Table of Contents
Episode Summary
In this episode, our host Bret Alarcon is joined by Product Owner, Ben Curran, and members of the EDU team to discuss InteliTrac. Ben provides an overview of the InteliTrac analytics addon, a live demo of the dashboard, and some common use cases for the analytics program.
Recording
Transcript
Bret Alarcon 0:04
Hello and welcome to today's RecChat. I'm your host Bret Alarcon. So today we have Ben, and he's going to tell us all about InteliTrac. So he's going to tell us a bit about what InteliTrac is, and what it does. So before we start, if you have any questions during the presentation, please ask them in the little q&a section. That's that little q&a Button down at the bottom. So you give us your question, and we'll give you an answer. And with us for answers are Zack as always, and Julia. So with that, I just want to remind everybody that we have a special help juice coming up December 1, sorry, RecTrac December 1, where we're talking about help juice, so stay tuned for that. So with that, I'll hand it over to you, Ben.
Ben Curran 0:53
Already, thank you very much. I'm going to share my Screen. And we'll dive into it. So shout at me if you can't see my Screen. But sweet. Hello. Like Brett said, I'm Ben, I'm a product owner here at Vermont systems. Coming up on my second year, so relatively new guy, but enjoying it. A lot of questions I got at the symposium was, what is a product owner. So I thought I would remind folks what a product owner does at Vermont systems. I am part of a team here, where I have some software developers, I have quality assurance engineer, and myself. And we all work together to write new software and provide new features in RecTrac, and WebTrac. And all that fun things, including InteliTrac, my team has been working on the pipeline behind InteliTrac. And I'll talk about the future a little bit later. So you know, my role is really to interface with you guys, the customers and my team, I bring new features to the to the team, we talk about them, and then we we prioritize our backlog and then hopefully, we work on the some important things first. And that is the life of a product owner. So if you ever have any questions about the product, or you have interesting ideas or things like that, you can always reach out to me my emails at the end. But that is enough about being a product owner.
Today I'm going to talk about InteliTrac. We're going to talk about what it is, what sort of value you might get from it, a little bit of history behind it. And then hopefully we won't dwell too long on PowerPoint slides we're actually going to jump in to some live a live InteliTrac dashboards. And we'll Click around, we'll go through some examples, common things that you might use it for. And then we'll talk about the future of InteliTrac. And data in recreation. Before we go any further, I should mention that InteliTrac is a premium add on, there is a cost associated with with using it. So if you're interested, you can reach out to our lovely sales folks, and we can get you up and running. Right now, as of today. InteliTrac is only available for hosted customers. We hope that in the future, when we sort of turn on our Next Gen data pipeline, we'll be able to help on prem customers more. But for now, it's only hosted the good news is if you choose to use InteliTrac. Today, we can use all the data you already have in RecTrac. So if you've been using your RecTrac for three, four or five years, when you if you turn on InteliTrac. Tomorrow, you will be able to use all that data. It's not just going forward. So your data is there, it's ready to be used. And so with that, what is InteliTrac? Simply, it's an analytics tool. It is not a replacement for reports, reports will still exist, they will always be around that you can use. But InteliTrac is a visual interactive set of dashboards that are built into RecTrac. And it's your data. You don't have to do anything. We'll see when we dive into the Demo that it ingests your data and then it displays all of that in beautiful, clickable dashboards that you can slice and dice your data and really extract exactly the answers and in the valid in that value that you're looking for. We use a software called sisense to Build these dashboards and so you might see that um, a logo or brand? I think somewhere in there, I got that question a couple of times. What is sisense? sisense is just the technology we use to serve these dashboards to you.
InteliTrac has been around since about 2018. And there are the we'll see a standard set of dashboards that you can use. But right now is a really exciting time for InteliTrac. Because we are we have a ton of features on our 2023 roadmap related to InteliTrac, as well as a data pipeline, and then also API, a lot of focus on data for 2023. We know that RecTrac, your environment generates a lot of data, and you want to use it in different ways. And so we are looking forward to building some features to help you do that. So moving on, kind of talked about this, right? It replaces, we have a lot of customers that extract data out of RecTrac via copy and paste or database connection, or some sort of export. And you don't have to do anything like that with InteliTrac. It's built in, it's ready to go. Like I said, they're interactive, we're going to Click around, we're going to slice and dice. And it really focuses that experience. So that if you have a process that you are doing on a daily or a monthly or a quarterly sort of cycle that you need to provide data to folks, whether they're at the top of the chain in your in your department, or they're in city council or or elsewhere, you can package up this InteliTrac These dashboards into a PDF, or you could even bring it up live in a meeting and show that off. And so we're really focused on making sure that that continues, and it's easy to use. And so I hopefully, that'll be apparent when we dive in.
Before we dive in, it's important to talk about the layout, there's kind of a lot going on. So this is a screenshot of InteliTrac. But just from here, don't focus on the numbers and things like that, I just want to show that there are three distinct sections when you pull up InteliTrac. The first one on the left is all of the current dashboards that are available in InteliTrac. And as you Click through these, it's going to change this middle section, which is the actual dashboard. Basically, everything in this dashboard is clickable, you'll find almost almost everywhere, you can Click, you can drag on numbers, and we'll try and show off as much as that as I can. And then the third section is filters. This is where you slice and dice, the changes you make on this side, affect everything in the dashboard. So you can always refer to these filters on the right, whether it's dates, or facility locations, or anything at all. It's going to affect what's shown on your dashboard. So with that, those are the three sections, we can dive right in, because it's much more interesting to look at live data than it is PowerPoint. So we're going to run through, I probably won't go through all these I'll go through quite a bit. But I want to leave some time at the end to talk about the future and then also leave questions so we can dive right into financial health.
So here we are. This is a Demo environment for one of our customers. And this is RecTrac. So if you have InteliTrac, you simply search for it and open the program. And so right away, it's going to open to that first default dashboard, we can see those three sections that I talked about, I gotta move my Zoom pictures out of the way, so I can Click Alright, so let's dive into finances. Cash rules everything around me. This is a popular dashboard. And right away when you open the dashboard, you'll see that the default filters are usually for two years. So this is showing back a number of days. But if you wanted, for example, to go look at what is my net revenue so far this year, this is good example you can dive in right away, Click on a filter. It's populated with some commonly used ones. So we want to go see this year so far. What is my net revenue? So you saw when I change stat, everything on the dashboard starts to move. And now we are filtered. And we can see right away, this is our net revenue. For this year, this trend chart changed appropriately. And all of these payment methods are broken down already as well. Real quick, we can go as far as looking at a calendar view, if you want to look at say just last month. So here we are all the days in October. That
there we have, we have all the revenue for October. And you can continue to slice and dice from here. I think in my PowerPoint presentation, I was going to look at payment methods. So what's the number one payment method for last year, clearly it is checks, you can see this nice pie chart. If we Click on checks, like I mentioned, basically everything in here is clickable, you can Click on checks, everything now is only reflecting checks, you can see that the RecTrac first WebTrac, this makes sense, you would only have checks over on the RecTrac side of things. And then you have usually at the bottom of each of these dashboards have a sort of a detail breakout where you can, you could sort by revenue, if you wanted. So you can see here that the great ice rink has the highest revenue for the month of October. If I go through here, I should see all of my filters, at any point in time, you want to go back to the default, this little arrow or circle arrow clears the filters back to where we started. So that's a quick run through of the finance dashboard. So pretty quickly, you can see that this allows you to go chase some information that you might be interested in that you might need to report on without sort of having to configure or, or run any reports or things like that. Like I said, you can on these date, trend lines, you can Click and drag, which is another useful feature. If I Click and I say want these three, I can select those. And things start to change as well. So you can see quickly how this is different from traditional reports. This is really sort of Next Gen looks real slick. did a really good job. You can see here, like I mentioned size sensor is referring to the technology that is running this behind the scenes. And we really like their product, because it's slick and pretty easy to use. I suppose before I jump into the other dashboards, just check in on questions. Any anything in the chat?
Bret Alarcon 13:03
Nothing yet.
Ben Curran 13:04
Okay, cool. We will keep rolling. So I think over on this side, we've talked about activity enrollments, also another popular one. So I come back into InteliTrac. I Click activity enrollments, and things are gonna load. Depending on the amount of data you have, if you are one of our customers that have has had RecTrac for quite a while there can be quite a bit of data to pull into certainly the size of your organization, all those things. One thing that we are really excited about is our new data pipeline is much more modern, and we should see some pretty awesome performance gains when we roll that out leader next year. So we can dive into activity enrollments. Oftentimes you want someone wants to come in and say you know for aquatics what was happening in quarter two of 2021. So quickly, you can say alright, I need aquatics. We'll let that load. We can open our date. You can go here where you can find what did I say quarter one of 2021 Sounds good to me. Select all those dates. That and we're going to see that maybe that was a not a good one. I think I hit the the beginning of when this example has data. So let's actually go look at quarter, one of 2022.
Right? They're here, here for it. And I think I have messed them up. So learning experience, if you start clicking and you found yourself filtered, sliced all the way down to where there's nothing left, like I said, you can come back here. And let's roll that back. And then we're back to where we started. So let's try that, again, we're gonna go to the calendar, app, and we're gonna drop this down to quarter 1, 2022, all the days. And fingers crossed, there we go, much better data. And in this example, we could go Click on the ice arena. And now for the Ice Arena in quarter one of this year, we had a 57% capacity. So that's something commonly reported on. And if you scroll down, there's, there's usually a few more visualizations sort of below the fold. So it's always good to, to scroll down. And you can see this here, if you have types and subtypes, set up in your organization, you'll see a nice breakdown, in this case lessons. And ice leaks there. Did I see a chat come in?
Bret Alarcon 16:38
It did, but Zack was able to get it.
Ben Curran 16:41
Okay, cool. So rolling on, I think we'll probably only make it through a few more of these. But we'll show one where there's also for a lot of these, you'll see, for most of these, there's a sort of a sister dashboard, that's related to demographics. So if we go into the facility reservations dashboard, I'm going to reset this filter looks like we have just one month in here, but let's do yours. And this year, see if we get a little more data on this dashboard. And there we go. Cool. So trendline. Right away, we can see we have the summer bump in facility reservations, as well as a October bump. I wonder what is happening in October. And actually, we can go ahead and just Click on that. And so I don't have much context to this customer. But you can see that even, I can come in here and start clicking on things and determine that, wow, look at this, you have a big bump, right at 8am. At 6pm. Most of them are coming through RecTrac. So 30% in the ice arena 20% Progress Park. So that's pretty cool. You can start slicing, and dicing. And so then, like I mentioned over on the sort of sister dashboard to that is there's a demographics dashboard. And this is going to include a whole lot of information related to facility reservations, but what demographics so we're gonna see. Transaction locations, we're gonna see breakdowns by gender, we're gonna see breakdowns by age. So looks like this customer has a pretty looks like maybe they have a a zero. That might be like, you don't need to enter an age into there. But that's interesting.
This, you know, InteliTrac can also highlight. If you have areas in your data where you're not, you're not collecting specific information, you'll see that pretty quickly. So on reservations, okay, we don't, we don't actually capture gender, it's not linked to that, you can see that it's not a required Field, something like that. But if you wanted to make a change, see your data in a different way. InteliTrac can help you identify that and adjust that as you need. So that's one zip code. So that's sort of the demographic all these demographic. ones are similar to this but related specifically to their dashboard. So you can see we could spend a lot of time going through these but you have a you know, pass. You have pass visit. You have Inventory Service sales. And I think that's it. A common question that I've gotten is you know, can We Build our own dashboards, can we expand on this, as of now, you cannot. This is sort of the standard set of InteliTrac dashboards. But when we turn on our Next Gen data pipeline, we hope to be able to expand on that. So that's really why I thought this would be a good time to have an InteliTrac RecChat, if you are using it, or if you're thinking about using it, now's a really good time to dive in to use it more and then interact with me or other folks out at Vermont systems about what you would like to see, in the future. We are certainly open to additional dashboards that might not exactly custom to your specific organization. But if you have a great idea that we think a lot of customers would use, we're happy to hear about it and happy to put it into sort of the feature request. Pipeline. Are there a couple of questions coming through?
Bret Alarcon 21:03
Yes, some questions started coming through. Nick wants to know, hey, guys, I know we Click a dashboard and get what we get. But how much do I control to you? Well, that's it for my systems have over the data points that are included in the, in these dashboards, if you're able to enhance you know, if you have any plans to update or perhaps leverage calculations, if possible to get different insights. Thanks. A nice job as always.
Ben Curran 21:29
Yep. So yeah, I kind of kind of just answered that. The answer is we, we have Vermont systems built these. And we can we can continue to iterate on them. So if you have a specific calculation or something, I would love to hear about that and see, maybe it's something we work on work into. At some point.
Bret Alarcon 21:54
Anita wants to know if we can show her pls tickets and visits any data from that?
Ben Curran 22:01
Sure. We can look into visits dashboard. You're going to see your total number of visits. Membership types, time a visit during the day, it looks like do I have a filter on I'm only showing pool visits. So either that's what their data includes? Nope, I had some filters on. So go ahead, reset that filters and now you can see all the breakdown. You can sort if you want to sort by different columns here, we can see that the Aquatics family residence secondary pass is the clear number one members with a visit. And then, I believe in inventory was asked, so we can go look at that. We have this actually good example. I'm glad we chose this one. This one has a section called hot items by revenue. And so we're going to see items like we're loading that up. Cool. Look at that. Light hot item. For for this customer. I wonder if we Click on the ice arena. Nothing goes better than hockey and beer in the winter months and Oh, lights still there but Dippin Dots takes the top spot. So those are those if you want to chat any more examples. I'm happy to dive in. Is there Additional questions?
Bret Alarcon 24:02
Yes. Our next question is can you drill this data down on a program level? Also, what about zip code data?
Ben Curran 24:12
Cool on a program level? I'm not sure. What. How you define program. Do you know Bret?
Bret Alarcon 24:25
Sure, Jacob, if you want to write a follow up, and let us know what you mean by program level we can get to you. What about zip code data?
Ben Curran 24:36
Yep, definitely. If we go look at say, Facility Reservation. Yeah, go ahead, Zach.
Zach Malloch 24:42
I think he probably is talking about like an activity or class. So an individual section or so. Okay.
Bret Alarcon 24:50
Yeah, he just chimed in a range of activity code.
Ben Curran 24:54
Okay, we'll go take a look at that. For zip codes, I believe so we do at count of zip codes? And I think yeah, here. So if we go here, I think no, that's just the location. So it doesn't look like you could on this dashboard, say filter for a zip code. But that would be, that would be a great thing. Let me just check on the activity, demographics one to see if I think we just have this count. Unless I'm missing. I check this one. So if we, if we can't Click, Click too fast, there we go. So that's a that's an interesting thought, to be able to filter by zip code, or look how the zip codes stack up against themselves. And then let's go see if program if there's a filter for there are categories and types. And report tags, get rid of this filter?
But I don't think so we could add a section we could think about adding a section where you look at these report tags. Those aren't quite
Bret Alarcon 26:33
Yeah, Jacob, let us know if maybe activity category or Type might even cover what you're talking about. program level. But if not, please let us know.
Ben Curran 26:46
Yeah, I can, I can definitely see some value in being able to load a single activity. It'd be interesting, because this would be it would be a very small amount of data. So I'm curious to see how the dashboard would reflect that. But that's a great question.
Bret Alarcon 27:05
Let's see. Where can we find more information about this product?
Ben Curran 27:10
That's a great question. More information related to turning turning it on beginning to use it in your environment would certainly go through our normal sales channels. If you're using it, and you have some questions about that you can you can email me. If we go somewhere, I have my email. It's pretty easy email. But so hopefully that answers your question between between me and the sales folks, I think we can probably answer any questions that you send our way or we'll find someone that can.
Bret Alarcon 27:58
Let's see, I'm gonna bounce around some questions. For Facility Reservation, is it possible to see the reservation number or facility to get the hours used for certain sessions?
Ben Curran 28:08
That's a great question that sort of similar to the activity one, and I guess, as of now, you cannot look at a you can certainly look at location, you can choose a specific location. Like I had shown with Progress park, but not down to that. I think the the questions are granularity. So
Bret Alarcon 28:36
I wonder I've seen report tag and wondering if you could just quickly slap some unique court report tag on any facility or something you want to check and do it that way?
Ben Curran 28:51
I bet. Yeah. So check. I don't know the data behind. So I'm just guessing. Yeah, wasn't a good example. But these are all great, great questions. I, you know, I said I was going to spend a little bit of time at the end, to talk about the future. And so like I said, multiple times, we're modernizing how data flows into these dashboards. And once that is, up and running, we'll have much more capacity to go deeper in the data have more real time data right now. InteliTrac, your data is ingested once a day, in the middle of the night. So when you log into, or when you Click into InteliTrac. It's showing effectively yesterday and befores data, not today. But we are hopeful that our slick new pipeline will be able to increase that down. I certainly won't promise real time data, but we'll inch closer to there maybe multiple times during the day and get get much more frequent data into In these dashboards I know a lot of customers have asked, Well, I would like to see a registration event that took place this morning. And I don't want to wait till tomorrow to see what's, what happened in there and what the data shows. And so hopefully, we'll get get to there in in 2023. All right,
Bret Alarcon 30:22
so we are about at the ending point. If you don't mind, then maybe we can stick around for a few more questions. If not, people can go ahead and leave if they are not able to get around to these questions. So let me just say a quick goodbye to those people that might need to leave now. We hope you have a great Thanksgiving, everyone. We won't be here next Thursday as it's going to be Thanksgiving, American Thanksgiving anyway. So we hope you have a great Thanksgiving. And we'll catch you again on the first two, which is again going to be the help juice RecChat. So thank you. Nice. Alright, so Linda wants to know, maybe I missed it. Are we able to print this information out to present to others?
Ben Curran 31:08
Yes, great question. So we're here, we have our Facility Reservation, if you like this whole dashboard, as is, you have filtered, everything looks good, you can Click PDF, and you can then change this up as needed. And you can email that out, you can print it out, send it on its way. You can also export. If you just want a specific, like just this pie chart, you can do that. Download it right away, or you can export to CSV, if you're not familiar, CSV is a Type of file, comma separated value. So it's a data file that then you could take over to Excel or any other data processing tool. So yes, definitely print it out or send it other places.
Bret Alarcon 32:08
Right? Can you give a quick definition on what that pulse tab is at the top of your page? Yeah,
Ben Curran 32:13
I knew someone was gonna ask it, you get the prize. So when always ask it, you can Click on it. It's not going to show anything. Pulse is a feature from sisense that we don't currently have turned on. We we hope this is kind of where you get to create alerts and things like that. But don't get too excited. You can't Click on it. It's not functional now. But the more people ask about it, maybe the more we can we can talk about turning that on requires a little more resources on our end. But that's that's pulse.
Bret Alarcon 32:51
All right. Let's see. Do we have any more information about our project on our website?
Ben Curran 33:00
Not sure about that one? Yeah, sorry. Um,
Bret Alarcon 33:04
yeah, sorry. I'm not sure if we, we got to, we got to look at our website, I guess ourselves and take a look. Brad,
Zach Malloch 33:12
I think that they're actually just asking about getting more details about this product. So you get contacted Ben or contact sales, I think. Okay, the answer there.
Ben Curran 33:21
Yep.
Bret Alarcon 33:24
Regarding the activity question, is there an example you can drill down on aquatics lessons or offerings?
Ben Curran 33:30
Sure. Let's go look at activity. I think they have. Make sure that this is where there's aquatics. So if we Click on aquatics, we're going to see have a number of locations with aquatics. I think lessons was specific. So we can Click on lessons. It's a category and there's just a single sub Type but now that we're drilled down, we can see a trend chart. We can see over the past all of data, there was 8% enrollment. It's kind of hard to see on this but this dark blue line is the enrollments in this light blue line is the capacity so as your capacity is raised as more enrollments that dark blue line would get closer to this this blue shaded area and of course you can also see cancellations
Bret Alarcon 34:32
Alright, and then it looks like our last question. Kelly thinks she might have found a bug but when you are when they look at the PN member and select the passes in the item description filter, the passes we didn't select are still showing up in the membership sales bypass pie chart.
Ben Curran 34:51
Okay, let's check that out. You might have so we're going to what was the filter
Bret Alarcon 34:59
Uh, the lets see, selector passes in the item description, Item Description filter. Okay,
Ben Curran 35:07
so we'll go here. What's one that's W rec, secondary pasts. If that's one we can find. Oops. There'll be rec secondary a family resident. Try that. Okay, so it looks like whether this was intentional or not. It doesn't in this specific dashboard, it's not filtering the pie chart, you can see that it was highlighted. I suspect, if I Click on another slice, it's going to highlight that slice, it does look like this membership sold changes, we'll switch back, that one changes that one change. Looks like the rest have changed. So watch, check with the team to see if that was a intentional design element. But that is a good, good note on the details for sure.
Bret Alarcon 36:17
Alright, looks like we got one more question that popped in. Can we enter years of data prior to using RecTrac? To then use more years for trending and comparing comparing enrollment or attendance?
Ben Curran 36:31
Short answer is no. Not certainly not. To my knowledge today. The, you know, InteliTrac is is there's quite a bit of massaging that goes on between the RecTrac data and then what's shown in these dashboards in so a similar question that we've got at the symposium was, I would like to see external data in my dashboards, whether that's weather data or some any other data that's, you know, outside of RecTrac that you want to bring in? And the answer is today, that is not possible. But with our new pipeline, it could be possible. So we're always interested to see, I will certainly take a note on that one. So that's if you've had data from some other source that's previous to you RecTrac. Getting that to come in and see. Oh, great question.
Bret Alarcon 37:29
All right, and that about wraps it up. Thank you very much, Ben for sticking around and getting those questions out and to everybody for attending. And again, we are not here next Thursday. That is Thanksgiving. So we wish you all a very happy Thanksgiving. And we'll see you the Thursday after for the RecChat on and InteliTrac. We just did that one on Help Juice. So thank you very much, everyone.
Ben Curran 37:56
Sweet Thanks, everyone.
Julia Shefcheck 38:00
Happy Thanksgiving.