Vermont Systems - Leaders in Parks and Recreation Software

Recreation Tracking Software

Fully integrated parks and recreation software that increases your efficiency and productivity, while providing management with extensive reporting and statistical data.

Available Modules:
  Activity Registration
  Facility Reservation
  Pass Management Photo ID
  POS Inventory & Tickets
  POS Theatre/Venue Ticketing
  League Scheduling
  Equipment/Site Rentals
  Personal Trainer Scheduling
  Court Reservations
  Trip Reservations
  Locker Rentals
  Golf Course Management
  Incident Processing & Reporting

RecTrac Overview

RecTrac applies to most recreation and park operations including military, municipal, county, and state governmental activities, as well as most private organizations. It can be used to manage community centers, parks, sports complexes, tennis & racquet clubs, marinas, golf clubs, senior centers, youth centers, ice arenas, pools, sports leagues, daycamps, any point-of-sale application, etc.

Twelve integrated software modules

Single integrated database with file sharing

Receipts printed or emailed

Multiple user defined payment types

User-defined touch screen functionality

No duplication of data or data entry

Marketing tools - capture repeat business

Supports wide range of POS hardware peripherals

Automatic multiple fees calculation

Global Sales enables processing transactions from any combination of RecTrac modules and then print the results on one receipt.

Access customer accounts by name, home and work telephone number, ID card number, account number, street address, email address, and organization name.

Extensive financial & statistical reporting, in PDF, Excel, & graph formats

Unlimited menu configuration by user to control employee access and simplify software use

Multi-lingual capability for display and receipt printing

Driver's license scan feature auto populates new customer data

Complete on-line help

Financial interfaces available

eRecTrac enables employee online access to RecTrac using a browser

Activity Registration

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As a by-product of the registration process, households, class & instructor rosters, waitlists, waivers, financials, and other records are updated automatically

Enrollment conflict checking by age, grade, gender, and duplicate program time, as well as any prerequisite requirements

Capture activity specific data at registration time

Day Care/Camp registrations

Track class attendance & participant medical records

Transfer, cancellation, and refund processing

Instructor tracking & payment processing

Lottery enrollment with multiple choices and "friend option"

Mailing labels and letters and email marketing option

Installment billing, invoices, & statements

Track income & expense by revenue distribution code

Detailed activity search with keyword and print functionality

Program data can be exported in print format ready for printer

Multiple participants can be bulk enrolled, while selecting the class only once

Print Childcare statement for tax reporting purposes

Print program rosters, attendance sheets, and schedules

Print range of program participation statistics reports

Facility Reservations

Manage facility schedules for rooms, fields, gyms, auditoriums, parks, etc by location

Schedule facilities directly from Availability Calendar

Track overlap facilities, prevent double bookings

Track one time & pattern (repeating) reservations

User defined, multi-facility calendar displays

Automatic or manual conflict resolution

Easy display of schedules & calendars

Track setup and cleanup times

Check availability of facilities

Built in rain date processing

Track fees including damage deposits

Premium billing option

Reservation waitlist option for sites and locations

Unlimited user-defined Rules & Regulation letter formats

Maintenance/Setup instruction schedules

Extensive facility search capability with multiple location calendar display option

Facility Schedule Calendar print and view options

Event clone feature for reservations and processing

Facility lighting control interface available

Track facility attendance and usage statistics

Since all modules are fully integrated, facilities are automatically reserved by the Activity Registration, League Scheduling, and Personal Trainer functions.

Pass Management

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Manage unlimited pass/membership types

Day-of-week/Time-of-day usage restrictions by pass type

Track visit demographics and attendance by member by pass type

Background visit check-in, while processing other tasks

Track membership, suspension, & expiration dates

Membership billing capability including ab EFT/ACH payment option

Track guest, additional, & daily entry fees

Track income & expense by Pass Type

Track visit purpose for reporting and analysis

Print plastic photo ID cards, paper cards or key fobs

Capture & display member photos

Integrated universal ID cards

One ID card for all recreation locations (pool, golf, rec center, etc)

Computerized "punch" visit tracking

Barcode, magstripe, biometric hand scan and finger scan, and keyboard options

Play greetings on member entry

Built in Loyalty Program based on Visits

Court reservation alert when customer swipes in during visit

Alert Customer of approaching expiration

Track facility capacity during visit check-in and alert staff when full

Check for expired lockers during visit check-in and alert staff

Option to expand Pass Mgmt to control facility access through doors, turnstiles, and gates

Golf Course Management

Point-of-sale inventory management for the pro shop, restaurant, bar, and concessions

Single or multiple courses (up to 99)

Automatic pricing options by golfer type, by course

Open ticket POS feature for restaurant waiter/waitress orders and sales

Touchscreen & programmable keyboard options

UPC and user defined Barcode scanning

Membership & daily play tracking

Tee-Times continuously updated to enable starter to track plays

Real-time Tee-time reservations

One step Tee-sheet to POS processing

Multiple Tee-Sheet print options

Handicapping - meets PGA requirements

Tournament tracking

Credit Book management

Track gift certificates with gift card printing option, cash back calculation

GolfTrac is interfaced to Vision Perfect Tournament Manager, Keyonix, E-Range, and other systems

See GolfTrac Page for details

League Scheduling

Manage schedules for any number of leagues with teams, players, & officials

Enter team data once, then reuse year to year

Record scores & track standings

Regular season, single & double elimination leagues

256 team tournament brackets with printout

Team transfer to another league

Automatic facility reservations

Track league fees, payments, and statistics

Use roster draft option in Activity Registration module to create teams

Multiple schedule generators available

Update existing league schedules, as needed

Track league player attendance using the Pass Mgmt software

Automatically schedule officials

Track schedule exceptions by league, team, and facility

Print or email league schedules

Track player statistics

Print team schedules with logos

User defined league schedule templates available

Equipment/Site Rentals

Rent equipment, campsites, shelters, marina slips, RV park and storage sites

Process check-in/check-out for sites listed above

Process equipment check-out/check-in (balls, weight belts, racquets)

Quick Rental option for no-fee equipment check-out items (balls, racquets, towels, weight belts)

Process POS rental and inventory sales from a single screen

Touch screen option available for Quick Rentals

Package rentals with automatic update of each package rental item

Track rental fees including deposits

Rental waitlist option for sites and equipment

Automatic fee calculation based on time of day/time of year

Automatic return option

Automatically recalculate early/late returns

Installment Billing/Auto Debit/Auto Credit Card options available

Display and print rental schedules and calendars

Graphical campsite reservations

Court Reservations

Unlimited number of courts can be reserved

Generate user-defined reservation time blocks

Track one time & pattern reservations

Produce calendars, statistics, & usage reports

Reserve a court time-slot for up to 4 players

Track court reservation shows & no-shows

Touch screen option for Express Court Reservations

Process court reservations using the touch POS software

Trip Reservations

Establish any number of trips

Track departure/return dates & times

Produce trip rosters, statistics & reports

Print trip tickets

Multiple fees (Adult, Child, Senior, etc)

Bulk trip reservation processing capability

Process trip reservations using the Touch POS software

POS Cash Register/Inventory/Tickets

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Designed to handle POS environments, such as concessions, restaurants, bars, pro shops, ticket and seating sales, etc

Touch screen, programmable keyboard, and mouse options

Unlimited multi-level, user-defined touch screen menu options

Option to display or print kitchen orders

Touch screen "specials" feature includes multi-choice items with a single price

Use touch POS to process pass registrations, visits, court reservations, rentals, and quick rentals

Print receipts with multi-color logo using a 40 column thermal printer

Complete inventory, tickets, and tours control

Sell and print tickets and an unlimited number of pre-printed ticket blocks with option for venue seating

Tracks inventory using UPC bar codes and user-assigned bar codes

Track commission ticket sales

Track individual ticket serial numbers

Track assigned seating for ticket sales

Track discounts and gift certificates

Multiple sales tax computations

Vendor tracking

Integrated POS hardware options

Over 45 Sales, Inventory, and Statistical Reports!

Unlimited ticket blocks

Personal Trainer Scheduling

Manage any number of trainer schedules

Link multiple qualifications to each trainer

Link unique fee rates to each trainer qualification

Simultaneously reserve trainer and facility

Generate Trainer openings based on availability and view reports

Search for qualified trainers based on training purpose (weight training, tennis instruction, etc.)

Print trainer schedules and statistics

Locker Rentals

Track male and female locker reservations with controls

Produce locker rules and regulation form with a locker reservation

Track lock assignment and availability, including combinations

Track locker expirations and renewals

Track locker damage deposits

Search by locker category (full, half, combo, etc)

Built-in Impound procedures

Pay fees via Cash, Check, eCheck, Installment Billing, Auto Debit, and Auto Credit Card options

Locker expiration warning during visit check-in

Reporting

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Over 540 standard system reports with custom report builder option

Includes a full range of finance reports

Print Receipts and Reports in PDF format

Print Statistical Reports directly to Excel

Graphical Output - graphs, pie charts, bar graphs, etc

User-defined titles on all reports

Email any receipt or report

Preview any receipt or report on the screen before printing/emailing

Click on the image to the right to enlarge

General Features

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Customizable screens provide increased security & ease of use

Permissions feature further enhances system security options

Cash receipts & income distribution reports for any date range

Cash and Accrual processing optional

Military Daily Activity Reports (DAR) by date and time

Incident reporting & tracking module

Use email capability to better market your services, improve customer communications, and increase operating efficiencies

Hot key, multi-screen processing

Unlimited database demographic codes

AppServer used to auto schedule programs to run at user-defined intervals

The Progress RDBMS database is ODBC compliant

Client software certified for Windows 2000/XP/Vista

Server software certified for Windows 2000/2003/2008, Linux Red Hat, SuSe, & Turbo, and most Unix platforms

Active Release Level

RecTrac 10.2h Release Date: 10/16/09

Mature Release Level

RecTrac 10.1r Release Date: 10/26/09