Account Code
A specific number differentiating accounts
Account Credits
Money that is available for the family to use on any of the organizations offerings.
Accounts
General Ledger Accounts used to sort, store and summarize your companies transactions.
account type
how the money will be used: expense, revenue, liability, etc.
Activities
An offering that does not have to be reserved ahead of time. Can be offered as a check in or not. Can have a cost at check in or can be tied to a pass
Additional Permissions
Employees of the organization may need additional permissions. Front Desk: limited access to back end of software. Cannot edit or create new offerings. Org Admin: full access to back end of software.
Add On
An item added to offering during the registration process that is optional for user to purchase along with offering item. (ex: a jersey for sport team, chairs for a room, goggles for a swim team)
Age Determination
1. age: set age range 2. grade: set grade range 3. age-of-date: set age as of specific date
Allow Seat Selection
If the event has a set seating plan, by clicking this toggle you can create the seating plan for users to select specific seats for the event
Amount
Cost of the offering item that is being set. Whole dollars can be entered as 12 or 12.00 and decimals should be used for any cents
Auth.net
credit card processing software
Available Online
This is defaulted to "on" - hit the toggle to make the offering only available for purchase in house
Balance
Amount owed by user. Comes from using the pay later option with in house transactions or payment plans
Balances
Money that the family owes to the organization
Birth Date
The system uses birthdate for age restricted offerings. If birthdate is in range of grade school, the grade option will appear.
Calculation Type
How the system will calculate fees: 1. late fee: extra fee applied on top of offering fee if a payment deadline is set up and has passed. 2. Hourly fee: price for every hour, will calculate for every 15 mins. 3. Once: one time fee, no matter the length of the reservation 4. Minimum Hours: charges a specific fee for up to a certain amount of hours, if reservation surpasses set time period then an additional hourly fee will apply.
Cancellable by Person
If this toggle is on, a customer can cancel a registration themselves. Tip: keep this off and make a receipt note to contact admin if a refund is needed.
Cash
Accepting bills or change at the organization
Catalog
The one stop shop for admins and users to easily view active offerings and make purchases
Category
A descriptive word to differentiate offerings. Helps narrow down searches for customers. These are customizable by admins. Example: Baseball field can go under a 'Fields' category.
Check
A check written out to the organization. A check number will need to be entered before finishing the checkout process
Check in Note
A note displayed when checking in for an offering to communicate with organization employees. Ex. Allergies
Child Resource
A resource that is connected or inside of a bigger resource. Example a Community centers child resource may be a classroom inside.
classes
multi-person instructional session - requires registration
Code
A unique combination of words, letters or numbers that a user can enter at checkout to receive the discount.
Code Expiration Date
The date the code expires
Code Start Date
The date a code becomes active
Contact Email
Will display for customers in the case that they have any questions or concerns during the registration process
Contact Name
Select an org admin or front desk employee to be set as a contact name. This information will be displayed to customers in the case that they have any questions or concerns during the registration process
Credit/ Debit Card- Card Reader
Credit card can be scanned through the credit card swiper connected to Etrak software. If you want this option reach out to Etrak Support.
Credit/ Debit Card- Payment Form
Manually enter credit card information.
Dashboard
aka the homepage, can be accessed at anytime by clicking the etrak logo in the upper left corner or the 'Dashboard' button from the menu on the left side of the screen.
Days of Operation
Time of the year that a resource is open for reservations. A pool could only be open for summer dates. If a resource is open all year leave this blank
Description
Add any details about the specific offering here. Tip: include details about schedule, parking, arrival, rules, etc.
Different Schedule Per Day
Select days of the week to change hours for select days. For example: weekend hours vs. weekday hours.
discount amount
This can be used for an age, family, etc. discount
Dynamic Data
codes that make the generic email template personal. be sure to enter exactly as shown. {{name}} etc.
Early Bird Deadline
A selected date that encourages users to register early to get a discount
Early Bird Discount
If user registers before set early bird date this amount will be deducted from the total fee
Email Category
Select what action will initiate the email to send (for example 'offering refund' anytime an offering is refunded the customer will automatically be emailed a receipt)
Email Subject
This will be the title of the email. Displayed on the emails page and in the inbox of the customers email.
End Time
Time the program ends. An end time must be selected before clicking repeat
Events
Events are similar to Programs, but instead of registering specific people, you purchase a number of tickets that can be used by anyone
Family Discount
A family member may receive a discounted rate if another member of the family is registered for specific offering
Family Ticket Limit
A maximum number of tickets that a family can purchase per event. Be sure to enter a number here or the system will set this to '0' and will not allow anyone to purchase a ticket
Fee Name
Name of fee to differentiate all the fees set. EX: resident fee, non-resident fee, weekend rate, minimum hour fee, senior fee, etc.
Flat Amount
to take a set amount off of a total simply enter the number off. (ex. 20 would mean $20 off)
Gender Restriction
system will only allow the selected gender to register for the program if this feature is enabled
GLA
General Ledger Account- set to reflect what account the money in a transaction will go to. Entered in the system by admin
GLA Code
a number used to record and sort through transactions in general ledger report
GLA Type
how the money will be accounted for (expense, revenue, liability, accounts receivable, etc.)
Hours of Operation
The time frame that this resource is open for reservations.
Image
A picture of user can be uploaded and used during check in process to verify identity.
Include In All Registrations
A fee that applies to everyone regardless of discounts, resident types, etc. (ex: a uniform fee or a security deposit)
Instructor
An employee that is set as point of contact and instructor for specific program
Instructor Percent
Set percent amount that instructor will get paid out of total registrations. A report can be pulled to show total instructor pay out per program
Insurance Number
Can be set as required to register for an offering and then it must be uploaded to profile in order to proceed.
late fee
An amount added to the price of the offering item because a user is registering after the late fee date.
Lead Time
A set time that a reservation must be made in. For example a pool cannot be rented out within 7 days of the reservation date.
League Coach
Any user can be set as a league coach and can be tied to a specific program that is set up as a league.
League Type
Youth: individual user registration then admins assign teams and creates schedule Adult: team registration then admin creates schedule
Location
An organization that has several buildings/ offices using the software can set different locations to stream line the offerings shown
Master Pass Number
Number that is tied to membership and can be used to scan in to facility or check in to activities
Max Attendance
Maximum number of registrations. Additional registrations will be sent to a waitlist
minimum hours
a resource can have an hourly fee with a minimum hourly cost. For example $20/hr but a min. of 3 hours. In that case if someone reserved the resource for only one hour it would still cost $60.
My Payment Plans
Any active or past payment plans can be viewed from this page.
My Purchases
past orders/receipts can be viewed from this page
My Refunds
Any refunds/refund receipts can be viewed from this page
Offering Name
Enter specific offering name, this will be displayed in catalog list along with picture
Offerings
An offering is any item that is advertised to a customer to sell or book. Program, Resource/Facility, Pass/Membership, Event tickets, Sales items, Activities, and Sessions.
once
one time fees are a set fee that does not fluctuate based on reservation time.
Organization
business or municipality name
Other
Used for organizations who accept money outside of etrak.
Parent Resource
A large resource that has smaller resources inside. A community center is a parent resource to a classroom inside. If you book one it will book the other as well
Pass Discount
A discount can be applied to the offering for users that hold certain memberships/passes. All discount amounts are entered as the amount that is taken off the total amount.
Passes
Otherwise known as a membership. Tied to users account until date of expiration or punches run up.
Pass Level
Family: will accept any family member Individual: will only be available for purchasing user to use
Pass Type
1. Time Pass: Pass will last for a certain amount of time from the date of purchase, ex: 1 year or 1 month. 2. Punch Pass: Pass will stay active for a certain amount of check-ins and it expires when punches run up. 3. Season Pass: Set a date when pass expires. Ex: Pool membership
Pay Later
Registration/Reservation will be put in an 'owed' state and can be paid through orders page on the user profile.
Payment Deadline
A selected date that a late fee will apply. Ex. If registration is open till 1/30 but a payment deadline is set to 1/20 an additional fee will be charged between 1/20-1/30
Payment Plan
A manual or automatic plan can be set up for users to make monthly payments towards offering fees
Percent
for percent off of an amount enter number followed by '%' sign. (ex. 20%)
Permission Level
User: Head of family, has sign in information, typically the guardian. Family: member of a family, does not have sign in information. Typically a child.
per unit
For example chairs can be a resource available for rent and the fee can be set to $2/ chair.
Point of Sale
Retail shop for goods & inventory. Commonly used for physical items such as concessions or apparel.
Programs
Programs are scheduled events for groups of people, such as classes, clinics and tournaments, for which you may register in advance
Quantity
The system tracks inventory of sale items and will notify admin when quantity has ran up. This can be updated by editing the sale item.
Receipt Note
Add a note for customers to print out on receipt footer. Example: copy of waiver, league schedule, parking instructions, etc.
Registration Deadline
Date and time that registration closes to the public and the program will be hidden from catalog
Registration Start Date
Date and time that registration opens to the public and program is viewable online
Reply To Email
The email that will display for the customer to respond to.
Reports
Financial reporting
Reservation End Date/ Time
When the reservation ends. If it occurs over several weeks use the repeat button.
Reservation Name
A unique name that shows on the calendar view for the time of your reservation.
Reservation notes
Anything that needs communicated to organization about the reservation/ set up.
Reservation Start Date/ Time
When the reservation begins, this can be changed from the screen before proceeding to the cart.
Resident Type
Users are assigned a resident type that will correspond with how fees and offerings are set up. For example: a program can have a resident fee and a non-resident fee
Resource
The object that is being reserved. Otherwise known as facility
Roster Note
A note displayed on roster to communicate with coaches. ex. Allergies
Sales
physical retail items for sale through the POS system.
Send Email
Send an email to all users or users tied to certain offerings for marketing purposes.
Session
booking a resource(s) that has an administrator defined time slot
Send Email
Send an email to all users or users tied to certain offerings for marketing purposes.
Sessions
Booking a resource(s) or class slot that has an administrator defined time slot
Shift Reports
An end of the day report to show revenue for a specific day.
Specific Offerings
Select the specific offerings this code applies too. (ex. may only apply to one particular program or sale item)
Specific Types
Select the offering type this code applies too. (ex. it may apply to all spring programs or all point of sale items)
Start Date and Time
Date and time that the program begins. This can be set to be a repeating program or an end time can be selected for single day.
Start/End Date and Time
Date and time that event begins and ends
Status
If set to inactive the profile will no longer be usable
tag
A searchable word that is tied to an offering. For example a user is searching to register for a summer camp but they search track out (tag) the summer camp will pop up as an option
Tags
Keywords that a customer can use to customize their search for specific offerings
Tax Rate
If tax rate applies enter as a percent or a decimal. Be sure to select if it is included in cost or not. EX: If 7% tax is included in $2.00 purchase then the item cost will show $1.86 + 0.14. If not included in $2.00 purchase then the item cost will be $2.00 + 0.14
Tax Treatment
A rule for the sale item fee. Included: will assume that the tax rate set for your item is included in the price. Receipt will show that percent deducted from total as a tax line. Not included: The tax percent will be added to the total. *tax can be set to 0% and this selection will not be relevant
Ticket Purchase Deadline
The date that ticket sales will close and the event will be hidden from user catalog.
Ticket Purchase Start Date
When users can start purchasing tickets for this event. If event is set up to 'available online' this is the date it will show up on the user catalog
Upload An Image
Upload a specific picture for the program. Tip: picture from past event/season. This will display with the offering name in the catalog
User
The head of the household who has sign in information to the account.
User Lead
The head of the account, can login and make purchases for family members.
Users
A user is a member or customer of your organization. User accounts can have family members connected to them.
User Ticket Limit
A maximum number of tickets that a specific user can purchase per event. Be sure to enter a number here or the system counts this as 0 and will not allow a user to purchase any tickets.
Waiver
a document agreement that is pre set by organization admins.
Waivers
a document that can be set to require users to agree to, before purchasing or registering for an offering
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