RecTrac Rules Management
Discover how to simplify the process of creating, editing, and enforcing rules to help improve efficiency and effectiveness in RecTrac operations.
A Rule is a set of criteria that must be met to allow a transaction to complete. The following presents a general overview of a complicated topic using examples and brief definitions and will guide you through the basic steps required to:
- Create and link a single rule with a single criterion.
- Create and link a single rule with multiple criteria.
- Create and link a Rule Group
- Create and link a Rule Set.
- Create Rules using Advanced Options
If you have additional questions about Rule setup and/or maintenance after reading, 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 website using your Customer ID and password.
What Rules Do
Rules allow you to put your Department's daily operating policies into RecTrac; they define what patrons can and cannot do. Rules allow you to set allow/disallow parameters for services, such as (but not limited to) Registration Dates, Pass Member Limits, Campsite Reservation, Activity Prerequisites, etc….
Rules can be created as:
- Single Criterion Rules where the lone criterion linked to the Rule must be met for the transaction to proceed. A Men's Softball League might have an allowance rule for Gender=Male. The patron's gender MUST BE 'Male' in order to pass the Rule and be allowed to register. A patron with a gender OTHER THAN 'Male' would not pass the Rule and would not be allowed to register.
-
Multiple Criteria Rules where ALL criteria linked to the Rule must be met for the transaction to proceed. A Senior Men's Softball League might have an allowance rule with criteria for Gender=Male and Age=50+. A patron's gender MUST BE 'Male' AND the patron's age MUST BE 50.00 or greater in order to pass the Rule and be allowed to register. For Example: a patron whose Gender=Male and whose Age=52.35 would pass the rule.
A patron NOT meeting both criteria for any reason would NOT pass the Rule (For Example: In both instances that follow, the patron would fail the rule due to the text in red. Gender='Female,' Age='50.50' or Gender='Male,' Age='0.00,' etc…). - A Group of Rules where the conditions of AT LEAST ONE Rule in the group must be met for the transaction to complete. A Men's Senior Softball League might have a group of rules containing one allowance rule with criteria for Residency=RES and Registration Date=After 08:00am on April 1 and a second allowance rule with criteria for Residency=NR and Registration dates=After 08:00am on April 14. A patron must pass one (1) of the two Rules. So a patron must be EITHER a Resident OR a Non-Resident to pass. Since a patron cannot be both, one (1) success only is needed to pass the Rule. A patron with no Residency status OR with a Residency status OTHER THAN RES or NR would not pass the Rule Group and would not be allowed to register.
- A Set of Rules which can consist of multiple separate Rules, a Group (or Groups) of Rules, or a combination of these options. Rule Sets adhere to the basic principles of the rules/groups within them. A Men's Senior Softball League might have a Rule Set that contains a single allowance rule with criteria for Gender=Male and Age=50+ and a Rule Group with one Rule for Resident Registration Dates (two criteria) and a second Rule for Non-Residence Registrations Dates (two criteria). When linked as a Set, the conditions of the single Rule MUST BE met and at least one Rule in the Rule Group MUST BE met for the transaction to proceed. For Example: a Male, Aged 51.89, Non-Resident would pass the Rule Set, but a Male, Aged 51.89 No Residency would not pass the Rule Set.
Rules can be created to act as:
- Allow Rules that allow something to happen (i.e. Park Pavilions are open 08:00am - 09:00pm daily in the Summer. Pavilion reservations ARE ALLOWED any time during open hours).
- Disallow Rules that restrict something from happening (i.e. Park Pavilions are closed on Mondays for maintenance. NO Pavilion reservations are allowed on Mondays).
Linking Rules to RecTrac Modules
Rules can be linked to any RecTrac module (Activity, Pass, Facility, Locker, etc…), to certain System Codes (Type, SubType, Category, Season, etc…) and to Coupon Codes. Where a Rule is linked determines what it will impact.
The following chart uses the Activity Module as an example. The same holds true across all Modules.
Rule Linked | Rule Applies To |
---|---|
To the Activity Module | All Activities and their Sections in your database |
To an Activity | All Sections in the Activity to which the Rule is linked |
To an Activity Section | That Section only |
To an Activity Category | All Activities in your database to which that Category System Code is linked |
To an Activity Type | All Activities in your database to which that Type System Code is linked |
To an Activity SubType | All Activities in your database to which that SubType System Code is linked |
To a Season | All Activities in your database to which that Season System Code is linked regardless of Year |
Adding Rules
Prior to adding a Rule to RecTrac, ask yourself the following questions. The answers will go a long way to determining what type of rule you wish to add and where you want to link it:
- What module will be impacted by this rule?
- Within the module, what will be impacted? Will the rule pertain to everything within the module, or to a group of things within it (i.e. items of the same type, subtype, category, etc…), or to just one item only?
- Is your rule designed to allow something to happen, or is it designed to restrict (i.e. disallow) something from happening?
- Is it a simple rule where the answer might be "Yes" or "NO" or "True" or "False," or is it a complex rule where the criteria and results may depend on certain statuses, such as Residency and/or Household/Family Member features?
Examples in the following sections will refer back to these questions in an effort to show why the Rule type being added is the best fit for the scenario.
Adding a Single Criterion Rule
Single criterion-type Rules are the easiest rules to add in RecTrac. When testing a single criterion rule, the lone criterion must be met for the transaction to proceed. If the lone criterion is not met, your Override Policy comes into play.
The following example will walk you through adding a simple, single criterion rule for an Age requirement (ages 18-55) to an Activity (Rock Climbing).
Answering the Questions
- Which module? - Activity.
- What Items within the Activity Module? - The Rock Climbing Activity and all its sections only.
- Will it allow or restrict? - Allow anyone 18-55 to enroll.
- Simple or Complex? - Simple. If aged 18-55, then allow enrollment.
To Add the Rule
To add a single criterion rule for age requirement to an Activity in RecTrac, you would:
- Go to Activity Maintenance and double-click on the Activity to which you wish to add the rule.
- Click on the Rules tab and click Add Rule. The Rule Details panel will open.
- Add a Rule Description, such as "AR - Rock Climbing Ages: 18-55." This field will accept up to 100 alpha numeric characters.
- Expand the Drop-down list and select whether you wish to create an Allow rule or a Disallow rule. For purposes of this example, the selection is Allow.
Note: When deciding which to select, think about which option is most straightforward.
For purposes of this example, ask yourself: Is it easier to say that patrons who are aged 18 to 55.99 are allowed to register or easier to say that patrons who are aged 0-17.99 or who are aged 56 and older are disallowed to register. In this case, it seems easier to Allow patrons within one age range to register than it is to Disallow patrons between two age ranges to register.
- Click the Picklist icon to select your Transaction Type option. For purposes of this example, the selection is (1) Purchase because the rule will apply to registrations/enrollments into this Activity.
Refer to the Mouse-over Help or Full Page Help ("!" and "?" icons on the upper-right hand corner) for additional field and option definitions, if needed. - The Rule Group option for this example is N/A because a Group is not needed for a single rule with only criterion. Ensure the Status is set to Active.
- Expand the Drop-down list to select your Rule Override Option. When doing this, ask yourself how strict the rule is: Is it a warning? Can it be overridden? Or is it a hard limit?
- Expand the Drop-down list to select the Type of criterion you wish to add. For purposes of this example, the choice is Age, since the rule is designed to allow enrollment based on an age range.
Note: Click here for a list of Criterion Types and their Definitions. Fees and Rules share criteria. Some of the available criteria may not be applicable to Rules.
- Click Add New Criteria. The <Criteria You Selected> panel will open. The options on this panel are determined by the type of criterion you select.
- Fill out the available fields. Refer to the Mouse-over Help or Full Page Help ("!" and "?" icons on the upper-right hand corner) for additional field and option definitions, if needed.
For purposes of this example:- The Begin Age=18.00
- The End Age=55.99.
- The Aging Date Option=Item Begin Date. This assures enrollees must be the within the Age Range at the start day of the Rock Climbing activity.
- The Search Results Display will be left blank.
- Click Save, as it appears on the Criterion panel. The Rule will appear in the Rules tab DataGrid.
- Click Save at the bottom of the screen. The Rule is now linked. It goes into effect immediately and is applied to all items within the hierarchy of where it is linked. Refer to the Chart above for details, if needed. For purposes of this example, the rule is linked to the Rock Climbing activity and will be applied to all nine (9) sections.
Test the Rule
Vermont System highly recommends testing any Rules you add for accuracy and to ensure you get the desired results. The number of tests you perform will be dictated by the complexity of the rule and by how thorough you wish to be.
For purposes of this example, two tests only will be performed, though other tests could be required:
- Process an enrollment that should succeed (i.e. enroll a family member into Rock Climbing who is within the applicable age range as of the Section start date). The enrollment should succeed.
THEN
- Process an enrollment that should fail (i.e. attempt to enroll a family member who is either too old or too young as of the Section start date). The enrollment should be disallowed.
Additional tests could be performed if desired. For Example: You could test a family member who is too old, a family member who is too young, a family member who is too young "today" but will be old enough by the item start date, a family member is of the proper age today but will be too old by the item start date, etc….
The example above describes how you might add a single rule with a single criterion to a single Activity. Regardless of the Module to which you wish to add a Rule with a single criterion (Activity, Facility, Pass, POS, etc…) and regardless of the level of hierarchy (a single Item, an Item Category, Type, Subtype, etc…), the process for adding the rule always will be the same.
Adding a Single Rule with Multiple Criteria
Single Rules with multiple criteria are also easy to add in RecTrac. When testing a single rule with multiple criteria, ALL criteria linked to the single rule must be met for the transaction to proceed. If any of the criteria are not met, your Override Policy comes into play.
The following example will walk you through adding a simple, multi-criteria rule for an Age requirement (ages 12-15) and a gender (female) to an Activity (Girls Volleyball).
Answering the Questions
As discussed earlier, when adding Rules to RecTrac, answering four (4) basic questions will help you determine the type of rule you wish to add and where to link it.
- Which module? - Activity.
- What Items within the Activity Module? - The Girl's Volleyball Activity and all its sections only.
- Will it allow or restrict? - Allow any girl, aged 12-15 to enroll.
- Simple or Complex? - Simple. If a girl and if aged 12-15, then allow enrollment.
To Add the Rule
To add a single rule with multiple criteria for age requirement and gender to an Activity in RecTrac, you would:
- Go to Activity Maintenance and double-click on the Activity to which you wish to add the rule.
- Click on the Rules tab and click Add Rule. The Rule Details panel will open.
- Complete the Rule Details panel using the same procedures you employed when creating a single rule with a single criterion.
- Add the Age Criterion using the same procedures you employed when creating a single rule with a single criterion. Modify the age range appropriately. For purposes of this example, the age range is 12.00-15.99.
- Click Save from the bottom of the Rule Details • Criteria panel. The Rule will be saved to the DataGrid.
THEN
Highlight/Select the Rule in the DataGrid and click Change Rule. The Rule will re-open at the bottom of your screen. You need to Change the existing Rule in order to add the additional criteria. - Expand the to select the next criterion you wish to add. For purposes of this example, the selection is Gender.
- Click Add New Criteria. A new panel will open with the new criteria item.
- Fill in the fields for the new criterion item using the same procedures used for your initial item. For purposes of this example, your 'Female' Gender code would be entered in the Gender field.
Note: Click here for a list of Criterion Types and their Definitions. Fees and Rules share criteria. Some of the available criteria may not be applicable to Rules.
- Click Save from the bottom of the Rule Details • Criteria panel. The Rule will be saved to the DataGrid. Note how the Criteria Description field lists both criteria.
- Click Save at the bottom of the screen. The Rule is now linked. It goes into effect immediately and is applied to all items within the hierarchy of where it is linked. Refer to the Chart above for details, if needed. For purposes of this example, the rule is linked to the Girls Volleyball 12-15 activity and will be applied to all sections.
Test the Rule
VSI highly recommends testing any Rules you add for accuracy and to ensure you get the desired results. The number of tests you perform will be dictated by the complexity of the rule and by how thorough you wish to be.
For purposes of this example, two tests only will be performed, though in a production scenario a minimum of six (6) would be optimal:
- Process an enrollment that should succeed (i.e. enroll a female family member of the appropriate age at the section start date of Girl's Volleyball. The enrollment should succeed.
THEN
- Process an enrollment that should fail (i.e. attempt to enroll a male family member who is of the right age as of the Section start date). The enrollment should be disallowed.
Additional tests could be performed if desired. For Example: You could test a female family member who is too old, a female family member who is too young, a female family member who is too young "today" but will be old enough by the item start date, a female family member is of the proper age today but will be too old by the item start date, any combination of male family members, etc….
The example above describes how you might add a single rule multiple criteria to a single Activity. Regardless of the Module to which you wish to add a Rule with multiple criteria (Activity, Facility, Pass, POS, etc…) and regardless of the level of hierarchy (a single Item, an Item Category, Type, Subtype, etc…), the process for adding the rule always will be the same.
Adding a Rule Group
A group of rules, or a Rule Group, is a collection of individual rules assembled together to account for scenarios where multiple people might "pass" due to different circumstances. Resident and Non-Resident registration dates provide a good example. At a minimum, a Rule Group must consist of at least two (2) individual rules; there is no upper limit. When testing a Rule Group, the complete criteria of only one rule in the group must be met in order to pass, though a patron may pass multiple rules.
For Example: Facilities at Potter Park might have a Rule Group containing one allowance rule with criteria for Residency=RES and Reservations allowed less than 180 days in advance and a second allowance rule with criteria for Residency=NR and Reservations allowed less than 90 days in advance (i.e. Residents can reserve a facility up to six months in advance, but non-residents have only a three-month advance window for reservations). A patron must pass one (1) of the two Rules. To pass the Rule Group, a patron must be EITHER a Resident reserving a facility within the 180 day limit OR a Non-Resident reserving a facility within the three-month limit. A patron with no Residency status OR with a Residency status OTHER THAN RES or NR would not pass the Rule.
Grouping rules together ensures that a patron has to satisfy only one (1) rule in the Group. Using the example above, if those two rules were not grouped together, a patron would need to meet both residency requirements. Since no patron can be both a Resident and a Non-Resident, no one would satisfy both rules and thus no reservations would be allowed.
The following example will walk you through adding a Rule Group for the scenario described above.
Answering the Questions
As discussed earlier, when adding Rules to RecTrac, answering four (4) basic questions will help you determine the type of rule you wish to add and where to link it.
- Which module? - Facility.
- What Items within the Facility Module? - All Facilities at the Potter Park Location.
- Will it allow or restrict? - N/A. Rule Groups must consist of Allow rules only.
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Simple or Complex? - Complex. If a Resident and reserving less than 180 days in advance, then allow the reservation.
OR
If a Non-Resident and reserving less than 90 days in advance, then allow the reservation.
You would link the Rule Group to the Potter Park Location code in Facility Location Maintenance.
To Add the Rule
Note: For purposes of simplicity, this example assumes that two Fee Codes only exist in the database: RES and NR. In the event you have more than two (2) Fee Code options (Resident, Non-Resident, Non-Profit, Member, Non-Member, etc…), you could add additional Rules to your group to account for them, or you could the Advanced Option "Not Mode."
To add a Rule Group for reservation policy based on Residency status to all Facilities at a given Location in RecTrac, you would create two (2) Rules with criteria as follows:
- Rule 1 - Criteria 1: Fee Code = Resident, Criteria 2: Days From = Less than or Equal to 180 Days Before Item Begin Date.
- Rule 2 - Criteria 1: Fee Code = Non-Resident, Criteria 2: Days From = Less than or Equal to 90 Days Before Item Begin Date.
Add the First Rule
- Go to Facility Location Maintenance and double click on the Location to which you wish to add the rule.
- Click on the Rules tab and click Add Rule. The Rule Details panel will open.
- Add a Rule Description, such as " FR - Miller Park Residency Reservations." This field will accept up to 100 alpha numeric characters.
- Accept the Default value in the Rule Option field, as Rule Groups must consist of Allow Rules only.
Note: The alternative would be the equivalent of a double negative making a positive result. To pass a Rule Group, a patron must meet the full criteria of one (1) rule in the Group only. If the rules in the Group were 'Disallow' rules, then in order to "pass" the rule, a patron would have to fail it in order to be "allowed" to do what the rule intends. Using the example above, ask yourself which is easier to say: "Because I am a resident, I am disallowed from reserving a facility more than six months in advance" or "Because I am a resident, I am allowed to reserve a facility up to six months in advance." The second option seems easier.
- Click the Picklist icon to select your Transaction Type option. For purposes of this example, the selection is (1) Purchase because the rule will apply to facility reservations at Potter Park.
Refer to the Mouse-over Help or Full Page Help ("!" and "?" icons on the upper-right hand corner) for additional field and option definitions, if needed. - Expand the Rule Group Drop-down list and make a selection. The options are hardcoded. For purposes of this example, OrGroup1 will work.
Note: Rule Group labels (OrGroup 1 through OrGroup 5) are hardcoded throughout the system. An OrGroup is relevant only to the specific transaction structure/hierarchy to which it belongs. This means that you can chose an OrGroup label and use it more than once to group different rules together, provided the same OrGroup label is not used multiple times within the same transaction structure hierarchy.
For Example: You could have a Group of Rules governing registration policy for your Summer Season programs, and it could be labeled OrGroup1. You could also have a Rule Group governing registration policy for your Day Care Type activities, and it could be labeled OrGroup1 as well. You could use OrGroup1 as the Rule Group label for both groups of rules provided there is no hierarchical overlap between them where the two groups of rules would come into conflict. An example of a hierarchical conflict would be linking a Rule Group (label=OrGroup2) at the Activity Type level and then linking a second Rule Group with the OrGroup2 label to an Activity within that Type.
- Ensure the Status is set to Active.
- Expand the Drop-down list to select your Rule Override Option. When doing this, ask yourself how strict the rule is: Is it a warning? Can it be overridden? Or is it a hard limit?
- Expand the Drop-down list to select the Type of criterion you wish to add. For purposes of this example, the choice is Fee Code, since the rule is designed to manage reservations based on Residency.
Note: Click here for a list of Criterion Types and their Definitions. Fees and Rules share criteria. Some of the available criteria may not be applicable to Rules.
- Click Add New Criteria and enter the appropriate modifiers for your criteria. For purposes of this example, the Fee Code Option is "Household" and the Fee Code will be "RES" (Resident). Your Residency/Non-Residency codes (if any) may vary.
- Click Save. The criterion will be added to the Rules DataGrid.
- Highlight/select the Rule and click Change Rule.
- Expand the Criteria Type Drop-down list and select your next criterion for this Rule. For purposes of this example, the choice is "Days From."
- Click Add New Criteria.
- Enter the appropriate modifiers for your criteria. For purposes of this example, the Operator is "Less than or Equal to," the Number of Days is "180," After or Before is "Before," and Date Option is "Item Begin Date."
- Click Save. The Rule will return to the Rules DataGrid.
This completes Rule 1 of the Rule Group. Rule 1 ensures that Residents are allowed to reserve facilities in Potter Park up to 180 days prior to the function date (i.e. the Item Begin Date). Rule 2 will be added next.
Add the Second Rule
- Remaining where you are in RecTrac (for purposes of our example, Facility Location Maintenance • Potter Park Location Code • Rules Tab), highlight/select the first rule you created and click Clone. At the File Maintenance Clone screen, click Continue. An exact copy of Rule 1 will be created.
- Highlight/select the new record and click Change Rule. The cloned rule will open on the bottom half of the screen.
- Update the fields on the Rule Details panel just as you did above only being sure to give the rule a different Description. For purposes of this example, the Description is "FR - Miller Park Non-Resident Reservations."
- When expanding the Rule Group Drop-down list, select the exact same OrGroup label you used with the first Rule. This ensures the two rules will be combined.
- Continue down the screen, updating the Criteria fields as needed. For purposes of this example, the Fee Code option remains "Household," but the Fee Code becomes "NR" (Non-Resident).
- Continue updating the cloned criteria to reflect the modifiers for your new Rule. For purposes of this example, the "Days From" Operator is "Less than or Equal to," the Number of Days is "90," After or Before is "Before," and Date Option is "Item Begin Date."
- Click Save. The Rule will return to the Rules DataGrid. This completes Rule 2 of the Rule Group. Rule 2 ensures that Non-Residents are allowed to reserve facilities in Miller Park up to 90 days prior to the function date (i.e. the Item Begin Date).
- The Rule Group is now complete. Click Save at the bottom of the screen. The Rule is now linked. It goes into effect immediately and is applied to all items within the hierarchy of where it is linked. Refer to the Chart above for details, if needed. For purposes of this example, the rule is linked to all Facilities at the Miller Park Location.
Test the Rule
Vermont Systems highly recommends testing any Rules you add for accuracy and to ensure you get the desired results. The number of tests you perform will be dictated by the complexity of the rule and by how thorough you wish to be.
For purposes of this example, two tests only will be performed, though in a production scenario a minimum of six (6) would be optimal:
- Process a facility reservation that should succeed (i.e. have a Resident reserve the Miller Park Building for a date less than or equal to a date six months from "today." The reservation should be allowed.
THEN
- Process a facility reservation that should fail (i.e. attempt to have a Non-Resident reserve the same building for a date four months from "today." The reservation should not be allowed.
Additional tests could be performed if desired. For Example: You could test Resident reservations for dates greater than 180 days in advance; or you could test Non-Resident reservations within 90 days in advance or exactly 90 days in advance, or you could test reservations for facilities NOT at Potter Park, or you could test for family members/households that are neither Resident/Non-Resident by Fee Code, etc….
Note: The Invalid Group Individual Allowance Rules message that appears when a patron fails a Rule Group can be modified to display only those instances that are pertinent to the patron. In the example above, Semolina Pilchard fails the rule because she is a Non-Resident attempting to make a reservation more than 90 days in advance. The Resident criteria displayed in the message do not apply. These can be suppressed, if desired, using the Advanced Option "Fixed."
The example above describes how you might add Rule Group with two (2) rules to all facilities at a particular Location. Regardless of the Module to which you wish to add a Rule Group (Activity, Facility, Pass, POS, etc…), and regardless of the level of hierarchy (a single Item, an Item Category, Type, Subtype, etc…), and regardless of the number of rules you link to the Group; the process for adding the Rule Group always will be the same.
Rule Sets
A Rule Set is a collection of rules that you tie together to make the setup of items easier. A Set can consist of multiple separate Rules, a Group (or Groups) of Rules, or a combination of these options. Rule Sets adhere to the basic principles of the rules/groups within them.
For Example: A yoga program for Seniors has the following rule set:
- A single allowance rule with criteria for Age=50+
-
A Rule Group with:
- One Rule for Fee Code=RES, Registration allowed 30 days prior to start date
- One Rule for Fee Code=NR, Registration allowed 20 days prior to start date
When linked as a Set, the conditions of the single Rule MUST BE met and at least one Rule in the Rule Group MUST BE met for the transaction to proceed. Using the example above:
- A 56 year-old Resident registering 28 days before the start date would pass the Rule Set.
- A 52 year-old Non-Resident registering 10 days before the start date would pass the Rule Set.
- A 49 year-old Resident registering 10 days before the start date would not pass the Rule Set.
- A 54 year-old Non-Resident registering 22 days before the start date would not pass the Rule Set.
- A 51 year-old with NO residency fee code registering 2 days before the start date would not pass the Rule Set.
- etc….
Rule Sets are useful for situations where the rules and restrictions/allowances for a number of items are similar, if not exactly the same, because Sets save you from having to re-create and link the same rules multiple times for different items that adhere to rules you've created.
The following example will walk you through creating a Rule Set using the scenario above. Once the Set has been created, Linking options (Link as a Set or Link as a Template) will be discussed.
Creating a Rule Set
A Rule Set is a collection of rules tied together and linked as a package to help make RecTrac set up and maintenance easier. Rule Sets are created and maintained in Set Maintenance, which on the standard VSI Design is located in the Fee/Rule/Question Management Group of System Management.
Answering the Questions
As discussed earlier, when adding Rules to RecTrac, answering four (4) basic questions will help you determine the type of rule you wish to add and where to link it.
- Which module? - Activity.
- What Items within the Activity Module? - TBD. The answer to this question will be determined by how and where you link the Rule Set.
- Will it allow or restrict? - Allow. This Rule Set will govern registration into a program or programs for members aged 50+.
-
Simple or Complex? - Complex. If aged 50+ and a Resident, then allow enrollment up to 30 days prior to the program start date.
- OR - If aged 50+ and a Non-Resident, then allow enrollment up to 20 days prior the program start date.
To Create the Rule Set
Note: For purposes of simplicity, this example assumes that two Fee Codes only exist in the database: RES and NR. In the event you have more than two (2) Fee Code options (Resident, Non-Resident, Non-Profit, Member, Non-Member, etc…), you could add additional Rules to your group to account for them, or you could the Advanced Option "Not Mode."
To add a Rule Set for reservation policy based on age and Residency status, you would create a Set that consists of one (1) single criterion Rule and a Rule Group with two (2) Rules with two (2) criteria each, as follows:
- Single Criterion Rule - A single Allow Rule using Age (50+) as of Start Date as the criterion.
-
Rule Group- Group of two (2) Rules with criteria:
- Rule 1 - Criteria 1: Fee Code = Resident, Criteria 2: Days From = Less than or Equal to 30 Days Before Item Begin Date.
- Rule 2 - Criteria 1: Fee Code = Non-Resident, Criteria 2: Days From = Less than or Equal to 20 Days Before Item Begin Date.
Create the Set and Add the First Rule
- In RecTrac, go to Set Management. On the standard VSI Design this is located in the Fee/Rule/Question Management Group of System Management. Your Design may vary.
- Click Add. You will continue to the Core Settings screen.
- Enter a Description. For Example: AR - Senior Program Registrations.
- Expand the Drop-down list and select Rule Set. Note a DataGrid will appear.
- Click the Picklist icon and select the Permissions you wish to apply to this Rule Set, if any. For purposes of this example, the choice is "EVRY1."
- Click Add Rule. Add the single criterion rule for Age. Refer to the steps above for Adding a Single Criterion Rule, if needed. For purposes of this example, the following are used:
- Description=AR - Senior Program Registrations Age 50+
- Rule Option=Allow
- Transaction Type=Purchase
- Rule Group=<None>
- Criteria Description Ages 50.00-999.99 at of Item Begin Date
- Upon Saving the Rule, you will return to the Core Settings screen. The rule you added will appear in the DataGrid.
- Click Add Rule. Add the Rule Group for Resident and Non-Resident Registration allowances. Refer to the steps above for Adding a Rule Group, if needed. For purposes of this example, the following are used:
-
Rule One
- Description=AR - Senior Program RES Registrations
- Rule Option=Allow
- Transaction Type=Purchase
- Rule Group=OrGroup1
- Criteria Description - Fee Code=Family Member/Resident, Days From=Less Than or Equal to 30 Days Before Item Begin Date
-
Rule Two
- Description=AR - Senior Program NR Registrations
- Rule Option=Allow
- Transaction Type=Purchase
- Rule Group=OrGroup1
- Criteria Description - Fee Code=Family Member/Non-Resident, Days From=Less Than or Equal to 20 Days Before Item Begin Date
-
Rule One
- Upon Saving the Rule Group, you will return to the Core Settings screen.
- Click Save at the bottom of the DataGrid. Your Rule Set is now complete and ready to be linked.
Linking a Rule Set
Rule Sets are useful for situations where the rules and restrictions/allowances for a number of items are similar, if not exactly the same, because Sets save you from having to re-create and link the same rules multiple times for different items that adhere to rules you've created.
For situations where rules/restrictions/allowances are exactly the same, RecTrac allows you to link a Rule Set as a "Set." Doing this puts the Rule Set into place for everything to which it is linked. Changes made to an existing Rule Set in Set Maintenance take effect immediately where ever the Set is linked.
For Example: You have two (2) campgrounds. Within each campground are 15 Lean-Tos and 40 'regular' camp sites for a total of 110 sites. Reservation policy and check-in/check-out policy are the same at both campgrounds. You could put the Reservation and check-in/check-out rules into a single Set and link it -as a Set - at the Campground Type level of hierarchy.
This allows you to create one (1) set of rules and apply it to 110 sites with a few short mouse clicks as opposed to cloning the same rule 110 times and applying it to each site individually. Any change to your policy would be put into effect for all 110 campground/camp sites in RecTrac immediately by going to Set Maintenance and changing the single "master" record in the original Rule Set.
For situations where rules/restrictions/allowances are similar (not exactly the same), RecTrac allows you to link a Rule Set as a "Template." Doing this puts the Rule Set into place for everything to which it is linked, but it allows you to modify it at the linked level, so changes to one record will not impact another record
For Example: You have two (2) campgrounds(A and B). Within each campground are 15 Lean-Tos and 40 'regular' camp sites for a total of 110 sites. Reservation policy is the same at both campgrounds, but check-in/check-out policy varies. You could put the Reservation and check-in/check-out rules into a single Set and link it - as a Template - at the Campground SubType level of hierarchy (each Campground is its own Subtype). You could then modify the check-in/check-out rules for each campsite accordingly.
This allows you to create a Rule Template that can be applied to any number of records and then modify to suit specific circumstances with a few short mouse-clicks. Any change to your policy would be put into effect for the specific campground and its camp sites in RecTrac immediately by changing the single "master" record of the Template where it was linked.
Linking a Rule Set as a Set
Determine where you wish to link your Rule Set. The higher up the hierarchy chain, the more items will be impacted. Refer to the Chart above for details, if needed. For purposes of this example, the Rule Set will be linked at the Activity Category level of hierarchy. This means it will apply to all Activities of the Category to which it is linked.
- Go to item to which you wish to link the Rule Set. For purposes of this example, go to System Management • System Code Management.
- Highlight/select the item to which you wish to link the Rule Set and click Change. Proceed to the Rules tab. For purposes of this example, the record selected is Activity Category • AR - Senior Activity.
Note: RecTrac often offers many routes to the same location. If linking a System Code, such as an Activity Code in this example, you optionally could go to an item in your database to which the System Code is linked and modify it there. For purposes of this example, rather than going to System Code Maintenance, you just as easily could go to your Senior Yoga Activity, open the Category Picklist, select the AR - Senior Activity code and click Change.
- Click Link Set. Click Link Set As Unchangeable The Set Management- Rule Set DataGrid will open.
- Highlight/select the Rule Set you wish to link and click Create Set Link. You will be returned to the previous screen and the Rule Set will appear in the DataGrid.
- Click Save at the bottom of the screen. The Rule Set is now linked. Note the Linked To column reads "Sets" because this has been linked as a Set from Set Management.
Test the Rule
VSI highly recommends testing any Rules you add for accuracy and to ensure you get the desired results. The number of tests you perform will be dictated by the complexity of the rule and by how thorough you wish to be. Tests you might run for a Rule Set of this nature include a 50+ Resident within 30 days of the start date, a 50+ Non-Resident within 20 days of the start date, Residents and Non-Residents who do not meet the age requirement, age-appropriate Residents and Non-Residents that exceed the enrollment days before limit, enrollments into non-AR Senior Activity Category programs, etc….
Additional Information
When Rule Sets are linked as a Set, changes to any/all of the Rules/Rule Groups that comprise the Set are NOT allowed at any level of hierarchy other than from within Set Management.
Changes made to a Rule Set, linked as Set, from within Set Management take effect immediately and apply to all items to which the Rule Set is linked.
The above example assumes all AR - Senior Activity Category programs follow the same rules for enrollment (i.e. a Family Member has to be 50 years of age or older and Residents may register up to 30 days in advance of the program start date/Non-Residents may register u to 20 days in advance of the program start date.). In the event a Senior program did not follow those rules exactly, you could like the Rule Set as a Template and make modifications as needed.
Linking a Rule Set as a Template
The difference between linking a Rule Set as "Unchangeable" vs. as a "Template" is that rules in a Rule Set linked as a "Template" can be modified. This is a good option in the event the same basic rules are needed but slight variations are required. It is a good option because linking the Rule Set as "Template" saves you from having to recreate the core set of rules over and over. It is easier and more expedient to link a pre-existing Set of Rules and make the minor modifications.
Determine where you wish to link your Rule Set. The higher up the hierarchy chain, the more items will be impacted. Refer to the Chart above for details, if needed. For purposes of this example, the Rule Set will be linked at the Activity level of hierarchy. This means it will apply to all Sections of the Activity to which it is linked.
- Go to item to which you wish to link the Rule Set. For purposes of this example, go to Activity Management.
- Highlight/select the item to which you wish to link the Rule Set and click Change. Proceed to the Rules tab. For purposes of this example, the record selected is Activity 24020300 / Senior Yoga. The same Rule Set linked as a Set above will be linked again. The modification being made is that enrollment into Senior Yoga is reserved for patrons 55 years of age and older, not 50 years of age.
Note: The example image above displays the original Rule Set (linked as a Set) to all Senior Category programs. Linking the same Rule Set here as a Template will NOT supersede the original Rule Set. ALL rules still have to be passed to allow enrollment.
- Click Link Set. Click Link Set As Template. The Set Management - Rule Set DataGrid will open.
- Highlight/select the Rule Set you wish to link and click Create Set Template You will return to the previous screen and the Rule Set will appear in the DataGrid.
- Note the Linked to column reads "Activity" because this has been linked as a Set to the Activity. Note, too, the text is not "grayed out," meaning these rules can be modified.
- Highlight/select the Rule you want to modify and click Change Rule. For purposes of this example, the rule to select is AR - Senior Program Registrations Age 50+
- Make changes as necessary and Save the Rule. In this example, the Begin Age is being set to 55.00.
- Repeat the previous two steps as needed to modify other rules, if necessary. Click Save, at the bottom of the DataGrid when ready. The Rule Set is now linked and has been modified.
Test the Rule
VSI highly recommends testing any Rules you add for accuracy and to ensure you get the desired results. The number of tests you perform will be dictated by the complexity of the rule and by how thorough you wish to be. Tests you might run for a Rule Set of this nature include a 55+ Resident within 30 days of the start date, a 55+ Non-Resident within 20 days of the start date, Residents and Non-Residents who do not meet the age requirement , age-appropriate Residents and Non-Residents that exceed the enrollment days before limit, enrollments into non-AR Senior Activity Category programs, etc….
Additional Information
When Rule Sets are linked as a Template, changes made to the rules within the Template take effect immediately and apply to all items to which the Rule Set Template is linked.
When "nesting" Rule Sets, as in the example above, ALL conditions must be met in order for a patron to pass. The program cycles through each rule and/or Rule Group, looking at each individually from the rest to test whether the patron passes. For Example: In this instance, A 52 year-old Resident would pass the original Age Rule (linked to the Activity Category as a Rule Set "Set") but the patron would not pass the 55.00 year-old requirement (linked to the Rule Set "Template") and therefore would not be allowed into Senior Yoga.
The example above shows a Rule Set "Template" nested into a Rule Set "Set." You do not have to link Templates in this manner. Rule Set "Templates" may be linked independently of Rule Set "Sets" and they may be linked at any level of hierarchy. The above is shown as one example of what is possible; it is not meant to be an example of mandatory setup.
Advanced Options
When working with Rules in RecTrac, you have the choice to create Advanced Rules and Rules using Advanced Criteria:
- Advanced Rules - Advanced Rules are just like "Regular" Rules with the added caveat for Fixed Mode and Not Mode which can be useful in certain circumstances.
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Advanced Criteria- Advanced Criteria allow you to create Rules that address special circumstances that include, but are not limited to:
- Household/Family Member Limits on Enrollments/Registrations/Reservations, etc…
- Floating Rental or Reservation Restrictions/Allowances
- Registration/Enrollment/Membership Allowances/Restrictions
- etc….
The follow sections offer a definition and examples for Advanced Rule Options Not Mode and Fixed Mode and provides a conceptual overview of Advanced Criteria along with examples of selection set up for certain scenarios.
Advanced Rules
Advanced Rules are just like "Regular" Rules with the added caveat for Fixed Mode and Not Mode which can be useful in certain circumstances:
- Fixed Mode - Fixed Mode is useful when you want Warning Message to display only the information that pertinent to the patron (i.e. when a patron fails to pass a Rule, you want the message to display only those Rules that apply directly to the patron as opposed to all the Rules linked to the item.).
- Not Mode - Not Mode is useful when you want a criterion added to a Rule to work as an exception (i.e. You want a Rule to apply to everyone who is NOT the selected criterion.).
To utilize these options when creating a Rule, click Advanced Rule Add from the Rules tab of the item with which you're working. You will continue to the Rule Update screen. Notice the options on this screen are exactly the same as the "regular" rule screen discussed above with the exception of Criteria being on its own tab.
Fill out the Core screen as you normally would. In the example above, a Rule for Resident Reservations is being created. It will be linked to Rule Group OrGroup2. Click Next at the bottom of the screen or click the Criteria tab to continue.
When Adding (or Changing) Criteria, you have additional options:
- Description
- Order
- Fixed?
- Not Mode
Refer to the Mouse-over Help or Full Page Help ("!" and "?" icons on the upper-right hand corner) for additional field and option definitions of "Description," and "Order," if needed. "Fixed?" and "Not Mode" are discussed in detail below.
Fixed Mode
Use Fixed Mode to suppress failed criteria messages that do not apply to a patron in Global Sales in the event the patron does not "pass" a rule. You would use this feature so patrons (and clerks) will not have to view information for failed criteria, such as Residency status, that does not apply to their status when attempting to process a transaction. When the "Fixed" option is used, patrons (and clerks) will see only those Invalid criteria that apply to them in the event they fail to "pass" a Rule (i.e. they will see only the reasons they failed to pass the Rule and not the reasons other patrons may fail to pass a Rule).
For Example: You have a Rule Set for Resident/Non-Resident Registration Dates. Within the Set is a single Rule Group with two Rules. Each Rule has two criteria as follows:
- Rule 1: Resident Registration Dates - Fee Code=Resident, Days From=Less than or Equal to 21 Days prior to the program Start Date. The Fixed option is enabled for the Fee Code criterion. Is it disabled for the Days From criterion.
- Rule 2: Non-Resident Registration Dates - Fee Code=Non-Resident, Days from=Less than or equal to 14 Days prior to the program Start Date. The Fixed option is enabled for the Fee Code criterion. Is it disabled for the Days From criterion.
Bob is a Resident. He attempts to register for Volunteers - Winter 54 days prior to the program start date. Because of this, he fails the Rule due to trying to register too early. When the Invalid Group Individual Allowance Rules message appears, Bob will see only those criteria that apply to Residents (Image A) he will not see the criteria indicating he is NOT a Non-Resident nor that Non-Residents have Less than or Equal to 14 days prior to the activity begin date (Image B) because they do not apply to her.
Image A: Rule Failure Message with Fixed Options Enabled | Image B: Rule Failure Message with Fixed Options Disabled |
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IF you want your patrons to see the failure reasons for a rule that does not apply to them, leave this option deselected.
For Example: Your golf course allows Members to book a tee time as late as four (4) hours prior to when they wish to tee off. Non-Members have to book tees times 48 hours in advance. In this instance, you might want Non-Members to see the greater latitude Members have when making tee times as a means of showcasing a benefit of a membership.
Note: As a rule of thumb, when using the Fixed feature, it should be limited to criteria, such as Fee Code, Household/Family Member/League Category and Feature only and those criteria should be Ordered as Number 1 in their Rule.
Not Mode
Use Not Mode to have the criterion being added work as an exception to the Rule you're creating as opposed to in addition to it (i.e. You want everyone who is NOT the criterion type selected to be included in the Rule).
Not Mode is best used in "either/or" situations when the "or" result has multiple options because it allows you to exclude the selected criterion from consideration when testing whether a patron passes the Rule. Rather than creating multiple rules to account for the various "or" options, Not Mode allows you to make one rule that excludes them all.
For Example: You have the following Fee Codes in your Database: Resident, Non-Resident, Non-Profit, Employee, Volunteer and Loyalty. Loyalty customers are those who have been consistently active in your department for 10+ years. Your Campsite Reservation policy is:
- Up to 90 days in advance and no later than 14 days prior, availability pending.
Loyalty patrons, however, have more flexibility. Loyal customers may reserve Campsites:
- Up to 180 days in advance and no later than one seven (7) days prior, availability pending.
To create this in your database using Not Mode, you would create:
-
An Allowance Rule for the Loyalty patrons with three (3) criteria:
- Fee Code=Loyalty
- Days From=Less than or Equal to 180
- Days From=More than or Equal to 7
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A second Allowance Rule for Non-Loyalty patrons with three criteria:
- Fee Code=NOT Loyalty (Fee Code= Loyalty with NOT mode enabled)
- Days From=Less than or Equal to 90
- Days From=More than or Equal to 14
The alternative would be to create the one (1) rule for Loyalty Fee Code customer and then five (5) additional rules, one each with three (3) criteria for the five (5) other Fee Codes.
Using Not mode in the example above will exclude everyone who is NOT a Loyalty Fee Code member from the extra latitude in the Campsite reservation process. You still would have to create the Days Less than or Equal to (90 Days) and Days More than or Equal to (2 weeks) criteria, but instead of making six (6) rules total (one for each Fee Code), you would create only two (2). The example below shows a Rules warning. The patron fails the rule because she is NOT a Loyalty Fee Code and is attempting to reserve a campsite too early.
Note: Fixed Mode is NOT enabled. This allows you to see all Rule successes or failures.
Using Advanced Criteria
Advanced Criteria rules act just like other rules in RecTrac. What makes them different is that Advanced Criteria offers a way to create Rules that Allow/Disallow transactions based on a variety of values. Advanced Criteria allow you to create Rules that address special circumstances that include, but are not limited to:
- Household/Family Member Limits on Enrollments/Registrations/Reservations, etc…
- Floating Rental or Reservation Restrictions/Allowances
- Registration/Enrollment/Membership Allowances/Restrictions
- etc….
Advanced Criteria rules are added just like any other rule. The Criteria Type you select on the Rule Details screen is Advanced. Once you click Add Criteria, the Advanced Criteria panel opens.
The fields you see (Entity, Value, Operator, Item Group, etc…) vary depending on the choices you make from the drop-down lists. When adding a Rule with Advanced Criteria, EACH VISIBLE FIELD must contain a value. See below for examples.
Advanced Criteria Field Definitions
The following offers option by option definitions and/or examples for each Advanced Criteria field.
Note: Fees and Rules share criteria. Some of the available criteria may not be applicable to Rules.
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Entity - This field determine who is being impacted by the Rule.
- All Households - This criterion will apply to ALL households in your database. This option accounts for Rules and/or Fees that cross households, such as (in the case of a Rule) a Facility that is open for 18 hours a day but can be rented for only 12 in order to minimize wear and tear on the grass and flower beds, etc…. The 12 hours of usage could come from any number of households (i.e. six household renting the facility for two hours each) , so the Rule has to apply equally across all households in your database: once the Facility has 12 hours of use booked, no further reservations for that day are allowed.
- Family Member - This criterion will apply to the Family Member selected only.
- Household/Organization - This criterion will apply to the Household/Organization selected only.
- Team - This criterion will apply to the Team selected only.
- First Family Member - This criterion will apply to the First Family Member selected only. This criterion can be used for such services as Multi Family Member discounts (i.e. give a 10% discount to for the second AR enrollment for this family member, etc…)
- First Family Member and Above - This criterion will apply to the first Family Member selected and all other qualifying Family Members in the same household. This criterion can be used for such services as Multi Family Member discounts (i.e. give a 10% discount to ALL family members for the second enrollment of the same Type in the same Season, etc…)
- Additional Family Members/Additional Family Members and Above - This criterion will apply to <x> qualifying Family Member and, if selected, all qualifying Family Members in the same household. This criterion can be used for such services as Multi Family Member discounts (i.e. give a 10% discount to for the second Family Member to enroll in an activity of the same Category, etc…)
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Operator- This field allows you to determine the Operator you wish to apply to this criterion (More Than/More than or Equal to, Less Than/Less than or Equal to, Equal To). Use the following examples as a guide:
- Operator=Less than or Equal to: A person can register for up to two (2) Swim Lesson Activity (as linked in the Category) per Season:.
- Operator=Less Than four (4): Five (5) Item minimum on purchases of <x> Inventory Item.
- Operator=More Than 121: a household cannot rent a Campsite for more than 120 days in a calendar year.
- Operator=More than or Equal to: Give a 10% discount to <x> Family Member and above when enrolling into an Activity of the same Type.
- Operator=Equal To: The household Pass limit for this Pass Type is one (1):
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Value- This field determines the number or quantity or value of the units in the Rule.
- For Example: If giving discounts for the 2nd enrollment and greater, enter '2.00' in this field.
- For Example: If disallowing more than ten court rentals per month, enter '10.00' in this field.
- For Example: If allowing a maximum purchase of three (3), enter '3'
- etc….
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Advanced Unit - This field determines how the Value is being accounted for.
- Item - Use this unit for single items, such as discounts to second (or greater) family member enrollments, number of passes of the same Category allowed per person, etc…
- Item (Multi Participant - Household Totals) - Use this unit for multi-participant discounts based on Household totals, such as a Household limit on the number of passes of a particular type, or discounts given by total household enrollment (i.e. if a discount is given for the 3rd enrollment, it doesn't matter whether one person enrolls in three (3) programs or if three (3) family members enroll in one program each).
- Days - Use this for criteria that are based on the number of days in the requirement, such as disallowing a household to rent a campsite for more than 120 days in a calendar year.
- Days Between - Use this for criteria that are based on a number of days that must elapse between securing the item, such as disallowing a household to rent a campsite more than once every 15 days.
- Hours - Use this for criteria that are based on the number of hours in the requirement, such as allowing up to two (2) hours of court rental every four (4) hours.
- Hours Between - Use this for criteria that are based on a number of hours that must elapse between securing the item, such as disallowing a member to make more than one Tee Time every six (6) hours.
- Minutes - Use this for criteria that are based on the number of minutes in the requirement, such as allowing up to 90 minutes of visit time per day.
- Minutes Between - Use this for criteria that are based on a number of minutes that must elapse between securing the item, such as disallowing a member to swipe a pass more than once every three (3) minutes.
- Nights - Use this for criteria that are based on the number of overnights in the requirement, such as disallowing a household to rent a campsite for more than 4 overnights in a week.
- Consecutive - Use this for criteria that are based on the number of consecutive repeats of the same item, such as disallowing back-to-back-to-back court rentals.
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Item Group - This field determines whether Items may be grouped together, and if so, how.
- Any Item Same Module - This Group applies to multiple items selected from within the same Module, such as allowing an enrollment discount for any household with more than five (5) total Activity Enrollments or allowing a patron to get <x> Inventory Item at a 50% discount with the purchase of <y> Service Item, etc….
- Current Item (i.e. the item currently selected in Global Sales.) - This group applies to items that Match Exactly the item currently selected. For Example: You are offering 3-for-2/Buy two, get one free on Titleist NXT Tour 3-pack sleeve golf balls. In order for the discount to apply, the patron must purchase two 3-pack sleeves of the Titleist NXT Tour golf balls. Mixing Titles it NXT Tour and Titleist VI Pro will not meet the requirement for the discount.
- <Module> Category - Current Item (i.e. Activity Category, Facility Class Category, Inventory Item Category, etc…) - This group applies to items in the same Category that is currently selected. For Example: You are offering a 10% discount for multiple enrollments in Martial Arts classes. If the Current Item is a Karate class within the Martial Arts Activity Category, any other Martial Arts course (i.e. Judo, Jujitsu, etc..) will qualify for the discount.
- <Module> Category - List (i.e. Activity Category, Facility Class Category, Inventory Item Category, etc…) - This group applies to Category items listed in the field. For Example: Your campsite are sorted into categories Shelter, Lean-To, and Standard. Households are not allowed to rent campsites for more than 30 days in a calendar year. You would populate the list with your three (3) different Campsite Categories to disallow bypass of the Rule.
- <Module> Code - Current Item(i.e. Activity Code, Facility Code, League Code, etc…) - This group applies to items of the same Code that is currently selected. For Example: You are offering a 10% discount for multiple enrollments in Early Bird Spinners, Code 231101, which has two (2) Sections. If the Current Item is Early Bird Spinners, Section 1, a subsequent enrollment into either Section 1 or Section 2 will qualify for the discount.
- <Module> Code - List (i.e. Activity Code, Facility Code, League Code, etc…) - This group applies to Code items listed in the field.
- <Module> Type - Current Item (i.e. Activity Type, Pass Type, Locker Room Type, etc…) - This group applies to items of the same Type that is currently selected.
- <Module> Type - List (i.e. Activity Type, Pass Type, Locker Room Type, etc…) - This group applies to Code items listed in the field.
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List Fields (i.e. Activity Codes, Facility Class, etc…) - This field is applicable if choosing a "List" Item Group only, such as Activity Code - List, Pass Type - List, etc… and allows you to choose the items to which you wish the Rule to apply.
- For Example: Your campsite are sorted into categories Shelter, Lean-To, and Standard. Households are not allowed to rent campsites for more than 30 days in a calendar year. You would select Facility Category - List as your Item Group and populate this field with your three (3) different Campsite Categories to disallow bypass of the Rule.
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Time Units- This field determines length of time.
- N/A - Time Units do not apply. This criterion is valid "forever."
- Calendar Year - Time Units apply to the Calendar Year (01 January - 31 December) based on your Time Units Start Date.
- Current Month - Time Units apply to the Current Month, based on your Time Units Start Date. For Example: "Today" is 15 September. The Time Units is Current Month and the Time Units Start Date=Item Begin Date. If the Begin Date is 02 November, the 'Current Month' would be November.
- Current Receipt - Time Units apply to items on the current receipt (i.e. the transaction being processed) that are impacted by this criterion.
- Current Receipt - All Selected Items - Time Units apply to items on the current receipt as well as any items that are selected but not yet in the Shopping Cart (i.e. if you multi-select Tickets or Activities, etc…).
- Day - Time Units apply to the Day, based on your Time Units Start Date.
- Floating Days/Hours/Minutes - Time Units are arbitrary based on the number of Days/Hours/Minutes you enter in the Floating <x> field. For Example: Floating Days=12, Time Units Start Date=Transaction Date, the criterion will be in effect for 12 days starting on the date of the transaction.
- Item Dates - Time Units apply to the dates of the Item.
- Item Dates/Times - Time Units apply to dates and time of the item.
- Item Expiration Date (Exceed or Match) - Time Units apply to Expiration Date of an item (i.e. a Pass Membership or Locker Rental) and may equal or exceed that date.
- Item Season/Year - Time Units apply to the Season and Year of the Activity or League.
- Item Year - Time Units apply to Year of the Activity or League.
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Week- Time Units apply to the week beginning on the day selected.
- Week (Monday-Sunday) - "A Week" is Monday through Sunday.
- Week (Sunday-Saturday) - "A Week" is Sunday through Saturday.
- Specific Season/Year - Time Units apply to Activities and Leagues linked to the specific Season and Year as entered in their respective fields.
- Specific Year - Time Units apply to Activities and Leagues linked to the specific year entered in the Year field.
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Time Units Start Date- This field determines the day/date on which the Time Units value starts.
- Actual Date -The date you wish to use. If selecting this option, click the Calendar icon to select the 'Actual Date' you wish to use.
- Item Begin Date - The first date for the item to which this criterion is linked (i.e. an Activity start date, a reservation start date, a locker rental start date, etc…).
- Item End Date - The last date for the item to which this criterion is linked (i.e. an Activity end date, a campsite check-out date, a pass expiration date, etc…).
- Transaction Date - The date on which the transaction is being processed (i.e. "Today's" date).
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Floating Days/Hours/Minutes - This field is applicable if choosing Floating Days/Hours/Minutes as your Time Units option. and is used to define the arbitrary value as needed.
- For Example: You disallow reservation of the same hunting area more than once within a 24-hour period. You would choose Floating Days and enter 24 in this field using Item Begin Date as your Time Units Start Date.
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Actual Date - This field is applicable if choosing Actual Date as your Time Units Start Date option.
- Click the Calendar icon to select the Actual Date you will link if using this criterion.
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Specific Season/Year or Year - These fields are applicable if choosing Specific Season/Year or Specific Year as your Time Units Start Date option and is used to define the Season and Year for Activities and Leagues, as needed.
- Click the Picklist icon to select the Season to link to this criterion, if applicable.
- Enter the Year to link to the criterion
Advanced Criteria Examples
Advanced Criteria offers a way to create Rules that Allow/Disallow transactions based on a variety of values. When adding a Rule with Advanced Criteria, the fields you see (Entity, Value, Operator, Item Group, etc…) vary depending on the choices you make from the drop-down lists. When adding a Rule with Advanced Criteria, EACH VISIBLE FIELD must contain a value. Examples of Advanced Criteria Rules include, but are not limited to:
- Household/Family Member Limits on Enrollments/Registrations/Reservations, etc…
- Floating Rental or Reservation Restrictions/Allowances
- Registration/Enrollment/Membership Allowances/Restrictions
- etc….
The example below show how you might create an Advanced Rule that disallows households from renting campsites for more than 90 days in a calendar year. Field explanations follow.
Field Explanations
- Rule Type=Disallow
- Entity=Household/Organization - You want the Rule to apply to Households.
- Operator=More Than - You do not want households renting campsites for more than 90 days in a calendar year.
- Value=90.00 - You do not want households renting campsites for more than 90 days in a calendar year.
- Advanced Units=Days - You do not want households renting campsites for more than 90 days in a calendar year.
- Item Group=Facility Class - List - The Rule applies to Campsite rentals. This example assumes "Campsite" is a Rental Class.
- Facility Classes=Campsite - The Rule applies to Campsite rentals. This example assumes "Campsite" is a Rental Class. You would select "Campsite" from the picklist.
- Time Units=Calendar Year - You do not want households renting campsites for more than 90 days in a calendar year. A Calendar Year runs from 01 January through 31 December.
- Time Units Start Date=Item Begin Date - You do not want households renting campsites for more than 90 days in a calendar year. A Calendar Year runs from 01 January through 31 December. The 90 Day limit starts with the beginning date of the first reservation for a household in a year.
Other Examples
The following provides a few examples of common scenarios where Advanced Criteria would be required. It is by no means a comprehensive list; rather it is designed to showcase the method used to create a Rule with Advanced Criteria.
Example 1: Family Member may register for one (1) "Swim Lesson" (Activity Category) per SEASON.
- Rule Type=Allow
- Entity=Family Member
- Operator=Less than or Equal to
- Value=1.00
- Advanced Units=Item
- Item Group=Activity Category - List
- Activity Category=Lessons, Swim
- Time Units=Item Season/Year
- Time Units Start Date=Item Begin Date
Example 2: Family Member cannot reserve more than one (1) hour of Handball Court (Facility Class) time every four (4) hours.
- Rule Type=Disallow
- Entity=Family Member
- Operator=Less than or Equal to
- Value=1.00
- Advanced Units=Hours
- Item Group=Facility Class - List
- Facility Class=Court, Handball
- Time Units=Floating Hours
- Time Units Start Date=Item Begin Date
- Floating Hours=4.00
Example 3: Family Member cannot have more than one (1) Rock Climbing Pass (Pass Category) at the same time.
- Rule Type=Allow
- Entity=Family Member
- Operator=Less than or Equal to
- Value=1.00
- Advanced Units=Item
- Item Group=Pass Category - List
- Pass Category=Rock Climb
- Time Units=Item Dates
- Time Units Start Date=Item Begin Date
Note: This setup will disallow the purchase of a second (or greater) Pass in the Rock Climbing category. It will NOT disallow renewal/early renewal of an existing pass.
Example 4: Household cannot rent a campsite (Faciltiy Class) more than once every 15 days.
- Rule Type=Disallow
- Entity=Household
- Operator=Less than or Equal to
- Value=15.00
- Advanced Units=Days
- Item Group=Facility Class - List
- Facility Class=Campsite
- Time Units=N/A
- Time Units Start Date=Item Begin Date
The purpose of this document has to been to provide a general overview of a complicated topic using examples and brief definitions. If you have additional questions about Rule setup and/or maintenance after reading, please contact Vermont Systems Support by phone at 887-883-8757 or generate a Support Ticket through the Customer portal of the Vermont Systems website using your Customer ID and password.