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SMARTlink |
RecTrac (PARKS DIRECT) |
Definition |
|---|---|---|
| Account |
Household |
A group of individual family members that share financial responsibility for transactions. |
| Client |
Family Member |
An individual in the PARKS DIRECT Database. Individual family members are grouped together in PARKS DIRECT to form Households |
| Impact Area |
Impact Area |
Clients within a radius of the Sports & Learning Complex are entitled to further reduced fees on programs, as well as earlier registration start dates than other county residents – these benefits are only extended to certain programs at the Sports & Learning Complex. |
| Montgomery County Residency |
Montgomery County Residency |
Customers who live in Montgomery County are considered residents for fee assessment purposes but cannot register for courses until the Non-Resident registration date. |
| Main Contact |
Household Primary Person |
An individual in a household who has primary responsibility for the financial transactions and who should receive any mailings from the Parks & Recreation Department. This must be an adult 18 or older. This may need to be amended later due to changes in a family or changes in positions held in an organization. |
| Organization Account |
Organization |
A household with the Organization Name field filled out. To be used when doing business with an organization and not an individual. |
| Point of Sale |
Global Sales |
Used to process sales of all module entities in PARKS DIRECT. |
| POS Items |
Service item, Inventory items, Tickets |
A tangible thing (merchandise), service or event ticket that is offered for sale to a customer, for which transactions do not necessarily need to be associated with a household. |
| Lookup List |
Picklist |
A clustering of like Items |
| Session |
Season |
The first number in a section code, represented by when the BLANK is happening. |
| Activity Title |
Activity Short Description |
The name of the program being taught or led, using customer-friendly terminology. Short Description may include: The level, if there is more than one, the target age group or gender, if there is more than one. The title of an official course or the name of the event being held |
| Brochure Section |
Activity Type |
A broad categorization of courses representing the programming area or the nature of the activity. Think of them like the titles of chapters in a book or sections in a newspaper. |
| Brochure Subsection |
Activity Category |
Another categorization of courses representing the target registrant age group (or lack of) . |
| Course |
Section |
The actual incidence of an activity, i.e. the When? Where? How long? In which Session? |
| Class |
Meeting Date |
The booking(s) of a section. |
| Waitlist |
Waitlist |
A list in which a client is placed if an activity has reach their max count. |
| Membership |
Standard Pass |
Gives the purchaser a fixed length of time of access to a center or specific facility. |
| Punch Pass |
Punch Pass |
Gives the purchaser a fixed number of visits to a center or specific facility – this may or may not also have a defined period of time in which to use the visits |
| Plan/Option |
Pass Type |
This is the nature of the membership or punch pass, usually defining the type of activities allowed, or the facilities accessed. |
| Type |
Pass Category |
This is a categorization of memberships and punch passes, representing the target member or punch pass-holder, usually defined by an age range |
| Term |
Period |
The length of time for which a pass is valid. |
| Proration |
Proration |
the system uses the transaction date of the cancellation and then uses the Prorate Option to determine how much PRORATION is needed based on the number of days/months/quarters/half year that have prior to the date entered in the Cancel Prorate Basis Date field. |
| Facility Booking |
Facility Reservation/Supergrid |
Used to book out facilities for customers or internal use for various functions, such as birthday parties, meetings, sports events, etc. |
| Rental/Booking |
Reservation |
A contract with a client to reserve one or more facilities (rooms) at specific times for an agreed upon price. A Booking is a single space reserved for a single time slot. A booking may be repeated as many times as needed, but it is essentially a single reserved time and space. |
| Facility Booking Format |
Supergrid Profile |
A predefined format for which facilities a given user sees in their Supergrid and how the grid is formatted. |
| Multiple Booking |
Pattern |
Used to reserve a facility for multiple days and times based on a defined pattern. |
| Tentative |
Tentative |
A facility reservation status that indicates no payment has been made towards the reservation and no contract has been signed. |
| Firm |
Firm |
A facility reservation status that indicates a contract has been signed and that payments are being made towards the reservation |
| Cancelled |
Cancelled |
A facility reservation status that indicates the customer had a valid reservation but cancelled it. |
| Administrative/Maintenance Booking |
Internal Reservation |
A facility reservation made under the Internal Household. They are the same as regular reservations but without any fees being assessed. |
| Complex |
Location |
Identifies where facilities are. Typically this is a physical location with an address. |
| Facility |
Facility |
Specifies the exact facility for reservation purposes (i.e. Meeting Room, Campsite, Gym, etc) |
| Setup |
Set Up Minutes |
Additional time that is added onto the beginning of a reservation for setting up. |
| Takedown |
Clean Up Minutes |
Additional time that is added onto the end of a reservation for cleaning up. |
| GL Account |
Cost Center + GL Code |
Indicates where revenue from a given transaction should be allocated. |
| Supervisor |
Email Feature |
The staff member primarily responsible for the section. Also who should receive any emails relating to the section. |
| Course Description |
Brochure Text |
Includes information such as the location where the course will be held, the fee(s) associated with it, number of registrants, and any special notes the client needs to know. |
| Course Group |
Enrollment Max Count Link | Max Count links allow you to calculate enrollments between different Activities (not separate Sections within the same Activity) that meet concurrently to ensure you do not exceed a pre-determined total enrollment threshold, which typically is based on your facility's capacity. |
| Alert Text |
Tickler |
Tickler Codes display during Daily Processing and are used to relay information to the Clerk processing the transaction. For Example: "Please remind enrollees that black-soled shoes are NOT be allowed on the gym floor and to wear alternate footgear, if needed." |
| Registration Minimum |
Min Count |
Enter the minimum number of enrollees that are necessary for this activity/section to be held. If no minimum is required, enter '0.' |
| Registration Max |
Max Count |
Enter the total number of enrollees who are allowed in this section. If this limit is reached, the system will prompt you to enroll the next patron to the Waitlist OR the system will prompt you to increase the value in this field. |
| Age Minimum |
Min Age on Rule |
The minimum age a client must be to enroll in a program. |
| Age Maximum |
Max Age on Rule |
The maximum age a client can be to enroll in a program. |
| Rollover |
Archive |
Allows you to move current Activity Section information from an 'active' status to an 'archived' status, thus allowing you to retain historical data on your enrollments for reporting/statistical/administrative purposes while creating new, identical Sections within PARKS DIRECT for future use. |
| Copying/Paste Records |
Clone |
CLONE/Transfer program allows you to CLONE or transfer one Activity/Section to another and charge appropriate fees in the process. |
| Batch Attendance |
Activity Attendance Posting |
Allows you to pick and choose which individuals attended a class meeting or you can post attendance for the entire roster. |
| DEET |
DEET |
Report that shows data entry errors on programs. Currently run by Help Desk only. |
| DERR |
Brochure Generator Report/Activity Proof Report |
Consolidates course information into one report so that it can be easily proof-read. |
RecTrac (PARKS DIRECT)/SMARTlink Terminology Crosswalk
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