This article explains the transition from SMARTlink to PARKS DIRECT for both pre-existing and new clients. It also provides visuals for managing a customer account through WebTrac, the online customer-facing RecTrac (PARKS DIRECT) tool.
Scenarios you will encounter:
“Have you ever done business with Parks and Recreation before?” if the answer to this question is “No” a customer will have to create an account so that they exist in our PARKS DIRECT database. They can do this online and DO NOT need to go to a facility. However, they will need to show proof of residency in person before they are eligible for bi-county rates. Until then, a new and unverified customer will pay the Non-resident rate for programs and services (30% higher than Resident costs).
Select SIGN IN / REGISTER on the top-right corner of the screen. Then select the third link listed below the Login button.
To create an account, customers need to fill in all required account information. The fields are similar to the ones seen by staff creating accounts in PARKS DIRECT.
While entering information to create a potential new account, customers will be alerted if there is an account that already exists in the database with similar information:
This alert will make it unlikely that a customer will create a duplicate account as they will not be permitted to fill in the email or phone number fields with a value that matches an account that already exists. If a customer sees this error, it is likely that they are NOT a new customer (refer to Scenario #2 or Scenario #3 if a customer is reporting this alert message).
Customers need to select Save on the bottom left after they have entered all the required account information.
If a customer has been transferred from SMARTlink to RecTrac (PARKS DIRECT) by the Help Desk, their WebTrac login will already exist. This information will be communicated to them through an email blast. The email address we had on file for their SMARTlink account is now the Household’s Username. Customers will need to reset their passwords upon logging in for the first time. This is a manual process.
From this login page, customers should select the forgotten your password link.
Enter the email address on file and select Submit.
PARKS DIRECT will send an email to the customer with a link to reset (and create) their password.
“What is RecTrac (PARKS DIRECT)?” “What happened to my account?!” “Do I have to set my account up all over again?!” Many SMARTlink customers were transferred to RecTrac (PARKS DIRECT) that had no valid email address on file. In this case, there was no way to get the message to them that a migration happened! For inquiries like those, identify that the customer exists in PARKS DIRECT using best practices for client search.
Search by:
- Phone Number
- Partial Last Name,Partial First Name (no space just separated by a comma)
- Full Last Name
If you are unable to find a customer, instruct them to create a new account through the WebTrac portal (Refer to Scenario #1 New Parks and Recreation customer for instruction on creating a new customer account).
If a customer exists, ensure that a valid email address is added to their account by updating their household primary person information. You will also verify the web settings by selecting the Web Details button.
PARKS DIRECT brings up a Web User Information window. A customer-created username will appear in the Username field if the customer made one previously. Otherwise, this field will match the Household ID.
Instruct the customer that their email address has been added to their account and that it is also their Username. Direct them to the WebTrac login page where they can request to reset their password.
https://web1.vermontsystems.com/wbwsc/mdpgparkswt.wsc/login.html
The following customers where migrated to the RecTrac (PARKS DIRECT) database by the Help Desk:
- All customers with course registrations occurring in the past 2 years
- All customers with rentals occurring in the past year
- All customers with membership purchases occurring in the past year
- All customers with account credits
- All customers owing balances or bad debt write offs
A client that doesn’t meet any of the above criteria was not migrated to the RecTrac (PARKS DIRECT)database and should be directed to create their account (refer to Scenario #1 New Parks and Recreation customer for creating a new customer account).
Once an account is created, customers may enjoy benefits of conducting business themselves without needing to visit facilities in person. When logged into WebTrac, selecting the top right "Name" tab will allow customers to perform several tasks:
- Update installment bills, documents, evaluations, etc.
- Reprint receipts and important documents
- Review purchases and pay balances
- View statements and Household reports to show activity section registrations, class schedules, etc.
- Update account information and family members
Selecting the My Profile link under the Name tab will allow customers to change their login name, password, or primary email address:
