RecDesk Director Online Help

RecDesk Online Help - Copyright RecDesk LLC

RecDesk Director

Getting Started

Frequently Asked Questions

Program and Registration Related FAQs

Member Related FAQs

Money Related FAQs

Administrative Related FAQs

Using Tags Effectively

Attached Documents FAQ

Downloading and Opening Excel Files

Training Videos

Programs and Registrations

The Program List

Creating and Modifying Programs

Program Schedules

Assigning Forms to Programs

Adding Instructors to Programs

Registering People for Programs

Auto-Fill Custom Question Responses

Working with Rosters

The Roster List (Advanced Search)

Roster Action Items

Form Action Items

Updating/Cancelling Roster Entries

Form Actions for Individual Roster Entries

Program Expense Tracking

Taking Attendance

Program List Fields

The Memberships List

Creating and Modifying Membership Definitions

Creating Punch Passes

Assigning Forms to Memberships

Enrolling Members In-house

Online Membership Enrollment

Working with Membership Members

List of Membership Members

Membership Definition Fields

Membership Enrollment Fields

Facilities, Reservations and Check Ins

The Facility List (Advanced Search)

Creating and Modifying Facilities

Facility Fee Schedules (FlexScheduler Only)

Facility Usage Calendar

Assigning Forms to Facilities

Adding Tags to Facilities

Facility Photos, Slideshows and Video

Creating Facility Reservations

FlexScheduler Reservations

Searching, Viewing and Editing Facility Reservations

Enabling Online Reservations

Permitting Templates

Facility Check-ins

Attended Check-In (w/ Drop In Support)

Check-Ins for Memberships

Viewing and Editing Check Ins

Unsuccessful Check-Ins

Check-In Totals

Facility Utilization Report

Facility Fields

Facility Reservation Fields

FlexScheduler Fields

The Member List (Advanced Search)

Creating and Modifying Members

Organizing as Household/Organization Groups

Assigning Member IDs

Adding Tags to Members

Attaching Documents to Members

Updating or Installing Silverlight

Web Camera Setup Plus Requirements

Household Credits

Amount Owed Balance

Merging Members

Moving Member to Different Household

Suspending Members

Archiving Members

Online Account Approval

Advanced Payment and Billing Options

Household Stored Payment Options

Activating Authorize.net's CIM Module

The League List

Creating Leagues and Divisions

Assigning Coaches to Teams

Assigning Players to Teams

Schedules and Standings

Auto-Scheduling

Manual Scheduling

Schedule Options

Creating Invoices (Registrations, Reservations, Memberships)

Creating Invoices (Miscellaneous)

Viewing and Editing Invoices

Invoice Payments (Internal)

Making a Payment

RecDesk Credit Card

Sending Invoices for Online Payment

Printing Multiple Selected Invoices

Sending Multiple Selected Invoice Emails for Online Payment

Online Invoice Payments (RecDesk Community)

Invoice Me (Pay Later) Option for RecDesk Community

Merging Invoices

Working With Payment Plans

Creating a Payment Plan for an Invoice

Making a Payment on a Payment Plan

Payment Reconciliation

Online Invoice Payments (RecDesk Community)

Invoice Me (Pay Later) Option for RecDesk Community

Setting Up Payment Plan Templates

Auto-Payment History

Household Balances

Getting Started with Point-of-Sale

Creating and Modifying Sale Items

Managing Available Items

Managing Multiple Registers at One Location (Optional)

Sale Item History

Item Categories

Inventory Management (Optional)

Opening the POS Terminal

Returning Items

Recent POS Transactions and Voids

POS Thermal Printing/Cash Drawer Support

Setting Up the Thermal Printer

Connecting Thermal Printer and EOM-POS Cash Drawer

Allowing Auto Receipt Cut and Open Cash Drawer

Enabling Auto Printing

Testing the Thermal Printer

Troubleshooting

Sale Item Fields

Marketing & Communications

Sending Bulk Emails (Email Blasts)

Creating and Sending Email Campaigns

Sending SMS Text Messages from Programs/Memberships/Leagues

Program Related

Facility Related

Payments and Registrations Related

General Ledger Related

Activity Counts

Payment Processing

Credit Card Processing

eCheck/ACH Processing

Adding RecDesk Users

Managing Custom Lists

Personnel/Volunteers (Coaches, Instructors, etc)

The Personnel/Volunteer List (Advanced Search)

Adding/Editing Personnel/Volunteers

Adding Tags to Personnel/Volunteers

Attaching Documents to Personnel/Volunteers

Coach Assignments

Program Assignments

Online Access for Instructors/Coaches

Setting Up Basic Residency Requirements

Residency Determination Based on Address/GIS Database

Setting Up Household Credit GL Code

Invoice Me (Pay Later) Option for RecDesk Community

Bulk Email Settings

Show/Hide Director Tabs

RecDesk FlexForms

The FlexForms Builder

Logging In to the FlexForms Builder

FlexForm Settings

Creating and Modifying FlexForms

Downloading Blank FlexForms

Assigning Forms Programs, Facilities & Memberships

Managing Completed Forms

Compatible Signature Pad

FlexForm Elements

RecDesk Content Management

Adding and Updating Content

Uploading Documents

How Waivers Work

Inserting Pictures into Content

Embedding Third Party Content

Getting Embed Code from Third Party Software

Yahoo Flickr Photos

DropShots - Individual Photos

Google Calendars

Inserting Embed Code into Content

Image/Slideshow/Video Embed Guidelines

Brochures, Sponsors and New Tabs

Brochure/Flyer/Newsletter Postings

Enabling Online Reservations

By default, Facilities are not available for online reservations. This feature must be explicitly activated for each facility where this is desired.

Turn On Online Reservations for the Facility

Navigate to the Facility you would like to enable Online Reservations for and click the Enable Online Reservations button. You may also optionally set a required Lead time for the public to make online reservations by setting the Required Lead Time drop down.

Build Availability Calendars for Online Reservations

Before people can actually reserve facilities online, Availability Schedules must be set up. It is these Availability Schedules that specify when (dates and time blocks) facilities can be reserved and for how much (applicable Fees).

It is common to have multiple Availability Calendars per facility - each named after the associated time block - for example Hourly Reservations, Half-Day Reservations and Full-Day Reservations. Naming them in this manner gives them context when members of the public see them on your RecDesk Community portal and when you're working with them in-house.

To begin, click on the Add New Availability Calendar button

Enter a Name for the Availability Calendar - it is recommended that naming schemes similar to those outlined above are used

Enter a Start Date and End Date that this Availability Calendar is in effect for. The length can be no longer than a calendar year and is more commonly seasonal in nature.

Optionally enter a Passcode that will be required online to reserve a time block in this availability schedule. This passcode can then be given to coaches or other authorized personnel who are allowed to reserve one or more of these time blocks.

Set up the time blocks that apply to this schedule
Start Time, End Time and Days of Week it applies
Repeat this for each time block available - i.e. if it was a Half Day availability schedule, you might have two time blocks as follows:
8AM - 12PM, Monday, Tuesday, Wednesday, Thursday and Friday
12:30PM - 4:30PM, Monday, Tuesday, Wednesday, Thursday and Friday

Assign appropriate Fee Types, Fee Amounts and Deposit Amounts (Fees can be set to be applicable to Only Residents or Only Nonresidents. See Setting Up Residency Requirements)

Click Save

This Facility will now have a Reserve button next to it on the RecDesk Community portal and the public will be able to reserve it based on the Availability Calendars that have been set up