Vermont Systems February RecLine – Put Recreation First

Abby Rossi

February 20, 2023

6 more weeks of winter 😨 Don’t worrPunxsutawney Phil only has a 39% accuracy rate, so don’t fear, spring will be here soon!

In this newsletter, you will find available education and training times, new product releases, services and support updates, and our newest column the Employee Spotlight featuring Ricci Skitzis! 

Quick Links:  

Putting Recreation First for the City of Los Angeles 

With a mission to ensure their community stays active, the Department of Recreation and Parks, City of Los Angeles, puts recreation first, referring to themselves as a “Recreation and Parks Department.” 

“We felt confident that they (Vermont Systems) could handle our demands for the system.”
– Alex Yee, City of Los Angeles 

Two is Better Than One 

This past year, Vermont Systems, along with Clubessential Holdings, made a strategic acquisition of ePACT Network. Ltd. This partnership will be a great benefit for our clients as ePACT provides a HIPAA and SOC 2 compliant solution that perfectly compliments RecTrac. This will automate the collection and management of critical information, such as emergency contact information, health information, waivers and forms. ePACT also stores all this information in an encrypted environment that is accessible even while offline, allowing your programs and members to be protected in any situation.  

To celebrate this perfect pairing, ePACT network is providing Vermont Systems clients with a discount until June 30th, 2023. Book some time with one of their representatives to learn more about how you can further protect your members and ease your administrative load.  

Upcoming Education and Training Available

The Vermont Systems Education team offers the most efficient way to become proficient and productive with the software as well as the fastest way to onboard new employees, with options to fit any time and budget. If one of your goals is productivity – learning from and with others is a proven path. 

  • Every other Thursday at 2:00pm Eastern, RecChat offers conversations about new features, hot topics, and upcoming events that are included in your plan with Vermont Systems. Sign up for the latest and to view archived sessions. Sign up here. 
  • The RecTrac Lab: Our free online series of micro-learning courses covers topics for everyone from new to advanced users. Contact us to find the right RecTrac Lab courses for you. 

Employee Spotlight

Ricci Skitzis, Sales Executive

Resident of: Colchester, Vermont 

Time at Vermont Systems: Almost 8 years 

Family: My husband Mike, son Everett (3) and Australian Shepherd, Milo 

Hobbies: Playing soccer, running and traveling 

What I am Currently Binge-watching: We’re typically watching hockey, football or Premier League Soccer. 

Most Recent Accomplishment:  Does surviving the “terrible two’s” count? 😊 

Why I Enjoy Working at Vermont Systems:  I get to work with customers all over the world that are making a positive impact on their communities every day. 

Favorite Quote/Words to Live By: “Life Begins at the end of your comfort zone.”  Neale Donald Walsh 

Vermont Systems Symposium

Start planning for 2023 by adding the Vermont Systems Symposium to your budget. We would love to see you there!  Save the date November 7-9 2023 and check out this page for more details. 

All Current Product Releases

RecTrac is ready for download: We’re happy to announce that RecTrac Version has been released!  There are many important updates in this release.   We urge all departments to update as soon as possible. 

The WebTrac Virtual Waiting Room   

A reminder for our hosted customers that we are still using the Virtual Waiting room for large online registrations.   Please contact support several weeks prior to your scheduled event and we will have the system setup and ready for you and your patrons if the event will exceed 900 plus households at the start of the registration.  

The virtual waiting room allows Vermont Systems to meter traffic destined for your WebTrac site at the onset of registration launches. This allows us to pull all patrons into a randomly assigned queue just prior to the start of the registration and then release them to your WebTrac site in a manner that promotes a positive and predictable customer experience.  We have successfully deployed the virtual waiting room for many recent high-volume registrations and are now positioned to use this as a tool if we determine the demand may exceed the ability of your WebTrac site to sustain a positive user experience.    

For events that are known to Vermont Systems, we can monitor traffic leading up to the event and determine if the virtual waiting room will be needed to support the demand.  Please continue to inform our Support or Hosted Services teams of high-volume upcoming registrations. 

News and Updates From Services and Support

It has been rewarding to see that our customers are responding positively to our support process and staff.  We reached an all time high of 97.5% positive feedback rating on all support cases in 2022!  This  beat the previous high of 94.8% in 2021.  We have a wonderful team of professionals supporting our products and it is a pleasure working with our customers every day.   We continue to look for ways to improve our support services and welcome any feedback. 

The online Live Chat continues to be the best and most popular method for customers to get a quick answer on software items. We have added more live chat representatives to the schedule to help with those higher volume times we see each weekday.  You can access chat in the Support Portal online: Home · Customer Self-Service (   We look forward to working with you!

Implementation Team:

Do you have new staff members that have never been trained on RecTrac 3.1?  Are you new to your organization and ever wondered; “why was the setup in RecTrac done a certain way, and could it be improved?”  Would you like to streamline the online services and ensure your patrons are getting a good experience online with WebTrac using their mobile device?  If you said yes to any of these questions, we are here to help!  Please check out the new “Elevate” option for training or email Brian Hatch (Implementation Manager) with specific training questions or to set up discovery calls. 

Education Team:

The Education team (EDU) led by Zach Malloch continues working on self-help content for our users.  The EDU team has selected a new platform to publish the application Knowledge Base, Videos and Topic Docs.  Most of our existing content has been moved to the new application and beta testing with customers started in October This new platform will provide both you and our Support team the content needed in one portal with superior search capabilities, significantly improving your support experience.  Don’t forget to check out the bi-weekly free RecChats with Zach and team on software and industry topics.   Look for the invite via the VS Connect email.  


We encourage all customers and IT departments to keep the RecTrac version up to date to ensure you have all the latest updates and features. On-premises customers should plan to update 5 times per year. Fully hosted customers are all set and get each update loaded automatically. 

Support Portal and Knowledge Base:

Access the support portal to chat with an expert, view the system education documents, and find FAQs. Be on the lookout for the new knowledge platform mentioned above and look forward to an improved experience in the knowledge base. 

VS Assist:

Our team of RecTrac experts can ensure that you hit the ground running with a database and solution that’s move-in ready. Whatever your needs, VS Assist will help you reduce training requirements, accelerate your implementation timeline, and enable you to start better serving your patrons and community faster.  

Is Cloud Hosting Right for You?

It’s hard not to miss the trend: the vast majority of organizations are moving to cloud-hosted solutions. The reasons are clear, Cloud Hosting simply delivers far more advantages and allows your team to focus on serving your community. But is it right for you?

Take a look around your organization and see how you would answer the questions.