Table of Contents
Document Summary
This document covers how to configure and use SuperGrids.
What are SuperGrids? They're a convenient graphical calendar view of your organization's booked events and available slots for either Court, CYMS, Facility, League, Personal Trainer, or Rental. SuperGrids make it quick and easy to find open slots to schedule events, and to look up and edit events that are on your calendar. You can use SuperGrids from the SuperGrid Processing screen and from within the Global Sales screen (on the dedicated SuperGrid tab) once they are properly configured (which we'll get to later in this document).
SuperGrid is most often used with Facilities (i.e., the Addams family would like to rent your Spooky Pavilion for their Halloween festivities), but can be used for the other aforementioned modules when you are licensed for them. For the purpose of example, this Topic Document assumes a Facility SuperGrid is being used. If you are using SuperGrids for another purpose, such as for your Personal Trainers, then a very similar process is followed.
SuperGrids are configured using the SuperGrid profile within RecTrac. You will have at least one profile for Facilities, and might have multiple when different staff members within your organization need different SuperGrids. For Example: Pool staff would like a calendar of just their pool events. Other staff would like a calendar with pavillions and other function rooms. In this case, you'd need two SuperGrid profiles, one for pool staff and one for the others.
Before You Begin
To initially configure SuperGrids, you MUST have sufficient permission to access Profile Management. Staff need access to the SuperGrid tab within Global Sales.
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Anatomy of a SuperGrid and How its appearance relates back to the SuperGrid Profile
Before we dive into the configuration, it's helpful to take a look at the SuperGrid and how it relates back to the SuperGrid profile you will create.
The Facility SuperGrid within Global Sales. Color-coding between this Global Sales screenshot and the Super Grid Profile settings, to help you relate the appearance to where each element is configured.
When opening the SuperGrid, you choose the Profile to use. In our example, you choose the Facility SuperGrid Profile. You can customize:
- Orange Box - The options beside the Profile. In the example, this includes the start date (today) and number of future days (7) to show in the facility calendar.
- Blue Box - A collapsable/expandable Additional Controls area includes more filtering options (i.e., Starting/ending times and days of the week, which facilities to show, etc…).
- Light Green Box - The row of buttons between Additional Controls and the grid. In the example, this includes a move, search, refresh, details, and quick move button.
- Purple Box - Whether to have facilities across the top or side of the grid.
- Green Box (inside grid) - The information shown when you mouse-over a facility reservation.
- Purple Box (inside grid) - The color and information shown for reservations.
The SuperGrid Profile. Color-coding between this Super Grid Profile screenshot and the Global Sales, to help you relate the appearance to where each element is configured.
Click Image to Enlarge
Click Image to Enlarge
Configuring the Facility SuperGrid Profile
In this section, you will create and configure a SuperGrid profile for Facilities.
- On your RecTrac home, search for and then open Profile Assignments.
- Click Add.
- Enter the desired Profile Code and Profile Description (i.e., DefaultSuperGrid-FR, Default SuperGrid Facility).
- Select SuperGrid for Profile Type. SuperGrid automatically fills in as the default Profile SubType.
- Click Create.
- Select Facility for the Module.
- Select your organization's Model Household. Model Household determines how fees and calculations are determined when a household is not selected.
- Use Controls to Show to choose which filtering options are always shown. Multiple Selection is allowed.
- Use Controls to Hide to choose which filtering options are available within the collapsed Additional Controls area. Multiple Selection is allowed.
- Use SuperGrid Extra Components to choose which buttons you want available above teh SuperGrid. Multiple Selection is allowed.
- Expand Default Search Values.
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Default Search Values
Use this area to define the default appearance of your grid. How many days are shown at-a-time(i.e., 7-days)? What are the start and end times used (i.e., starting at 8:00 am and ending at 8:00 pm)?
- Enter the total minutes that facilities can be reserved in the Time Block List (min) field. For Example: Facilities can be reserved for 4-hours or 8-hours at-a-time, so you'd enter "240, 480" minutes using minutes with a comma between each value.
- The Display view determines whether the horizontal or vertical axis of the grid should display resources (your facilities) or days of the week.
Block - Resources (i.e., the Davidson Pool, Lincoln Center, and the Leonard Nimoy Pavilion) are listed horizontally across the top, and time blocks are listed verically down the side.
Resource - Days of the Week run horizontally across the top, and Resources(i.e., the Davidson Pool, Lincoln Center, and the Leonard Nimoy Pavilion) are listed vertically down the side.
- Accept the default days of the week to display, or specify just the desired days.
- Specify how many of your resources (facilities) to display (i.e., five).
- Specify the Start Date to display. To have Today always be the start date, choose Today.
- Specify the Start Time and End Time to display (i.e., 8:00 am to 8:00 pm).
- Specify how many days/months to display (i.e., seven).
- If desired, set the default start and end times (i.e., convenient when your rentals always start and end at the same times).
- If desired, set the default values for event length (minutes, hours, days).
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- Expand Super Grid Filters.
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Super Grid Filters
Use this area to define the facilities shown. Do you want all facilities within your organization shown and available for reservation? Would you prefer to restrict the supergrid for only pools?
- You can establish filters based on facility class (i.e., pools or pavilions), category, location (outdoor center or senior center), type (classroom or gym), and/or feature. Select the desired values (multiple selection allowed) for each. Choose whether to make this a default filter enabled on the grid.
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- Expand Grid Dimensions and Format.
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Grid Dimensions and Format
Use this area to define the dimensions of the grid, size of cells, date formats and other similar information.
- VSI provides defaults for this section, overwrite any when necessary.
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- Expand Super Grid Color Display.
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Super Grid Color Display
Use this area to define the colors used for various statuses within the grid. Do you want tentative reservations yellow, and firm reservations green? This is the place to set it. VSI provides some defaults to get you started, but you are free to adjust these colors however you like.
- VSI provides defaults for this section. There's a preset color for most statuses (i.e., tentative and firm). Your organization can change these colors as is needed.
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- Expand Label and Tooltip Settings.
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Label and Tooltip Settings
Use this area to define the information shown in event labels and tooltips. What information MUST you see for reservations within the grid? What additional details MUST you see when mousing-over a reservation? Again, VSI provides some suggestions to get you started and there's a lot of customization available for you to do.
- Fields to Show in Event Label - Choose the information shown within the grid for each facility reservation. Click the plus (+) beside each field you want to display. This space available is very limited, so choose jsut the most important information. More details are shown when a user mouses-over the reservation.
- Fields to Bold in Event Label - Choose which information you want in bold for emphasis within the grid. Click the plus (+) beside each field you want to display.
- Fields to Show in Event ToolTip - Choose the information shown when a user places his/her mouse over a reservation in the grid. Click the plus (+) beside each field you want to display.
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- Click Save.
- Locate the SuperGrid profile and drag it over to the appropriate User Group or User(s).
- You can have one Facility SuperGrid that all of your staff uses. Alternatively, you can create multiple SuperGrid profiles for specific, and assign them as is appropriate to users. For Example: Mary manages the reservations for your pavillions, and she wants a Facility SuperGrid profile that shows only pools. You would create a new Facility SuperGrid profile for Mary, and set the "SuperGrid Filters" area to show only pools for her. You then assign this dedicated Facility SuperGrid profile to Mary.
Using the Facility SuperGrid
In this section, you will open your new Facility SuperGrid.
- Do one of the following:
- Search for and then open SuperGrid Processing. This is a stand-alone program for using just the SuperGrid.
- Search for and then open Global Sales. Click Super Grid. This enables you to use a supergrid in combination with all of the other tabs within Global Sales (i.e., process sale of a day visit, a soda, and reserve a facility on a single receipt).
- For Profile, select your new Facility SuperGrid profile. Your new Facility SuperGrid displays.
- Next to Profile are the options you enabled via the Controls Showed section of the SuperGrid Profile. In this example, the Start Date is today's date, and the Number of Days defaults to seven (7).
Click Image to Enlarge
- The Additional Controls section is closed by default. Expand it to use any of options you enable within the Controls To Hide section of the SuperGrid Profile. In the example, below ten (10) options are available from start/stop dates to start/stop times.
Click Image to Enlarge
- Buttons display based on the SuperGrid Additional Components you selected within the SuperGrid profile. In this example, it is Move, Search, Refresh, Details, and Quick Move.
Click Image to Enlarge
- The grid displays your dates and facilities, and the reservation blocks. In the example, dates are across the top and facility resources down the side (but yours might be the opposite depending on the configuration of Display View within your SuperGrid Profile).
- Click the Less Than and Greater Than icons to advance to the next set of horizontal records within the grid (in this case Dates).
- Click the Toggle/Switch icon to configure the grid size.
- Click the Double Less Than and Greater Than icons to advance through the next set of vertical records within the grid (in this case facility Resources).
- The Number in Parentheses indicates the number of vertical records (in this case Resources).
- As you change your Number of Days, the grid expands or contracts to fit your information. Initially, seven (7) days were shown and then it was reduced to one (1) day for an expanded view of times. You can switch back and forth as is needed. Click Image to Enlarge
- Next to Profile are the options you enabled via the Controls Showed section of the SuperGrid Profile. In this example, the Start Date is today's date, and the Number of Days defaults to seven (7).
- Manage you facility reservations by:
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Creating - Click at the desired date and time, and facility within the grid. A new colored box displays in that spot.
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Resizing - Click on the start or end side of the reservation box within the grid, a stretch arrow appears and you can expand as needed. See Details below when you'd rather directly choose the start and end times.
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Moving - Click Move. Click on the center of a reservation box within the grid, a move arrow icon appears and you can drag it to another time or facility.
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Viewing Mouse-Over Information - Mouse over the reservation within the grid for more information.
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Editing Details (Status, Resource, Date, Time, Head Count) - Click Details. Click on the reservation for the Details screen. Update the reservation details as is needed (status, resource, date, time, headcount, setup/cleanup minutes, waivers, etc.). Click Close.
Click Image to Enlarge
- Deleting - Click on the reservation and the Details screen opens. Click Delete.
- Using HH Lookup - Click HH Lookup to associate this facility reservation with a household.
- Adding to Cart - Click on the reservation and the Details screen opens. Click Add To Cart. The reservation appears within the cart with the balance shown. Typically, the reservation is paid for when the status becomes Firm. Continue with your usual sales process to enter payment and generate a receipt for the reservation.
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Creating - Click at the desired date and time, and facility within the grid. A new colored box displays in that spot.