Carla Bearup
carla@myrec.com

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2 Articles Written Last Month

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Updated October 7th, 2021 by Carla Bearup

Canceling a Registration

Cancelation Video Cancel a Registration Video ... Delete Starting From Account Log into an account In the Account Details click the Registrations tab. If single registration, click Cancel under the activity you wish to cancel. If multiple registrations, use the checkboxes on the right to select multiple activities at once. Then click the Cancel Sel...

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Updated August 12th, 2021 by Carla Bearup

Facility Types

Facility types provide the ability to further define the usage or purpose of a facility. Once created, facility types are assigned to a facility or the area(s) defined within a facility. A few facility type examples are: pavilions, fields, picnic areas, meeting rooms, and assembly areas.  Example: The Community Center is a venue comprised of three f...

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Updated July 1st, 2021 by Carla Bearup

Creating an Account Video

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Updated September 21st, 2021 by Carla Bearup

Account Tabs

Account Tabs Video ... Across the top of the Account Details page are seven tabs that contain the following information for that account. Main Shows the account members and contact information as well as any credit on the account or balances owed. Messages Shows account messages that appear for anyone logging into the account management side or pub...

3 min reading time
Updated September 21st, 2021 by Carla Bearup

Account Questions

View Questions By clicking on the Questions link under the Accounts tab, member questions can be viewed, edited or added. These questions apply to when an account or new account member is created. Adding a Question To add a question click Add New Question. Insert text in the Question box. Column Name is needed to show the answers on reporting and ex...

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Updated November 3rd, 2021 by Carla Bearup

Account / Member Details

This guide will walk you through how to view, edit and manage: Account Details, Member Details, adding a member, adding a payer member, creating shared members, and adding account and member discounts. Account Search To search for an existing account, you can use the Member Search box in the top left-hand corner of the page. You can search by name (...

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Updated June 17th, 2021 by Carla Bearup

W9 for MyRec.com 2021

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Updated September 29th, 2021 by Carla Bearup

User Access Policy

To protect your site's data from unauthorized use granted via social engineering, the tactic of gaining secured information by convincing a staff member that an unauthorized person should be authorized, all staff at MyRec.com follow the user access policy outlined in this document. We regret any inconvenience this may cause and thank you for your un...

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Updated July 23rd, 2021 by Carla Bearup

Management Side Registration

A registration can be started from the Quick Icon in top navigation bar or by entering an account.  On the management side of the system click the Accounts tab in the left navigation bar. Click either Search Accounts or Search Members to search for the account and members to register. Click the account name. Click the member name. Click Register for...

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Updated August 12th, 2021 by Carla Bearup

Add/Edit Facility Rental Information

On the Facility's Rental Info tab is where settings to allow for facility reservations and availability can be found. Check the Allow Rental box to enable the reservation ability. If you have system settings enabled for Public Reservation or Reservation Requests these can be activated after the Allow Rental box has been checked. Note Contact MyRec.c...

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Updated September 15th, 2021 by Carla Bearup

Management Side Registration (Video)

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Updated September 15th, 2021 by Carla Bearup

Cancel a Reservation Video

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Updated August 12th, 2021 by Carla Bearup

Facility Calendar

The Facility Calendar shows both activities and rentals in a detailed calendar format. There are many uses for this calendar. Viewing availability for booking and scheduling are the main focuses. A reservation can be started by clicking a date and time. Clicking on a reservation in the calendar will bring up that reservation's information. Clicking ...

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Updated August 18th, 2021 by Carla Bearup

Program Creation

Program Creation Video ... In the MyRec.com system programs are the container for activities. Activities are the items that the customers register into. The program title, description, photo, and notes detail the activities beneath it. The activities, contains specifics on who it is for, such as ages and grades, and residency, the when, including t...

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Updated September 15th, 2021 by Carla Bearup

Creating a Reservation

Facility Reservation Video Reservations Video Delete There are 3 ways to begin a reservation from the management side. Accounts Tab Click Accounts in the lefthand navigation bar.  Click either Search Accounts or Search Members to search for the account that is making the reservation.  Click the account name.  Click Add Reservation / Request from th...

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Updated August 12th, 2021 by Carla Bearup

Facility Availability

Facility Availability is a quick way to check for available times for a specific facility or facility type on a selected date.This is found under the Facilities tab Facility Availability....

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Updated August 12th, 2021 by Carla Bearup

Facility Rental Categories

Facility rental categories can be set for the purpose of tracking a certain type(s) of rental(s). Reservations made with a designated category can then be viewed together in reporting or in the facility calendar. Your browser does not support HTML5 video. Add a Facility Rental Category Navigate to the Facilities tab and click Facility Rental Categor...

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Updated September 15th, 2021 by Carla Bearup

Add Account Members

If not in account, click Accounts in left hand navigation bar and search for/enter account. Once in account, click Add New Account Member. Fill in fields as above with the following differences: Children have fewer fields to enter. If member is a child, select Primary Parent or Guardian from dropdown (receives notifications for child). If member is ...

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Updated August 13th, 2021 by Carla Bearup

Creating a Management Side Reservation Request

A Management Side Reservation Request can be used by departments to create a reservation request on behalf of a member, instead of them using the public site. The difference between a Management Side Reservation Request and a Management Side Reservation is that the request must be approved before the reservation is booked, instead of immediately bei...

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Updated August 13th, 2021 by Carla Bearup

Musco Calendar Export

Export your facility calendar to the Musco Lighting software which controls lighting automatically through a schedule. You must have your Musco Control-Link software account and facility information, including Musco Facility IDs and Field IDs, and username/password, which is different than your usual username/password. After receiving this informati...

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Updated October 8th, 2021 by Carla Bearup

Embedding YouTube or Facebook Videos

Embedding a YouTube Video Visit YouTube and navigate to the video you would like to embed. Click on the Share link just below the bottom right border of the video. Click on the Embed (< >) option. A window will appear with the HTML code for embedding the video. Highlight and copy the code that is displayed.Note: the code will always start with...

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Updated August 13th, 2021 by Carla Bearup

Scholarship Funds Video

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Updated September 14th, 2021 by Carla Bearup

Home Page Photos

Home Page Photos display on the public side home page. They can be used to direct users to specific areas of the website (such as programs, department information, or memberships) or to outside websites (municipal site, social media, etc). This helps save the users time finding what they're looking for! This area features an image (either your own, ...

1 min reading time
Updated September 9th, 2021 by Carla Bearup

View Facility Reservations

Facility Reservations can be searched and viewed in a list form by navigating to the Facilities tab and clicking View Reservations. This report can also be found under the Reports tab >Facility Reports >Reservations & Permits or in the Quick Utilities box on Home Page Dashboard > Facility Reservations. Reservations can be searched by lo...

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Updated August 12th, 2021 by Carla Bearup

Facility Group Restrictions

There are some facility areas that will not let you rent both of the areas independently of one another because of shared land or resources. When this occurs you will need to create a new restriction group then place both areas in that restriction group. Example: You have a facility that has two baseball fields (Smith Field and Jones Field) and a So...

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Updated August 13th, 2021 by Carla Bearup

Public Reservations

To Enable Public Reservations A MyRec.com staff member must turn a setting on in the advanced settings for facility options. Please ask a MyRec.com representative to turn this feature on for you. In order for public reservations to occur: Management side Reservation Settings that must be activated.  The facility or facility area must be set to allow...

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Updated September 3rd, 2021 by Carla Bearup

Expense Groups

Expense groups can be utilized to track expenses related to programs/activities, memberships and products. Groups are created under the Finance tab, applied at the item (program, activity, membership or product) and reported on by Finance Reports. Add an Expense Group Navigate to the Finance Tab and click the Expense Groups link. Click Add New Expen...

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Updated August 19th, 2021 by Carla Bearup

How to Embed a PDF in a Program Description

Step One: Upload Your File Navigate to your program (Programs > View/Search Programs > Click program name) At the bottom of the page, click Add/Edit Links and Forms. Click Add New Program Form. Enter a title for the document (this will show on the public side). Click Choose File and select your desired PDF. Click Submit. Step Two: Embedding Th...

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Updated September 13th, 2021 by Carla Bearup

Cancellation Fee After Cancellation

When performing a cancellation, the system will ask how much money you'd like to hold as a cancellation fee, if any. Entering the amount you'd like to keep lessens the amount of money returned to your customer. If you've missed this step or if you previously entered a cancellation fee you’d like to change, you can still add the proper fee using the ...

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Updated July 1st, 2021 by Carla Bearup

Reservation Request from Management Video

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Updated August 13th, 2021 by Carla Bearup

Informational Programs Video

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Updated September 13th, 2021 by Carla Bearup

Merge Accounts & Account Members

Merge accounts when you have two or more accounts for the same household. The merge will combine the personal and financial information from the account you're merging with the account you're keeping. Your browser does not support HTML5 video. Delete Important These actions cannot be undone. In the left hand side Navigation bar go to Accounts. Click...

1 min reading time
Updated August 11th, 2021 by Carla Bearup

Reservation Settings

Public Reservation Budget Group: Set global budget group for all public reservations / security deposits. Default Buffer: Blocks off this amount of time before and after reservations by default. Use Facility Budget Group on Public Reservation:  Will restrict public reservations to one facility at a time. Security Deposit: Security deposit will apply...

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Updated September 15th, 2021 by Carla Bearup

Account Search Video

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Updated September 14th, 2021 by Carla Bearup

Cancelling a Membership

Delete Note Cancelling a membership will render the membership inactive. If there are additional, active memberships associated with the customer, these will not be affected and the customer may continue to use the same card number. Log into an account. Accounts tab > View/Search Accounts. In the Account Details click the Memberships tab. Use the...

1 min reading time
Updated September 14th, 2021 by Carla Bearup

Credit Card Storage Security

What is credit card storage? Credit card storage is the ability for customers to store credit cards during public side checkout for use with future purchases and balance payments. If in use then during the checkout process when credit card information is entered, the customer will be asked if they’d like to store that card. On future payments, store...

1 min reading time
Updated September 14th, 2021 by Carla Bearup

Global Exclusion Dates

Global Exclusion Dates are those excluded dates that are applied to everything in the system. Excluded dates cannot be reserved or assigned to an activity. Global Exclusion Dates work best for major holidays that the Department is closed and there is no activity to be scheduled. Apply a Global Exclusion Date Go to the Administration tab in the lefth...

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Updated August 11th, 2021 by Carla Bearup

Department Information Settings

The Department Information settings will have been setup when your site was created. This contains address and contact information for the Department and largely will remain static information.  Note: Department contact information is  pulled from this location to show in several locations including, public site Contact Page, public site footer, rec...

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Updated August 11th, 2021 by Carla Bearup

Update Residency

In MyRec.com system it is possible to update the residency of a specific zip code in bulk.  Navigate to the Administration tab and click the link Update Residency. Input the zip code you wish to update and click search. A list of accounts within that zip code will appear. Select either resident or non-resident from the drop down and click update res...

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Updated August 13th, 2021 by Carla Bearup

Point of Sale - Add on Products Video

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Updated August 13th, 2021 by Carla Bearup

Management Reservation Process Video

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Updated August 13th, 2021 by Carla Bearup

Management Reservation Request Video

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Updated August 13th, 2021 by Carla Bearup

Creating Teams and Groups Video

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Updated September 13th, 2021 by Carla Bearup

Changes to Credit Card for Subscription Payments

Delete Note These directions are for public site customers to update their credit card information for autopay items within their account. If you have a recurring payment for a membership or an activity that is automatically charged to your credit card, you can change that card or update the expiration date anytime you log into your account. Log int...

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Updated September 10th, 2021 by Carla Bearup

Meetings and Minutes

The Meetings link is found on your home page under the Info tab. The content that shows on the public side under this link can be modified.  Add a New Meeting To add a new meeting to record agendas and minutes, go to management side, Dept Web Info tab in the lefthand navigation, then Meetings & Minutes. Click on the Add New Meeting link. Add the...

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Updated September 13th, 2021 by Carla Bearup

Refunding via Authorize.net

Is your gateway Authorize.net? Do you have Transactions Details API turned on inside your Authorize.net account? Quick tip: If you have Authorize.net Reports listed in your Financial Reports section, the answer is probably yes. Delete Important If you are absorbing fees and using the split transaction process where you only receive net income, this ...

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Updated September 10th, 2021 by Carla Bearup

Affiliated Programs

Affiliated Programs Affiliated programs of the department can be listed with the organization contact information for the public to view. For example, an affiliated program may be a weekly Club Meeting that is put on by the local Fish & Game Club in your town. This can be found on the public site under the Affiliates header link. To add a new af...

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Updated September 3rd, 2021 by Carla Bearup

Budget Groups

Budget Groups are used to track income through the MyRec.com system. They should follow the types and codes that your town’s finance department use. All activities, reservations, memberships and POS item must have a Budget Group assigned. Managing Budget Groups and Line Items Go to your management side left hand navigation bar, click Budget Groups u...

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Updated August 5th, 2021 by Carla Bearup

Global Disclaimer

The Disclaimer that is applied to each checkout during the registration / reservation process can be edited. It is found under the Administration tab in the left hand navigation on the Disclaimer link. From here click Edit Disclaimer to open the text box for editing. Editing the disclaimer will not change past agreed to disclaimers....

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Updated September 9th, 2021 by Carla Bearup

AutoPay Reference Sheet

In the MyRec.com system, autopay is used to schedule future credit card transactions for the payment of balances on registrations in advanced activities and memberships that support autopay. The amount to be paid for each recurrence, the frequency of payment, and the dates of payment are all determined at the point of registration based on the setti...

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Updated August 13th, 2021 by Carla Bearup

Advanced Activities Video

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Updated September 14th, 2021 by Carla Bearup

Text Blasts

Delete Note Before sending a text blast, accounts must have the Mobile Notification section filled in for the members for the text blast to send. To check this setting, navigate to the account and select the member. Scroll to the bottom of the Member Info screen and click the Add New Mobile Notification link. To create a new text blast, click the Te...

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Updated September 15th, 2021 by Carla Bearup

Register for a Membership Video

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Updated August 13th, 2021 by Carla Bearup

Public Registration Video

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Updated July 1st, 2021 by Carla Bearup

Account Tabs Video

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Updated September 14th, 2021 by Carla Bearup

Credit Card Processing Guide

How Credit Card Transactions Work When a payment is submitted through your site, the site asks your gateway if this payment can be accepted. Common reasons that a payment might not be accepted are: address submitted doesn't match address for credit card and CVV code does not match the one of the card. If this payment is declined, a message is return...

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Updated September 14th, 2021 by Carla Bearup

Email Blasts Using Constant Contact

MyRec.com offers a sync with Constant Contact so most types of email blasts can be sent through Constant Contact* to take advantage of their scheduling, templates, and opens tracking features. This is initiated in your MyRec.com site, where you can select the criteria to send the email blast. Then the recipient list will be sent to your Constant Con...

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Updated August 13th, 2021 by Carla Bearup

Standard Activity Video

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Updated September 21st, 2021 by Carla Bearup

Home Page

The MyRec.com management Home Page has many features to assist you with the oversight of your system. The top navigation provides a quick tools access that is available throughout the site. Quick icons across the top of your page allow for quick access to specific actions, such as registering for an activity or membership, entering a facility reserv...

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Updated August 13th, 2021 by Carla Bearup

Facility Areas Video

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Updated August 13th, 2021 by Carla Bearup

Program Creation Video

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Updated August 11th, 2021 by Carla Bearup

Account Settings

Under the Administration tab-->Settings link--> Account Settings tab, you will find settings that apply to household and organizational accounts.   Resident Status options for account creation are set here.   Everyone is automatically a Non-Resident: Upon account creation all accounts are marked as non-residents. Everyone is automatically a Re...

2 min reading time
Updated September 21st, 2021 by Carla Bearup

Check out - Management

Confirm that your customer has seen and agreed to any applicable disclaimers.  Click Continue. Review any additional questions, disclaimer, or other required documents with the customer.  Select Payment Type.  Confirm Billing Contact and Billing Email is correct.  Enter Payment Amount. Full Payment Choose payment type. Click Submit Payment * Click P...

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Updated September 15th, 2021 by Carla Bearup

Open/Paid Invoices

Open/Paid Invoices allows you to view all invoices in the system. You can look for individual invoices by their invoice number. You can also filter invoices by date range or status. This area can be accessed from the Home Screen via the Quick Utilities menu, or from the Finance section of the right-hand navigation. Open/Paid Invoices Tips This Quick...

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Updated July 1st, 2021 by Carla Bearup

Cancel a Registration Video

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Updated August 11th, 2021 by Carla Bearup

Manage Users

Under the Administration tab the Manage Users link is to add or edit system users for the management side of the site. To view system users, click the Administration tab and then Manage Users. * To add a new user click Add New Users. Fill out the required fields.  Edit existing user info by clicking Edit next to the member name you wish to change.  ...

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Updated August 13th, 2021 by Carla Bearup

Coach / Instructors Video

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Updated August 17th, 2021 by Carla Bearup

Membership Setup Components

There are a few components that are needed for a Membership. These include Type(s) and Length(s). Both Membership Types and Lengths can be added/edited from the Memberships tab in the lefthand navigation. Membership Types Membership Types define the parameters for purchasing a membership. Create Membership Types according to the applicable purchasin...

2 min reading time
Updated September 15th, 2021 by Carla Bearup

Discussion Board

In the Discussion Board, clients can start a topic with other MyRec.com clients. Clients can get answers or suggestions on many different topics as it applies to departments and the software. Delete Please Note MyRec.com staff does not regularly review the Discussion Board. If you need direct support or have a suggestion, please contact us....

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Updated August 20th, 2021 by Carla Bearup

Time-Based Activities

Benefits of Time Based Activities Creating a Time Based Activity will help to simplify your swim lessons, music lessons, or private classes setup and registration. Time Based Activities take advantage of Advanced Activities to allow you to enter multiple timeslots under a single activity. This allows for faster simplified setup, better registrations...

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Updated September 14th, 2021 by Carla Bearup

Scanning a membership

On the management Homepage go to the Quick Utilities box and select Member Check-in. Selecting this option will launch a new tab in your browser. This can also be found under Memberships tab > Membership Card Scan. If a location has not already been selected, the next screen will display a listing of your department’s facilities. Select the facil...

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Updated August 19th, 2021 by Carla Bearup

Advanced Activity Creation

Advanced Activities Video ... Because Programs house activities, they must be created first in order to add activities. See Program Creation article for more details. On the management side go to Programs tab in the lefthand navigation, then Add New  Program. Enter information as needed. Make sure to select  Advanced Activity as program type. Click...

4 min reading time
Updated August 20th, 2021 by Carla Bearup

Guide for Coaches/Instructors

Accessing Coach/Instructor Materials Pull up your recreation department's website. Hover over the word Account in the main menu. Click Account Login to log in. If you do not have an account yet, click Create Account and complete the required information. Delete To access coach or instructor materials, you must log in with your own individual credent...

2 min reading time
Updated August 19th, 2021 by Carla Bearup

Assigning a Coach/Instructor

The instructor must have a public account with your site. Once they have set up an account you can make them a coach/instructor. This is done by going to their member (view/search members > click on the member name) from the management side. Then click edit member at the top of their member page. About halfway down you’ll see a toggle to make the...

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Updated September 9th, 2021 by Carla Bearup

Advanced Activity Recurring Payments

You must meet the following conditions in order to use recurring payments. Your department must be using Authorize.net as payment gateway. Your department must not be using split fees for credit card transactions. You must turn on Automatic Recurring Billing (ARB) in your Authorize.net account. The Silent Post URL must be entered in Authorize.net. P...

3 min reading time
Updated August 17th, 2021 by Carla Bearup

Create a Membership

Memberships can be used to allow access to certain facilities or provide discounts/limit access to activities. They can be limited to certain amounts of people or age by the Type assigned. They can also be provided for different amounts of time by the Length assigned.  Setting up memberships Go to Memberships tab in the left-hand navigation, then Ad...

2 min reading time
Updated July 28th, 2021 by Carla Bearup

Equipment Guide for Point of Sale

The following equipment has been tested and is recommended to use with MyRec.com Point Of Sale Module. Please connect with a MyRec.com representative for connection questions.  We have a partnership with POS Portal and most of our tested products can be purchased there. They offer a customer service team to make sure you are connected and ready to g...

2 min reading time
Updated September 21st, 2021 by Carla Bearup

Membership Subscriptions

You must meet the following conditions in order to use recurring payments. Your department must be using Authorize.net as payment gateway. Your department must not be using split fees for credit card transactions. You must turn on Automatic Recurring Billing (ARB) in your Authorize.net account. The Silent Post URL must be entered in Authorize.net. P...

2 min reading time
Updated August 20th, 2021 by Carla Bearup

Advanced Activity Pricing Options

 A Pricing option or Pricing Matrix on an Advanced Activity allows for the registration of part of the full date range at fees specific to that portion. Single Day represents the ability to purchase one date at a time without a pattern. Daily per Week allows a registrant to select a pattern of days over any number of weeks and pay based on the numbe...

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Updated August 4th, 2021 by Carla Bearup

How to Apply a Custom Form

Your browser does not support HTML5 video. Memberships & Activities From your management portal go to the membership or activity that you wish to apply the form. (A form can be applied to as many memberships or activities as needed.) Go to the Requirements tab. Click Add/Edit Forms. Click the checkbox next to the form to include it. Then click U...

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Updated July 15th, 2021 by Carla Bearup

Receipt Printer Setup for POS Small Receipts

A receipt printer can be used to print small receipts from the Point of Sale Facility Access Portal. These instructions are for the Star Micronics TSP100 FuturePRNT USB receipt printer part #39461110, TSP100IIILAN (Ethernet), or TSP100IIIWLAN Wireless Receipt printer. In order to use a receipt printer, you must change the paper size to 72mm x 200 mm...

2 min reading time
Updated September 15th, 2021 by Carla Bearup

Create Custom Forms

Custom forms are a way to help convert your stack of paperwork into reportable data all done online. You can create a form with any fields you like from a birthdate field with calendar selection to a set of multiple choice checkboxes for date or item preferences and more. These forms only need to be filled out once per registrant until the form expi...

4 min reading time
Updated August 13th, 2021 by Carla Bearup

Facility Creation Video

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Updated September 15th, 2021 by Carla Bearup

Create an Account from Management

Account Creation Video Creating an Account ... Click Accounts in the left hand navigation. Select Add New Account. Select an account type and enter the required fields. Account name is usually the household's last name, or the organization's name. Birthdate and gender are always required for households, but they are optional for organizations. The ...

1 min reading time
Updated September 14th, 2021 by Carla Bearup

MyRec.com Payment Processing

Payment processing is simple with MyRec.com whether you are online or in line.  Payment methods for cash, check, credit or debit. No additional transaction fees (beyond normal credit card processing) on any payment type. Front desk (management side) payments with Scholarship Funds, Deposits and more. Card on file convenience for your customers - but...

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Updated August 4th, 2021 by Carla Bearup

How to Edit a Completed Form

Once a form has been completed it is imperative that it remain in the state to which the customer answered as changing answers without management approval could cause a lot of issues. However, the need for correcting information is also needed. The Custom Form can be edited by a customer but those changes must be approved by staff via the management...

1 min reading time
Updated September 15th, 2021 by Carla Bearup

Drop-in / Cash Drops

This link is used when money is collected for an activity in quantity rather than individually and can be applied to the activity in one action rather than multiple transactions.  An example would be a drop-in class where the fee per person is collected at the door then inputted at the end of class as a group or cash drop.  Note This is an option th...

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Updated September 10th, 2021 by Carla Bearup

News & Features

News & Features The News & Features link is found on your home page under the Info tab. The content that shows on the public side under this link can be modified. This is a great place to add articles or any other special news you want to share with your customers. To add a new article got to the News & Features tab on your management si...

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Updated August 26th, 2021 by Carla Bearup

Canceled Activities

Overview This report shows a list of activities that have been canceled within the activity date range selected. Go to the Reports tab of the lefthand navigation and select Activity  Reports. Under the Activity  Reports box select Cancelled Activities . Set the Start Date / End Date and click Submit....

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Updated August 26th, 2021 by Carla Bearup

Export Rosters

Overview Activity rosters can be exported via this report. Chose activities by first selecting an activity date range and Activity name if desired. One or more activities can be selected at the time of export and categories to export can be chosen. There are many options of fields that you can select to export (see image.) Go to the Reports tab of t...

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Updated August 23rd, 2021 by Carla Bearup

Adjustment History

Overview Useful to see any adjustments to invoices for selected time period by either adjustment date or invoice date. Includes creator of adjustment. Go to the Reports tab of the lefthand navigation and select Finance Reports. Under the Other  Reports box select Adjustment History . Set the Start Date, End Date and either by Adjustment Date or Invo...

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Updated August 27th, 2021 by Carla Bearup

Option Report

Overview Point of Sale products can have different options. These are added at the product level. When the product is sold the option is selected. This report shows which options were selected by product, date range and then after selecting the parent product, scan choice. Results are the choice with date/time stamp for the purchase. Your browser do...

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Updated August 26th, 2021 by Carla Bearup

Roster List

Overview This report shows those activities within the selected start and end date with the available roster, attendance, waitlist, etc. links. Go to the Reports tab of the lefthand navigation and select Activity  Reports. Under the Rosters box select Roster List . Set the Start Date / End Date and enter an Activity name in the search box, if desire...

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Updated August 25th, 2021 by Carla Bearup

Advanced Activity Seats at a Glance

Overview This report is run by selecting an activity date range to view and type of seats to view (all, open or not open). A specific Advanced Program or Activity can be selected otherwise results are a listing of seating info for all advanced activities during that date range. Results show seat counts by individual dates for the advanced activity. ...

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Updated August 27th, 2021 by Carla Bearup

Cart Hold Report - POS

Overview This report shows those POS items that are sitting in a shopping cart waiting to be processed. These items are in a held status until processing is complete. To remove them from the cart to free them click the delete link above the account’s order. Go to the Reports tab of the lefthand navigation and select Point of Sale  Reports. Select Ca...

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Updated August 24th, 2021 by Carla Bearup

View All Invoices

Invoices From the Invoices link in the Quick Utilities box you can access Open/Paid Invoic... ...

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Updated August 23rd, 2021 by Carla Bearup

Disbursements by Payment Types

Overview Use to list disbursements by payment type for each budget group for selected period of time by transaction dates. Go to the Reports tab of the lefthand navigation and select Finance Reports. Under the Disbursement  Reports box select Disbursements by Payment Types. Set the Start Date (Time) and End Date (Time) and any other filters. Click S...

0 min reading time
Updated June 17th, 2021 by Carla Bearup

Information Security

Data Security Front End Passwords must be 8+ characters long, alphanumeric with multiple cases and a symbol; these are encrypted in the database; MyRec.com staff and tools cannot decrypt them The passage of page data is encrypted using SSL certificates (SHA-256 with RSA encryption) When pages use queries, these are protected against javascript injec...

1 min reading time
Updated August 26th, 2021 by Carla Bearup

Question Answers (Memberships)

Overview Run the report by selecting the date range in which the membership expires. Then select the membership to view. Questions/Answers that have been assigned to the membership appear and can be edited or exported. Missing/Blank answers can be included in the list by check marking the box. Your browser does not support HTML5 video. Go to the Rep...

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Updated August 24th, 2021 by Carla Bearup

Facility Use Report

Overview This report is run by selecting a facility and a date range to view. Results are a listing of all bookings for that facility during the date range with staff / maintenance notes. Report can be printed. Go to the Reports tab of the lefthand navigation and select Facility  Reports. Under the Facility Reports box select Facility Use. Set the S...

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Updated August 29th, 2021 by Carla Bearup

Balance Due By Invoice Date

Overview This report is to view balances owed by date of invoice. It is run by selecting a date range by invoice date. Results show the account name with balance owed and the date of the invoice. Go to the Reports tab of the lefthand navigation and select Balance Due  Reports. Select Balance Due By Activity. Set the Start Date and End Date. Click Se...

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Updated August 29th, 2021 by Carla Bearup

View Pending Accounts

Overview This report shows those new accounts that are pending approval. From this location accounts can be approved, declined or sent a notification email. Go to the Reports tab of the lefthand navigation and select Account  Reports. Under the Account Reports  box select View Pending Accounts ....

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Updated August 24th, 2021 by Carla Bearup

Reservations with Missing Dates

Overview This report shows all permitted reservations that have no dates attached.   By clicking on the rental title the reservation can be edited. Go to the Reports tab of the lefthand navigation and select Facility Reports. Under the Facility Reports box select Reservations with Missing Dates....

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Updated August 26th, 2021 by Carla Bearup

Sales Reports

Overview Sales Reports are based upon invoice date. Sales reports are different from income reports, because they include registrations or other items that have not yet been paid for, while income reports are items already paid for. The total sales will drill down to list items Sales Summary Report Expected income for each payment type by selected t...

2 min reading time
Updated August 24th, 2021 by Carla Bearup

Facility Maintenance

Overview This report can be run by searching on a facility(s), facility type or rental category and a date range to view.Results are a listing of all bookings for that facility/type/category during the date range with staff / maintenance notes. More notes can be added on a specific activity or in the top box. Once finish and print is selected the re...

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Updated August 26th, 2021 by Carla Bearup

Scan Options Chosen Report

Overview For facility access memberships options can be added at the facility level. When the membership is scanned the option is selected. This report shows which options were selected by facility, date range and scan choice. Results are the members scanned with date/time stamp. Go to the Reports tab of the lefthand navigation and select M embershi...

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Updated August 23rd, 2021 by Carla Bearup

Disbursement Detail Report

Overview Lists totals for items from each budget group for a selected period of time by transaction dates. Useful to see list of items, such as programs, using a certain budget group and their subtotals. Also shows if any account credit was issued. Go to the Reports tab of the lefthand navigation and select Finance Reports. Under the Disbursement  R...

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Updated August 29th, 2021 by Carla Bearup

View Member Discounts

Overview Member Discounts are applied at the account level and can be applied to entire account or to a specific member. This report lists which accounts/ members have member discounts applied, the amount of discount with maximum and expiration date. Results can be filtered by expiration date. Go to the Reports tab of the lefthand navigation and sel...

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Updated August 26th, 2021 by Carla Bearup

Expired Memberships

Overview In this report memberships that have expired or are about to expire can be viewed and exported. Results can be filtered by a specific Membership, Type or Length and date range. Handy links for date range changes have been provided. Go to the Reports tab of the lefthand navigation and select M embership  Reports. Under the Tracking box selec...

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Updated September 15th, 2021 by Carla Bearup

Assigning a Pass Number to a Member

To assign a pass number to a member: Go to Accounts tab > View/Search Members Select account member name that you wish to assign a Membership Card Number. On the View Member Info screen select Membership Card link. Enter the Pass number (can manually type in number or scan the barcoded card), click Submit. Tip: If a customer has more than one mem...

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Updated August 24th, 2021 by Carla Bearup

Reservation Overview

Overview This report is run by selecting a date range and date type, either by date of reservation or date of purchase.Results are a listing of the facilities that have reservations and the total number of hours reserved during that time frame. Clicking the hours show the individual reservations with rental information including invoice number. Go t...

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Updated August 23rd, 2021 by Carla Bearup

Daily Payment Summary Report

Overview Daily breakdown of activities and payments processed within selected date range, categorized by payment type. Includes employee name if applicable, or public, location of activity and budget group. Go to the Reports tab of the lefthand navigation and select Finance Reports. Under the Income Reports box select Daily Payment  Summary Report. ...

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Updated July 20th, 2021 by Carla Bearup

How to Register for an Activity Public

Log in to your account. If you do not have one Create a New Account.  Click on the Register icon at the top your account or click the Register from the navigation bar and select a program of interest.  Click "Register Now" or "Register (selected member)" next to the desired activity.  Check the register box next to the names of the members in the ac...

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Updated June 17th, 2021 by Carla Bearup

Privacy Policy

This Privacy Policy shall apply to all websites owned and/or operated by MyRec.com, including without limitation the website on which this Privacy Policy has been posted and MyRec.com's parents, subsidiary and/or affiliate entities whether or not referred to directly as MyRec.com. Your privacy and security are important to us. Because we gather cert...

6 min reading time
Updated August 23rd, 2021 by Carla Bearup

Budget Group Income Summary

Overview Useful to see a summary of income in a given time period through budget groups for each payment type. Primarily used for transactions that are disbursed into more than one budget group. Go to the Reports tab of the lefthand navigation and select Finance Reports. Under the Disbursement  Reports box select Budget Group Income Summary Report. ...

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Updated June 17th, 2021 by Carla Bearup

Terms of Use

Please read the terms and conditions on this page ("Terms of Use"). If you agree to abide by these Terms of Use (and to our Privacy Policy), you may proceed to use the MyRec.com services located at this site. If you don't wish to abide by these Terms of Use (and to the Privacy Policy and any disclaimers posted elsewhere on the site) then you may not...

5 min reading time
Updated August 25th, 2021 by Carla Bearup

Seats at a Glance

Overview This report is run by selecting an activity date range to view and type of seats to view (all, open or not open). A specific Program/Activity can be selected otherwise results are a listing of all activities during that date range. This seat report shows min/max seat setting, how many registrations there are, of those registrations how many...

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Updated August 29th, 2021 by Carla Bearup

Balance Due Details

Overview This report is to view balances owed on entire programs or the individual activities with the ability to select multiple programs/activities in a details screen. Go to the Reports tab of the lefthand navigation and select Balance Due  Reports. Select Balance Due Details. Select the start and end date of the either the invoice date or the ac...

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Updated September 15th, 2021 by Carla Bearup

Email Blasts from Activity

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Updated August 26th, 2021 by Carla Bearup

Required Documents Report

Overview This report is for those activities (also available for Memberships) that have Required Documents. When the activity / membership is clicked the results show the registrants with the required document name, date stamp for submittal and update as well as status. Results can be filtered by document, by status and by type. Statuses Approved - ...

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Updated October 13th, 2021 by Carla Bearup

Membership Card Printing

MyRec.com has the ability to print membership cards if you have Memberships.  Info Contact MyRec.com Customer Service in order to turn on the Membership Card printing feature. The Memberships feature must also be activated. Compatible Equipment for the Card Template Purchase a Magicard 300 Printer from Gill ID Systems to print the cards.  Contact in...

2 min reading time
Updated August 24th, 2021 by Carla Bearup

Reservations & Permits

View Facility Reservations Facility Reservations can be searched and viewed in a list form by navigating to ... Facility Reservations can be searched and viewed in a list form by navigating to the Facilities tab and clicking View Reservations. This report can also be found under the Reports tab >Facility Reports >Reservations & Permits or ...

0 min reading time
Updated August 26th, 2021 by Carla Bearup

Access Scan In

Overview Membership scans can be reported by selecting a date/time range to search upon. Results can be narrowed by a specific Membership, Type and/or Length. Results are listed by facility. The members scanned (with date/time stamp) can be viewed by clicking on the facility name. Your browser does not support HTML5 video. Go to the Reports tab of t...

0 min reading time
Updated August 27th, 2021 by Carla Bearup

Balance Due By Advanced Activity

Overview This report is to view balances owed on individual advanced activities. It is run by selecting the start and end date of the activity or for a part of the activity. In the example just the fees due for just the month of Nov. have been selected. Results show the Program name and the corresponding activity that falls within the start/end date...

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Updated August 25th, 2021 by Carla Bearup

Combined Activity Roster

Overview This report shows registrants for all activities under a program.Click the name of the program in the list and choose to view all the activities under the program or just the active activities. Results can be exported. Your browser does not support HTML5 video. Go to the Reports tab of the lefthand navigation and select Activity  Reports. U...

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Updated August 27th, 2021 by Carla Bearup

Balance Due By Memberships

Overview This report is to view balances owed on membership. It is run by selecting a start and end date. Results show the Membership name and the corresponding types that falls within the start/end date range that have balances owed. By clicking on the membership type name the results list the registrants names with their part of the balances owed....

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Updated August 29th, 2021 by Carla Bearup

Duplicate Accounts / Members

Overview The Duplicate Accounts report lists accounts that have potential duplicates within the system. Accounts can be merged from this location. Go to the Reports tab of the lefthand navigation and select Account  Reports. Under the Account Reports  box select View Duplicate Accounts . The Duplicate Members report lists account members that have p...

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Updated September 15th, 2021 by Carla Bearup

View Member Questions

Your browser does not support HTML5 video. Overview Member questions are those that are answered upon account member creation. Answers do reside within the individual accounts but also can be viewed in report form. Answers can be filtered by answer or created on date range and can be exported. Go to the Reports tab of the lefthand navigation and sel...

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Updated August 29th, 2021 by Carla Bearup

Balance Due By Account

Overview This report is to view balances owed on individual accounts. Go to the Reports tab of the lefthand navigation and select Balance Due  Reports. Select Balance Due By Account. Set a date range by invoice date. Click Search. Results show the account name with balance owed with the corresponding items owed on....

0 min reading time
Updated August 24th, 2021 by Carla Bearup

Facility Schedule

Overview This report is run by selecting a date range and a day or multiple days of the week. Results can be filtered by facility(s), facility type, hours, account, contacts or permits. Results are bookings listed by date with the location and activity showing the time in blocks.  Hovering over the block will show a pop up of the actual time booked....

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Updated August 13th, 2021 by Carla Bearup

Adding a Facility

Facility Creation Go to Facilities in the lefthand navigation bar. Click Add New Facility/Area and enter the address information. If Facility Contact is different then the main site contact enter name and contact number. Click Display Map radio dial to yes if you would like the Google maps to appear for this facility. Status is defaulted to Open bu...

1 min reading time
Updated August 26th, 2021 by Carla Bearup

Ticket Report

Overview Tickets purchased through the POS can be viewed through the Ticket Report. Select the date range and ticket product to search on. Results show the tickets sold during that time frame with the ability to print the list. Go to the Reports tab of the lefthand navigation and select Point of Sales  Reports. Select Ticket Report . Set the Start D...

0 min reading time
Updated August 23rd, 2021 by Carla Bearup

Income Summary Report

Overview Summary of income for each payment type for a given period of time. Defaulted  to include refunds and credits, uncheck if you do not want to include these. Click totals for more detail. Includes budget group view if not using advanced disbursement. Useful to see the totals of each payment type. Go to the Reports tab of the lefthand navigati...

0 min reading time
Updated August 26th, 2021 by Carla Bearup

Missing Documents

Overview This report is for those activities that have Required Documents. (Also available for Memberships.) When the activity/membership is clicked the results show any registrants that did not submit the required document. Results can be filtered by document or status. Statuses that will show under this report: Missing- Document is required for th...

0 min reading time
Updated August 25th, 2021 by Carla Bearup

Point of Sale Set-up

Once Point of Sale has been activated for your site, you will see a Products tab in the main navigation of your management. Your first step after clicking that tab is to click Product Categories. Once that page loads, click Add New Product  Category at the top. Here you can add your category by filling in the name, leaving the status set to active, ...

4 min reading time
Updated August 25th, 2021 by Carla Bearup

Seat Counts by Category

Overview This report is run by selecting an activity date range to view and type of seats to view (all, open or not open). A specific Activity can be selected otherwise results are a listing of seating info by all categories during that date range. By clicking the category name a seat listing of all the activities within that category is shown. Go t...

0 min reading time
Updated August 17th, 2021 by Carla Bearup

Membership Card Guide

Assigning a Photo to an Account Member This image will show up when this member's card is scanned (or number is entered). Check that webcam is connected, turned on, and functioning properly. From the Management home page, select Accounts tab from lefthand navigation. Once the tab expands, select Search Members. Enter the member's name in full or par...

1 min reading time
Updated August 13th, 2021 by Carla Bearup

Program Cloning Video

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Updated August 13th, 2021 by Carla Bearup

Reservations Video

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Updated August 27th, 2021 by Carla Bearup

Balance Due For Reservations

Overview This report is to view balances owed on Reservations. It is run by selecting a start and end date. Results show the Reservations that falls within the start/end date range that have balances owed. Go to the Reports tab of the lefthand navigation and select Balance Due  Reports. Select Balance Due For Reservations. Set the Start Date, End Da...

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Updated August 25th, 2021 by Carla Bearup

Activity Start/End Date Seat Count

Overview This report is run by selecting an activity start date and can be narrowed by end date or activity name if desired. Likewise, the search can be conducted by the activity end date by switching the Search by radio dial. Results will show the activity with dates min/max, # enrolled along with a Reports link that when hovered over gives the opt...

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Updated August 13th, 2021 by Carla Bearup

Point of Sale - Fund Account Product Video

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Updated August 13th, 2021 by Carla Bearup

Tax Deductible Items and Statement Video

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Updated September 14th, 2021 by Carla Bearup

Assigning Validation Facility

Your browser does not support HTML5 video. To assign a membership to a facility for purposes of validating usage, go to: Facilities > View/Search Facilities. Select the applicable facility. Click the Membership Access tab and assign the applicable membership by marking the checkbox within the table for Facility Access. Click Update....

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Updated September 15th, 2021 by Carla Bearup

Register for a Membership

Click Accounts in the left navigation bar. Click either Search Accounts or Search Members to search for the account. Click the account name. Click the member name. Click Register for Memberships (left nav). Enter part of the name of the membership you'd like to register for and click Search. Click Purchasing Options on the item you'd like to add. Se...

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Updated September 14th, 2021 by Carla Bearup

Basic Email Blast

The purpose of email blasts is to send an email targeted to specified account members. You can also upload images or documents to the email blast.  Decision Tree What kind of user account do you have? Administrator Level Access Manager or Standard User Don't see the link in either local? Add Button If you have an administrator account in MyRec.com, ...

2 min reading time
Updated July 15th, 2021 by Carla Bearup

Printing Small Receipts with Tablets

MyRec.com has the capability to print small receipts from the Point of Sale area in the facility portal to a receipt printer from an Android or iPad tablet. The printing ability is because of an app called Star Micronics PassPRNT that can print on a Star Micronics Star Micronics TSP100 FuturePRNT USB receipt printer part #39461110, TSP100IIILAN (Eth...

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Updated August 13th, 2021 by Carla Bearup

Adding Facility Areas

Facility Areas Go to Facilities in the lefthand navigation bar. Click Add New Facility/Area and enter the area name. Select the Parent Facility from the drop down. Facility Address and Contact Information is taken from the Parent Facility.  From this point forward adding the area settings are the same as Adding a Facility and Applying Rental Info....

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Updated August 13th, 2021 by Carla Bearup

Custom Disclaimers Video

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Updated August 13th, 2021 by Carla Bearup

Point of Sale- Gift Certificates Video

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Updated September 15th, 2021 by Carla Bearup

Munis Export Guide

MyRec.com has the ability to export financial data to Munis. This is done through a series of steps in the MyRec.com system that will result in a report in the format that can be imported into Munis. Here are the steps to set up the ability to export of MyRec.com in the Munis AR Misc format. Delete Important Please contact MyRec.com Customer Service...

1 min reading time
Updated August 23rd, 2021 by Carla Bearup

Disbursement Summary Report

Overview General summary of total income for each budget group for a selected period of time by transaction date, can select payment type. Can be used to see what the total income for each budget group is for a certain period of time like a week or month. Go to the Reports tab of the lefthand navigation and select Finance Reports. Under the Disburse...

0 min reading time
Updated August 13th, 2021 by Carla Bearup

Modify a Reservation Video

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Updated August 26th, 2021 by Carla Bearup

Disbursement Income Report

Overview Summary of transaction income by budget groups for the various payment types for selected period of time. Useful to see how much income there is in a specified period of time for a certain budget group. Go to the Reports tab of the lefthand navigation and select Finance Reports. Under the Disbursement  Reports box select Disbursement Income...

0 min reading time
Updated August 20th, 2021 by Carla Bearup

Standard Activity Creation

In the MyRec.com system, activities are what your customers will be registering into. Activities populate the calendar and their registrants populate the rosters.  Activities are created within a program. On the program page, click Add New Activity. (Because Programs house activities, they must be created first in order to add activities. See Progra...

4 min reading time
Updated August 26th, 2021 by Carla Bearup

Gift Certificate Redemption Report

Overview This report shows the Gift Certificates purchased from POS within a date range or a specific certificate can be searched by Invoice # or Redemption Code. Results shows the list of Gift Certificates with the redemption status and code. Go to the Reports tab of the lefthand navigation and select Point of Sales  Reports. Select Gift Certificat...

0 min reading time
Updated August 27th, 2021 by Carla Bearup

Balance Due By Activity

Overview This report is to view balances owed on individual activities. It is run by selecting the start and end date of the activity. Results show the Program name and the corresponding activity that falls within the start/end date range with the amount of registration fees total, how much was paid and the balance owed. By clicking on the activity ...

0 min reading time
Updated August 16th, 2021 by Carla Bearup

Facility Renter Types

Facility Renter Types can be created to assign different rates to a facility within the fee matrix. These fees are then prefilled as the renter type is selected on the renter at the time of reservation. To create a Facility Renter Type Navigate to the Facilities tab and click the Facility Renter Types link. Click the Add New Facility Renter Type lin...

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Updated September 15th, 2021 by Carla Bearup

Calendar Quick Add Event Video

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Updated August 25th, 2021 by Carla Bearup

Advanced Activity Schedule

Overview This report is designed to view advanced activity registrants by the day, week or month. It is a way to consolidate the registrant list to view by a date range who is attending and which days. Results are sortable by name, age, grade, date, pricing option or date. Can also be a sign in/out sheet by clicking the sign in columns and print lin...

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