Topic Doc: RecTrac Interface with ePACT
RecTrac 3.1
Table of Contents
Document Summary
This Topic Document will walk you through the simple process of configuring the RecTrac interface with the ePACT Network. The RecTrac application integrates seamlessly with ePACT Network to create ePACT Groups and Members, and send user invites for activity sections requiring medical and emergency contact information. ePACT Network specializes in collecting, storing, and sharing Patron Medical and Emergency Contact information with HIPAA-compliance (for more information about ePACT Network visit their site https://www.epactnetwork.com/ or consult their Knowledge Base https://epactnetwork.freshdesk.com/support/solutions).
Notes:
- Vermont Systems has designed this initial implementation process to be as simple as possible with only a few steps and a couple of fields to configure.
- Multi-Dashboard functionality has been added in 3.1.10.17.00. This will provide the ability to link activity sections to different dashboards in ePACT. The different ePACT dashboards can be configured to collect different emergency and medical information.
- The ePACT interface is based on the specified Activity sections. This integration will not upload every household in RecTrac, and will not upload information from other RecTrac modules (i.e., not leagues or trips).
- Once configured, RecTrac will send updated information to the ePACT Network about your activities and their rosters four (4) times per day at 12:00 am, 6:00 am, 12:00 pm, and 6:00 pm.
- RecTrac sends complete activity section rosters each time, and ePACT will automatically pick up on roster changes (cancellations or new enrollments).
- RecTrac sends information that creates new Groups in ePACT. RecTrac generates Groups based on:
RecTac Table.FieldName Sample Data ARSection.ShortDescription + "-" Tiny Tots Camp - ARSection.BeginDate (mm/dd/yy format) 06/03/20 ARSection.BeginTime (hh:mma format) + "-" 08:00A - Weekdays (M, Tu, W, Th, F, Sa, Su format) + "-" M, Tu, W,Th, F - FRLocation.FacilityLocation where the section takes place VSI12 ARSection.ComboKey within parentheses "(" and ")" (203116_G03) Example of how this activity section might display within ePACT:
Tiny Tots Camp - 06/03/20 08:00A - M,Tu,W,Th,F - VSI12 (203116_G03)
- This interface is only a single direction, meaning RecTrac only sends information to ePACT. From that point forward, everything is handled by your ePACT software. ePACT notifies patrons to complete their emergency contact and medical information. Your staff uses the ePACT system to view that information as needed. All permissions regarding who can that information is handled through ePACT.
License Maintenance Agreement
Use of Vermont Systems RecTrac to ePACT interface is free. Contact the ePACT Network to purchase their 3rd party product (see the ePACT Network Web site for more information). Use of the interface requires a Vermont Systems license and an annual maintenance agreement for RecTrac.
Setup Steps
This document provides instructions for the RecTrac to ePACT interface. If you have additional questions about the RecTrac to ePACT interface after reading this document, please contact Vermont Systems Customer Service by email at support@vermontsystems.com or generate a Support Case through the Customer portal of the Vermont Systems website using your Customer ID and password.
Before You Begin
This document is written with the following assumptions. If any of the items listed below is NOT true, contact Vermont Systems Support prior to continuing, as the steps in this document may prove difficult to complete, and unexpected results may occur.
- Your organization is running RecTrac 3.1.09.00 or greater.
- To use ePACT multi-dashboard functionality your organization must be running RecTrac 3.1.10.17.00 or higher.
- Your organization has purchased ePACT from the ePACT Network.
- The User ID with which you sign into RecTrac has the requisite permissions and ability to access the programs discussed within this Topic Document. You need access to the Profile Assignments program and the Activity Section Management screen.
File Maintenance Setup
This document will guide you through the basic steps required to configure the integration with ePACT Network.
Note: All file paths and screen/tab locations in this document refer to file paths and screen/tab locations as they appear in the standard, default Vermont Systems Design. Your setup and Design may vary.
Entering Static Parameters
In this section, you will enable the ePACT integration and then enter your ePACT Client Key or Organization ID (given to you by the ePACT Network).
- In RecTrac, go to the Management Ribbon • System Management • User/Menu/Profile Management group • Profile Assignments. The Profile Assignments screen opens.
- Click the Static Parameters button.
- Click the Third-Party Integrations tab.
- Check the Enable ePACT Integration field.
- You will not visit the ePACT Endpoint field. This is currently set to the appropriate ePACT server, but future releases plan on expanding this option.
- Set the appropriate ePACT Key Type provided to you by ePACT Network. Customers using the ePACT integration with RecTrac version 3.1.10.17.00 or earlier will have this set by default to Client Key.
- Enter the Client Key or Organization ID provided to you by ePACT Network, which is a unique identifier that associates RecTrac data with your ePACT Network account.
- Check the Auto Invite New ePACT Members? field to have ePACT automatically send Member invites for new enrollments (this is the default). Remove the check mark to require manual sending of Member invites from the ePACT Administration Web Application. For Example: When you are new to this ePACT integration, it might be desireable to disable automatic notifications until you are familiar with both systems, who and when information is sent. Afterwards, enable this automatic process to simplify integration.
- Enter the email address(es) that should be notified when a patron is unable to be sent from RecTrac to ePACT. This occurs when a patron registers for an activity enabled for ePACT and he/she cannot be sent over due to a missing email address. To correct this issue, the patron's record MUST be updated within RecTrac to include an email address. Afterwards, the record will be sent in the next batch to ePACT. To have multiple people notified when this occurs, enter the email addresses with a comma separator.
- Click the Fetch Dashboards button (if ePACT Key Type is set to Organization ID) else click the Set Client Key button (if ePACT Key Type is set to Client Key.) By clicking this button dashboard data or client key data is stored in the RecTrac DataBase.
- Click the Save button.
Permissions Profile
In this section, you will set permissions that control if a user can update the dashboard setting on activity sections that have been enabled for ePACT. Update Permission Profiles for users that need to be able to assign specific ePACT dashboards to Activity Sections.
Note: This is only required if the ePACT Key Type in Static Parameter Profile is set to ‘Organization ID’.
- In RecTrac, go to the Permission Profile – Button/Misc Permissions – Override Permissions.
- In the Edit ePACT Dashboards field select the appropriate value for this Permissions Profile.
- Click Save.
- Repeat this for other Permission Profiles as needed.
Enabling Sections for ePACT
In this section, you will enable the sections that you want registrations sent to the ePACT Network. Depending on your organizations policy, you might enable ePACT for a subset of your activity sections. For Example: Your summer camps might require ePACT activation.
- In RecTrac, go to the Management Ribbon • Activity Management • Section Management. The Activity Section Management screen opens.
- Highlight the desired section within the DataGrid.
- Click the Change button.
- Check the Enable ePACT field to include this Activity Section and it's registrations within the RecTrac integration with ePACT Network.
- If the ePACT Key Type in the Static Parameter Profile is set to ‘Organization ID,' choose the correct ePACT Dashboard value for this activity section.
Note: If the ePACT Key Type in the Static Parameter Profile is set to ‘Client Key’ then the ePACT Dashboard field will default to the only option. Additionally, this field is protected by the Misc Permission/Override Permission ‘Edit ePACT Dashboards’ setting in the Permissions Profile.
- Click the Save button.
- Repeat this process for each section in which you want rosters sent to ePACT.
Bulk Changing Sections
- From the Activity Section Management screen, select More • Bulk Change.
- The Activity Section Bulk Change screen opens.
- From the Bulk Change Available Fields list, choose the applicable ePACT field:
EnableEPACTSection
EPACTKey - Continue with the standard Bulk Change process (select desired sections, and Process Bulk Change).
Registration and Beyond
At this point, patrons can register through WebTrac or RecTrac and those enrollees are automatically sent to ePACT. From this point forward, refer to the ePACT Network documentation for the process your patrons and staff will follow within ePACT.