Full video of the webinar: https://www.youtube.com/watch?v=Kpo6FjwE63c
Content Quick Links:
0:00 Introduction
2:54 RecTrac Navigation Tips
10:47 Using Inquiry Instead of Reports
13:54 Editing your DataGrids & Saving Templates
21:27 Running Reports
25:58 In App Help
26:36 Report Parameter Tips
31:42 Calendar Reports
34:45 Different Reports with Different Parameters
37:25 Power of Pivot Tables
40:19 Data Visualization: Dashboards and Slicers
44:05 Data Visualization: Word Clouds
44:51 Data Visualization: Power BI on O365
46:34 Data Visualization: Heat Maps
48:51 Recap of Goals
49:49 Next Session Ideas
51:37 Outro
ScreenSteps Reporting Chapter
31 walk-throughs/articles on scheduling and running a variety of reports from RecTrac.
https://pgparks.screenstepslive.com/m/104578
Heat Map in Excel
Use your own data and build a heat map to visualize customers, park footprint, site traffic, etc. Must download your own copy and work with local version of Excel (not O365).
Leila Gharani
A YouTube channel packed full of useful skills to enhance anyone’s use of MS Office suite. Leila has entire playlists dedicated to pivot tables, Power BI, and Excel charts like those mentioned in our session.
https://www.youtube.com/c/LeilaGharani
My Online Training Hub
A YouTube channel hosted by Mynda Treacy dedicated to Excel that goes into detail on making interactive dashboards like the one shown in our session.
https://www.youtube.com/c/MyOnlineTrainingHub
LinkedIn Learning
There are many wonderful trainings available on LinkedIn, but these are some of our favorites related to Excel that will take what we’ve demonstrated to new levels:
Power Pivot (Pivot tables and charts)
https://www.linkedin.com/learning/excel-power-pivot-for-beginners-2019/
Excel Quick Tips (48 minutes jam packed with tips for excel users)
https://www.linkedin.com/learning/excel-quick-tips/
Excel Dashboards for Beginners (Transform the way you present data to leaders easily and effectively)
https://www.linkedin.com/learning/excel-dashboards-for-beginners/
Word Cloud Generator
A fun and easy-to-make visual! Here’s a word cloud of the FAQs of our session:
Q: Are we able to access screenshots of report previews as shown?
A: Our best first step for navigating and choosing which report to use is to open Report Output Listing. Almost all reports in the system have been run with sample data and uploaded. Clicking on a report should generate a preview:
If you ever come across a report that doesn’t have a preview, or you’re unsure if a report will give you what you need, ask the Help Desk.
Q: Can I print from a templated inquiry screen in RecTrac? Is the view shown available for me?
A: The top left corner of every datagrid in RecTrac has an “Options” button that will open a menu where you can print what is currently displayed in the datagrid (Print Friendly Table). We typically recommend exporting to excel (Export Comma Delimited) where you can format much easier and then print if needed.
Rewatch the section of the webinar where we show creating templates. (13:54 Editing your DataGrids & Saving Templates). You can make as many as you want and they will be available for you to recall anytime you’re on a datagrid of that type (Ex: A regional manager creates a template for each of their sites and uses the templates button at the top left of the datagrid to toggle between them).
Q: Can you sync calendar reports with Outlook calendars (sections, rentals, etc.), or is it only a static option requiring manual updates if/when things change in RecTrac?
A: The calendar reports demonstrated are snapshots of what is in the database. Unfortunately changes that happen in the system can’t synch with Outlook. The closest you could get to synchronizing is scheduling a calendar report (check the ScreenSteps article for scheduling if you need a refresher: https://pgparks.screenstepslive.com/a/1409063-scheduling-reports) that you could update your calendar with regularly. Again though, the report will just create calendar items to add. Any changes or cancellations in the system would have to be manually removed.
Q: When people register for an event, do we ask how they learned about the event? If so, how would one access that data?
A: It is up to programmers to decide if there are customized questions we ask upon registrations, enrollments, rentals, etc. Like everything that is captured in RecTrac, this is then reportable! There is a report in the system that will allow you to search questions and report on answers (VSI Question Statistics Report).
Example: When customers make an account in our database, we ask how they heard about us. Here is a sample showing the statistics of the 236K answers we’ve received from that question:
Q: Why is he trying to make ‘Fetch’ happen? It’s not going to happen!
A: We have identified who asked this question. They don’t even go here.
Q: Any recommended good resources for learning more about pivot tables?
A: We love referencing LinkedIn Learning, and there are some great YouTube channels dedicated to Excel that are quick and fun to watch as well. Our favorite links are shared in the resources guide published for this session.
Q: Can you demonstrate enrollment by zip codes at facilities?
A: The hour went by so fast that we didn’t have time to run specific requested reports during the session. Using what we demonstrated, if we wanted a report on zip codes, here’s how we would approach it.
- Open Report Output Listing
- Search “Zip” in the report title
- There are 2 types of reports that include zip code in the name. Determine how detailed you need your information and run the desired report to get results
PGParks Enrollment Details with Zip Code
A report that lists individual enrollments, $ paid, zip code of customer, zip code of offering facility, reference, etc.
VSI Enrollments by Zip Code Report
A summarized report that simply lists customer zip codes with total number of customers from that zip code and the total number of enrollments.
