Use this screen to change or add household information. On Core, you maintain basic household and family member information, such as names, phone numbers, addresses, email addresses, etc …. Switch to Financial Info, Misc Info, Emergency Contacts, Household Documents/Waiver History, and League Teams to enter additional information as is needed.
Aside from the Primary Person/Guardian of a Household, you can have any/all Additional Family Members appear in a DataGrid, if desired. This is determined by the setting in the Display Members in DataGrid (RecTrac) if Household has more than 'X' Members field on the Household profile.
You can create a Secondary Guardian group, if desired, through a Relationship Code match. This is determined by your setting in the Secondary Guardian/Spouse Relationship Code field on the Static Parameters profile • Misc Settings group.
Click Member Details to continue to the Person Update screen where you can add/edit information regarding the family member you have selected. A Member Details button is available for each Family Member.
Click More • Edit Xref to continue to the Cross Reference Management screen where you can add or update a cross reference number (Xref Number) for this family member. Cross-reference numbers are used for visit processing and/or member lookup using Key Fobs or ID Cards that were not made/issued in RecTrac and therefore have their own unique number. Enter that unique number into the Xref field and RecTrac will look up this family member when the 3rd party ID Card or Keyfob is swiped/scanned into the system. An Edit Xref button is available for each Family Member.
Click More • View Photo to continue to the Family Member Photo screen where the member's photo will display, if applicable. From this screen you can also engage your camera to take photos. A View Photo button is available for each Family Member.
Click License Input to launch the License Input for New Household dialog. This feature allows you to add a new household to your database by scanning a patron's driver's license. Extra setup and hardware is required. Refer to Household Creation with Honeywell EasyDL for further information.
Note:
This button appears on screen only when Adding a new household. You will not see this button when Updating an existing household.
Click Add New Secondary Guardian to add a new person to your database. The person you enter will be linked to this Household as the Secondary Guardian (i.e. the Primary Person's spouse or other legal guardian for the household). By default, the Relationship field will auto-fill with the Secondary Guardian/Spouse Relationship Code as defined on your Static Parameters • Misc Settings group.
Note:
Changing the Relationship code voids the creation of a Secondary Guardian and instead adds an Additional Family Member. This will be realized upon Saving changes to the Household and editing it again.
Click Add Secondary Guardian from Existing Member to add a Family Member to this household as the Secondary Guardian (i.e. the Primary Person's spouse or other legal guardian for the household) by selecting a Family Member who already exists in your database. You will continue to the Family Member Lookup DataGrid from which to make your choice and click Select. Any data already entered for the Family Member you select will be carried over to this household. By default, the Relationship field will auto-fill with the Secondary Guardian/Spouse Relationship Code as defined on your Static Parameters • Misc Settings group.
Note:
Changing the Relationship code voids the creation of a Secondary Guardian and instead adds an Additional Family Member. This will be realized upon Saving changes to the Household and editing it again.
Click Add New Member to add an additional Family Member to this Household by adding a new person to your database (i.e. by adding a brand new record). The person you add will be linked to this Household only (unless you opt to add him/her to another household at a later date using the Add Existing Member feature from the second household).
Click Add Existing Member to add an additional Family Member to this household by selecting a Family Member who already exists in your database. You will continue to the Family Member Lookup DataGrid. From there, you will choose the Family Member you to add to the household with which you are working. Make your choice and click Select. Any data already entered for the Family Member you select will be carried over from the "old" household to the "new" household. When done, the Family Member will exist in both households. This allows you to avoid pitfalls, such as double enrollments, double pass memberships, etc…. This is a good option for scenarios where a Family Member is "shared" between households, such as in the case of a divorce.
Notes:
- Family Members who are linked in multiple households are highlighted in gold on all Global Sales DataGrids.
- There is no limit to the number of households to which a single Family Member can be added.
- The Add Existing Member button is specific to RecTrac Household Management only. You will not find this button in WebTrac Household Management. However, once an Existing Family Member has been added to a second household, that person will show up in WebTrac (and RecTrac) for both households.
Click Profile Print to continue to the Report Options screen for the CYMS Profile Print report.
Note:
This button is available only if the following two (2) conditions are met:
- CYMS Module is enabled on your License profile.
- Your User ID is flagged as a CYMS User in User Management.
From the bottom of the screen…
Click Save to save your changes. You will return to the Household Management DataGrid.
Click Cancel to return to the Household Management DataGrid without saving your changes.
Click More • View Photo to continue to the Family Member Photo screen where the member's photo will display, if applicable. From this screen you can also engage your camera to take photos. A More • View Photo button is available for each Family Member.
Email User Name to have an email sent to the household that contains their WebTrac User Name. The process uses the WebTrac Reserved Comment Code linked in the Forgotten User Email field on the WebTrac Parameter profile • New/Forgotten Settings group .
Click Household Options • End Open Sessions to end any/all open WebTrac sessions for this household. If there are items in the customer's shopping cart, they will be removed.
Click Household Options • Pass Print to have Passes printed for the Family Members linked to this household.
Core
First Name (SAHousehold_FirstName)
Enter the first name of the Primary Member of this Household.
Last Name (SAHousehold_LastName)
Enter the last name of the Primary Member of this Household.
Category (SAHousehold_Category)
Click the Picklist icon to select a Category for this Household, if desired.
Household/Family Member Category Codes can be used to identify Residency Status (i.e. RES - Resident and NR - Non-Resident, etc…).
In the event residency status is not a primary concern at your department, Household/Family Member Category Codes also can be used to link like households/family members together for different purposes. Category Codes are searchable and reportable fields.
To have the system automatically enter City, State, Category and Fee Code data based on the Zip Code entered, set the Address Check field on your Static Parameters Group • Misc Settings Group to Zip Code.
Category Codes are maintained in System Code Maintenance.
Address Line 1 (SAHousehold_PrimaryAddress1)
Enter the Primary Person's street address in this field.
This field will be free form entry or a Picklist depending on the setting of the Address Check field on the Static Parameters profile • Misc Settings Group.
Note:
Alternate address information can be added on the Member Details screen for each family member if desired.
Address 2 (SAHousehold_PrimaryAddress2)
Enter the Primary Person's secondary street address in this field.
Note:
Alternate address information can be added on the Member Details screen for each family member if desired.
Gender (SAPERSONPRIMARY_Gender)
Expand the Drop-down list to select the Primary Person's gender.
Gender Codes are maintained in System Code Maintenance. Type = Gender.
City (SAHousehold_PrimaryCity)
Enter the city in which the Primary Person lives in this field.
To have the system automatically enter City, State, Category and Fee Code data based on the Zip Code entered, set the Address Check field on your Static Parameters profile • Misc Settings Group.
Note:
Alternate address information can be added on the Member Details screen for each family member if desired.
State (SAHousehold_PrimaryState)
Expand the Drop-down list and select the state or province in which the Primary Person lives in this field.
To have the system automatically enter City, State, Category and Fee Code data based on the Zip Code entered, set the Address Check field on your Static Parameters profile • Misc Settings Group.
Notes:
- This list is populated by the entries in the 'State' Option List field on the Static Parameters profile • Misc Settings group.
- Alternate address information can be added on the Member Details screen for each family member if desired.
Zip Code (SAHousehold_PrimaryZipCode)
Enter the postal Zip Code for the Primary Person in this field.
This field will be free form entry or a Picklist depending on the setting of the Address Check field on the Static Parameters profile • Misc Settings Group.
Note:
Alternate address information can be added on the Member Details screen for each family member if desired.
Country (SAHousehold_PrimaryCountry)
Enter the country in which the Primary Person lives in this field.
Notes:
- This list is populated by the entries in the 'Country' Option List field on the Static Parametes profile • Misc Settings group.
- Alternate address information can be added on the Member Details screen for each family member if desired.
Primary Phone (SAHousehold_PrimaryPhoneNumber)
Enter the Primary Person's main phone number in this field.
Note:
By default the system provides two (2) phone number fields for Primary and Secondary Guardians. Up to five (5) phone number fields may be listed here for both if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Household Update.
Phone #1 Extension (SAHousehold_PrimaryPhoneExtension)
Enter the Phone Extension for the primary phone number in this field, if applicable.
Note:
By default the system provides two (2) phone number fields for Primary and Secondary Guardians. Up to five (5) phone number fields may be listed here for both if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Household Update.
Phone #1 Provider (SAHousehold_SAPhoneProvider1)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
Secondary Phone (SAHousehold_SAPhoneNumber2)
Enter an additional phone number for this Family Member, if desired.
Note:
By default the system provides two (2) phone number fields for Primary and Secondary Guardians. Up to five (5) phone number fields may be listed here for both if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Household Update.
Phone #2 Extension (SAHousehold_SAPhoneExtension2)
Enter the Extension for this phone number, if applicable.
Note:
By default the system provides two (2) phone number fields for Primary and Secondary Guardians. Up to five (5) phone number fields may be listed here for both if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Household Update.
Secondary Phone Type (SAHousehold_SAPhoneType2)
Click the Drop-down list to select the Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
Note:
By default the system provides two (2) phone number fields for Primary and Secondary Guardians. Up to five (5) phone number fields may be listed here for both if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Household Update.
Phone #2 Provider (SAHousehold_SAPhoneProvider2)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
Phone #3 (SAHousehold_SAPhoneNumber3)
Enter an additional phone number for this Family Member, if desired.
Note:
By default the system provides two (2) phone number fields for Primary and Secondary Guardians. Up to five (5) phone number fields may be listed here for both if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Household Update.
Phone #3 Extension (SAHousehold_SAPhoneExtension3)
Enter the Extension for this phone number, if applicable.
Note:
By default the system provides two (2) phone number fields for Primary and Secondary Guardians. Up to five (5) phone number fields may be listed here for both if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Household Update.
Phone #3 Type (SAHousehold_SAPhoneType3)
Click the Drop-down list to select the Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
Note:
By default the system provides two (2) phone number fields for Primary and Secondary Guardians. Up to five (5) phone number fields may be listed here for both if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Household Update.
Phone #3 Provider (SAHousehold_SAPhoneProvider3)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
Phone #4 (SAHousehold_SAPhoneNumber4)
Enter an additional phone number for this Family Member, if desired.
Note:
By default the system provides two (2) phone number fields for Primary and Secondary Guardians. Up to five (5) phone number fields may be listed here for both if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Household Update.
Phone #4 Extension (SAHousehold_SAPhoneExtension4)
Enter the Extension for this phone number, if applicable.
Note:
By default the system provides two (2) phone number fields for Primary and Secondary Guardians. Up to five (5) phone number fields may be listed here for both if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Household Update.
Phone #4 Type (SAHousehold_SAPhoneType4)
Click the Drop-down list to select the Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
Note:
By default the system provides two (2) phone number fields for Primary and Secondary Guardians. Up to five (5) phone number fields may be listed here for both if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Household Update.
Phone #4 Provider (SAHousehold_SAPhoneProvider4)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
Phone #5 (SAHousehold_SAPhoneNumber5)
Enter an additional phone number for this Family Member, if desired.
Note:
By default the system provides two (2) phone number fields for Primary and Secondary Guardians. Up to five (5) phone number fields may be listed here for both if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Household Update.
Phone #5 Extension (SAHousehold_SAPhoneExtension5)
Enter the Extension for this phone number, if applicable.
Note:
By default the system provides two (2) phone number fields for Primary and Secondary Guardians. Up to five (5) phone number fields may be listed here for both if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Household Update.
Phone #5 Type (SAHousehold_SAPhoneType5)
Click the Drop-down list to select the Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
Note:
By default the system provides two (2) phone number fields for Primary and Secondary Guardians. Up to five (5) phone number fields may be listed here for both if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Household Update.
Phone #5 Provider (SAHousehold_SAPhoneProvider5)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
Primary Email (SAHousehold_PrimaryEmailAddress)
Enter the Primary Person's main email address in this field.
The system will alert you if the address you enter seems invalid due to selected criterion, such as lack of an '@' symbol, lack of a valid extension (i.e. .com, .org, .edu, etc…), invalid characters, etc….
Note:
By default the system provides two (2) email fields for Primary and Secondary Guardians. Up to three (3) email address fields may be listed here for both if desired. Additional email address fields can be added in Management Screen Management Screen Title = Household Update.
Secondary Email (SAHousehold_SAEmailAddress2)
Enter an email address in this field, if desired.
The system will alert you if the address you enter seems invalid due to selected criterion, such as lack of an '@' symbol, lack of a valid extension (i.e. .com, .org, .edu, etc...), invalid characters, etc.…
Note:
By default the system provides two (2) email fields for Primary and Secondary Guardians. Up to three (3) email address fields may be listed here for both if desired. Additional email address fields can be added in Management Screen Management Screen Title = Household Update.
Email #3 (SAHousehold_SAEmailAddress3)
Enter an email address in this field, if desired.
The system will alert you if the address you enter seems invalid due to selected criterion, such as lack of an '@' symbol, lack of a valid extension (i.e. .com, .org, .edu, etc...), invalid characters, etc.…
Note:
By default the system provides two (2) email fields for Primary and Secondary Guardians. Up to three (3) email address fields may be listed here for both if desired. Additional email address fields can be added in Management Screen Management Screen Title = Household Update.
Birthday (SAPERSONPRIMARY_Birthday)
Click the Calendar icon to select the Primary Person's date of birth from the calendar.
Minimum Age Requirements:
You can set a mandatory minimum age for this field if desired using Custom Screen Design.
For the Birthday (Fillin) field set a MaxDate value of "DaysfromTodayl-<x> where 'x' is the number of days desired.
For Example: To mandate a Primary Person age of at least 18 years, you would enter DaysfromTodayl-6575" in the MaxDate field for the Birthday (Fillin) field under the Household Primary Person Information (group).
See Also: Topic Doc - Screen Customization for assistance with screen design.
Organization Name (SAHOUSEHOLD_OrganizationName)
Enter the Organization Name for this Household if applicable. Organization Name for the Household can be listed in lieu of the Primary Person on facility and campsite reservations and printed on receipts if desired.
Notes:
- To print the Organization Name on receipts in lieu of the Primary Person's name go to your Receipt Format profile • Standard Receipt Options group and select the Print Org Name for All Modules option.
- To track Organization Name for individual Family Members in a Household you must Add an Organization Name field to your Member Details screen. This is true regardless of how many Family Members are in the Household. This true even if the Household has one (1) Family Member only. For Example: If you were tracking Organization Names for your members for a purpose such as Silver Sneakers and if the Eliza Hamilton household had one (1) Family Member only (Eliza) then to track Eliza's Silver Sneakers Number you would need to add an Organization Name field to the Member Details screen and enter it there. Entering Eliza's Silver Sneakers Number in this field will NOT work.
If tracking Organization Name for individual Family Members then VSI recommends placing the Organization Name field on the Member Details • Core Settings group. This is done using Custom Screen Design. Refer to Topic Doc - Screen Customization.
Ethnicity (SAPERSONPRIMARY_Ethnicity)
Click the Picklist icon to select this Family Member's Ethnicity Code, if desired.
Ethnicity Codes are maintained in Miscellaneous Code Detail Management.
Features (SAHousehold_Features)
Click in the Combo Box icon to select any/all applicable Feature Codes for this Household.
RecTrac RecConnect Programs allow you to filter and sort by Household and/or Family Member Feature Codes thus making it easy to target specific groups of people in a quick and efficient manner.
Feature Codes are maintained in System Code Management. Type = Household Feature.
Note:
In the VSI Design Family Member Feature Codes can be linked by clicking Member Details for the applicable family member on the Core tab and then going to the Additional Settings Group. Your setup may vary.
Features (SAPersonPrimary_Features)
Click in the Combo Box icon to select any/all applicable Feature Codes for the Primary Person in this Household.
RecTrac RecConnect programs allow you to filter and sort by Family Member and/or Household Feature Codes thus making it easy to target specific groups of people in a quick and efficient manner.
Feature Codes are maintained in System Code Management. Type = Family Member Feature.
Note:
Household Feature Codes can be linked on the Miscellaneous Info tab in the VSI Design. Your setup may vary.
Military Status (SAPersonPrimary_MilitaryStatus)
Generally speaking this field is applicable to U.S. Military RecTrac and CYMS users only.
Expand the Drop-down list and select the current Military Status for the Primary Person/Sponsor of this household.
Note for CYMS Users:
If this is a dual Active Military household then the Sponsor must be the person with the higher Rank/Grade. If this is a single Active Military household then the Sponsor must be the person who is current serving on Active Duty.
Primary Family Member Questions Place Holder (SAHouseholdUpdate_PrimaryFMQuestions)
This field displays your linked Family Member questions, if any.
If no questions are linked, this will appear as a Tab Group with no fields.
Questions are maintained in &">Question Maintenance. Questions are linked as Family Member Questions on the Household and Family Member Questions tab of the Static Parameters profile.
Household Questions Place Holder (SAHouseholdUpdate_HHQuestions)
This field displays your linked Household questions, if any.
If no questions are linked, this will appear as a Household Questions Group with no fields.
Questions are maintained in Question Maintenance. Questions are linked as Household Questions on the Household and Family Member Questions tab of the Static Parameters profile.
Last Name (SAPERSON_LastName)
Enter the last name for this Family Member.
Birthday (SAPERSON_Birthday)
Click the Calendar icon to select this Family Member's date of birth.
Gender (SAPERSON_Gender)
Expand the Drop-down list to select this Family Member's gender.
Gender Codes are maintained in System Code Maintenance. Type = Gender.
School Grade (SAPERSON_SchoolGrade)
Enter the Family Member's current grade in school, if applicable.
As a general rule, VSI recommends using the following values:
- 0.10 - Infants and toddlers (generally newborn children through age 2.99)
- 0.25 - Preschoolers (generally children aged 3.00 to 4.99)
- 0.50 - Kindergarteners (generally children aged 5.00 to 5.99)
- Whole numbers 1.00 through 12.00 - School grades 1st through 12th
- 0.00 - Family members who are no longer in school.
Grades do not advance automatically; they must be updated annually. You have two (2) options:
- Use the Grade Bump program to advance the grade of all applicable family members in your database in bulk. The Grade Bump program can be scheduled to run on an annual basis. Family members with no grade (0.00) are skipped.
- Update family member grades individually by overwriting the value in this field and saving your changes.
Relationship (SALink_Relationship)
Expand the Drop-down list to select the Relationship Code that best matches this Family Member's status in this household.
Note about Secondary Guardians/Spouses:
If the system finds a match between the Relationship field of any Family Member in a household and the entry in Secondary Guardian/Spouse Relationship Code field on the Static Parameters profile THEN the Family Member found with the matching code will be listed as the Secondary Guardian/Spouse for that household in Household Update and the Secondary Guardian group will populate automatically.
Relationship Codes are maintained in System Code Maintenance.
Fee Code (SAHousehold_FeeCode)
Accept the default value or click in the Combo Box icon to select the Fee Code(s) that you wish to be applied to the Primary Person in this household. This fee code will be the default on each linked family member record.
You may choose multiple Fee Codes, if desired.
To have the system automatically enter City, State, Category and Fee Code data based on the Zip Code entered, set the Address Check field on your Static Parameters profile • Misc Settings Group to Zip Code.
Fee Codes are maintained in System Code Maintenance.
Primary Email (SAPERSON_PrimaryEmailAddress)
Enter this person's primary email address in this field, if desired.
The system will alert you if the address you enter seems invalid due to selected criterion, such as lack of an '@' symbol, lack of a valid extension (i.e. .com, .org, .edu, etc...), invalid characters, etc.…
Note:
By default the system provides two (2) email fields for each Family Member. Up to three (3) email address fields may be listed here if desired. Additional email address fields can be added in Management Screen Management Screen Title = Person Update.
Secondary Email (SAPerson_SAEmailAddress2)
Enter an email address in this field, if desired.
The system will alert you if the address you enter seems invalid due to selected criterion, such as lack of an '@' symbol, lack of a valid extension (i.e. .com, .org, .edu, etc...), invalid characters, etc.…
Note:
By default the system provides two (2) email fields for each Family Member. Up to three (3) email address fields may be listed here if desired. Additional email address fields can be added in Management Screen Management Screen Title = Person Update.
Email #3 (SAPerson_SAEmailAddress3)
Enter an email address in this field, if desired.
The system will alert you if the address you enter seems invalid due to selected criterion, such as lack of an '@' symbol, lack of a valid extension (i.e. .com, .org, .edu, etc...), invalid characters, etc.…
Note:
By default the system provides two (2) email fields for each Family Member. Up to three (3) email address fields may be listed here if desired. Additional email address fields can be added in Management Screen Management Screen Title = Person Update.
Ethnicity (SAPERSON_Ethnicity)
Click the Picklist icon to select this Family Member's Ethnicity Code, if desired.
Ethnicity Codes are maintained in Miscellaneous Code Detail Management.
Features (SAPerson_Features)
Click in the Combo Box icon to select any/all applicable Feature Codes for this Family Member.
RecTrac RecConnect Programs allow you to filter and sort by Family Member and/or Household Feature Codes thus making it easy to target specific groups of people in a quick and efficient manner.
Feature Codes are maintained in System Code Management. Type = Family Member Feature.
Note:
Household Feature Codes can be linked on the Miscellaneous Info in the VSI Design. Your setup may vary.
Primary Phone (SAPerson_PrimaryPhoneNumber)
Enter a phone number for this Family Member in this field. If the main phone number for this Family Member is the same as the Primary Phone Number on the household, you do not have to re-enter it here.
Note:
By default the system provides two (2) phone number fields for each Family Member. Up to five (5) phone number fields may be listed here if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Person Update.
Phone #1 Extension (SAPERSON_PrimaryPhoneExtension)
Enter the Phone Extension for the phone number in this field, if applicable.
Note:
By default the system provides two (2) phone number fields for each Family Member. Up to five (5) phone number fields may be listed here if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Person Update.
Primary Phone Type (SAPerson_PrimaryPhoneType)
Click the Drop-down list to select the Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
Note:
By default the system provides two (2) phone number fields for each Family Member. Up to five (5) phone number fields may be listed here if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Person Update.
Phone #1 Provider (SAPerson_SAPhoneProvider1)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
Secondary Phone (SAPerson_SAPhoneNumber2)
Enter a phone number for this Family Member in this field, if desired.
Note:
By default the system provides two (2) phone number fields for each Family Member. Up to five (5) phone number fields may be listed here if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Person Update.
Phone #2 Extension (SAPerson_SAPhoneExtension2)
Enter the Phone Extension for the phone number in this field, if applicable.
Note:
By default the system provides two (2) phone number fields for each Family Member. Up to five (5) phone number fields may be listed here if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Person Update.
Secondary Phone Type (SAPerson_SAPhoneType2)
Click the Drop-down list to select the Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
Note:
By default the system provides two (2) phone number fields for each Family Member. Up to five (5) phone number fields may be listed here if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Person Update.
Phone #2 Provider (SAPerson_SAPhoneProvider2)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
Phone #3 (SAPerson_SAPhoneNumber3)
Enter a phone number for this Family Member in this field, if desired.
Note:
By default the system provides two (2) phone number fields for each Family Member. Up to five (5) phone number fields may be listed here if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Person Update.
Phone #3 Extension (SAPerson_SAPhoneExtension3)
Enter the Phone Extension for the phone number in this field, if applicable.
Note:
By default the system provides two (2) phone number fields for each Family Member. Up to five (5) phone number fields may be listed here if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Person Update.
Phone #3 Type (SAPerson_SAPhoneType3)
Click the Drop-down list to select the Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
Note:
By default the system provides two (2) phone number fields for each Family Member. Up to five (5) phone number fields may be listed here if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Person Update.
Phone #3 Provider (SAPerson_SAPhoneProvider3)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
Phone #4 (SAPerson_SAPhoneNumber4)
Enter a phone number for this Family Member in this field, if desired.
Note:
By default the system provides two (2) phone number fields for each Family Member. Up to five (5) phone number fields may be listed here if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Person Update.
Phone #4 Extension (SAPerson_SAPhoneExtension4)
Enter the Phone Extension for the phone number in this field, if applicable.
Note:
By default the system provides two (2) phone number fields for each Family Member. Up to five (5) phone number fields may be listed here if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Person Update.
Phone #4 Type (SAPerson_SAPhoneType4)
Click the Drop-down list to select the Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
Note:
By default the system provides two (2) phone number fields for each Family Member. Up to five (5) phone number fields may be listed here if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Person Update.
Phone #4 Provider (SAPerson_SAPhoneProvider4)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
Phone #5 (SAPerson_SAPhoneNumber5)
Enter a phone number for this Family Member in this field, if desired.
Note:
By default the system provides two (2) phone number fields for each Family Member. Up to five (5) phone number fields may be listed here if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Person Update.
Phone #5 Extension (SAPerson_SAPhoneExtension5)
Enter the Phone Extension for the phone number in this field, if applicable.
Note:
By default the system provides two (2) phone number fields for each Family Member. Up to five (5) phone number fields may be listed here if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Person Update.
Phone #5 Type (SAPerson_SAPhoneType5)
Click the Drop-down list to select the Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
Note:
By default the system provides two (2) phone number fields for each Family Member. Up to five (5) phone number fields may be listed here if desired. Additional phone number fields can be added in Management Screen Management Screen Title = Person Update.
Phone #5 Provider (SAPerson_SAPhoneProvider5)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
Family Member Questions Place Holder (SAHouseholdUpdate_FamilyMemberQuestions)
This field displays any linked Family Member Questions.
Questions are maintained in Letter Group Maintenance
First Name (SAEMERGENCYCONTACT_FirstName)
Enter the Emergency Contact's first name in this field.
Last Name (SAEMERGENCYCONTACT_LastName)
Enter the Emergency Contact's last name in this field.
Primary Address 1 (SAEMERGENCYCONTACT_PrimaryAddress1)
Enter the Emergency Contact's street in this field, if desired.
Primary Address 2 (SAEMERGENCYCONTACT_PrimaryAddress2)
Enter the Emergency Contact's secondary street in this field, if desired.
City (SAEMERGENCYCONTACT_City)
Enter the City in which the Emergency Contact lives, if desired.
State (SAEMERGENCYCONTACT_State)
Expand the Drop-down list to select the State or Province in which the Emergency Contact lives, if desired.
Zip Code (SAEMERGENCYCONTACT_ZipCode)
Enter the postal Zip Code for the City in which this Emergency Contact lives, if desired.
Relation (SAEMERGENCYCONTACT_Relation)
Enter the relationship of the Emergency Contact to the Household/Individual, if desired. This is a free-form text field. Examples include, but are not limited to: Mother, Father, Grandmother, Family Friend, etc….
Email #1 (SAEMERGENCYCONTACT_PrimaryEmailAddress)
Enter an email address for the Emergency Contact in this field., if desired
The system will alert you if the address you enter seems invalid due to selected criterion, such as lack of an '@' symbol, lack of a valid extension (i.e. .com, .org, .edu, etc...), invalid characters, etc…
Phone #1 (SAEMERGENCYCONTACT_PrimaryPhoneNumber)
Enter a phone number for this Emergency Contact, if desired.
Phone #1 Extension (SAEMERGENCYCONTACT_PrimaryPhoneExtension)
If you added a phone number, enter the phone number extension in this field, if applicable.
Financial Info
Taxable? (SAHousehold_Taxable)
Determine whether this Household is taxable. Select this option if the household should be charged tax on purchases. Disable this option if the household is non-taxable.
Note:
Fees set to Always Charge Tax override this setting (Advanced Fee Update • Core Settings Group, in the Standard VSI design) When a Fee is set to Always Charge Tax, then a household's Taxable? status is ignored for that Fee and applicable tax is charged based on the Tax Table linked to the Fee.
Payment Restrictions (SAHousehold_PaymentRestrictions)
Click the Picklist icon to select any Payment Codes that you wish to treat as a Payment Restriction for the household. The Payment Code(s) listed here will be disallowed for this household when on the Payment Screen in RecTrac and WebTrac. You may select multiple Payment Codes, if desired.
This field can be updated manually from this screen or automatically from within RecTrac when you log a Payment Reversal as a Bad Payment for the household and enable the Restrict Household from Using this Pay code Again option.
For Example: If you were to select your Check and MasterCard/VISA Payment Codes in this field, this household would not be able to remit with check or Visa/MasterCard credit cards in RecTrac or WebTrac.
Bad Check Count (SAHousehold_BadCheckCount)
This field lists the number of bad checks written by this household. Bad checks are those which are returned due to Insufficient Funds in the bank account.
This field is updated automatically when you log a Payment Reversal as a Bad Payment for the household using a "check" payment code.
Optionally, you may enter a new value manually.
Last Bad Payment Date (SAHousehold_LastBadPaymentDate)
This field lists the date of the last (i.e. most recent) bad payment logged for this household.
This field is updated automatically when you log a Payment Reversal as a Bad Payment for the household using any payment code.
Optionally, you may click the Calendar icon to enter a date manually.
Tax ID (SAPersonPrimary_TaxID)
Enter the Tax ID for this household, if applicable.
If this household has multiple Tax IDs, enter the Tax ID of the Primary Person for this household.
Require Full Payment? (SAHousehold_RequireFullPayment)
Select this option to force this household to remit in full for all fees being charged any time a sale is completed.
Notes:
- The Default New Household to Require Full Payment option on your Household profile determines whether this option will be enabled or disabled by default when new households are added to your database.
- If using this option and setting up an installment bill with initial fees, then the household will be required to pay 100% of the initial fees only at the time of registration. The household will then be required to remit 100% of each bill after each billing cycle.
Installment Bill Option (SAHousehold_InstallmentBillOption)
Expand the Drop-down list and select whether this household is restricted from using installment billing or whether this household is allowed to use installment billing.
If Restrict is selected, installment billing and auto-debit options will not be offered during sales procedures regardless of whether installment billing/auto-debiting is a viable option for whatever is being purchased.
See Also: Topic Doc - Installment Billing, ACH, and Auto-Debit
Note:
If the Restrict option is selected for a household with an existing Installment Bill in RecTrac (i.e. the restriction is enacted after the Installment Bill has been created), the existing bills will continue to be processed until the last bill of the schedule has been billed. However, creation of new Installment Billing records will be disallowed for this household.
Auto Pay Balance (SAHousehold_AutoPayBalance)
Expand the Drop-down list to select the appropriate auto-pay option for this household. These options are used when running the Household Balance Auto Pay program.
- Don't Auto Pay - This household will be skipped when the Household Balance Auto Pay program is run.
- CC AutoPay/No-Show TT - This household will have its balance paid by a Credit Card when the Household Balance Auto Pay program is run. The credit card entered here will be charged.
- ACH AutoPay - This household will have its balance paid by via Automated Clearing House (ACH) withdrawal when the Household Balance Auto Pay program is run. The bank account entered here will be debited.
Applicable fields for credit card entry or bank account entry will populate in the Auto Pay Option group when either is selected here.
Click the Select button (Add/Change Credit Card Information or Add/Change Banking Information) to continue to the EPay Info Management DataGrid where you can add, update or delete applicable Credit Card or Bank Account information for this household.
Notes:
- You can add Credit Card and ACH Bank Account information to the same household, if desired and you can add multiple records of each type. The Auto Pay Option group on a household will always display the currently selected Auto Pay Balance option you have selected. To test whether a household has multiple option, change the Auto Pay Balance selection for the household. To test whether a household has multiple records for the same option, click the Add/Change button for the option type selected.
- Your setting in on this field has no bearing or impact on Installment Billing. Whether a household can be installment billed/auto-debited is determined by your setting in the Installment Bill Option field only.
- This option is disabled for the Internal Household and any "Guest" households in the database.
Allow Rewards? (SAHousehold_AllowRewards)
Select this option if this household is allowed to participate in your Reward Points program, if applicable.
See Also: Topic Doc - RecTrac Reward Points.
See Also: Topic Doc - fitRewards Interface
Reward Points (SAHousehold_RewardsPoints)
You will not visit this field.
This field displays the current Reward Points balance for this household, if any.
See Also: Topic Doc - RecTrac Reward Points.
See Also: Topic Doc - fitRewards Interface
Scholarship Expire Date (SAHouseholdUpdate_ScholarshipCalcExpirationDate)
You will not visit this field.
IF using Scholarships at the Household level, and if this Household has a scholarship, the expiration date will display in this field.
See Also: Topic Doc - Scholarships
Scholarship Available Amount (SAHouseholdUpdate_ScholarshipCalcAmountAvailable)
You will not visit this field.
IF using Scholarships at the Household level, and if this Household has a scholarship, the expiration date will display in this field.
See Also: Topic Doc - Scholarships
Household Fees Owed (SAHouseholdUpdate_TotalHouseholdBalance)
You will not visit this field.
This field displays any fees/balances this household currently owes to your department.
Household Credits (SAHouseholdUpdate_TotalHouseholdCredits)
You will not visit this field.
This field displays any credits/pre-payments this household is currently due against your department. Credits can include pre-payments/over-payments for a service or security deposits that have yet to be refunded.
Net Household Balance (SAHouseholdUpdate_OverallBalance)
You will not visit this field.
This field displays the current overall balance for the household. Overall balance is determined by balances owed to you minus credits due back to the household.
EPay Link (SAHousehold_EPayLink)
Coming soon!
Routing Number (SAHouseholdUpdate_RoutingNumber)
You will not visit this field. This information is displayed only if your Auto Pay Balance field is set to ACH AutoPay.
This field displays the bank Routing Number to be used for ACH AutoPay. The account information displayed here is this household's primary (default) account.
To select an alternate bank account, or add/delete bank account information for this household, click Select Banking Information. You will proceed to the EPay Info Management - Check DataGrid.
Card Number (SAHouseholdUpdate_CardNumber)
You will not visit this field. This information is displayed only if your Auto Pay Balance field is set to CC AutoPay/No-Show TT.
This field displays the partial Credit Card information to be used for Credit Card auto pay. The information displayed here is this household's primary (default) account.
Note:
Full Credit Card information is NOT stored in RecTrac. Partial credit card information is stored only and all partial credit card information in RecTrac is encrypted throughout the database.
To select an alternate credit card, or add/delete credit card information for this household, click Select Credit Card Information. You will proceed to the EPay Info Management - Check DataGrid. You must be linked to a valid Credit Card profile.
Card Brand (SAHouseholdUpdate_CardBrand)
You will not visit this field. This information is displayed only if your Auto Pay Balance field is set to CC AutoPay/No-Show TT.
This field displays the Credit Card brand to be used for Credit Card auto pay. The information displayed here is this household's primary (default) account.
To select an alternate credit card, or add/delete credit card information for this household, click Select Credit Card Information. You will proceed to the EPay Info Management - Check DataGrid. You must be linked to a valid Credit Card profile.
Account Holder (SAHouseholdUpdate_AccountDescription)
You will not visit this field. This information is displayed only if your Auto Pay Balance field is set to ACH AutoPay.
This field displays the bank account/card description being used for ACH AutoPay or CC AutoPay/No-Show TT. The information displayed here is this household's primary (default) account description.
Account Bank Description (SAHouseholdUpdate_AccountDescriptionBank)
You will not visit this field. This information is displayed only if your Auto Pay Balance field is set to ACH AutoPay.
This field displays the bank account/card description being used for ACH AutoPay or CC AutoPay/No-Show TT. The information displayed here is this household's primary (default) account description.
Misc Info
Creation Date (SAHousehold_CreationDate)
You will not visit this field.
This field displays the date on which this Household was created.
Creation Time (SAHousehold_CreationTime)
You will not visit this field.
This field displays the time (on the date) at which this Household was created.
Creation User Name (SAHousehold_CreationUserName)
You will not visit this field.
This field displays the time (on the date) at which this Household was created.
Number of Service Requests (SAHousehold_NumberOfServiceRequests)
You will not visit this field.
This is a calculated field that displays the number of service request calls the household has made.
Notes:
Service Request Processing is a component of the MainTrac module.
This field is not impacted by Permissions; it simply lists the number of Service Requests linked to this household regardless of the Permissions (if any) linked to the Service Request. A household's Service Request history is located on the Service Requests tab.
Creation Product (SAHousehold_CreationProduct)
You will not visit this field.
This field displays the product used (RecTrac, WebTrac or Batch) to create this household.
PIN (SAHousehold_PIN)
This is a legacy field (TeleTrac) and is not currently used for anything in RecTrac 3.1.
Tickler Code (SAHousehold_TicklerCode)
Click the Picklist icon to select a Tickler Code to link to this household, if desired.
The Tickler Code you select will display as a pop-up message whenever this household is selected in Daily Processing. In the event you enter free form Tickler Text, the text of any Code you select here will display as well.
Tickler Codes are maintained in Comment Code Management. Type = Tickler.
Note:
Pop-up messages in RecTrac, such as ticklers, can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p>, <br />)
- Font effects, such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example, entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field, so if you use HTML tags in a receipt comment, for example, you'll get the raw HTML on the receipt instead of your planned formatting.
Tickler Text (SAHousehold_TicklerText)
Enter Tickler Text in this field as desired.
Ticklers display as a pop-up message whenever this household is selected in Daily Processing. In the event you choose a Tickler Code, any additional text entered here will display as well.
Note:
Pop-up messages in RecTrac, such as ticklers, can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p>, <br />)
- Font effects, such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example, entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field, so if you use HTML tags in a receipt comment, for example, you'll get the raw HTML on the receipt instead of your planned formatting.
Comment Text (SAHousehold_Comments)
Enter any comments you wish to link to this household. Text entered here will not display during Daily Processing, but this is a reportable field.
SMS Enrollment Status (SAHouseholdUpdate_ttPersonPhoneNumberDataGrid)
The SMS Enrollment Status DataGrid displays family members in the household who have a cell phone number linked and whether-or-not that family member has opted into or out of SMS Text Messaging.
Note:
The same family member may be listed more than once. This depends on how many phone numbers are linked to the member and whether the Phone Type is included in the Cell Phone Type List for SMS text messaging on your License profile.
Additional Phone Numbers
Additional Phone Numbers (SAHouseholdUpdate_SAPhoneDataGrid)
This tab does not appear in the default VSI Design. It can be added in Management Screen Management Screen Title = Household Update.
The Additional Phone Numbers DataGrid displays any/all extra phone numbers you wish to link to this Household. Scroll up/down to view the additional phone numbers or scroll left/right to view additional details.
Generally speaking, the phone numbers listed here should not be listed elsewhere on the Household or for individual Family Members. These are used as alternate contact numbers for the Household, and they should not be confused with the Primary Household Phone Number you entered on the Core Information screen under the Household Primary Person Information Group.
Buttons on the screen…
Click Add Phone to continue to the Phone Update screen to add an additional phone number for this Household.
Highlight/select an existing record and click Change Phone to continue to the Phone Update screen to edit the selected phone number.
Highlight/select an existing record and click Delete to remove it from the database.
Additional Email Addresses
Additional Email Addresses (SAHouseholdUpdate_SAEmailAddressDataGrid)
This tab does not appear in the default VSI Design. It can be added in Management Screen Management Screen Title = Household Update.
The Additional Email Addresses DataGrid displays any/all extra Email Addresses you wish to link to this Household. Scroll up/down to view the additional Email Addresses or scroll left/right to view additional details.
Generally speaking, the Email Addresses listed here should not be listed elsewhere on the Household or for individual Family Members. These are used as alternate addresses for the Household, and they should not be confused with the Primary Household Email Address you entered on the Core Information screen under the Household Primary Person Information Group.
Buttons on the screen…
Click Add Email to continue to the Email Address Update screen to add an additional email address for this Household.
Highlight/select an existing record and click Change Email to continue to the Email Address Update screen to edit the selected email address.
Highlight/select an existing record and click Delete to remove it from the database.
Emergency Contacts
Emergency Contacts (SAHouseholdUpdate_SAEmergencyContactDataGrid)
The Emergency Contacts DataGrid displays individuals you wish to link to this Household as people to contact in the event of an emergency. Scroll up/down to view the Emergency Contacts or scroll left/right to view additional details.
Buttons on the screen…
Click Add Contact to continue to the Emergency Contact Update screen to add an Emergency Contact for this Household.
Highlight/select an existing record and click Change Contact to continue to the Emergency Contact Update screen to edit the selected Contact's information.
Highlight/select an existing record and click Delete to remove it from the database.
Click Add Existing Contact to select an existing family member in your Database as an Emergency Contact for this Household. You will continue to the Family Member Lookup screen. Make your selection and click Select. Contact information for the person you select will be brought over from that Family Member's record.