RecChat: Household Credit Permissions and Document Upload - 06/30/2022
Table of Contents
Episode Summary
In this episode, our host Zach Malloch is joined by Implementation Manager, Brian Hatch, as well as members of the EDU team to discuss a couple of exciting new features available in the latest version of RecTrac. Brian walks through the document upload question process, the credit balance dashboard, and some new functions related to credit balances.
Recording
Transcript
Zach Malloch 0:08
fortunately, it didn't have the musical intro is gonna grab my ukulele, but it's in a different room. So apologies for that. But welcome everybody to this RecChat. We have two pretty juicy topics here. And to help us out with that we have of course, Julia, Cullen, and Brettwho will be helping with the questions. But our guest star of the day is Mr. Brian Hatch. Normally I go around, I'd ask everybody how they're doing. But with these topics, I don't know if we even have time. So let's just go ahead and get right started here. Brian, we're going to be talking about the credit dashboard, as well as being able to upload documents via questions. And I think maybe it makes sense to start with the document upload question piece if you're willing to do that.
Brian Hatch 0:49
Yeah, great. Let me share my Screen.
Zach Malloch 0:51
Awesome. While you're doing that, I'll just remind people we do of course, have time for the rules, or at least the requests that any questions you have, please ask those in the q&a session or section of this presentation. That'll help us know which ones have been asked which ones have been answered. And then if you have just any general comments, go ahead and hit it in chat. And Bret and Julia and Cullen, and I will be paying attention to that while Brian shares all this amazing information with us. That being said, Take it away, Brian,
Brian Hatch 1:19
right. Yeah. Good afternoon, everybody. So one of the things we've been excited about, we've known it's been coming for a little while, and it's finally arrived is the ability to add file upload questions to the add to cart process. And I'm just gonna just start out with a quick little Demo what that really looks like. So I'm just gonna jump into my database. And I have an example queued up with an Activity Registration, but really could apply to any module. Would that make sense? I'd see, I could see this being popular on the facility side as well. But again, it could apply to any module. So I'm gonna go ahead and sign up for this aquatics program. And when I add to cart, and I kind of get my kind of normal prompt Screen that most of you are used to seeing, with some standard questions for checkboxes and freeform entry. But this is the new question we want to point out, which is the file upload Type question. So it's for any file upload Type question, it's going to list the different extensions that you want to allow. So that's something you guys can control when you do the question setup, along with the maximum file size is also available. So those both those pieces of information are going to be displayed. But ultimately, you have your question, record text, let's display it here. And then you'll notice there's a little file prompt here. So I can kind of Click that. And I can basically browse out to wherever that document is going to be located. So if you're doing this internally, for staff, I could see maybe somebody's emailing in some documents with a registration form, or they might be standing in front of you have a document on their phone that they could shoot you and you then have the ability to do it on the staff side upload a document, there's probably a few different ways I could see actually, this being used by staff, but ultimately, it'd be the same process for the patrons on the web side of things. So they'd be getting the same prompt very similar on the WebTrac side, which I can definitely kind of walk through, but the ability to kind of do it as a part of the Add cart process. Before we've always had the ability to upload documents, it's always been a separate step in the household side of things. So you'd actually previously would have had to go to household management to upload documents, either the household record or the family member record. So I know that's been popular and used by a lot of folks. But it's nice to have the ability now finally, to integrate it into the add to cart process, just to make it easier to capture those those different pieces of information. I can do it.
Zach Malloch 3:49
Yeah, just a real quick, I was hoping you might be able to show us how the questions are actually configured. And then I'll go ahead and pre ask this question. I'm pretty sure we would get it. But where would you go to look at the files after they've been uploaded? Right?
Brian Hatch 4:00
Yeah, sure. So the question setup side of things, so it's for anybody familiar with setting up a question, this will be a nice little review, but there's only a couple of differences from a standard question to a file upload question. So I'm in question text management. I'm just gonna pop into this, my current question example here. And you'll see it's we added a new Type for file upload. So that's really the difference rather than choosing a checkbox, or a combo option to choose file upload, and you'll see those other settings for file extensions, and the maximum size are both listed here. So you'll be able to set that by question, depending on what you're trying to capture from folks. So both of these settings are listed here. So you're creating your question record just like any other question, record and RecTrac And then ultimately, you're going to be going to link that wherever it applies either to your activity, your facility or earning levels. Again that are going to apply for your scenario on the reviewing sites after it's actually been uploaded. So I'm actually going to maybe finish out this transaction here. So you guys can see this. So I'll choose Barry here, we'll go ahead and pick a sports physical form that I already kind of had downloaded on my desktop. So I've browsed out selected that file here on this Screen. Again, this can be a required question that you're forcing people to fill out, or can be an optional one, depending on what your needs are. But I'll hit continue and complete the transaction.
And because it's a question record, it's going to be just like any other question record available to be viewed and updated from global sales purchase history. So it can actually shows up, if you're showing the question record on the receipt, it'll show there as well. But ultimately, if you're looking to go view it after the fact, you can go back into global sales for the record, if you just need to grab it for proof, or if you need to, I can make a change after the fact. But purchase history will show you the enrollment. And under change, you'll see that the options for all questions right? So quick change question answers is listed here. And just like I can update my standard questions, I can also view the file or actually changed the file that's linked right from here. So if I hit View as an example, that will automatically pull up my case, I just like PNG file. But that will automatically preview whether it's a PDF, or a Word document, whatever it is that we've actually uploaded will be available there.
Zach Malloch 6:47
Alright, so yeah, I got a couple of questions coming in for this. So Jut was asking, Could a patron go into their account after the transaction is complete, for example, they book a facility, then later come back to that reservation and upload a proof of insurance that's necessary for the for completing the reservation.
Brian Hatch 7:04
This is currently only available through the add to cart process, this Type of question, we don't currently have that availability on the web, even though that's probably kind of a forward thinking that's probably a good idea that we're going to now incorporate this, we basically have an update option on the web for this. The only option today would be the other solution that we talked about the household or the family member level documents that they can upload on their own. That's currently the only options available for for upload through WebTrac.
Zach Malloch 7:35
Yeah, yeah, so the document upload is something that you can get to through the Next Gen UI and WebTrac in it's under the update area of the My Account Settings. So documents and you can upload documents right through there. But as Brian was saying, it wouldn't be associated with a particular receipt or that particular question. So maybe giving the ability of updating a set of questions from the customer side, if it makes sense at some point. And then we had another question come in, Brian, about whether we could have the uploaded files automatically print out as attached along with the receipt? Or would you have to basically and the second question is related to this. So the second question is from Sandra, will this document be in household management? So to get these documents to view or to print the documents? Are we talking about basically just purchase history to check those out?
Brian Hatch 8:31
As of right now, today, they're only available through purchase history. Not to say that going forward, we couldn't do something different, depending on what we find. The different uses are for them, but they're currently linked with as as a question record or an answer record, I guess, at that point. So they are only available currently through purchase history, you would have the ability of kind of thinking in the real world scenario, your if it's going to be an optional thing, like how do you know who uploaded a question or a document and who didn't? Those types of things. So you are able to run a report and kind of include that kind of answer record in the report. So it'd be a pretty easy proof to see who had documents. But I think it is an individual process right now through purchase history that you'd have to go to actually view or proof them for you.
Zach Malloch 9:17
Okay, gotcha. All right. Let's see. Gene is asking. So when uploading a file through WebTrac on a facility Permit request, can the file still be viewed once the Permit is approved or rejected?
Brian Hatch 9:30
Yep, it's well, I guess on the staff side, yes, right. They'd be able to come into purchase history and see all statuses for any anything that's been sold on the status of a Facility Reservation. They would be able to come here and view it because it'd be linked to the question answer records are going to be linked to that record. So they would be able to view this no matter the status.
Zach Malloch 9:50
Exactly. Okay, well, thank you for that brand, at least for now that clears off our questions about the document, upload question Type. And I think that maybe the next piece, we'll end up with maybe even a little bit more discussion this but the Credit Balance dashboard, right?
Brian Hatch 10:09
Yes, let me pull that up. So again, another kind of exciting thing that we've never really been able to do before. When it comes to household credits, everybody's kind of had to rely on the the trial balance reports to view credits run report to see you know, how many credits to have on file, and then you know, the associated details with them, you're looking at them up individually, or you're running report to kind of see, you know, what's, what's out there in your database. So with the latest latest release, we actually have our new credit balanced dashboard. So in your menu, if you don't have this, by default, if you're on the latest version, it's something we can turn on through menu management. But you should have a new option for credit balanced dashboard. And just like the name alludes here, right, it's going to show all the credit balances in the database. So I've got a pretty simple, not much of a scroll here as far as the actual records in my database. But I can see all the details associated with them, I can see the dates they were created, the times the household record, the original amount, the amount used and not remaining, right all the details that you would be able to pull before this was released on individual household by household basis. But now it's all kind of been consolidated under this household credit balance dashboard. So it's kind of nice, just immediately, just the benefit is being able to say, well, how much credits are in the database will just come into this dashboard to be able to see that value simply by by pulling this up. So just just as a simple inquiry tool, it's kind of a pretty nice thing that we just never had the ability to do outside of report before. There are a couple of different filters on the left, if you want to kind of isolate certain certain dates, as far as or certain household record, I can imagine a lot of databases having a higher number of credits. So some sort of filtering might, might be helpful, and you have some options on the left here. To do that. If you pick any individual record, you'll notice have a little pop out here on the right, that gives you just some ability to pull different information. So you can easily pull the receipt right from this Screen associated with the credit record, you can actually look at the usage. So if you want to see the history, and when it was either used or partially used, you can actually go to usage history to kind of see that information. And you can also actually process the refund finance right from this Screen. So I could see that being helpful for folks. In certain situations, rather than having to go global sales. If you had a whole list of current refunds that you were looking to join for household credits, you could process them through this Screen. And you can actually multi select them here, which is kind of nice. You could actually pick multiple options and really almost bulk refund finance them if the scenario calls for it.
Zach Malloch 12:51
In the year clearing off your credit books.
Brian Hatch 12:53
Yeah, exactly.
Zach Malloch 12:56
So Krista was asking, is there any debit balance corresponding dashboard, something similar to this except showing who owes money?
Brian Hatch 13:05
Not as of today. But that's kind of the thing I was thinking about, as well as we could really kind of expand and add multiple different dashboards, to RecTrac. To seeing how helpful this immediately is, on this one side, I feel like we could really kind of expand the scope of capability for probably a lot of different other uses in RecTrac. So it's, it's hopefully though, the first maybe more options to come here.
Zach Malloch 13:28
Very nice. And then Megan was asking, How do we turn it on? Or I guess we could more broadly interpret that how do people get access to the Credit Balance dashboard?
Brian Hatch 13:38
Sure, it's a menu option, just like any other menu options. So if you didn't have it, or if you wanted to restrict access to it either way, you'd be going through menu management to do that. We could obviously walk through that process of if we have time here at the end. But it should be if again, if you don't have it currently. That should be something we can turn on through menu management. And we can kind of walk through how that process works here at then.
Zach Malloch 14:03
This was initially released 3.1.10.10? Is that right?
Brian Hatch 14:07
Or I think it was 11.
Zach Malloch 14:10
Okay, so yeah, you'd need to be on our second or third most recent version to have this. But then it should be automatically on anybody that's using the default menu design. But if you customize your menu design, you might need to go in there and add it in but it's just called credit balanced dashboard. Am I getting that? Right, right,
Brian Hatch 14:30
correct. Yep.
Zach Malloch 14:33
And I know that there's something about this the tight end of the payment Profile as well.
Brian Hatch 14:38
Yeah. So with the dashboard itself, again, a great tool all by itself, if we kind of stopped there, but one of the options you can do through this dashboard, as far as editing restrictions. So this is something that some customers use and some customers do not use just depends on your database. If you consider a household credit to be kind of a universal or global credits that can be used for anything. Or if you're looking to kind of segment out, I guess your household credits, right? If this is, you know, recreation credit versus a golf credit, or a senior center credit, the credit restrictions, some customers use them a lot, and some customers don't use them at all. So this may or may not apply. But the ability to kind of adjust those is now made much simpler, I guess, by giving you the ability to update these restrictions, right from the dashboard. So if it's anything you're interested in using, it's something that can be updated through here, I'm actually going to pop into global sales and show you where we used to be able to set these because I think most people, it might be an overlooked thing that a lot of folks didn't realize was maybe even an option. But if I wanted to go create a household credit, I'm gonna advance and my test household here and just go straight to the payment Screen.
And this could be a credit for, for any different scenario, let's just say I'm making an overpayment, I want to put $100 on my household account. I want to go into ad credits when the dollar amount and how I'm paying on the left, and I'm just going to add credit in the middle part of the Screen. So this normally would have been an area that would have been as a company collapsed or kind of hidden on the right hand side, it would have been credit restrictions would have been listed over here. And again, I think most people would have kind of glanced over it. And maybe, again, if you weren't using restriction, it would have been something you ignored in the past. So he basically incorporated it into a pop up for those that want to be able to use it or need to be able to use it. So rather than having to remember this was the tricky part before is, you would have had to go expand the area on the Screen make your restrictions, as you're actually creating the credit, it's now kind of built in naturally. So at this point, you can see it defaults to a global or Universal Credit. And then this is a customizable list that you can really kind of set up to, to meet your needs. So if you had a kind of recreation credits set up, where those are credits specifically for recreation versus, again, golf or senior, whatever the scenario is, you can actually Build those different credit restrictions and kind of customize this list for whatever your needs are. So this is something that we couldn't do before. So this is completely new, to be able to customize your own individual options and put your own individual lingo in here. You don't have to rely on knowing that there's a RecTrac module that you need to make sure you teach everybody to pick or, you know, categories or types, those types of things, you can basically design the credit restriction in the background, make it a really simple easy to use description here that you'll staff will recognize, and then have control to pick or not pick depending on where they are and who were they're kind of working for. So this is a whole new pop up that, again, you might not even turn on, if you don't really use these restrictions, this is probably something you'll leave off. But where this is actually controlled. As you mentioned, Zack is on the actual payment Profile.
Zach Malloch 18:10
Just kind of mentioned that. If you're not using credit restrictions, I would kind of recommend against doing that. If your business is flowing just fine. Without them. It's I think more beneficial, it's easier, it's for the for the staff to not have to worry about which credits are for which things it's easier for your customers to use the credits just as they're available for whatever else they owe balance for. In most cases, it's better business practice to keep that liability of how many credits you owe to people as low as possible. So if if you haven't heard about credit restrictions, if you don't worry about credit restrictions, then I wouldn't suggest that like oh, well, now we have this new thing. Let's see if we can use it. I would say probably, you know, don't use it if you don't have to. But it's nice to have if you do use this piece.
Brian Hatch 18:58
Exactly, I definitely feel like it's little bit more customer friendly. And just to say here's a credit, use it for anything. It's just it's easier to say to rate and some maybe a little less complicated. I'm on the payment Profile right now in case there's anybody was curious how that prompt was actually set up to work. So on the payment Profile under credit balance settings, we have this new option, this prompt for credit restrictions. So if there was a case where you wanted to use this, you could turn this option on. So I already had it on. So that's why I got the prompt. And then you have the ability from there to set what credit restrictions I can pick because I'm at an X location or I'm at the golf course. And that's you know, golf only function, that Type of thing. You can actually control which ones I can get to versus maybe other groups of users in the database. If you're ever looking to if you say you utilize the old kind of credit functionality that we had built in on that Screen that I mentioned, you can actually still use kind of custom credit restrictions. If you turn on this Toggle here as well, that allows you to still kind of custom Build your restriction as needed. And you don't have to always rely on kind of a custom built one, define by like a system admin, that Type of that Type of setup. So, again, it's off by default for everybody, I believe, after the bill was released. So you probably aren't getting the prompts now, which is, again, by design, because we're thinking a lot of folks won't need it. But if this is going to apply to anybody, this is where you'd be able to turn it on. And these are actually system codes that I kind of already pre built and kind of been playing around with a few different scenarios that I've, I was thinking about for other customers we working with recently. But their system Type code, there's a new type code of credit restriction. And just a real quick show you guys an example of one, the settings that we used to have on the payment Screen for anybody that might be familiar are now all kind of been relocated here to this, this system code. So this will probably look familiar to some, and probably be a new look for others. But the ability to set the module level restriction, which is actually what I have set right now, the the credit module is actually listed here on the right. So I just set mine up specifically for activity enrollments. But then you also have the more specific breakdowns, again, depending on your needs, it could break down by category Type subtype, or even more specific beyond that, but the module Type breakdowns, I know some new customers out there use that. So you can define your system code restrictions, and system code management, you can link them to your payment profiles and choose to turn it on there. Again, if it applies.
Zach Malloch 21:43
All right. We did have another question come up here. And going back to the dashboard side of things. So Noah, is asking if you can bulk clear old credits. And I think it kind of depends on what you mean by clearing. You know, certainly we can do the refund finance, in bulk. It looks like from there, Brian, if you could just confirm that for me again.
Brian Hatch 22:05
That's the one option from the dashboard that would kind of give you that bulk ability.
Zach Malloch 22:10
Yeah. So yeah, that would bulk take the money and you know, pre create the refund finance request for each of these individual items that you'd then send over to your finance department, and then they would end up cutting the checks. So unless there's a different way that you're looking to clear things, that's what we have at the moment. And, yeah, we definitely got a couple of other people saying that a debit dashboard would be super useful. And then I saw another comment here, come up. So Rachel was pointing out the only staff that are able to process have access to purchase history. So could you get a custom activity report output that shows that they answered the File Upload question, I think that you indicated that yes, we could do that. Right?
Brian Hatch 22:55
Yep. Yes, we can. So it's just like any other I guess, Question Answer record, you can include, like mine was the sports physical example. Right. So I told it to include out of my report output. And then when I ran my report, I could see what what records had answers for the File Upload question versus which ones didn't.
Zach Malloch 23:12
So basically be the name of the file to indicate that it was answered.
Brian Hatch 23:17
Exactly. Yep.
Zach Malloch 23:18
Yeah. And actually, that comes up to another question. I think that Cullen got it on the individual side. But these are all documents that gets stored inside of the database. Correct. So anybody that has access to RecTrac, if you get to purchase history, you can run any report, you can see that the files are actually uploaded,
Brian Hatch 23:34
correct Yep.
Zach Malloch 23:35
Yeah. And then, Tremaine is saying that he would appreciate a deposit dashboard also. So hopefully, you're right, Brian, that we have the request
Brian Hatch 23:45
The requests for dashboards are rolling in.
Zach Malloch 23:49
All right. Well, that cleared our question board for now. And we're getting right to the end of everything. So I would kind of open up for comments from our panelists, if Cullen Bret or Julia have anything that they wanted to contribute? No requirements? Of course. Brittany is asking Would it be possible to leave the old credit restriction drop down available if necessary, and allow the popup for others based on the payment Profile? Or as I guess the prompts, the only way to do it now, Brian?
Brian Hatch 24:20
I believe it's all you can still get to those custom options, but it still is incorporated into the prompt now. So I don't believe you can still use the Screen design options. I believe it's all kind of been moved into the prompt.
Zach Malloch 24:32
Okay, great. So good to know, for anybody that hasn't updated to that version yet that if you are using those, if you are used to that kind of collapsed area, it will be a little bit of a different process. All right, well, so everything kind of quieting down. I didn't see anybody jumping in. And Cullen had mentioned that we'd already had a few questions about this. These items come up that was kind of what prompted the idea to Have this presentation today. So I wanted to say thank you to Brian for being willing to share all this information with everybody. And thanks to everybody that joined and participated. And of course, if if you know anybody at your organization who might have other questions about this, we'll be posting this recording by the end of the day tomorrow in the RecTrac archives, and yeah, unless anybody else has anything else, we'll go ahead and say goodbye. And thank you very much for attending today. Thanks for all your all your wonderful information, Brian.
Brian Hatch 25:33
Thanks guys.
Julia Shefcheck 25:34
Thank you
Zach Malloch 25:35
Bret to take it out if you're ready. See everybody there.
Cullen Barber 25:39
Thank you
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