already got a little Button for it here. But just typing in system code, we'll see system code management comes up on our left, and we'll select that here. Now, this data grid has got a whole mess of different values in it. We're going to come in and use our Add Button here at the bottom left to add a new feature. And I'm going to code it, I'm just gonna call it vaccination. And this will be the first real test if I can spell the word vaccination. Oh, no, no, no points off, I suppose if I can't. All right, and then under our Type, this is where we're going to Type in family. So if I start typing in FA here, you'll see that it skips the rest of the types and smart searches specifically for our family member features. So I'm going to select that here. Permission wise, I'm going to leave this blank for now. Same with interface Type. And I'm just going to move straight down to our description which I will also call vaccination. Seth, we
Zach Malloch 4:51
had a quick quick request, would you be able to adjust the resolution so that we can see your Screen just a little bit larger here?
Seth Warren 4:57
Oh, is it not? Yeah,
Zach Malloch 5:00
Yeah, we're in the super wide Screen, which is awesome if we had.
Seth Warren 5:03
Yeah, that's my fault here. Hopefully. Think I'm sharing anything too sensitive here. Did that help? Are you seeing the whole entire Screen or just
Zach Malloch 5:15
we're seeing the whole Screen RecTrac. Taking a look for a little bit less space. I think I'll set your desktop resolution.
Seth Warren 5:21
Hang on two seconds here. Let me do this.
Zach Malloch 5:27
Thank you for requesting that. Sue Ellen, I'll go ahead and dismiss your question. But thank you for the request. To us again. So this is normally right after Brett to jump in with a joke if he has one on cap, but no pressure if you don't, Brett.
Bret Alarcon 5:46
Boy here. Let me see if I can pull it up.
Seth Warren 5:51
I'm gonna do this just for a second. So I'm gonna stop share. Yeah,
Mike Cianci 5:55
I got you.
Zach Malloch 5:56
Okay. Okay. Nice.
Mike Cianci 5:57
Nice. Nice. Yeah. Zach, though, I probably told us you about 100. What do you call a deer with no eyes? Oh, what Mike? I'm not sure. It's fun, because we're in like hunting season up here. But it's a no idear. Oh,
Keriann O'Leary 6:15
we also say a lot of enunciations with or at the end.
Zach Malloch 6:20
All right. A lot better. Thank you, Seth.
Mike Cianci 6:23
And we're back.
Seth Warren 6:27
This is this. And one more thing around. And no need for you guys. Do you and do okay. All right. Hopefully everybody can still see my Screen. Hopefully, it's been better. Perfect. So we've got our system code here vaccination, we've got our Type of family member feature, important that its family member feature, not household feature. And then we're going to hit save here. So now that we've got our system code made, we want to link it to a household that has shown us proof of vaccination. So I'm going to come in to household management here. And ignore the barren list of households in my database. And I'll just use Seth Warren here and hit change. So this is going to be kind of tricky. So when I come first come in to household management, you'll notice there's a feature here. However, this is so this is for the primary person, but you want to be careful because there are features sometimes that are tied to the household. And so there's a separation between household feature and person feature. So when you're coming in and adding it because I know that this is for the SA primary person, I can Click here. And I see I've got my vaccination feature for any other family member that I might have, and I can add one here in a second, try not to get too far off the narrative here. There is not a feature Field here. So what you would have to do is go into the member details for any additional person that you might have, and then link it here within those member details. So if you think of it as like your main primary household pages, you know, related to your SA household feature, then the specific member details of a of an individual within the household is the family member feature. And so in the case where we want to make sure that each family member is noted with either this vaccination status or not, that's where you would want to link it here under those member details.
Zach Malloch 8:49
And actually Seth I think I saw it on the main Screen there, I'm assuming using the VSI default design under the Next Gen. So if you Click add new member, I think there was actually a feature area Oh, for goodness sakes, I probably just miss Yeah, second row towards the right there.
Seth Warren 9:05
Okay. So okay, so ignore what I said about going into member details very, very well. You can guess if you're not sure, you can always just hover if you're using the inline help here. And you'll see at the very bottom where it says Field name, it'll say SA person. And that's how you know for sure you're linking it to the individual person itself and, and not the household. Alright, so we've got a linked to Seth Warren here. So we're gonna hit Save. And then the next thing we want to talk about is actually creating a rule that will either allow the Seth Warren character to come in and use our facilities or or not. Now, depending on what it is that you want to limit or not limit from somebody with this vaccination status. Kind of depends on where we would link it. In this example here. I'm going to link it to our Pass Management Munch rule and say that anybody that comes in and visits with a pass would need to have this vaccination feature in order to actually swipe into our air facility with a with a successful swipe. So I'm going to come in over here, and I'm going to go to Module management. And so here in Module management is each of the different modules that exists within RecTrac. I'm going to come down to pass memberships here, and hit change. And then I'm going to come over on the top side to the columns, and then add, and we will add a rule here, just a blank rule. Alright, so I'm sure most folks know how to create a rule, I just like trying to spell out in the description exactly what it is the rule that's trying to do. So this way, if I'm in violation of it, it's clear as to what I'm in violation of. So I might put something here like you must have a FM feature of vaccinated in order to visit our location, maybe not as wordy, but you know, how under our rule option, so we could probably phrase this as either and allow or disallow, but for this sake, I'm going to put it as allow, because essentially, what we want to do is we want to allow the transaction Type, and this is going to be visit, come down to visit here. So we're going to allow the visit if and we can come up with however you want. Whether you want to allow people to be able to override it or not, maybe you don't. So we'll do deny here. And so the if is the stipulation, that's the criteria here, I'm going to come down and looked for feature because that's what we've just created. So I could either Click on the list, or you might have seen that I've gone in and deleted the default information in there and started typing the word feature. And you'll notice that that filters just to any of the words that might contain the letters that I have up here. So choose features and add new criteria. And so now this feature Type, we've got a couple of different options, what we're looking for is family member here. So family member features what we created at the beginning. And so family member features what we're looking for with a rule. So once I've got this select, I can choose which feature I want to include for this. And you'll notice that clicking the Pick list brings me over to all of our family member features system codes. And I'm going to choose vaccination here and select and then I might do a little description. So I'll just call this vaccination FM feature. And save. And so one, one thing I like to do is just when I go to make a rule is to make sure that it actually makes sense have a read it out loud to myself, before giving it the thumbs up. So I'm saying that a you must have a family member feature vaccinated in order to visit our location. And we're going to allow the visit if they have the feature of vaccination, which makes sense, though, you know, we want somebody to have that family member feature if they're going to be able to visit our location. So I will hit save here. Now, you might be asking yourself, well, but Seth what about, you know, people of a certain age, what if they're younger, and they can come in and visit and aren't vaccinated? Well, then that's a good point. And what we want to do is have another rule, that's a, that's a part of a rule group. So this way they can meet either you know, of the stipulations either they have the vaccination, or maybe they're of a certain age where they're not allowed to be vaccinated yet, but you would still allow them to visit. So I'm going to come in here and add another rule here and say, See, you can visit if you are unvaccinated, and under the age of, and I imagine every state or location is probably a little different. And this is probably bad on me for not knowing exactly what that age range is. I'm just going to put, I'm going to put up to the age of 18 here just to be safe. So 17.99
And I'm going to change this over to visit again you know, obviously, you know, obviously, whatever the actual age ranges, you know is you know is adjustable. That's just what we're doing for now. And then let me come in here. I'm going to choose age, add criteria. And so the beginning thing age now. So this is going to be kind of funny, some, some customers are better than others and no judgment, no judgment on my part here. But sometimes people capture birthday ages and other times people don't. So if you're not asking for birthdays, then RecTrac inherently thinks that your age is going to be zero. So you'll just want to be kind of mindful of that. If that is the value that you're not asking, then then this age is going to be pretty hard to use as an alternative. Just because RecTrac actually needs to be able to calculate out what age you are in order to use this here. So likewise, if you don't ask for birthdays, then you might have adults that are over the age of 18. But maybe have the age of zero because they don't have a birthday in the system. So for so for beginner age, not wanting to, you know, not wanting to allow any adults that maybe don't have a birthday, and here I'm going to put point 01 And then age and age wise, I'm going to put 17.99. So this is going to ensure that at least you know, if somebody's a day old, within RecTrac, or if they are just under the age of 18, that we're going to allow them to enter the facility here, your aging date. So this is going to be either, so your item begin dates normally would be if you were going to sign up for an activity and you had an age and you wanted them to be of age when the activity began. Because we're treating this as a visit, we're going to look at transaction date here. And then we're going to say age to visit location with vaccination. Save. So now there's one more piece that we're missing. So right now we have these two rules here. But we don't have an or group setup. So this way, you both have to have vaccination and be under this age. And so we need an org group in here. So RecTrac knows it's an either or situation. I could go into each one and add it, I could also Inline Edit here and select an order group. The important thing here is that the or group matches for the two rules. If I put or group one or group two, then they're not going to be looking at each other in that either or scenario. But if I want them to see each other, then I need to have the same or group here in order to be presented with either option. Hopefully that makes sense. Hopefully, I'm not going to
Yeah, and just one thing real quick to point out is, if you are going to do those two, if there is an or statement around there, then you're kind of taking yourself out of using the disallow version of the rule, you have to phrase things as an allow rule in order to use the or group. Just a little idiosyncrasy there. And speaking of disallow Seth, I have a question that Suellen brought up. And I think that disallowed rule is maybe the best way to do this. So she's asking if there's a single site that has vaccination restrictions, would you be able to restrict by location within the module level?
Oh, that is a good question. I
Zach Malloch 18:09
I can I can tell you what I'm thinking right now. I'm thinking one disallow rule that has the requirement that you do not have the family member feature of vaccinated, so not mode, family member feature requirement, I, the location is whatever location has the restriction. And if there is the age piece, then you'd also have to be over whatever the age is. So
Seth Warren 18:36
you're not lowering or actually yeah, or, or because of its disallowed, but
Zach Malloch 18:41
because then you have to match kind of like all of those criterias. So if you're, if you don't have the vaccination status, and it is not at that location, then you'll be denied the visit. But if you have the vaccination, or if you're not at that location, you'll still be allowed to visit. So I think that that would probably be a way to do it.
Seth Warren 19:02
Yeah, that I mean, that makes sense. Because we definitely have the criteria here for location. So certainly, we could say, you know, you're you're allowed to visit if you have this, and it's at this location, you know, or so, I mean, we can, you know, we can register a specific location here. So I would think you could have at the module, and then you would just like you're saying you would just have to have something upsetting to it, just to make sure that they could still get into the other locations if they didn't have.
Zach Malloch 19:31
Yeah. And that's what made me go down the disallow route. So like the the logic and RecTrac is basically if you put in an allow rule, you have to meet all of those criteria in order to get through. So you have to have all of these specific things with a disallow, you have to be very specific to not be allowed to get it and so you have to match both and not having a vaccination and being at this location. And then if it is at any other location. You're kind of ignoring that disallow because you're not matching that one criteria. So it's not going to disallow If I'm not
Seth Warren 20:01
sure, I mean, I guess I guess in theory, we could probably Build that out Here's Zach right now.
Zach Malloch 20:05
yeah Just go ahead and do a new ones real quick. And you wouldn't do this on the same DataGrid is what those other two rules are, this is really just more specific to this year,
Seth Warren 20:17
I'll just do it. I'll just choose, I'll choose Facility Reservation, it's just to have it on a separate data grid.
Zach Malloch 20:23
So yeah just so its a blank grid.
Seth Warren 20:26
All right, so let's go ahead and add a rule here. And so we are saying, so this is a disallow a, like a visit, at this location, if you do not have a vaccination status, it's it's a bit of a run on Rule Description. So so we're going to disallow visit here.
Here, we're going to come in and we're going to do family member feature, what's criteria and zip down here to family member zip over here to vaccination?
Zach Malloch 21:24
So the sets first rule was you're allowed if you are vaccinated, now, we're just saying we're not you're disallowed if you're not vaccinated, we need to put on that not. Yeah. One of the very useful toggle in certain situations. And then on the same disallow rule, we'd also put in the location, the transaction has to be at this location, and you have to not have a vaccination to be disallowed. If you're not at that location, or if you are at that location and you do have a vaccination, then you're fine.
Seth Warren 21:54
I guess it would make more sense for community center than a park. And then this would also be in not right?
Zach Malloch 22:06
I think this one would be
Seth Warren 22:07
this would be Yeah, you're right. I'm sorry,
Zach Malloch 22:10
because you want to disallow that center, you want to just allow if not having the vaccination feature. So I think that would get Suellen where she wants to be there.
Seth Warren 22:19
I guess the the only thing would that Zack is you wouldn't be able to do the age thing, right? Because you could have the either or like you would have to have that
Zach Malloch 22:27
I think I think you could still put the age here because then it's basically but you'd put it in over whatever your vaccination limit is like right now in Vermont, they just did like 12 to five. So in Vermont, it would be if you were over five years old, and you do not have a vaccination status, and you do not have and you are at the location, the community center, then you would not be allowed to go through if you're under five, then you're not matching that over five requirement and you would be allowed. If you're over five and anywhere else, you would be allowed because you're not matching the location requirement. And if you have the vaccination status, you can get in there because you're not not having the vaccination status. So I think you could just put all the criteria on this one right here. Work in that case.
Seth Warren 23:11
Okay. Yeah, okay. Do that real quick here, just tie a bow on it here. So we're saying if this is again, is a knot mode thing, right? So if you do 18 to?
Zach Malloch 23:29
Well, I think this one is going to be because you this, you want this to apply if they are over the age of vaccination, or you can specify the underage and then use the NOT mode.
Seth Warren 23:39
Not mode. Yeah, that's what yeah. I talked myself out of it. Okay. Okay, so we're saying if they don't have the vaccination, and it's at this community center, and they're not, you know, under the age of 18, then disallow them from getting in. So either, you know, so basically, when they go to swipe in at the community center, disallow the swipe if they don't have the vaccination. And if they're not under the age of 18.
Zach Malloch 24:12
Yeah. And Sue Ellen saying that they don't need to be specified, because they have to be over the vaccination age to be admitted anyway. But yeah, you would just leave out that criteria in that case.
Seth Warren 24:26
Hopefully, that helps.
Zach Malloch 24:27
Yeah, thanks for going into that direction set. And actually, I think it's very valuable that we spent that time doing that. And I'd like to it's we're at 225 right now. So we only have five more minutes. And I guess, just real quickly summarize. We're also going to show that you could do this and potentially make a pass that it would be a vaccination pass and as people tell you show you their vaccination status, you sell them this pass it's good for however long it would be. At this point. I don't think that we really have the knowledge to know As people are going to require, you know, proof of vaccination once per year or proof of booster shots or anything like that. So at this point you are vaccinated or you're not vaccinated, which is ideal for like a family member feature because it's on there, and then you never really disappear. It never expires, you never have to renew it or anything like that. So I think our recommendation or recommendation right now, the way things are seeming is family member features kind of the ideal way. And that's what we started with. Yeah,
Seth Warren 25:32
oh, no, I was just gonna, I was just gonna agree with you. That's all.
Zach Malloch 25:36
So I think that if anybody has questions about the specifics of how we would do the past side of things, you can definitely reach out to support and we can walk you through it, we have you maybe we'll put that in the follow up document to just describing how to do use the past prerequisite if you wanted to, for that role instead of family member feature. But I did want to spend a little bit of time and ask people if they have heard of any other things that are coming down the pipe for them or the pike, depending on how you use that phrase. Have you heard anything from your board? Have you heard anything from your local municipalities, we're curious if there's anything that we might want to get ahead of as far as what requirements you might have for COVID. So please use the q&a or the chat if you have anything like that. And then the last thing we wanted to mention is we I haven't heard a lot of people needing to have a copy of anybody's vaccination card. And of course, we have household documents and family member documents and RecTrac. So you can scan it and you can import it, then you're kind of is that sensitive medical information. From what I've read, the thing that's sensitive about it is full name and date of birth, and you probably already have that in the system. So I don't think it's too dangerous to have it don't take my recommendation for that check with your legal team. If you are looking for a completely HIPAA compliant way to do that, we interface with two organizations. One is CampDoc, and one is ePACT. However, both of them only work in the activity module. So you could make people register and make them upload a copy of their vaccination card through the other interface. And then it's in the secure place. And you know that it's on file, but it's not in RecTrac. As we said, That doesn't seem like that big a deal at the moment. But if you're interested in potentially having us expand ePACT or CampDoc into the past module, for example, there is some expense with us for doing that. That's why we haven't done it yet. But if we have enough people interested, we'll definitely investigate that. And I see that Seth is bringing up some reports. And
Seth Warren 27:38
I just thought I'd multitask. While you were talking, I'm sorry, he's just I just wanted to along the same lines with the family member feature, one option you would have here is to send out a RecConnect. And so we're just in an SA RecConnect for looking at sa person records. And so you have you know, every family member in your database here on the left hand side, and you'll see that I'm using a range here. But the important thing down here is under the primary record filters, I have an option to choose a family member feature in this case vaccination, and then under this family member Feature Match option, if I choose match none, what this will do is it'll give me an opportunity to send out a RecConnect to everybody that does not have the vaccination family member features. So if I need to get a message out to folks, so in the in the beginning, you know, if you're implementing this, and you have a plan timeline, like okay, we want to do this and we've got a target date of February 14, you know, then once you have that target date, you can use the RecConnects to reach out to members, let them know what it is that you're looking for. And then once you've started implementing this, then you can go ahead and use the rec connect and just look for the folks that don't have a family member feature. If you need to get some sort of notification to them to say, hey, just as a heads up, we're starting this today. And you know, if you try to swipe in your pass, you're not gonna be able to get in or, you know, you need to make sure that you bring, you know, verification or proof of vaccination or to get it. So you can use the RecConnect for that.
Zach Malloch 29:12
All right. And I see that our team's messages are popping up. So Mike was asking or saying he was trying to answer any this question and and he was asking, can a feature be removed from family members using any sort of bulk utility? And go ahead Seth. I don't think
Seth Warren 29:30
I don't think there's a way either. I wish that wasn't the case. But I don't think so. I don't, because even if we, you know, even if we look at household management, like as a way to kind of go down and Inline Edit, I don't think family member features one of the options within this data grid here. And to the best of my knowledge, there's not a there's not a bulk way to do it. I could be wrong about that.
Zach Malloch 29:55
I'm gonna ask Mike and Kari not to use teams to chat
Seth Warren 29:58
Oh, I'm sorry. That's It's my bad I don't know how to.
Zach Malloch 30:01
But so I'm going to interpret Anita's question and the need to tell me if this is wrong. But my guess is it would be if the vaccination status changes, and somebody needs to potentially provide proof of a new vaccination or something along those lines. In that case, I would probably recommend just creating a new feature and assigning that to people as you get that. So everybody that's vaccinated right now, I mean, you could put like COVID 2021 vaccine, and then it's very specific to this one, they all get that feature. And then if it turns out you need it COVID 2022 Booster or whatever, you can create that family member feature, and then start assigning it and adjust your rules so that you need either one or both of those features to be able to get through. So as we mentioned, we don't have a bulk option to remove or assign family member features at this moment, but I don't know that we'd need to in order to do this, and like I said, if I'm misinterpreting what you're saying, please let me know. But that's how I think I would get around what I assume you're saying. Alright, so let's see, I think that's basically what we've got. Seth, I really liked that point about if you're going to do this, probably reaching out to your customers, letting them know putting a message on your website or your WebTrac site so that they're not completely surprised by it. Theoretically, you're not doing this just because it's part of department policy, it's probably regional. So hopefully, people are aware of that. But obviously, we know everything's been politicized pretty heavily these days. So trying to avoid too much conflict and friction. And Anita says that that would work. So yeah, if you need a new feature, because new boosters become required, or new requirements come up, and the old vaccination status isn't enough, just create a new feature, distinguish it as the new one and then start assigning it as you get those proofs and update your rules to incorporate that new one. All right. We are a little bit past time, I want to thank everybody for sticking around. We're going to stick around maybe another couple minutes, just in case there any other questions that come in, and I want to give everybody, Seth Kerry, Mike and Brett, just a chance to say something, if you have a last thought about the topic or anything like that, no pressure if you don't, and then we'll just go ahead and wrap up.
Keriann O'Leary 32:25
Just want to encourage everybody to stay safe and follow guidelines and be healthy so that we can continue these wreck chats and you know, making embarrassing ourselves a little bit in the corners there. I
Mike Cianci 32:37
I just want to say Hi Anita. I was trying to answer your question I hit answered live. That was my fault I try I tried the same thing, Sue Ellen and I hit the wrong Button.
Zach Malloch 32:48
We'll have a technical debriefing after this, but generally some good. I'd like to Thank everybody for participating. Thank you so much for walking us through that role and appreciate it. And yeah, thanks, Bret for being here and making sure everything stays on the rails. If anybody needs anything, please reach out to us. We'll be posting this recording with the archives. And we'll see if we can get a follow up doc that talks about the kind of a little bit more step by step about the rules and how we would change that if you did want to go with the past prerequisite direction. And thanks, everybody. Go ahead and end the session and we'll see everybody soon.