RecChat: End of the Year / Begining of the Year Processes - 01/05/2023
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In this episode, our host Bret Alarcon is joined by EDU Manager, Zach Malloch, Senior Support Analysts, Seth Warren and Keriann O'Leary, and Support Technician, Daniel Rotondi, to discuss some items to keep in mind as you wrap up the year and look to begin the new year. The group highlights some new features available this year, Archiving records, running reports, managing your holiday system codes, and more!
Bret Alarcon 0:09
hello and welcome to this week's edition of RecChat. I'm your host Bret Alarcon. So today we have Keriann, Seth, Dan, Zach, and Zach's cat. And we're going to be talking about year end beginning to end in procedures. So what that means is we're going to be talking about some reports to run some archiving and other beginning of year processes. So before we get begin, if you have any questions, please Click that little q&a Button at the bottom will bring a little Window up to ask your questions. And we'll give you some answers. And if you just want to make a comment during the presentation, we also have that little chat Button down there as well. Without further ado, I'm going to hand it over to Zack I think, right? Or Keri?
Zach Malloch 0:53
I'll go. Yeah, thank you for that Bret. And, yes, my RecCat made a. And she just walks all over everything. And in this case, it didn't help with that either. But I wanted to share this document that we got together, this is kind of our companion piece to this presentation. And this is going to go hand in hand with what we're talking about, you know, half an hour, beginning of year is a big topic, we don't really have time to go over everything in as much detail as I'm sure everybody would like. So we have some links to other pertinent RecChats where we've had discussions about pieces of what we're going to talk about here. And then we have some presentations, where Keri Seth Dan and I are just going to give you some real quick overviews of what we have. And of course, we have Cullen there helping with any questions that might come in. We are going to try to go fairly quickly through this. So then we can have question and answers time at the end of this. And let you kind of guide the session. From that point. I wanted to get things started just talking about two new features are fairly new features.
So we're on 3.1 point 10 point 15. I think right now, but as long as you're on 13 or newer, you have access to custom rule displays and registration events. And both of these features are performance beneficiary benefiting features for WebTrac Master registrations, particularly. And just as a real quick overview, customer will display if we go into any rule in the system. And take a look at this, we have a new Field right here for customer will display. So normally what would happen is if you ever go into WebTrac, and you're looking at an event, or facility or an activity, if it's not available for registration, you hover over it, and then it would check the rules to then display the text as far as why you can or cannot register for it. And frequently, that would be kind of programming code almost as far as like, you know, the item weekday must match one, you know, it kind of spells out the criteria in much more specific areas, much more detailed than most people people would probably need. So if we wanted to say that this is, you know, weak day, only, then that's a really easy way of saying what we're basically putting in the specific criteria down here in the bottom four. So once again, this is a performance enhancement option, it makes registrations go a little bit faster, because we're not pulling all the the logic from the back end, we're just displaying text, it's a fixed text, we don't have to do any calculations for that.
The other piece is the web event update. So this is just in your menu. If you have custom Menus, you might need to add it. But if we just Type in event, we can see that we have a couple of things web events is one of three items that have the word event in it. So that brings us to this Screen where we can see what any Type of events we already have in here. And so the registration event is the new Type web event by itself would just show up on the event calendar. And that would let people see from a calendar view what's coming up what's available. But the registration event goes a little bit step further. And it tells the system when to make something available for registration without having to get deeper into the rules. So if you do have just a real easy registration starts now then this is a simpler way of doing it than doing specific rules. So we create I created this October registration event code. And then if I go into an activity section in the activity section, as long as we're on this version without any custom Screen design, or with custom Screen design that adds it Under WebTrac Settings, we have this WebTrac registration event link and we just go from there we choose the October registration event. And now I would theoretically remove any sort of registration events tied to dates and times. And it would just look at that event. Once again, we're bypassing any of the event, any of the rule checking so it makes it a lot faster. ticularly on those mass registration days where you don't need it to go any slower than it needs to. So I'm sure that there are going to be questions about that. But this has been talked about in the September 19, last year or September 15 of last year, WebTrac WebTrac rules. So that link in the PDF that I just put into the chat when we started this gets you a little bit more in depth on what that is. And of course, there's documentation as long as you're on the most recent version. With that being said, are there any questions about that real quick?
Bret Alarcon 5:33
Well, there is a question, Where am I missing finding Information for help juice? Stacy, did you mean for like the Begin your procedure stuff in help juice? or just help juice in general?
Zach Malloch 5:45
Yeah, I'll just address real quickly, we were very much open that help juice would be available in the December release, unfortunately, with the way that we want the encryption to work, that was not ready for primetime. So we are aiming for the February release, I don't think there's going to be a January one. So February release will hopefully have a switching over to help juice. And in between now and then if anybody wants to get to help juice it is Vermont-systems.helpjuice.com. I'll go ahead and post that into chat also. And you're very, very welcome to get in there, start poking around. And if you don't mind, we'd love it if you give us a little bit of feedback as you are going through it. So I'll just post this entire chat as well. But yes, hopefully in the February release, we will be getting into full blown help juice era. With that being said, I'll go ahead and pass this over to Keri, she wants to talk to us about some reports stuff.
Keriann O'Leary 6:45
The era of help juice, okay. So it's been a minute for me before sharing my Screen in a wreck chat. So just give me a moment here share Screen
Zach Malloch 7:01
just builds the sense of anticipation.
Keriann O'Leary 7:07
I want that on this one. Sure. Awesome, can everyone see my RecTrac to get a thumbs up? Awesome. Okay, so we're going to start with the reporting portion with bottom line reports or trend analysis reports. These are really great. And they give you the ability to capture data, snapshots of data and compare them side by side, all on the same report. So the activity trend analysis, as you can see, has the last five years of data, this will be automatic, when you run this report, you will not get date options, it will just use the year column of the section and organize that information accordingly. So anything with the year of in this preview with 2012 would have its information here 2013, so on and so forth. Being that it's 2023. This would show 2023 2022 2021 So on and so forth. And that's again for the last five years. The other modules have the ability to actually key in those dates. So you can see here, there's a very unique date that's entered, and it's comparing that date with the second date, third date, fourth and fifth date that you manually get to key in when you run that report. Same thing with the past Trend Report. And this can be any date range. So you could compare quarter one to quarter two, quarter three of the same year, or quarter one throughout various years. or monthly. however you'd like to see that data, you can run any of these reports to view it that way. When you run these, just go back to activity run.
And I'll just use the default section range here. And process. So I have a variety of these trends that I can include the types categories, etc. But there's no date option. Whereas if I run, for example, the past trend analysis report. I'm just going to use whatever's here so I can show you how this will look. This is where the dates are keyed in. So again, you can enter any ranges that you would want here, January one March 31, April one to June 30, so on and so forth. It doesn't really matter. And this is how that would look for the facility. Past trend and the other ones as well. So that is a pretty cool report. Another one we have here is the bottom line report and all of the modules have it. So when you Click on to one of these, you can see here how it's comparing the information. And this one is a little busy. So if I drag and drop it up, it'll go on full Screen comes up with any of the previews that you see in the output, listing or output management, it just helps you visualize what is on the Screen. With our sample data, this isn't your actual data, this is just for viewability. So that one's pretty cool as well. And that can be run again, for all of these modules, facility tickets, etc. In this report actually goes off your fiscal or the calendar year, so January one through December 31. And that's fixed, we cannot alter that. That's just how this report runs. Next, we have the Trial Balance Report. This is also a menu item, you can locate it in the output listing global household Trial Balance reports. Or you can actually just Type in the menu to locate this one, and it will open the Screen. And you can choose this to show what your credits or debits were at the end of the year. And give us a finance it's really helpful to see what the actual credit total is I'm sure Various people have realized the credit balance account can be tricky from time to time, depending if that value is changed. So this is a very nice one to be able to give to finance, you can change the as of date for 12/31 or whichever date that you need. And get that specific information, debits, credits, or net balances.
And with this somewhat are statements, most often we have a request for childcare statements statements is also a menu item, you can just Type it in statements. And it will bring up the Screen we have the option between a variety of types in here, Transaction Date item and then childcare. Childcare is a very unique one because it will summarize items that have been flagged as child care. This does, this is a little unique, where it combines the transaction and item dates for to produce the report. Also, you will need to include payment codes. And this is mainly because it's for tax purposes, you need your childcare statement. To validate and input on your tax your credit or childcare. Whatever you do for your taxes, this is often requested. And it will input your federal tax ID on there as well. So there is a valid date range needed for all of this and pay codes are required. If you don't have a pay code, you will not get a report. Also, if you have a child that was enrolled into a program, but they cancelled and they received a full refund, if you try to run a child care statement for that, you're not going to get one nothing will happen then the net was nothing they registered, they paid 500 bucks, they cancelled they received their $500 The net is zero difference. So the system will not create a statement for that. And then under the module ranges, we have the option to use childcare only. This is very specific to your sections, they must have the childcare activity checked on. These are the only items that will appear on the childcare statement. If this checkbox was not turned on for a specific year or specific item, this can be Bulk Change, and it will instantly appear on the childcare state. If you would like to allow DIY for your patrons so they can process these by themselves on WebTrac as needed. There is a second ago, not a second, I guess, but a specific requirement for that which is the web Child Care statements Profile. And then here, it's essentially what we were just calculating, we need the activities. Sometimes you use punch cards that are the payment for the program. So you may need to have additional items on in here and then also your payment codes as well. If you do allow for this, this is a menu item. So you do need to allow access to the childcare statement portion in reports. And then this is the Screen that your patron would see I have no customizations online. So this is the default. And you can select through, I guess 25 And the options that come with that.
One thing I also wanted to highlight a lot of people ask for as well. And it's really helpful. is to be able to run a GL report or get the financial information for a specific item. Whether it's an activity roster, or just a facility, how profitable was this, when did money come in? When did money come out, you need to audit it. We have these modules to include and modules to filter components, these are vastly beneficial for that. So by selecting a module to include, you're actually telling RecTrac to exclusively show you transactions that were for that module, which is very helpful. The second component is the modules to filter this will actually create on the top of the Screen here, another tab for whichever modules useful you select. So I have activity enrollment selected here. And I will then choose activity enrollments here, which in turn gives me a tab. And again, you can do this for any, any module and item that you would like. So I have facility on now. And it will check facility here. So I can choose unique ones. And it will pull up a directory for you. So you can choose a specific items. So if I ran this this way, I would see only the money going in and out of the system for these two programs, their transaction dates and information as you choose it. Down here, whether that's just a cash journal, or your GL distribution, my goodness, my typing report, whichever you would like to choose, you can do that. And with facility, if you do choose this, just keep in mind, it's not your reservation date, it's a payment date. So I can make a payment today the fifth for reservation that is for St. Patrick's Day. Very, two very different things just to keep in mind there. And I think that was that. Any questions on any of that?
Zach Malloch 16:51
We had a couple. Cullen, you had one that you wanted to ask real quick?
Daniel Rotondi 16:56
Yeah. Eddie asked with the trend analysis reports. How did how did the enroll by day programs, you know, appear in there, compared to the ones by section? treat them any differently. We were all kind of scratching our heads, we didn't have a good example, to run behind the scenes, we thought we'd ask you see if you knew off top your head,
Keriann O'Leary 17:19
I don't off the top of my head. But we can certainly run that in comparison to something else.
Zach Malloch 17:27
Maybe we'll let you do that Keri, well, we have Seth get started just have a lot of things going on. And just like everything else that we're kind of presenting here, we do have a further deeper dive into this. If you look at Reporting for comparison, back in October 1 of 2020. That's in the document that I'm sharing in chat. And I know there's a couple of people who have just arrived. So I'll reshare that just in case, there's anybody that didn't get it beforehand. So you can check this checklist, not really a checklist, but a linked list of links to other documents to get further. So we'll go ahead and ask Seth, maybe you can start sharing, I think that'll automatically switch you out for Keri. And like she might need to restart.
Seth Warren 18:12
Yeah. I was gonna say I need any Keri to stop sharing her Screen.
Keriann O'Leary 18:16
I stopped the video. I thought I was stopping the share.
Seth Warren 18:19
Oh, no, you're good. No worries.
Keriann O'Leary 18:21
I told you my zooms a little rusty.
Seth Warren 18:23
Oh, my goodness, this is ridiculous.
Zach Malloch 18:26
Seth's gonna talk about everybody's favorite topic, archiving,
Seth Warren 18:28
archiving. All right, hopefully everybody can see my Screen here. Yeah, so I want to talk a little bit about archiving. Now, I'm sure everybody's experienced with archiving, and probably varies from the sage master lakes, to people that maybe have heard of archiving, but aren't quite entirely sure what it is. But so I want to make sure that I talk a little bit about why we do it and how we can do it to help make your in the year better. So archiving is the process of sending your records to history. So in the case of where you've collected a year's worth of valuable data for your activities, and you've got all your payments in, you know, sending them into an archived status or historical status, make sure that that information stays where it can't be touched or altered or changed. You know, for recording or historical purposes. Of course, you can still report on this information, you know, after the fact but it just make sure that you know, one of your end users maybe doesn't go in and changes an enroll mentor or some sort of setting or statistical record tied to that activity. When you archive things. We're all use activities as an option as an example because it's probably the most common one that we run into. So if I just come into section archive here look similar to running a report what you'd doing is you're going to choose a range of activities that you want to archive. So I can Click on my Pick list here and select the beginning range. So I'm just going to select one here with me two seconds select. And I'll choose an end of range. Do throw in some deals here. And then once I have a range of these other settings here are what allowed me to kind of narrow down or specify specific activities within that range. So I think a common problem that we run into sometimes with archive with archiving, particularly if maybe you haven't done it before, or you have somebody that does it that hasn't done it before. If you just select a range and hit process that is going to archive every activity that you have in here, this normally might be blank or shows zero here. And so if there's nothing to tell RecTrac to select just certain records within here, it's going to archive everything. And so you might have some very active records that people are in the process of enrolling in, that would become archived. And that's not exactly what we're looking for. So using these categories, seasons that yours types, as a filter will help narrow down your selection. So you're only archiving the records you actually want. So I might put a 2022 in here, without the zero. So if I want to do it yearly, I might just do this. And this would archive all programs I have with the year 2022, I might want to be more specific about it as well. So I could come in and choose a season. So I might choose my fall programs here. And so this would look through every single program I have, and it would only archive the programs with a season of fall and the year of 2022. Now if you're not entirely sure what that entails, you can always go to section management here. And I could come over and select a season, do and a year. So my season, I could Type in fall, I would get nothing then because clearly I have no fall seasons, who made this database anyway, I tell you, and then I could come in here and choose a year, these are all 2023. So you know, if I do 2022, I see I'm not going to get any records here either. Again, I'm, again, this it's a pretty bare bones system. So I apologize. But the idea being that you can come in here, pre put in your filters and get an idea of what activities that it is that you actually are archiving, if you want to get kind of a visual sight for that before. Before going forward.
Now, over here, on the right hand side, we've got a couple options. So you can when you go to archive programs, you can have RecTrac, create a copy or a clone of that program, if you would like. And that's using this create new sections here, you also have the option to not do that. And some of that might depend on whether the program was you know, popular enough to where you know, you want to have it for next year. Or if the program was well, you know, it was fine, but maybe not something that we're going to do next year, you know, so you can pick and choose whether you want a copy of that or not, you also have the option to set new dates for it. So you'll see here that this new year option is going to add one year from the archive section. This means that if I run this, I'm just gonna remove this because I know I have no fall programs. But if I run all activities for the year 2022, when these create a new section, it's going to automatically create a new year of 2023. If I want to get fancy with it, I can add days to this. So this gets a little more complicated. And we have a video that talks about archiving more in depth. So I won't really get into this too much. But you can adjust the specific dates of the program on the clone. So if you know that the program begins on the first of, you know, the first Monday of the month, and in 2023, that Monday is on the third but on 2022 It was the second you would do a new date option and then add one date to it and it would move everything up one day.
Zach Malloch 24:30
Just a quick clarification on that, Seth, when you were talking about the new section year option that is just kind of that bookmark. It's not anything about the section meeting dates. So if you want to change the meeting dates, that's what Seth was just talking about with the new section date option versus the section year option. It's a little bit confusing there but but as he mentioned, we have video all about that and that is called the spring cleaning. So that's may 19 2022. That's in that document We shared as well,
Seth Warren 25:02
for sure. You know. So there one thing about once you do, if you do make a clone, you are going to have to touch these records here, briefly just to kind of review them and make sure that the dates, you know, the physical days, the week match up with the dates of what you want them to, you may have to adjust that you're like that. But it certainly does save you a lot of work in terms of having to create these all over again from scratch. The last thing I'll mention here is that you can make them inactive when making the new sections afterwards. And so that might be a good idea until you have a chance to go in and interact with them. Once
Zach Malloch 25:38
Oh, sorry. Seth.
Seth Warren 25:39
Oh, no, you're fine.
Zach Malloch 25:41
I was just going to say that, based on the precedent that you said at symposium, I was thinking that maybe we should get a song ready for this next time. I'm thinking Destiny's Child. I'm a survivor. I'm an archiver.
Seth Warren 25:53
And maybe even archiver. I like it. I'm a survivor i'm an archiver, do you need to do Yeah, okay, well, we'll work on some language for that for for next year. And then just real, real quick here, if you do make a mistake and archive, something that you never intended to archive, you can interact with archived records here, if I go to activity management, if I can spell the word activity, which is a challenge today. So if I come in here, if I select an activity and come into it, you'll see that you'll have an archived sections and archive sections. And when I come into archived sections that will show me every section of that activity that's been archived previously. And then if I need to restore it, I can select that record and recover the section from here. Now, there's not a bulk way to do this as of yet. So you just want to make sure that you're careful and not on archiving every error that you're not archiving everything, because that does involve a quick fix on our end to get on archive didn't correct.
Daniel Rotondi 26:56
We did have a question, Seth. Yeah. Pauline has a good question. So if you cloned the activity before you archive, is there a way to keep the people registered in the activity for the next year? So it almost sounds like they want to kind of copy the roster, or enrollees from maybe one, one to the next potentially?
Seth Warren 27:20
Yeah, I mean, it almost sounds like it's a program that doesn't end, you know, like with the or maybe it doesn't in the season, but you want to transfer some of your enrollees over. Now, if you if you clone it, before you archive, you're gonna have to have a unique identifier to it like a unique section number to it or something like that, just because RecTrac Won't let you have that activity code section year and season on two separate records. That has to be you know, there has to be a unique identifier in there. But I don't see why there would be a reason why you couldn't clone something like that. And then come in and do like a roster clone transfer here. You could probably clone that roster over not transfer it, and then select the people that were going to be over in the new copy. And then you could archive the old copy afterwards. Because if you do a transfer, I think archiving it would show no enrollees because they all transferred from you know, activity A and activity B. But if you clone them, then it should, it should enroll them basically into that next section of that program. And then you could archive the first section afterwards.
Daniel Rotondi 28:29
Yeah, it makes sense. And when you use the clone feature, there's a few options on on what some steps as far as fees and things like that. Is that true? When the're cloned? Yeah, okay,
Seth Warren 28:38
there there are. So if the fees were different from one roster to another, you know, like you can pick and choose here, whether you want to use the fees on the original versus the, the fees on the on the new But assuming you've cloned just the section from one to the other, the fees are probably the same. And so Okay, probably shouldn't matter too much. The other thing too, is, so once you select the thing that you're going to clone them to, so you have your old section, your new section, and then you display rosters, you'll see everybody that's enrolled in the original section, you can pick and choose which ones would come over and then process that. And that would clone them over into that new section. And you do have options here to override warnings. So in case you have rules that might be preventative to that youcould override those warnings if necessary.
Cullen Barber 29:26
Seth Warren 29:27
Yeah, you're welcome. I think that's it for my Cliff cliff note version, but like Zack said, we do have another video that goes more in depth on it. And then you know, obviously, you know, we're always available for questions too
Zach Malloch 29:39
come in just a real quick response to Paulines. Quite a riff on Paulines question Is that something that's more common that I think we see is that you might start enrolling people for the next year of that section before you remember to archive it. So when you go into the activity, if you could go back to the section archive real quick. So yeah, absolutely. One of the day Eight options for doing the archive is that you can, the new section option, if you drop that down on the right hand side is to create a new sections, but keep enrollments based on a cutoff date. And if you put that in, then you get a date to basically say, starting on X date was when we started getting new people. So anybody after that we want to keep in what will be created as a new section, and it kind of saves you a step there. And then I'll go ahead. So Keri,
Keriann O'Leary 30:28
sorry, I just have an answer for Eddie on the trend analysis of that, that's a good time, the system will use the overall enrolled count that doesn't do a unique enrollment count. And so what that means is, if I myself enroll my child into all 30 days of the program, so it's five days a week for six weeks, I would actually see 30 For that one child, if there were 10 people enrolled for that same period, it would then be multiplied by 10. So it would show 300.
Zach Malloch 31:03
All right, so that was in response to the by day enrollment question about the trend analysis reports. Correct. And now we're gonna throw it over to Dan, just to wrap us up here, we want to talk about pretty straightforward process. We just had a virtual symposium about that. But if anybody was not a piece of the virtual symposium, I think he can summarize in the very few minutes, we want to actually over. So I'll just really quickly say we've recorded this as we record everything. So if you have to leave, go ahead, you'll be able to get the last few juicy minutes of this on the recording. But if you want to stick around and ask a couple questions afterwards, we'll stick around with you. Ready?
Daniel Rotondi 31:44
All right. Thank you, Zack,
Seth Warren 31:45
want me to stop sharing here, Dan? Or
Daniel Rotondi 31:47
oh, yeah, if I'm, if it's not going to take too long, we can swap over to mine. share my Screen here. And number three.
Can everyone see my holiday update here? Yeah, it looks good. All right. So not to foil the surprise. But what I wanted to talk about was maybe kind of a maybe forgotten or smaller aspect for the beginning of the year. It's the holiday management and holiday updates. So this isn't an area of RecTrac that you're going to be in too frequently. But it's an important step for your beginning of your process. Actually, I don't have any codes in here. So we can actually run through if we have a little bit of time, Zack, it shouldn't take me too long. But essentially, the reason to Build out holiday codes and dates in holiday management is if you're going to be using the facility kind of rules for the facility module to kind of prevent reservations on those holiday days when you may not be open. So essentially, there's not much to these codes, you do have to Build out a code and system code management. So here, I have Christmas and New Year's built out already. And again, you create these codes in system code management. So I would select that code and then for the upcoming year, I would want to add that code for Christmas 2023. And then I would check this box, no Facility Reservation is on that day. It's also an employee holiday. And we would save this record. And now we have that built out. As soon as you add it to holiday management, you'll notice notice that if you don't have the option to change any of these, and the reason that we're bringing this up in this RecChat is again, you're going to have to Build this out for each date. Each one of these codes can only be one date for one year. So try to incorporate this into your beginning of your process to set yourself up for the upcoming year. If you want a little bit more information on it, if you Click on the Screen help here, we do kind of have a walkthrough on building those codes. And we also have another document on setting up those holiday system codes and the rules for the facilities to make sure that you're blocking off those from reservations.
I know Keri went deep into reporting but one thing that I just wanted to also bring up was the proof reports too. So as you are going through, I can't spell today to Seth, we do have a lot of proof reports that might be useful as you're setting out for the upcoming year. Especially if you are going to be you know making use of that kind of custom rule display. And you know, maybe In attaching those registration events and adjusting how you're operating your registrations or your sections for the upcoming year, these proof reports can be run to see kind of what's linked at the different levels. And you know what kind of criteria you have just to kind of prove your work so that you know that you're ready to go before registration goes live.
Keriann O'Leary 35:22
One thing to highlight with that, sorry, Dan, if you were, were you done there?
Daniel Rotondi 35:26
No, go ahead
Keriann O'Leary 35:27
it is that you can actually pick unique parts of the data that you want to see when you do this. So when you run that, you can actually see revenue, GL Code, whether use accrual is activated, and all of those fine tune settings that you need when you do this.
Daniel Rotondi 35:47
You have a lot of different options here to see exactly what is linked to that fees, the rules or, or questions here. So this is a fixed report. And that's because you have all of these these options here. All right. How are we doing on time, Zack, I think that was everything I wanted to cover.
Zach Malloch 36:11
Yeah, we just had a couple of questions for some clarity on the holiday date piece. I'm just going to pop over to my database real quick. Rather than asking you to, to just follow my talking. But basically, in the holiday Date Management, you can Build out whatever you want to so one of the questions was can we wildcards years and holiday dates, and unfortunately, we can't. But creating the holiday Date Management kind of lets us just say that we want this rule to apply on Christmas. And then we come into this one place. And we put in all the different days or the the years that we want to consider Christmas a holiday. So it's kind of a extra piece. The key is if you want it to do this is that you would have to go into a role actually have this link to my parent module. So I'm going to go to Module management. So if all of your facilities are closed on Christmas, then you could just go right to all the facilities right here and link the rule in one place for that. And so the actual criteria wasn't letting me just double Click to change sometimes that goes off once I've had a session for too long. But so the criteria is item holiday. And so if we look at our criteria list, if we scroll down, so there's item holiday, in holiday, and all of these have slight distinctions, holiday date range. So the holiday date range would be like from Memorial Day to Veterans Day, think I had those in the right order. So if you'd like camp registrations, you're not allowed to register outside of that tent, that time range, you could use something like this, everything is defined in the criteria help. But in this case, I just have item holiday, which basically says don't let you don't let people make a reservation if the holiday date falls on whatever holidays are in this list. So from this list, I'm just using the system code of Christmas, I don't have to choose Christmas of 2022, Christmas of 2023, Christmas of 2024 would be the next one. I can just say Christmas here. And then as long as I'm updating those dates, everything linked to that same code of Christmas would then apply it to this rule, and would prevent those reservations from occurring. And of course, it says blank applies to all. So if I leave this blank, it's just anything that falls in the holiday date management. So anything that people are trying to make a registration for any of these dates would automatically be cancelled, or not cancelled, but would create a rule violation. Another real quick question that came up was how does this look if using the SuperGrid, you need to have a rule checking turned on on the SuperGrid as it doesn't actually make a reservation, it doesn't block anything off. But as long as you have the rule checking turned on on the SuperGrid, and a lot of people have that turned off because it can slow down the SuperGrid and Build out Build out if you have a lot of different rules. But that's a that is a way to show it on the SuperGrid that you would not be able to get to that. So in this case, I have rule process or rule checking rule processing turned on.
Actually, no, this is just closed dates for this one. Let me just switch to I don't think it's actually going to be courts. See if this guy has it. Well, regardless that is actually on the first one and I just switched to let me just go back to that. So if we go to something that's outside of these date ranges, this is basically a way to be able to Toggle it on or off. So if I'm not doing any rule checking, I would just leave it as none If I am doing real checking, I would switch it to model household and then it would basically check to see if I was a resident, would I be allowed to make this reservation? And if you have a rule that says you're not allowed to reserve on holidays, then it would specifically show it being blocked off on those holidays. So hopefully, that's a real quick answer to some of those questions that came up there.
I think that we're ready for some final thoughts here. Yeah, I see that there was a question about the 2023 symposium dates. Kim, I will get back to you on that. I believe we have them picked out I don't know, where we are in the process of distributing that information are starting to take registrations, you can always email sales@Vremontsystems.com. If you want to be put on the list to be notified about those are the like, and I will email you specifically, once I hear back from sales about that. And then Joyce had a question about doing another session kind of like this, but about database cleanup. We are planning on early February doing a session like this where we're talking about like server maintenance. And I think that some database cleanup, deleting old files, clearing out your documents and trying to like we probably fit into that. So just a little teaser for something we have coming up. So I think that that is basically it for what we're going to cover. And of course it took a little bit longer. It was a bigger one here. But one last question. I see Renee is asking about pass archiving. So pass archiving, facility archiving. Seth just talked about activity archiving, but we do have this for other modules. And once again, in this document, I think I'm still sharing my Screen. This spring cleaning video is going to be talking about archiving things beyond just activity sections. So if you want to talk about past archiving or facility archiving, I would check out that video we're certainly capable of doing both of those and cleans up your purchase history area of global sales. That's the primary area that you would see that cleaned up. Yeah,
Keriann O'Leary 42:04
that's that mentioned, the the main benefit is to help declutter patrons purchase history, no new item will be created as the activity module provides you that opportunity. That is not the case for pass or any other modules out there.
Zach Malloch 42:19
Which really makes sense. If you think about it, you're not really creating new pass codes, you're just selling the passes with new dates most of the time. But yeah, we get more into that for sure in that spring cleaning video. So I will post that link or post that document one more time, just in case anybody missed it before. But we will also post this with the recording. Bret has promised to do that. And I believe him when he says though. And yeah, thank you all for joining us and contributing and making this an interesting and hopefully very useful session. So we'll go ahead and say Happy New Year to everybody. Welcome to 2023. Hopefully this will help you with some of your RecChat or RecTrac. Resolutions, and we will talk to you soon. We're ready to take it out.
Bret Alarcon 43:08
Cullen Barber 43:09
Daniel Rotondi 43:10