RecTrac 10.1 Reference Guide

Reference Guide RecTrac 10.1
Bulk Visit Check In/Out
Signing Children into Care in Bulk
Use this program when a group (e.g., bus load) of children arrive at your center for care at one
time. It is not recommended that you use this program to check children into care as this program
will NOT check individual records for shot, illness, pass, and/or tickler information.
1 Go to Daily � CYS � CYS Bulk Visit Sign In/Out.
2 Enter or select the Activity/Section number in which you wish to sign children into care in bulk.
3 Click Sign In. You will proceed to the CYS Bulk Visit - Sign In screen.
4 Highlight the children in the browser box that you wish to sign in to care; click Select All to select all the children
in the browser.
5 Click Process. You will return to the CYS Bulk Visit Posting screen.
6 Click Exit.
7 To verify the children that were signed into care go to Inquiry � CYS � CYS Attendance Inquiry.
Signing Children Out of Care in Bulk
Use this program when a group (e.g., a bus load) of children leave your center’s care at the same
time. This program is not to be used in lieu of the Individual Check In procedure and should only
be used in situations like the one described above.
1 Go to Daily � CYS � CYS Bulk Visit Sign In/Out.
2 Enter or select the Activity/Section number from which you wish to sign children out of care in bulk.
3 Click Sign Out. You will proceed to the CYS Bulk Visit – Sign Out screen.
4 Highlight the children in the browser box that you wish to sign out of care.
5 Click Process. You will return to the CYS Bulk Visit Posting screen.
6 Click Exit.
Hourly Care
Reserving/Filling Hourly Care Time Slots
The following steps assume that you have already generated hourly care time slots for the selected facility.
Note: This procedure must be completed for ALL children who use hourly care regardless of
whether they have reserved a spot ahead of time or are a drop-in. If this procedure is not followed
you will be unable to keep accurate hourly care counts.
1 Go to Daily � Court � Quick Court Reservations.
2 You will continue to the Quick Court Reservations screen. Click Next Crt>> until the Browser displays the room
for which you wish to reserve/fill an hourly care time slot.
3 Select the toggle labeled Allow Group Bookings.
4 Click the time slot(s) for which you wish to reserve/fill an hourly care time slot.
5 Click Select. This hourly care slot will now be displayed in the Transaction Browser Box at the bottom of the
screen.
6 Repeat steps 4 and 5 for every hourly care time slot that you wish to reserve/fill for the selected individual.
7 Click Payment. You will continue to the Court Reservations Family Member Selection screen.
8 Enter the child’s last name and click the Name Search button to proceed to a Family Member picklist.
OR
Swipe the reservee’s pass.
9 Highlight the family member for whom you are processing a quick court reservation and click Select.
10 You will proceed to the Court Payment Update screen. Notice that no fees are due for this reservation. Hourly
care fees are calculated and collected at the time of the Visit Swipe-Out. Click Print.
11 You will continue to the Device Selection screen. Click Print.
6/9/2008 278 Vermont Systems, Inc.