Accessing the Rosters and Sign-Ins from the Program Level You can view registrant lists as rosters, attendance lists, and sign-in sheets for all activities from the program screen. Search for the program in the leftside navigation bar Select the correct program name and scroll down to the activity list Find the correct activity from the list and loo...

Conditions for Using Payment Plans Departments must meet the following conditions in order to use payment plans Departments must be using Zeamster/Fortis, Authorize.net, or MX Merchant as their payment gateway Departments must have activated CIM in the payment gateway and cc storage Payment Plans are not compatible with split fees ACH is not a payme...

For departments who are using Fortis with the Zeamster gateway, you will use the Transaction Report in the Financial Reports menu to see specific transactions. These Transaction Reports are located in the Financial Reports screen under Zeamster Reports. View Specific Transactions Navigate to the Reports menu Select Financial Reports Click on Transac...

Your browser does not support HTML5 video. Payment Plan Tutorial - v1.mp4...

When a reservation is booked, a refundable deposit can be added. This article explains how to return that deposit once the department is ready to do so. Go to the Reservations tab in the customer's household account  Click on the Title of the reservation. Click on the Return Deposit link in the upper right hand corner  Choose how you would like to r...

Departments will commonly use the Facility Request Approval feature if they have a Board that pre-approves reservation requests prior to the staff approve of the request, which is then sent to the public user. Additionally, departments who share a facility with a school, for instance, will use this feature to have gymnasium or field requests sent to...

Accessing Answers for Registration Questions You can access the answers from your users' registrations under the Activity Reports menu in order to export, edit, or delete that information. Click on the Reports menu in the leftside navigation bar Select Activity Reports Choose the report from the Question Reports section The most popular reports in t...

Deposit (Hold) is a payment type that can be available to customers only if selected in your payment options by a MyRec.com staff member. This payment type allows staff to process a registration or reservation and enter a payment that does not appear as income. The intent here is that your department will have received a check, cash, or similar paym...

The Account Communication Log is a new feature for department staff to document customer interactions pertinent to the account. When staff contacts a customer, an entry can be made in the account log for reference at a later date. Located in the Messages tab of a customer's account page, a new section has been added for the Account Communications Lo...

To suspend an account within your MyRec.com system, you can temporarily change the account setting, and later restore the account to full use.   Open the household account Click the Edit Account link at the top of the household account screen Scroll down and select Yes for Suspend Account Go to the bottom of the page and click Submit You can return ...

Do I Need to Contact CSS? Departments who cannot see the Create Payment Plan link from the household screen should contact Support to turn on CIM or CC storage.   Which subscription do you need to change over to an RPP? Advanced Activity Subscription   Fixed End Date Membership Subscription (i.e. seasonal, single year)   Lifetime, Auto-Renewal Exten...

The waitlist feature is compatible with Standard Activities and cannot be used with Advanced Activities. Setting Up a Waitlist  Navigate to the Registrant Settings tab of your Standard Activity  Click Edit Registrant Settings  Set the Max Seats for the activity This is a required setting for the waiting list to begin Select Free or Paid from the Wai...

Training Cancellation Policy Training your trainers is one of the tools we provide so you can focus on what matters: delivering exceptional experiences for your members. Our Training Specialists are here to help! Once you have been contacted by the Training Specialist and schedule a training session, please be mindful of the limited session availabi...

Team Sport programs have a feature that will allow staff to auto-create a schedule for the activity, assigning teams as Home and Visitor to the game time slot. Creating a Team Schedule Create a Team Sport program Add an activity with a standard schedule Create teams using the Teams/Group tab You must have teams created for the activity before you wi...

Fund Account POS products are used as a way to provide household credits to a user's account. It's important to note that this product does not allow Prompt for Price setup, so you will need to create a separate product for each denomination you would like the public to purchase. Steps for Setup  Go to the Products menu in the leftside navigation on...

The Refill Alert Report will display an inventoried products that have met or gone below the inventory alert quantity in their settings.  Running the Refill Alert Report  Open the Reports tab in the leftside navigation menu  Click Point of Sale Reports  Select the Refill Alert Report from the bottom the column There is also a quick access link locat...

The Subscriber Settings tab of the Department Settings consolidates information that may be helpful to your department. Administrators can easily access important documents and check key dates, including the Agreement Annual Renewal Date and the Issue Date of the Next Invoice. They can also view when their custom site design was applied. Additionall...

The Facility Access Portal can be accessed through the POS portal and several shortcuts from the management homepage. Scanning a Member Into a Facility  To give a member access to a facility, you can open the Facility Access Portal In the Membership menu on the leftside navigation bar By clicking the POS icon on the top of the management screen By u...

Accounts will receive emails to their billing notification email address depending on the resolution to cancellation requests. Here is some additional information, depending on the type of cancellation request received, showing the email that is sent, and under which situations the public user will receive an email. Standard Activity Email sent to b...

Email Blast Issues When created, a blast generates a list of recipients and non-recipients that is accessible to administrative staff users. "Recipients" are those who have an active notification email address that is subscribed to the list the email blast is going to (Cancellation or General) and match the criteria for the emails blast (ex. Account...

By entering a Max Account Balance, the account will not be able to register online for any classes nor will they be allowed to complete a pre-registration form, a facility reservation, or product purchase if they have an unpaid balance equal to or greater than this amount. Adding a Max Account Balance Open the Household Account Click Edit Account fr...

Creating Different Type of Products Standard Product   Tickets   Adjustments   Combo Packages     To Enter a Standard Product: Enter a product name Set the Add the price and description, as applicable  If your item will have the same price at all times, leave Prompt for Price set to No If the price will change, set this to Yes and upon checkout, you...

Public Side Password Reset Request On the login page for your department's public site, your user will click the Reset Password button or link They must enter the email address on file for their account or the password reset function will not work The system verifies their email against their account to ensure secure access to their user info If mul...

The Cancellation Report will provide information for cancellations. This includes the household name and link, the invoice number and link, activity information, credits, and refunds. This report is searchable by date range or item name. To access the Cancellation Report: Open the Reports menu from the left side of the screen Select Financial Report...

The Income Totals by User report shows Management side users and their revenue totals by payment type. There is a date filter, along with a user and location filter available on this report. Additionally, you can view the transactions for the user by clicking on the revenue total in the final column. Data contained in this report includes:  Manageme...

The Demo Training Site is available to the department staff for practice purposes.  This is one site that is shared among all our clients.  Some access is limited and the site will be cleaned out in January and July.   To set up your department's access to the Demo Training or to obtain your department's login, please contact Client Services. ...

Many departments have parks that offer a handful of campsites to the public. You can use MyRec.com to simplify your paper and pen site rentals and create a functional, public-side, online campsite reservation process that is appropriate for these smaller campsite setups.   You will use both the Facility feature and the Facility Reservation feature t...

Creating a Custom Form Create Custom Forms Custom forms are a way to help convert your stack of paperwork into reportable da 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 che...

This setup will help walk you through the steps to create an annual membership to the pool with family, individual, senior, and child types along with facility access using the POS portal for barcode scans. This setup can work with either digital membership cards or printed cards, depending on your settings. Create the Membership Create the membersh...

How to View Reservation Requests You can view all current Facility Requests from the Management homepage. On the right side of the screen, in the Needs Attention box, there is a shortcut to the Facility Requests page. Click Facility Requests The number to the right of the Facility Requests shortcut indicates how many current Facility Requests are wa...

There are many possible ways to set up your golf program for tee time reservations in MyRec. This is just one variation that is commonly used. Each department has unique policies for their golf course, so this sample setup is specific to a course that has 9- or 18-hole options and assumes that at least one player will need to pay their fee online in...

 The public user can view a personalized calendar with all activity events and reservation events that are assigned to their household members either through registration or reservation. Opening the Household Calendar The public user should log into their MyRec.com account for your department Hover over the Account icon and click My Account Click th...

Report appearance can be changed by rearranging where columns are located within the report. This video demonstrates the simple process that you can use when you need to view a report in a similar manner to other reports you are using. Your browser does not support HTML5 video....

Standard Program Garden Plot Setup Departments are offering community garden plots more and more frequently, and this sample setup will allow the public to purchase their plot (or select it free of charge, if desired), while also allowing the staff to send out blasts, have a roster, and utilize the digital sign-in along with all other Standard Progr...

This program setup uses subheadings as a cleaner way of organizing the entire summer line-up that can include camps, swim lessons, sports leagues etc..., specifically so the department can use fee adjustments across the board as an umbrella for children who would normally be in different programs. Each sub-heading has a title & description for t...

Registration Payment Plans (RPPs) are available for standard activities, advanced activities, team sport activities, and membership registrations both on the management side and on the public side checkout. Your users can now purchase registrations on the public side that have been set up on a payment plan schedule. This is particularly useful for h...

Selling a Product via Point of Sale You can use the POS portal to sell a variety of products including shirts, concessions, gift certificates, and even passes to your facility. Accessing the POS to Make a Sale Selling a Product from the Management Screen Search for the member purchasing the product by entering their name in the Member Search bar Cli...

Open the Administration menu in the leftside navigation bar Select Email Blasts Click Export Email List in the upper right of the page Click Basic Service or Constant Contact if you are a subscriber Choose By Account You can leave all selections blank unless there is a certain filter you need to apply for the non-recipient list you are seeking Enter...

The Drawer Cash Out report works on the basis of the staff user who is logged in, and the report details are specific to that user's transactions during a certain date and time. If your department has POS staff sharing a login, the Drawer Cash Out will include transactions for all staff using that login during the date/time selected. If you want a s...

Registration Payment Plans (RPPs) for Memberships have many similar features to the Recurring Subscription feature, which was the auto-pay solution through Authorize.net for your membership subscriptions. However, RPPs for Memberships have several additional advantages for our clients because they are created within the MyRec.com system, see Registr...

The MyRec.com calendar is automatically populated with events from your reservation and your activity schedules. To “put something on the calendar”, you can create the activity and add a schedule, selecting a location, and the event will be displayed on both the management and public calendar. (You can set the activity to not be displayed on the pub...

When a department opts for the payment type of Pre-Registration Form or Pre-Registration Form or Online Payment, they will need to process those pre-registration forms from the management side before the user is registered for the activity. The user will not appear on the roster until the pre-registration form is processed. On the management homepag...

Add Time to a Membership You can extend the date of expiration on a membership length without changing the activation date by viewing the registrations for the membership.   Click the Update Expiration Dates link above the Active Membership section On the Extend Membership Expiration Dates screen, enter the date range to view any memberships set to ...

Your department can use the Product Check-In feature in the POS to rent or check out and return products like kayaks, pool tubes, golf clubs, and other equipment. Accessing Product Check In The POS portal and several shortcuts from the management homepage In the Membership menu on the leftside navigation bar By clicking the POS icon on the top of th...

You can create add-ons specifically for reservations to include items like electricity, sound system, trash service, picnic tables, chairs, firewood, equipment sets, and more. Creating the Add-On Item Open the Facilities tab on the leftside navigation menu Click Reservation Add-Ons Click the Add New Reservation Add-Ons link at the top of the screen ...

Member discounts can be added at the individual account member level. These are very useful for employee discounts, veteran discounts, first responders, teachers, and so forth. Once you assign member discounts to your eligible users, you can designate activities and memberships to activate the membership on that item, which will then apply on the pu...

To add exclusion dates at the facility or facility area level, you will go to that specific facility page to update the settings. Facility Exclusion Dates To add dates at the parent facility level, you will open the facility page from the Facilities tab in the leftside navigation menu>View/Search Facilities From the Facility Management screen for...

Accessing Answers from Custom Forms You can access the answers from your users' custom forms under the Activity Reports menu in order to export, edit, or delete that information. Click on the Reports menu in the leftside navigation bar Select Activity Reports Choose the report from the Custom Form Reports section The most popular reports in this sec...

Activity Fee Adjustments Fee Adjustments Fee Adjustments allow you to have preset discounts and additional fees that will  Fee Adjustments allow you to have preset discounts and additional fees that will apply to registrations and memberships based on specific requirements being met. For programs/Activities, you can set fee adjustments to apply to i...

To Enable Public Reservation Requests 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 if it is not already. In order for public reservation requests to occur: The Management side Allow Facility Request setting must be activated by a M...

If you do not have the membership card or number, you can search a member in POS to make purchases, product check-ins, facility accesses, etc… In the POS, click Member Search in the top bar Enter the member name Check the Include Account Names in Search box, if applicable Click Search Click the member name The next screen will open that member's acc...

Your department can combine your use of Memberships and Facilities within MyRec.com to create a way for your customers to choose options upon scanning into a facility. Setting Up Scan-In Options  Navigate to the Facilities tab on the left side navigation menu  Click on the View/Search Facilities tab and select the facility you need to edit for scan-...

In order to remain PCI compliant, you must now complete quarterly scans. This is in addition to the annual questionnaire you have been completing. These scans are crucial to ensure the ongoing security of your processing environment. Please note that the PCI requirement was mandated by the card brands Visa and Mastercard. At the start of the complia...

Departments frequently ask about using QR codes with their MyRec.com site. QR codes are generated by numerous outside, third-party QR code generators, which you can find by completing an online search. MyRec.com does not create QR codes. The function of a QR code is to take the user to a specific website, so you can use this tool to direct your user...