Vermont Systems November RecLine – Empower Your Staff

Abby Rossi

November 15, 2022

When do you feel the most empowered in your role? Most people feel empowered in their role when they are trusted by their colleagues and managers and they are challenged by new projects.

Provide your staff with the opportunity to feel empowered in their role by utilizing Vermont Systems. Through the advancements and developments of your parks and recreation departments as well as the advancements and developments in technology, you can strengthen your employees. In this newsletter, you will learn how an enterprise parks and recreation department utilizes Vermont Systems, you will have access to our upcoming education and training, and all active releases to make sure you are up to date on your technology!

A Vermont Systems customer since 2005, the City of Asheville Parks and Recreation have found that continued advancements and developments from the company have enabled them to keep pace with their community, offering dramatic time savings and an enhanced patron experience.

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.

Last month we hosted our 2022 Vermont Systems Symposium. There was a lot of learning and much fun happening in our neck of the woods up in Vermont. We loved seeing you all in person!

Unable to attend the Symposium this year? Start planning for 2023 by adding it to your budget. We would love to see you!

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.

We are back to full staffing levels and are able to assist and respond to cases quickly and effectively.

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 ot 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 soon!  Currently scheduled for December 2022.  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 do 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, access 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.