Topic Doc: Family Pass Memberships
RecTrac 3.1
Table of Contents
Document Summary
Family Pass is a feature in RecTrac that allows you to sell and/or renew membership passes to all (or selected) members in a household by selecting one (1) pass for one (1) family member. The feature works by issuing/renewing a "Primary Pass" to one (1) family member and letting RecTrac automatically issue/renew a "Secondary Pass" to all other family members in the household, including the primary pass holder, if desired. "Secondary Passes" for family members are selected to the Shopping Cart when the "Primary Pass" is placed there and any/all fees are calculated for you. To complete the transaction, the clerk simply has to go to the payment screen complete the process.
Automatically issuing the "Secondary Pass" to additional family members means your clerks do not have to go through the processes of selecting family members individually and selecting the correct pass code repeatedly throughout the registration/renewal process. This is a great time saver and can help reduce processing mistakes (i.e. issuing the wrong type of pass to a family member) if your organization provides for family memberships in your Pass Management program.
For Example: The Parker household consists of Dotty and George and kids Ralphie and Randy. When purchasing (or renewing) an annual family membership, the clerk would select the "Primary Pass" (BCPRI) for Dorothy into the “shopping cart,” and RecTrac automatically would place "Secondary Passes" (BCFAM) for George, Ralphie and Randy into the Shopping Cart, thus saving the clerk time and making it nearly impossible for him/her to mistakenly issue an incorrect pass code to one or more of the family members. Fees for all passes would be displayed and the clerk could complete the transaction by continuing to the payment screen.
License – Maintenance Agreement
The Family Pass 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
This document will walk you through the basic steps required to set up "Primary" and "Secondary Pass" codes for use in your RecTrac system and will also take you through some sale and renewal procedures.
If you have additional questions about Family Pass Membership setup and processing 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 is NOT true, contact Vermont Systems Support prior to continuing.
- Your organization is running RecTrac 3.1.04.00 or greater.
- You understand the pass management and membership policy and processes at your organization.
- You understand RecTrac Pass Management and have created passes in RecTrac with proper Permissions, Fees, Membership Dates, linked ID Card Templates (if needed), etc….
- You understand RecTrac Rules Management.
- You understand RecTrac Global Sales and know how to sell, renew, and transfer pass memberships in RecTrac.
- The User ID with which you sign into RecTrac has the requisite permissions and ability to access all modules and functions pertaining to Family Pass Memberships, to include but not limited to: Pass Management and Global Sales.
- You understand RecTrac DataGrids and how to maneuver through them.
File Maintenance Setup
File Maintenance is minimal for Family Pass Memberships. To set this up, you will link your "Secondary Pass" codes to the "Primary Pass" and create and link a Pass Prerequisite Rule to the "Secondary Pass(es)" in Pass Management. In other words, your "Primary Pass" must have your "Secondary Pass(es)" listed in the Additional Family Member Passes field and your "Secondary Pass(es)" must have the "Primary Pass" listed as a Prerequisite Pass in a Rule to ensure the "Secondary Pass" cannot be sold or renewed on its own. The following sections will walk you through this process.
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.
Link Secondary Pass Codes to the Primary Pass
The Additional Family Member Passes field is located on the Core Continued group of Pass Update. This field must be populated with the Pass Code(s) you wish to sell to family members when the Primary Pass is selected into the Shopping Cart.
- In RecTrac, go to Management Ribbon • Pass Management • Pass Management Programs group • Pass Management.
- Highlight/select the Pass Code that will be the "Primary Pass" for your Family Pass Membership program and click Change. You will continue to the Pass Update screen.
Note: If you have not created your "Primary" and "Secondary Passes," you would click Add. The setup steps for Family Pass passes is exactly like any normal pass code, with the following exceptions noted below.
- Click the Core Continued tab.
- Click the Combo Box icon and select the "Secondary Pass(es)" that will be included in your Family Pass Membership package.
- Expand the Drop-down list for Additional Family Member Option and determine whether you would like to link the Additional Family Member pass code(s) to All Family Members, or Exclude the Primary Pass Holder.
For Example: You sell annual family pool passes. Your "Primary Pass" code is BCPRI. Your "Secondary Pass" code for the additional family members is BCFAM. When selling a membership to a household:- All Family Members - With this option, every family member in the household will receive a BCFAM pass, including the person who purchased the PRIME pass.
- Exclude the Primary Pass Holder - With this option, the person who purchased the BCPRI pass will get that pass only and all other family members will receive a BCFAM.
- Click Save. You will return to the Pass Management DataGrid.
- Repeat these steps for any other pass codes you wish to designate as a "Primary Pass" for your Family Pass Membership program.
Create and Link a Pass Prerequisite Rule
The steps above control which pass code(s) will be automatically selected into the Shopping Cart when the "Primary Pass" is sold. To ensure that the "Secondary Pass" cannot be sold or renewed by itself, a Pass Prerequisite Rule is required. This is a Rule that lists the "Primary Pass" as the prerequisite for the "Secondary Pass."
The Prerequisite Rule must be linked in some manner to the Pass. Where a Rule is linked determines what it will impact.
For purposes of example, this document assumes the Prerequisite Rule will be linked to the Pass itself, meaning it will apply to the one Pass only. If you have multiple "Secondary Pass" codes, however, you might wish to link the Rule elsewhere. The following chart displays where you can link a Rule to the Pass Module and what impact it will have.
Rule Linked | Rule Applies To |
---|---|
To the Pass Module | All Passes in your database |
To a Single Pass | That Pass Only |
To a Pass Category | All Passes in your database to which that Category System Code is linked |
To a Pass Code System Code | All Passes in your database to which that Type System Code is linked |
To a Pass SubType | All Passes in your database to which that SubType System Code is linked |
To Create and Link a Pass Prerequisite Rule
- In RecTrac, go to Management Ribbon • Pass Management • Pass Management Programs group • Pass Management.
- Highlight/select the Pass Code that will be the "Secondary Pass" for your Family Pass Membership program and click Change. You will continue to the Pass Update screen.
Note: If you have not created your "Primary" and "Secondary Passes," you would click Add. The setup steps for Family Pass passes is exactly like any normal pass code, with the following exceptions noted below.
- Click the Rules tab.
- Click Add Rule.
Note: Rule Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Rule.
If you receive the pop-up message, you have Permissions to add "Regular" Rule Records and Default Rule Records to your database. Expand the Drop-down list and make your selection:
- If you have a Default Prerequisite Rule established in your database, you may opt to use that, if desired.
- If you do NOT have Default Prerequisite Rules established in your database, Vermont Systems recommends choosing --New Blank Record-- as that option will create a new Rule.
If you do NOT receive this pop-up dialog, you do NOT have Permissions to add Default Rule Records to your database. You will be adding a new Rule Record only.
Rule Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default Rules are maintained in Rule Management.
- Enter a Rule Description.
- Accept the default "Allow" Rule Option.
- Click the Combo Box icon for Transaction Type and select Purchase and Renewal.
Note: Depending on your Family Pass Membership program policy, other selections, such as Transfer may be required.
- Expand the Drop-down list for Rule Override Option and select Deny. This is the recommended option to ensure the "Secondary Pass" cannot be sold or renewed on its own.
- Expand the Drop-down list for Criteria Type and select Pass Prerequisite.
- Click Add New Criteria.
- Expand the Drop-down list for Pass Option and select Pass Code.
- Expand the Drop-down list for Date Option and select Throughout Item.
- Click the Picklist icon for Pass(es) and select your "Primary Pass" code.
- Expand the Drop-down list for Match Option and select Household.
- Click Save. You will be returned to the Rules DataGrid and the new Rule will be listed.
- Click Save. You will be returned to the Pass Management DataGrid.
This completes the set up for Family Pass Memberships.
Daily Processing Examples
Initial Family Membership Registration
The process of selling Family Memberships using "Primary" and "Secondary Passes" is exactly the same as selling normal memberships in RecTrac with the following exceptions:
- You must assign the "Primary Pass" first. Take care when choosing the family member to whom you will assign this pass.
- When you select the "Primary Pass" into the Shopping Cart, the "Secondary Passes" will be assigned to the remaining family members automatically based on your Additional Family Member Option The clerk does not have to select any additional passes.
In the example images below, Dotty Parker has been chosen as the Primary Pass holder. The clerk has selected the Primary Pass code (BCPRI).
When the clerk clicks Add to Cart, the transaction drops the "Primary Pass" (Bed Falls Primary Fam Pass) into the Shopping Cart along with "Secondary Passes" (Bed Falls Fam Pass) for George, Ralphie, and Randy.
Complete the transaction as you normally would. The remainder of the sale, as well as the taking of photos and printing of the passes (as applicable) is completed as usual.
Membership Renewals
The process of renewing Family Memberships using "Primary" and "Secondary Passes" is exactly the same as renewing normal memberships in RecTrac with the following exceptions:
- You must assign the "Primary Pass" first. Take care when choosing the family member to whom you will assign this pass.
- When you select the "Primary Pass" into the Shopping Cart, the "Secondary Passes" must be entered in turn. The system will not place them into the Shopping Cart automatically. This gives you the option of deciding which Family Members also want to renew.
In the example images below, Toni Morrison is the Primary Pass holder. The clerk has selected the Primary Pass code (BCPRI).
When the clerk clicks Renewal, the transaction drops the "Primary Pass" (Bed Falls Primary Fam Pass) into the Shopping Cart. The Secondary Passes have to be selected in turn and entered into the Shopping Cart.
Complete the transaction as you normally would. The remainder of the sale, as well as the taking of photos and printing of the passes (as applicable) is completed as usual.
Additional Processing Tips
When processing Registrations or renewals, always select the "Primary Pass" first. In the event the clerk selects the "Secondary Pass" first, the Prerequisite Rule will disallow the transaction to proceed. Similarly, the Prerequisite Rule will not allow "Secondary Passes" to remain in the Shopping Cart if the "Primary Pass" is removed. In the event a "Primary Pass" is removed from the Shopping Cart, all dependent "Secondary Passes" will be removed as well.