Vermont Systems March RecLine – Communicate More Efficiently

Abby Rossi

March 28, 2023

The luck of the Irish is probably a saying you’ve heard repeatedly, around St. Patrick’s Day, or to do with a sports team such as the Boston Celtics or the Notre Dame Fighting Irish.

But we hope that the luck of the Irish is with you not only this spring but throughout the year. In this newsletter, you will find available education and training times, new product releases, services and support updates, and the Employee Spotlight featuring Ryan Mitchell. 

Quick Links:  

We Switched to Vermont Systems After 22 Years — How Our Community Made Payments Easier For Our Patrons 

After using a competitor’s software system for about 22 years, Kent Parks in Kent, Washington was ready for a change. 

They were utilizing a system that was old and out of touch with what their large growing community needed. After much searching, they decided to make the switch over to Vermont Systems. Kent Washington Parks & Recreation Department has over 30 employees across multiple departments that now use Vermont Systems on a daily basis. Parks Systems Support Specialist, Julie Romano, met with us about their experience utilizing flexible payment options for their community members.  

No Connection – No Problem  

The team at ePACT knows that no matter how much planning and preparation you do, accidents happen. If the bus is late, or you missed it all together, ePACT is there for you by being the only offline accessible private emergency and health record solution on the market that understands and helps with planning for the unexpected. Be proactive with easy and secured access to members’ records even when you have no wifi or cellular connection. Take advantage of attendance, check-in and check-out and other features that sync to the cloud when you are reconnected. Providing you and your team with the most up-to-date information when it’s needed most. 

Communicate More Efficiently – March Promotion 

Is your organization looking for a faster, more efficient way to communicate with your patrons?  RecTrac’s integrated SMS Texting feature has you covered! For the month of March, we’re offering new pricing options at discounted rates on all SMS Texting Bundles. Contact to learn more!  

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

Ryan MitchellSr. Implem. Consultant

Resident of: Essex Jct., VT

Time at Vermont Systems: 8 years in June 

Family: Wife Micaela and dog Gordon

Hobbies: Golf, Basketball and spending time with family  

What I am Currently Binge-watching: The Terminal List

Most Recent Accomplishment:  Clicked the correct Save button on a Time Block during a training 🙂.  And my 2-year-old niece learned my name! 

Why I Enjoy Working at Vermont Systems:  The VS family is amazing!  And I really enjoy the problem-solving aspect of my job.  Helping a customer come up with an efficient solution to serve their community betterEvery day, every call, is new and unique.

Favorite Quote/Words to Live By: The most important thing you’ll ever wear is your attitude.

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 exceeds 900 plus households at the start of the registration for an Activity event and more than 300 for other events (campsites, tickets, reservations).   

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 bundles: 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 has moved all of our Field level help and Topic Documents to the new Vermont Systems Next Gen Knowledge Base. This change from having content within our RecTrac database and now points to this new platform with the release.  Our Support Portal Knowledge Base and videos have also moved to this location.  It’s pretty exciting and has taken more than a year to complete.   We encourage you to check out the hundreds of new articles, videos and other self-help resources Here is the direct link to access for our customers: Vermont Systems Next Gen Knowledge Base ( 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.