RecChat: NextGen WebTrac Update - 12/17/2020
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Join Zach, Brian, Brian, Cullen, Patrick, and Bret as they update you on the recent (2020) changes to the new WebTrac UI. They'll walk through some sample customer sites where this has been implemented, displaying the changes and talking about what the future holds for this new WebTrac User Interface.
Zach Malloch 0:08
And that sound means that it's time for RecChat. Welcome, everybody to this hotly anticipated update to the WebTrac Next Gen UI. To help us out. I'm joined by Cullen Barber, by Brian Gillilan, by Bret Alarcon by Brian Hatch. And Patrick might still be here, but I don't know if we're going to have him for too long. But really good team. How's everybody doing today?
Brian Gillilan 0:31
Excellent, good to see you Zach.
Patrick Hayden 0:32
Zach Malloch 0:33
Awesome. Glad to hear it. I'm basically just going to be taking the point of the audience here. And I'll feed questions to you guys as they're coming in. But as promised in the last WebTrac, Next Gen RecChat session, we have some updates, correct Brian?
Brian Gillilan 0:50
We do have some updates, indeed. So one of the things we wanted to share is just kind of where we're at in terms of the early adopters that we were able to, that we've been able to work with thus far and getting migrated along with some 10.3 to 3.1 migrations that we've been working on currently. So we're currently at, I think, an even 20 customers that are now running Next Gen WebTrac and the UI. So actually, let me share my Screen here, we can share some quick examples of some, some customers pages that are currently live.
Zach Malloch 1:23
Brian Gillilan 1:33
So let me get rid of my controls here. All right, so we have a couple of quick examples for folks if they want to check them out at home. Mamaroneck New York is up and running with Next Gen WebTrac. With a really nice looking page. We've also got Raleigh, North Carolina, is up and running. And we've got a few others here. So a couple more to look at, we've got Green Bay, Wisconsin, and we've got Roswell, Georgia is about to go live with Next Gen WebTrac. Very shortly here, so they're working on their page as well. So a couple of nice new looks, customers having some pretty good success so far with the transition. And we're certainly learning some things on our side, on the Vermont systems front, from kinda what to expect for most migrations and kind of giving ourselves a little better picture of what the transition is going to look like for the rest of the customer base.
Zach Malloch 2:36
Great. And I think that that's definitely going to be one of the main questions that people have right now. So what are the next steps for somebody that wants to go ahead and adopt the Next Gen WebTrac interface?
Brian Gillilan 2:48
Yep. So we're at a point now we've kind of getting through this early adopter phase that we are for customers that want to kind of work with a Vermont systems implementation consultant to kind of do an initial quick review of their page and make the transition here in the very near future, we're at the point where we're trying to start scheduling those customers out. So for the customers that have reached out to us in the past month or two, you should be receiving some information from our sales department here in the next week, I would imagine, if not first thing after the new year, to try to get you guys on the schedule for that implementation time to just do that quick consultation for the transition. And the next steps. For customers that are more interested in doing this in kind of a self service manner. We're still kind of working on documentation for kind of the the typical issues we're running into with the implementation. So we can have that documentation out there and available through our support portal, when we kind of open up the gates to have people start trying to do this on their own.
Zach Malloch 3:54
Great. And so Brian, or Mr. Hatch, I guess, how have those migrations been going like what can you give us a little bit of a picture of what the review consultation looks like?
Brian Hatch 4:05
Yeah, sure. So we've done the handful I've been a part of it's varied a little bit. So we've been kind of trying different things and seeing what works and what doesn't. The what holds true for RecTrac customers, right, there's no to the same sort of finding that with that holds true with WebTrac as well. Definitely some varying degrees of, I guess, maybe effort or work that's involved or the review that's involved. So give you an example a customer that just has activity on the web and already has a premium splash page. We went through one of those and it was kind of a very simplified version of the process. There's not as much to consider or review and the transition was, I guess a much much easier much quicker. So it was closer to an hour timeframe for the amount of time we ended up putting into that one, I'm working with another customer right now, that's kind of the opposite side of the spectrum where they actually have two separate web pages. And with those are two separate splash pages. And it seems like they've been able to put a Web Layout on every single page and in WebTrac, so we've actually had to go through the review process on those to ensure there's no kind of issues there. So that one is kind of the other side where it's probably looking at maybe more like the three hour, four hour mark, but then again, it really is going to depend. So it's hard to pin down. But that's kind of the range we've seen, but it's been great, everybody's been super positive as far as once we kind of turn it on, activate it and plug in a few pieces, it's been overwhelmingly positive as far as what the product does.
Brian Gillilan 5:48
I think a key thing to touch on that Brian just mentioned there is that most of the work on the implementation and review sides so far, has been geared around WebTrac layouts and splash pages, and what things we can do to to either augment the WebTrac layouts that were there in the past that maybe aren't needed anymore, in some cases, we can get rid of them altogether, or in some cases, some of those WebTrac layouts may have to be tweaked a little bit here and there to work with the new UI. And the same goes for the splash pages, kind of trying to look at this as an opportunity for customers to potentially do more with their splash page or less with their splash page. But also make some style adjustments if they're happy with the current splash page that they have and just want to better fit and look in the new UI.
Zach Malloch 6:32
So it's kind of a little bit more of a whole website, WebTrac review or audit almost during this, this process, not just flipping a switch and turning it on. So that's great. So we do have two questions that are kind of, I guess we could we could call them somewhat related to each other. And that's related to the cost of doing the consultation. So I know that, you know, as we're kind of working towards the idea of having self service options, maybe you could talk about when when we would anticipate maybe that being an option, as well, as you know, I think that for the most part, Brian hatch, you were mentioning that, you know, between an hour and four hours on kind of the outside edge of it, that that would just be quoted time, I'm assuming for training.
Brian Hatch 7:19
Yeah, I think, again, it's probably gonna vary for every customer, and we only ultimately gonna charge what we need. And hopefully we get better and better at this so the process manager, speeding along with the tricks we've learned, but the goal of kind of getting the best product out there for the customer, really does involve making smaller changes throughout the page, so that patrons of our customers actually, experience improves quite a bit. So with that in mind, I mean, it's not just flipping the switch, it's doing all these configurations that will make it kind of a big step forward or bigger step forward than just a new banner, for example.
Zach Malloch 8:03
Right. Yeah, and actually, so kind of along those lines about, you know, there's there's definitely some changes that are involved with, you know, how it looks when you turn on that new interface, but obviously, a lot of kind of the process controls and changes. So Sharon was curious about changes to the activity and Facility Reservation process, and kind of mentioning how it can sometimes be a little bit confusing in the current WebTrac? And was that something you wanted to give us a little look at?
Brian Gillilan 8:32
Yeah, we can take a quick look at some of that. So a couple of things. You know, one of the things that, again, I think our implementation reviews will probably highlight this for most customers, and we'll likely have some additional collateral on our support portal for this moving forward is, when things we're trying to isolate some kind of best practices to get patrons into registration faster and help them find what they're looking for faster. So one of the area's we've noticed in a lot of the initial reviews is just the WebTrac menu. In general, there's ways just through the menu and through your splash pages, that you can make patrons more successful in finding what they're looking for. So kind of looking at a menu from a kind of functional, what's a person here to look for and make sure your menu kind of gears them or or guide them down that path as opposed to just you know, the kind of generic all SEARCH programs or search activities, we can kind of send customers to that search page for kind of a subset, they're likely to be successful finding what they're looking for. And so that's one way we've kind of you know, that's already there today that customers can use, but in terms of the actual process once they're there. They're certainly some things we've done on the activity side. Actually, go for something I've got results in here. So on the activity side, we've certainly done some things. And some of this again, is still enabled through some configuration choices of your own. But we've done some things In terms of getting things in the cart and making that easier, so obviously, we've shown this one in the past, but adding on your activity details pages, the ability to add to cart directly from here, as opposed to having to come here and then close it and then add to the cart from the prior Screen. One of the things that our reviews also focusing on is specifically the kind of multi select functionality that we have throughout the application. And whether or not your use case really supports needing that in the various modules of the application. So an example being for the activity module, quite a few customers have this setup for multi select where they'll have a checkbox instead of a shopping cart to add an item to the cart directly from their search results. And that kind of creates that sort of three step process where they select the item, it pops up in the bottom banner, and they still have to hit Add to Cart. So they may not realize it's not in their cart, just by clicking on it in the search results, that kind of thing. So one of the things we're trying to be conscious of is okay, for your particular implementation, what's the use case, that's going to gear you to need to use that multi select logic versus getting patrons the items in the cart faster. So going to the cart directly from the search result in this case, might need to log in. But getting those items in the search in the cart faster, and then continuing on to search for additional items. And kind of looking at things from that approach, as opposed to the multi select on the search results Screen. So for activity, we've kind of looked at it from that perspective. For facility, we've also kind of changed up the look and feel of time blocks for facility reservations. So you'll notice now in the new UI, obviously, you don't have the vertically stacked time blocks, which allows us to fit a lot more search results on the page, allowing customers to scroll and find what they're looking for easier in terms of specific facilities. And then your time blocks are also kind of displayed in a way that makes it much easier to kind of see if I'm reserving a block of time. And here, you're still going to have that kind of pop up. Add to Cart selection piece for the actual reservation similar to to our multi select logic that's available in some of the modules. But in terms of the actual process, from here, getting something through your cart, the process hasn't really changed, still got the same kind of processing prompts, for your reservations, and then kind of getting an item in the cart and paying for it. So nothing really major is changed here in the actual cart workflow at this point.
Zach Malloch 12:42
Great. And actually, so that kind of prompted a secondary question for me. And I guess, Brian hatch, I'm just curious with the the implementations that you've done so far, is there a particular area or change or flow that everybody seems to be really excited about?
Brian Hatch 12:59
It's maybe what people expect. I guess what Brian just mentioned with the menu is one thing that I feel like people have never really thought about kind of customizing and making more direct to cut out clicks. The other piece would probably be the optimizing the search Screen options, right? So either going with different options or fewer options to make it simpler for folks, I guess the the like the most common feedback I've gotten, even in the past right over the years is that people have trouble finding what they're looking for. Right? It's seems like it's a common thread almost with any customer. So having the right search options seem like the just having that discussion. Okay, what's how do we want people search and what's the cleanest or simplest way to do it. So addressing the search Screen, and the way things display, you know, Brian's got a great example there, right one with a brochure description and image looks quite a bit better than one without so that's been, whereas in the old UI, it was maybe kind of a secondary thought as far as putting an image in there. So just the things that that brings to light with the new UI that I think people haven't spent a lot of time kind of utilizing in the past.
Zach Malloch 14:18
That's great. And sort of getting a couple of questions about the the enroll by day process. Do you have anything set up with that? That we can show Brian?
Brian Gillilan 14:27
We do. Let me jump out here. So I do actually have my swim lanes set up for an enroll by day configuration. So I'm assuming folks are looking to see the calendar aspect of the enroll by day (whoops, I may not have anything available on that one this month. Available on that one next month either.) Let me jump into that other activity real quick. Alright, so not really a whole lot has changed here as of yet. We're actually currently in the process of looking at all of our calendar options for all kinds of calendar, reservation registration solutions. And that's something we're going to be putting a lot of effort into early in the first quarter of 2021 is kind of relooking at some of these workflows. So really not much has changed here from an actual registration perspective, customers will still get this calendar look. That being said, there are some kind of improvements that have been made to this in general in terms of mobile experience for customers, just better inherent with getting the mobile look to the site. So if we jump into a mobile look of the calendar here, this is where really the changes with the new UI... are really going to start to show up for a customer. So the the mobile search instead of, for anybody that's familiar with what it does today in WebTrac. For the mobile, customers don't actually get a calendar on their device, when they go mobile today in the classic UI, they get just a list of all the days. So if we're like we are today in the middle of the month, headed towards the back half of the month, and I'm trying to make a reservation for save, the 26th, previously, customers would have to scroll and scroll and scroll and scroll and scroll on their phone or their tablet to find the 26 and then find the one they're looking for. So with the new UI, we've kind of added a actual calendar implementation for mobile. So customers can select a day and see the availability on that day. And then obviously, that we've kind of implemented some styling differences here for what days have availability versus don't have availability, and that sort of thing. So we've kind of switched this to a little more modern mobile look for the mobile side of things to get, you know, items into the cart that way.
Zach Malloch 17:16
Thanks for for showing that. So a couple of follow up questions about that you said you're kind of working to update some of it right now. And so there's questions about being able to customize the color coding of the calendar, maybe like blue is full, or gray being full and blue, meaning available isn't necessarily as common situations like Green, or Green and red situation.
Brian Gillilan 17:38
Yeah, so that question has come up quite a little bit. One of the things from a design perspective that we're trying to be really conscious of with the new UI is accessibility and trying to maintain, you know, have the application maintain wCAG 2.0 standards if we can everywhere. And one of the ways or, you know, one of the things that we have to be really conscious of and trying to do that is places where we allow customization of color where there might be text on top of color and things like that, for the customer out there in the world. So that being said, the other factor that we have been looking at in terms of customization with these kinds of buttons is, is a customer going to put buttons in colors that kind of clash with their style or their UI. And obviously customers can could be able to make that choice. But at this point in time, all the colors from the calendar are actually coming from your brand settings on your application. So if your primary brand color is a blue, we're going to kind of use that primary brand, brand color for things that are available across the application. So you'll notice it's not just in the calendar, it's everywhere, where we display availability, we're always using that primary color to represent available versus kind of a more flat or black or dark gray to represent unavailable, and things of that nature. So it becomes something that's kind of it'll be a learning curve, right up front initially for customers, but they'll come to recognize that primary brand color as meaning available throughout the application. And that's certainly something we'll look to engage and get feedback from customers on as we do these calendar updates. Whether or not we have a real need out there in the Field to allow for some level of customization there in our calendars.
Zach Malloch 19:23
I think that answers that for right now for sure. So John has two questions here. One is if you could clarify what capabilities do pretty much not have to touch during this transition to Next Gen UI and what areas do you typically need to for example, the splash pages, custom HTML through Screen design, the Web Layout sort of stuff, I know that those usually need to be kind of rethought.
Brian Hatch 19:51
Brian Gillilan 21:26
Yeah, I'd say in general, if you don't have a lot of Web Layout customization, throughout your application, in terms of areas that you don't have to touch at all, and areas that you're definitely going to have to touch. Really, any customer could enable the new UI, everyone's going to have to kind of configure their brand settings in the application to kind of get their look, you know, primary secondary brand, colors, logo, that sort of thing. And most customers are going to have to make some small adjustments to their splash page for the Next Gen transition. But outside of that, if you don't have a lot of major Web Layout usage, in terms of your actual Screen management, you won't be kind of required to do anything else, you won't be required to touch anything else. from a functional standpoint, one of the things we're trying to do as part of these implementation reviews is use it as an opportunity to maybe point out some places where folks could create a better experience for their patrons. So that's where a lot of the kind of menu adjustments through Screen management are coming into play. Screen management changes for search filters in terms of order, and which ones to display, and that kind of thing. So those are more kind of, I'll call them optional work that we've been seeing with customers. And that really those are, you could hypothetically enable the UI first for your customers and adjust your splash page and have all of the rest of the shopping experience go unchanged in terms of of your menu, your filters and that sort of thing. But to get the bigger bang for your buck, with this change that you're you're implementing for your patrons, we're trying to use this opportunity as a way to kind of improve the experience overall, and not just have it seem more like a facelift. But have it actually be an experience improvement across the board.
Zach Malloch 23:22
Great. So a lot of questions coming in here. I'm trying to be a little bit judicious with which ones we kind of pick out with the last few minutes of the session we've got. Let's see there was one I had. So Sharon has a suggestion about having the calendar come up as a view and potentially having a weekly option rather than the entire month, especially with the COVID stuff people are attending to, to get things that are more immediate future without needing to see necessarily so much space involved with that. And Deb was asking what the what the extension you're using to get the mobile views for all the different devices.
Brian Gillilan 24:00
I can probably include that in the response document, I can quite honestly say I don't recall off the top of my head, which extension this is. But I we can I can get with Deb and send that back. And for any other customers with interest on that we can certainly, you know, obviously you can browse the web for some options there. One thing I will mention that has come up in a couple of conversations with customers is there have been some changes recently to Chrome specifically, in terms of the way their dev tools handles the mobile view if you're familiar with how to how to use dev tools to see what your page is going to look like in the mobile view. And in Chrome. Sometimes the mobile view doesn't actually resize the page like it's going to on an actual mobile device. So some of these extension plugins are the reason we've gone to using some of these extension plugins for testing and implementation purposes because we are getting some false negatives in turn. So far responsive design, previously just using some of the dev tools in the browser. So that's something to keep in mind, if you find a page doesn't appear to be resizing correctly, when you go to mobile, particularly the splash pages, you know, maybe try an extension out and check it there. Try it on an actual mobile device.
Zach Malloch 25:20
Great. So this is maybe we could talk just real briefly about kind of the the overall intention of what this Next Gen update comes with. So Linda had a question about, sometimes the messages about having a rule violation can be kind of confusing. And I think that kind of fits in with the idea of like the first phase being largely the facelift, kind of like what you talked about. And then after this rolls out, we'll get a little bit deeper into some of those other areas.
Brian Gillilan 25:48
Yeah, we're certainly looking for. And I'd say that that particular one that Linda's bringing up with the messages is one that we're really conscious of. And it's actually something we're trying to look into scheduling a focus group, with some customers on here in the first quarter of 2021, to kind of look at the language and WebTrac as a whole, in ways we can improve it throughout the product to be more patron friendly, more customer facing. And some of that is likely going to come with some changes in the RecTrac application, where we may need to offer the ability for customers to enter their own alternative messaging for a system generated message that goes beyond our language code capability today. So for things like rules or criteria, like given example, a popular place that's definitely come up that we're aware of, and looking to address is the actual kind of fees, Screen for item details. So when we get into an item, and we're looking at the details of that item. from a functional perspective, the obviously the charge when not billed versus charged when billed. And those types of languages are things that we're looking to kind of address across the product. And those will probably you'll see those in more of an iterative approach. So those will likely come in smaller pieces where we're making language adjustments to the product over time, as opposed to one big release with a whole bunch of language changes.
Zach Malloch 27:15
And just to clear one thing up for this question just came in, and I can understand why it would be a little bit confusing. Since we just sent out an email today about RecTrac Next Gen coming as more of a default option enabled in March. Is that going to be the same case for WebTrac? Or do we have a little bit more time there, Brian?
Brian Gillilan 27:33
We have a lot more time for WebTrac. So yeah, that message that you will have just received today or yesterday, that message is for the RecTrac user interface, not for the WebTrac user interface. So we certainly plan to keep the classic WebTrac look around for quite some time, I'd say at a minimum, the low end is probably six or nine more months that we would even consider deprecating the classic WebTrac UI. Obviously, there's a lot of considerations there for customers with their, you know, they may have some marketing collateral to do there. So we're certainly going to give that a little more time before we would ever even consider deprecating the classic WebTrac UI. So no immediate concerns on that front. And we'll we'll certainly start sharing more on those plans as they get near in the future. And obviously, we're going to give customers a good you know, six months heads up before we would even consider doing that.
Zach Malloch 28:33
All right. And so we've got a couple of other things that are kind of coming with relation to some like search capabilities. Are there any big changes to what you can do with searches right now? Or is it mainly where you're laying out the controls?
Brian Gillilan 28:52
At this point, it's really where the controls are being laid out. So in terms of, you know, we don't have a bunch of new search filters that are available in the new UI yet. That's certainly something that's come up quite a bit in our review sessions, specifically, as it relates to date searches. A lot of customers wanting the ability to do things with dates that are more like available this month, or available in the next week, that kind of thing. And ages as well, customers wanting to do more with potentially age range searches, as opposed to having to specify individual ages. Um, so those are certainly things that are on our radar. And that we'll be considering for development here and in 2021, and as we move into the future.
Zach Malloch 29:37
All right, great. So yeah, once again, just to kind of address some of the questions that are coming in here a lot of the capabilities than the the functions and WebTrac are still roughly the same as they are currently it's just this big facelift moving all the search options to the side, more efficient use of the space a little bit clearer understanding of the flow And the process that's going on. So that's, that's kind of bringing us towards the end of our session. There are some outstanding questions, but I think we've got most of them that Cullen maybe's got something specifically picked out.
Cullen Barber 30:13
I think, you know, as far as kind of next steps, you know, for folks, just to kind of be clear, I know a few folks joined late. So you know, right now, if I know a lot of people are anxious to kind of get this thing going, because it's, it is pretty cool. So where we're at now is we're, we're not really handling the questions on the new WebTrac UI, through the through support. At this point, we're not quite there. So we're really kind of bringing that through Brian's team and implementation at this point. So for those that are interested, we can help you, you know, through Brian and sales to potentially get some time quoted. And then when we can, we'll kind of reach out and try to schedule some time with you. For those that that can wait, you know, we are again, aiming to have some self help, and hope that many customers can do this on their own. Once we have the collateral to kind of back it up and give you the answers you need. There's still gonna probably be some customers that will that will need some help that we've got to we definitely know we've seen some, some sites have some pretty good customizations, things like that. And it'll be good to have some conversations with us, at least before you dive headfirst into it. So that's kind of where we're at right now. Certainly, if you have interest, you can you can email support. And then we will just kind of give you you know, the timeline and where we are right now. But we, as those who have tried to get into support right now for regular questions, we're a little backed up. So we're trying not to pile it on here right before the holidays and trying to get your other questions answered. But we also know it's this is an important piece of what you're trying to do. And, and folks are trying to get ready for your spring programs, too. So, so kind of bear with us, you know, every week we're learning more, and we'll have more collateral available to hopefully be a little more efficient at this.
Brian Gillilan 32:09
And I think a key would be at this point, I think we're you know, if you're interested in moving and you've got a date, you know, picked out in the future here that you want to be able to have this enabled by if you're kind of at that stage, we're certainly ready to start trying to get customers scheduled for these, these initial reviews and implementation. So if that if that kind of is where you're at from a business standpoint, feel free to reach out to sales or or Brian and implementation here and we can get you quoted and get something on the schedule.
Zach Malloch 32:41
All right. Well, I think that that a lot of the questions are just kind of coming around to the specifics of scheduling and what those next steps are. And I think that we can kind of pull from this, the list of questions and get back to everybody about that. So I wanted to thank everybody for participating today and and joining us and being able to help answer a lot of the questions that have come in really busy rec chat session today with a lot of people viewing. So it's definitely still a really popular topic out there.
Brian Gillilan 33:10
Zach, I just follow up before folks sign off. One of the things we'll plan on including in the follow up to the RecChat is kind of a pre implementation consultation checklist of kind of things you can do before scheduling that session with our implementation team to be ready to make the most time out of that session. So kind of things like getting your kind of brand artifacts, you know, at the ready. So when we kind of schedule that call and get on with you to enable the new UI in your application, you've got all those kinds of pieces and parts ready to just plug in. And it'll make a lot more efficient use of that time. And you'll get more out of your money that way. So we'll certainly include some of that documentation in the follow up to the RecChat.
Zach Malloch 33:57
Perfect. And since there's kind of a moving pieces like this, normally, we'd be posting the session and then the follow up in the RecChat archive. But I think what we'll probably do is just you know, if there's any assets like that the checklist, we can send it out to everybody that attended today that that needs it. So look for a follow up email about that, as well as the RecChat in the standard archive once we're done with this. All right, I think that's, I think that's got us for today. Thank you guys so much for joining and sharing out all the detail. We'll once again, we'll email the checklist out, we'll let people know when the response docs is available and up on the RecChat archive. Otherwise, you can always, you know, just kind of keep posted on it. Normally, the video of the session will be posted by the end of the day today or tomorrow. We might need a little bit longer for the response doc, but we'll get in touch with everybody once that's ready to go. Thank you, Brian. Thank you, Brian. Thank you, Cullen. Thank you, Patrick. And thank you, Bret. And yeah, if anybody has anything else to say we can say it otherwise everybody have a happy holidays and stay safe out there in the snow and all the craziness
Brian Gillilan 35:05
thank you everybody
Cullen Barber 35:06
thanks everybody, Thanks Zach
Zach Malloch 35:08
alright see you guys laterDelete