Vermont Systems Q3 RecLine

Abby Rossi

August 23, 2023

Yes — you read that correctly, quarterly newsletters! We have officially updated our newsletter distribution to 4 times a year, but don’t worry — throughout the year, we will keep in touch with you through email updates, social media, and, of course, the education team.

These newsletters will be providing you with customer spotlights, educational updates, and updated product information.

Quick Links:   

Have You Met CampBrain?

“I am thrilled not only about our ability to add a premier technology for camp management to our recreation management offerings, but one whose customers are raving fans of their software and service.” Patrick Hayden, President of Vermont Systems 

Hosted Takes the Heat Out of Henderson

The second largest city in Nevada just a few miles south of Las Vegas, Henderson is home to more than 320,000 people. Located in the Mojave Desert, it has a hot desert climate. As Parks and Recreation Systems Administrator Jeannette Palmer says, “summer is hot, our pools are busy, and we need to be creative about indoor programming space with everything we have to offer.” With the height of COVID hopefully behind us all and a recent move to the hosted RecTrac, they’re getting increasingly responsive to their community needs and desires.

The ePACT Spotlight

Building Resilience in Recreation Programming: How to Create Engaging, Safe, and Sustainable Program

Recreation programs play an important role in building resilient communities, and it’s important to ensure they are adaptable to the ever-changing world. Key strategies for building resilience include planning for the unexpected, fostering a culture of innovation, prioritizing safety and risk management, building strong community connections, and emphasizing sustainability. By implementing these strategies, recreation programs can create engaging, safe, and sustainable programs that are better equipped to handle any challenges that may arise.

You’re Invited to the ePACT Webinar!

You understand the importance of creating engaging and inclusive programs for your community. That’s why we are thrilled to invite you to a special webinar that explores the intersection of art and recreation, Play Through Art, on September 19th at 10:00 am PST.

During the webinar, you will:

  • Gain valuable insights from experienced professionals in the field of recreation and art.
  • Discover innovative strategies for incorporating art into your programs and facilities.
  • Learn how art can foster creativity, self-expression, and inclusivity.
  • Participate in a dynamic panel discussion and have your questions answered.

Come Say Hi to the ePACT team at NRPA

The ePACT team will be at NRPA Annual Conference in Dallas, Texas, on October 10-12. Swing by booth #3303 and win some great swag


We’re proud to say that the Vermont 2023 Symposium is sure to set a new bar for an already great event. In addition to three great days of content, we’ve added THREE EDUCATIONAL sessions per time block, for more learning options! We would love to see you there!

Check out session topics, event plans, and a sneak peek when you download this quick fact sheet!


Not getting VS Connect? Don’t worry! Contact and we’ll get you signed up so you can stay connected with VS Connect!
VS Connect offers notifications of Vermont Systems product news, critical bug fixes, product release dates, “Did You Knows,” and much more! This self-subscribed email service is designed to give you quick links to Vermont Systems product information that you need to know. 


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.

  • Education & Training: Every other Thursday at 2:00 pm 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.


Do You Like Maple Syrup?

What do you like to put on your pancakes?  If you said Vermont Maple Syrup, then what better way to enjoy a delicious breakfast than with a free pint shipped right to your door!  All you have to do is complete the Customer Service Survey you receive when your support case is closed and you will be entered in the monthly drawing.

Employee Spotlight  – David Martel

Lead Operations Specialist  

Resident of: Williston, Vermont
Time at Vermont Systems:  11 Years
Family:  My parents were dairy farmers. We are a close family. I see my parents,  brother and sister every weekend. I’m in a relationship for 8 years and engaged. I have three kids 30,31,32.
Hobbies: Woodworking, Cars, Motorcycles, Gardening, Landscaping, Music/guitar/drums, Tractor play.
What I am Currently Binge-watching:   Star Trek Strange New Worlds 
Most Recent Accomplishment:  Learning to play the guitar and drums.
Why I Enjoy Working at Vermont Systems:  I like the customers I work with. They are more than customers to me, they are my friends.
Favorite Quote/Words to Live By:  “Many of life’s failures are people who did not realize how close they were to success when they gave up.”


RecTrac Elevate 

Ready to Elevate your RecTrac solution? RecTrac Elevate was created to ensure that our customers can take full advantage of all that their class-leading system has to offer. Check out our recent RecChat on this topic to learn all the ways this service can help you!

RecTrac is ready for download: We’re happy to announce that RecTrac Version has been released! There are many important updates in this release. This release applies only to users running RecTrac Version 3.1.
For update instructions, release notes, and other important information, please refer to your VS Connect email from 08/23/2023.

Current RecTrac Releases: Current Vermont Systems Product Release Levels  

The WebTrac Virtual Waiting Room

This is 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.


Plug and Pay Customers – about deprecation of their service  

HelpDesk Team: Summer Support is Here! Our dedicated HelpDesk Team is fully prepared to assist you with all your RecTrac summer needs. We’ve been hard at work, promoting team members to new positions, training fresh talent, and embarking on exciting initiatives to expand our self-help platform known as the ‘Cumulative Universal Learning Library and Education Network’ or ‘C.U.L.L.E.N’ for short (if you know, you know :). You can always reach us through our Support Portal by submitting a case or engaging in a quick question-and-answer session via chat. We also appreciate your valuable feedback, so please continue to share your thoughts through the case resolution surveys. Last quarter, we received an outstanding response of 892 surveys, resulting in a remarkable 99.56% positive feedback rating. We’re thrilled to hear from you! Keep those surveys coming!

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: All of Vermont Systems went through a change when our former Director, Cullen Barber, retired at the end of May.  Not wanting to deprive anyone of the habits developed over his 30 years of service, we’ve renamed the Vermont Systems Next Gen Knowledge Base, to C.U.L.L.E.N, our Cumulative Universal Learning Library and Education Network.  That’s right, you can still ask C.U.L.L.E.N questions any time you want!  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.

If our half-hour-long RecChats (did I mention that C.U.L.L.E.N hosts all of our RecChat Archives?) don’t fully satisfy your hunger for RecTrac knowledge, might I suggest our Virtual Symposium?  Our twice-monthly hourlong deeper dive into all sorts of RecTrac topics.  Contact for details!

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.

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? Download a checklist to see the advantages hosted would deliver to each group of your organization: