Vermont Systems December RecLine – Keep Your Community Services Rolling Through The Holidays

Abby Rossi

December 15, 2022

The holidays are here and we are ready to spread some cheer!

The Vermont Systems team has many exciting updates and stories to share with you throughout this newsletter. Read about Loudoun County and their experiences with Vermont Systems, hear from the education team about upcoming training sessions, and learn more about our current releases to make sure your systems are up to date on their technology!

Situated just outside of Washington D.C., in Virginia, Loudoun County Parks, Recreation, and Community Services (PRCS) serve a population of approximately 450,000 with a wide range of services and around 700 dedicated full-time employees.

A sampling of services includes nine community centers, five senior centers, four large regional parks, and after-school programs at 50 elementary schools. The result is a 64-page activity guide and a lot of moving parts.

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 December, we’re offering new pricing options at discounted rates on all SMS Texting Bundles. Contact to learn more!

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. Sign up for the latest and to view archived sessions. Sign up here.
      • The RecTrac Lab: Our 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.

In October we hosted our 2022 Vermont Systems Symposium. We were grateful for the continuous exchange of questions and answers between participants and the Vermont Systems team – It was very helpful for us to hear questions and feedback from those who utilize the products every single day.

Start planning for 2023 by adding the Vermont Systems Symposium to your budget. We would love to see you there!

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.

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.

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 support team is ready to assist you with any RecTrac or WebTrac questions that you have.

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!  We can do a database review and website review with you and come up with a custom plan to get you running the system with confidence while giving your patrons the best experience possible. You can email the Sales team for quotes on training or email Brian Hatch (Implementation Manager) with specific training questions or to set up migration 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. We plan to launch this in December with the release!   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.

Reminders: 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.

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.