WebTrac – How to Use Guide

Everything you need to know to navigate through WebTrac

Forgot your Username or Password?
Use the Forgot Username and Forgot Password options on the login screen to reset. You will be required to give the primary email address associated with your account to receive your information.

Update: Auto Debit & Installment Billing
If you are enrolled in a program that has installment billing, you can update your credit card information in this section.

History & Balances – Current Balance, Pending Enrollments, History, Pay Old Balances – found in your Account Tab

Current Balance – view outstanding balances or credits. If you have a household credit, this will be applied when you register online for your programs.
My Pending Enrollments – Coming Soon! This will allow you to confirm your programs once the lottery has been spun. At the time you accept your enrollment, you will then pay for only the programs you are enrolled in; you will no longer need to pay for programs before the lottery is spun. NOTE: In the future, we will also use my pending enrollments to have you accept an enrollment if you have been removed from the waitlist.
History – a listing of all the programs you have registered for. The program’s status will be displayed along with other relevant information. You can add search criteria to refine your results. If you plan to add search criteria, please ensure that you select ‘Activity Enrollment’ in the module section. NOTE: You can also view the answers to the questions that were asked at the time of registration. This is helpful if you forgot what pick-up/drop-off location you may have chosen.
Pay Old Balances – when your family member is registered in a program before we have your form of payment. You can go to this section and pay your balance. NOTE: If you owe a balance from a previous program and are registering for a new season, your outstanding balance will be added to your total. You will not be able to register for programs if you have a previous balance.

Reports – Household Roster, Household Calendar
Want to stay on top of your programs for the season? Simply log into your account and create a household calendar or view what programs you are enrolled in. Here’s how:

Print a Household Calendar:

Log into your online account
Click on your Household in the upper right on screen
Under the Reports tab, choose Household Calendar
Select Output – choose Activity Enrollments
Select Months – choose the months
Select Year
You can choose the print-off locations and wait-listed programs
You can export the calendar as a PDF, or if you utilize Outlook, you can choose to export to upload to your calendar.

Print a Household Roster – choose this to view your enrollment status for the programs you registered for.

Log in to your online account
Click on your Household in the upper right of screen
Under the Reports tab, choose Household Roster
Enrollment status: choose enrolled, but also highly suggested is to choose Lottery, Waitlist, and Cancelled to view the status of the programs you enrolled in for that season
For the dates that correspond to the classes’ beginning and ending, choose from the dates of our program seasons
- Summer – May 1^st thru August 31^th
- Fall – September 1^st thru December 31st could also choose January 30th
- Winter/ Spring – January 1^st thru April 30^st

Online Forms – Late Registration, Online Registration, New Participant, Scholarship, Program Drop
WDSRA has introduced new forms to streamline our processes for you and the WDSRA staff. NOTE: If you have previously emailed registration or program supervisors to request to be added to a program after the registration period or to withdraw from a program, please be advised that staff will now direct you to the appropriate online forms. We will no longer accept requests via email.

Late Registration Form – Use this form if you missed the registration deadline and would like to check for available slots. Once completed, staff will review it to determine if you can be enrolled, placed on the waitlist, or if the program is full. Late Registration Form
Online Registration Form – Use this form as an alternative to the paper form if you prefer not to register online. Submit it during the registration window for seasonal programs. However, registering online through our software is the preferred and most efficient method. Online Registration Form
New Participant Form – If you know someone interested in joining WDSRA, please refer them to this form to get started. New Participant Form
Scholarship Form – If you need financial assistance, complete this form to be considered for a scholarship. Scholarship Form FY 2025-2026
Program Drop Form – If you are no longer interested in attending a program, complete this form to request a drop. NOTE: the program supervisor will determine the final approval for a refund. You may not receive a refund for any purchased tickets, supplies, or non-refundable deposits. You will receive a confirmation form with your drop once your request has been processed.

Refund Policy for Program Drop Requests – Program drop requests for all programs must be received at least 2 weeks prior to the start of the program.

If the program drop request is received before 2 weeks, you will receive a refund minus $10 drop fee, any pre-purchased supplies, and non-refundable deposits.
A refund will not be given if the request is received less than 2 weeks before the start of the program
A house credit for refunds of $10 or less will be issued.
Any variance to the refund procedures will be included in the program description.
All refunds will be issued in the same form as payment was made.
If there is an outstanding balance, your refund will be applied to the household balance due.