RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
1 Generate Tee Times with the Lottery Option. Use the Tee Time Slot Generator to do this. You will have to
delete any existing non-Lottery Tee Times prior to generating the new ones.
2 Establish new Tee Time Restrictions with the lottery option to control who, when and how often golfers can
enroll in the lottery. Tee Time Restrictions are optional.
3 Set up Lottery Maximums to control percentages of golfer types allowed to win a lottery tee time based on the
pass types held.
For example: Members holding a G-GOLD pass will get a maximum of 67% of the lottery tee times between
10:00a – 2:00p. Lottery Maximums are optional.
4 Enroll golfers into the Lottery using the Tee Time Lottery Enrollment program. Golfers can also enroll into the
Lottery via the Tee Sheet.
5 Run the Tee Time Lottery Spin.
To Enroll Golfers in a Tee Time Lottery
The Tee Time Lottery Enrollment screens allow you to sign golfers up for tee times that will be
awarded by the Lottery Spin. Tee Time Restrictions apply to this program.
The Tee Time Lottery Enrollment screen allows you to sign golfers up for a block of time (For
example: 0200-0500pm). When you run the spin, those golfers will be eligible for any available
tee time within that block.
1 Go to Daily ���� Golf ���� Tee Time Lottery Enrollment and click Add. You will proceed to the Tee Time Lottery
Enrollment screen.
2 Right-click or press F9 in the Course filed to select the Golf Course at which the golfer wants to enroll. Then
enter the appropriate date.
3 Enter the block of time for which the golfer wants to enter. When the Lottery Spin is run, the golfer will be entered
for any available time slot within this block.
4 Enter the number of slots the golfer wants reserved, should he or she win a tee time.
5 Right-click or press F9 within the Pass# field to find the golfer who is enrolling. If the golfer is not a member but
is still eligible for Lottery Enrollment, enter a name in the blank field.
6 Click OK to return to the Tee Time Lottery Enrollment screen.
7 Repeat Steps 1-6 for any additional enrollments.
Note: The Lottery Spin program will fill as many Tee Slots as are available and will award Tee
Slots within the same Tee Time to multiple winners if space exists. For example: Golfer A, who
requested three (3) tee slots may win the 2:47p Tee Time. Golfer B, who requested only one (1)
slot, may also win the 2:47p Tee Time, thus completing the foursome. The Lottery Spin will NOT
divide a golfer’s requested tee slots across multiple tee times, and it will not award tee times to
golfers who reserve more tee slots than the Tee Sheet allows for a single Tee Time.
To Run the Lottery Spin
The Tee Time Lottery Spin is the final step in the Tee Time Lottery process. It allows the system
to randomly assign open Tee Slots to golfers based on their enrollment choices. This program
also allows you to send email notification to those golfers, if desired.
Note: This program should only be run upon completion and verification of all lottery enrollments.
This program affects golf course tee time reservation file records and household file records. It is
therefore important to run this program when changes are not actively being made to tee times or
household files. This is especially applicable for large lottery spins.
1 Go to Period End ���� Golf ���� Tee Time Lottery Spin.
2 Enter appropriate Course, Date and Time Range data. Press F1 for field level help as needed.
3 Enable the ReCheck Golfer Tee Time Restrictions toggle to have the system include or exclude golfers from
the lottery based the Tee Time Restrictions linked to their passes.
4 Enable the User Golfer Lottery Maximums toggle to have the system award Tee Times based on the
Maximums, if any, created and linked above.
5 Enable the Send Email Notification toggle to have the system generate and send email notification to golfers
who win Tee Times. A valid email address must be linked on the household.
6 Click OK to spin the lottery. The system will return a message detailing how many Tee Time Lottery Entries were
assigned on the First Run. Click OK to:
• Spin the Lottery Again.
• Clear the settings and run a new lottery.
• Exit Back to the main menu.
6/9/2008 264 Vermont Systems, Inc.