Topic Doc: Background Visit Processing
RecTrac 3.1
Table of Contents
Document Summary
Background Visit Processing is a popular feature that allows you to use one RecTrac client workstation to perform two separate tasks simultaneously: 1) Process visits (record ID swipes) and 2) Perform other RecTrac functions. Utilizing this feature not only saves you physical counter space, but can also help you to save money as well, since only one client workstation is required.
RecTrac 3.1 makes Background Visit processing possible by means of a Serial Input device or MSR reader linked to the workstation, physically and in RecTrac. Upon login, the clerk launches Visit Processing (this must be done "first thing" upon logging into RecTrac) and allows that tab to run in the background. The clerk can then open other tabs and perform other processes as he/she normally would. When members swipe in, their pass information is read and recorded. Pop-up messages generated by visits (i.e. pass expiration warning, household tickler, etc…) must be addressed before Visit Processing can proceed.
Background visit processing is designed to perform basic visit check-in – a pass is swiped and the visit is recorded as a good visit or an invalid visit. While alternating between open tabs in a web browser is easy, you should consider the implications of having your passes configured to require purposes, additional visit fees, and other features that require action prior to implementing Background Visit Processing. This feature may not be beneficial to you if your passes are configured to present these screens consistently because the clerk will have to take an active role in each visit that is processed.
License – Maintenance Agreement
The Background Visit Processing Interface is free. Use of the interface requires a Vermont Systems license and annual maintenance agreement for RecTrac and the component modules discussed in this document. Prior to implementing any process outlined in this document, please contact the Vermont Systems Sales department at 1-877-883-8757 to verify that you are authorized to use the modules discussed in this document and if not, to obtain a quote and/or approval.
Setup Steps
The following setup steps are specific to Background Visit Processing and must be completed:
- Install a Serial Bar Code or MagStrip reader on the workstation. USB devices may be used provided they use a virtual COM port.
- Create and link an Input profile.
If you have additional questions about Background Visit Processing setup and operation after reading this document, please contact Vermont Systems Customer Service by phone at 887-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems web site 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 3.1.04.00 or greater.
- The User ID with which you sign into RecTrac has the requisite permissions and ability to access all modules and functions pertaining to Background Visit Processing, to include but not limited to: Profile Assignments, Module Management, and RecTrac Visit Processing functions.
- Your RecTrac system is configured for standard Visit Processing to include but not limited to:
- Membership Passes created and sold
- Visit profile created and linked
- IDSwipe profile created and linked
- You understand how standard Visit Processing works at your Department and in your RecTrac database.
- Vermont Integration Client (VIC) is installed on the workstation from which you will run Background Visit processing. VIC can be installed as a Service or an .EXE
File Maintenance Setup
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.
Serial Barcode / MSR Reader
Many options exist for the serial barcode / MSR readers. Contact Vermont Systems Sales to discuss the options. Once you have purchased the Serial/MSR reader, configure and test the unit per the manufacturer's instructions.
If you are processing visits already and have Serial Barcode and/or MSR Readers in place, those will work.
Note: USB readers can be used provided they run through a virtual COM port. "Straight" USB connection is unreliable as it wants to swipe data on the tab which is currently being used in RecTrac.
Create and Link an Input Profile
The Input profile in RecTrac is used to communicate with the serial reader. You can have only one input profile linked to any individual user, menu group, or workstation. The manner in which you configured your serial profile will determine the settings stored in the Input profile.
The configuration for your Input profile is dependent upon the Serial Barcode/MSR Reader you're using. If you require specific data for these fields, obtain the Vermont Systems Install Document for the unit you have or contact Vermont Systems Support directly.
Setting Up the Input Profile
- In RecTrac go to Management Ribbon • System Management • User/Menu/Profile Management group • Profile Management.
- Click Add.
- In the Type field, select Input.
- In the Profile Type field, select Serial.
- Enter a unique ID in the Profile Code field and enter a Description, if desired.
- Click Create
- Expand the Drop-down list for What Program will this device be used in? and select Visit Processing.
- Select the appropriate COM Port (i.e. COM Port 3).
- Expand the Drop-down list for Hardware CTL (at the bottom of the screen) and select Disable.
- Fill out the remaining fields as they pertain to Serial Bar Code / MSR Reader you've purchased. Use the "i" and "?" Help icons on the upper-right hand corner of the screen for field definitions, if needed.
- Save your settings when done. You will return to Profile Management.
Link the Input Profile at the Workstation Level of Profile Hierarchy
- In RecTrac go to Management Ribbon • System Management • User/Menu/Profile Management group • Profile Assignments
- In the Linked Profiles middle column, click to expand the Workstation folder.
- In the Available Profiles left-hand column, click to highlight the Input profile you just created.
- Click again and hold the mouse button down. When you have "grabbed" the profile, a red box will appear that displays the profile name.
- Drag and drop. Drag to the appropriate Workstation Name in the middle column. When the box turns green, release the mouse. This will place the profile at the Workstation level of hierarchy. Profile Assignments are saved automatically and take effect immediately.
The level of hierarchy can be changed later, if needed. - Remain in Profile Assignments.
Update the Visit Profile
To run Background Visit Processing, ensure you have the proper settings on the Core and Background/Access Control Visit Options of your Visit profile.
- From Profile Assignments, highlight/select your Visit profile and click Change.
- Disregard the entry in the Process Type field. Background Visit processing skips this field.
- Ensure your settings in the remaining fields on this group are accurate: Valid Passes, Photo Display, Visit Purpose, etc…
Use the "i" and "?" Help icons on the upper-right hand corner of the screen for field definitions, if needed. - When done with the Core group, expand the Background/Access Control Visit Options group.
- Read the Information Note at the top of the group.
- Make selections in the field as needed. There are no "right or wrong" options in this group. The options you select should be determined by your Department's Visit Processing policies.
Again, Use the "i" and "?" Help icons on the upper-right hand corner of the screen for field definitions, if needed. - Review your settings in the other Groups on the Visit profile (Class Visits, Capacity, Miscellaneous, Auto Advance, Sound Files, League Visits, and Tickler Info). Make changes as needed, depending on your Department policy.
- Skip the Attended/Manual Member Lookup/Manual Visit Completion Options group. That group is not needed for Background Visit processing.
- Note: Whenever a swipe generates a message, it must be acknowledged before Visit Processing can proceed. Be mindful of this when selecting options on the Visit profile. Vermont Systems recommends minimizing the number of messages and other features a pass swipe may generate. Examples include, but are not limited to: Visit Purpose selection, Passes Displayed as Buttons, Updating Counts/Fees, Guest Login with a Member Swipe, Household Ticklers, etc…
- Click Save when done.
- If you created a new Visit profile, or if you feel that you need to link the Visit profile at a different level of hierarchy, then link/re-link the profile now.
- Exit Profile Assignments when done.
Final Setup Steps
Once you have finished with the profiles, perform the following to complete the setup process.
- Exit RecTrac on the workstation from which you will be performing Background Visit Processing.
- Stop and start VIC on the workstation from which you will be performing Background Visit Processing. Be sure to stop and start each instance of VIC on the workstation. (i.e. If running VIC as both Service and .EXE, stop and start both).
- Log back into RecTrac.
Note: The stop and start of VIC is a one-time process only, necessary for VIC to recognize the new Input profile. During daily operation, different users should be able to log in and out of RecTrac and in and out of Windows without having to stop and start the VIC when running Background Visit Processing. However, in the event Background Visit Processing works for some users but not others, then logging out of RecTrac and stopping/starting VIC may be required. Contact VSI Support if this becomes an issue.
Daily Processing
- Log into RecTrac.
- Ensure VIC is running and that hardware is being recognized.
- Launch Visit Processing. This MUST be the first tab you open. Disable any other Auto-Open/Auto-Run tabs. Visit Processing MUST be the first tab you open in order for Background Visit Processing to work correctly.
- Start processing visits and/or open other tabs in RecTrac and perform other processes as needed.
- The Notification Center will alert the user whenever a visit is processed.
- REMINDER: In the event the member swipe results in a pop-up message (i.e. pass expiration, household tickler, etc…), the Clerk will have to acknowledge the message via the Notification Center. This must be done before the next swipe can be processed.
- Whenever a swipe generates a message, the clerk must acknowledge it before Visit Processing can proceed. For this reason, Vermont Systems recommends minimizing the number of messages and other features a pass swipe may generate. Examples include, but are not limited to: Visit Purpose selection, Passes Displayed as Buttons, Updating Counts/Fees, Guest Login with a Member Swipe, etc…