Editing a Reason and Emails: Difference between pages

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{| style="width:100%; vertical-align:top; "
{| style="width:100%; vertical-align:top; "


| style="vertical-align:top; font-size:160%; color:#7c1911; " | '''Emails'''<HR>


| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | Editing a Reason<HR>
|-
| style="vertical-align:top; font-size:100%; " |
 
The Center Profile Prefs: Emails Tab is where the majority of email messages/formats are defined. Each of the following preferences that contain a blue (…) button that when clicked, contains an area where emails can be customized, designed and formatted for different user groups. Use the tables located at the end of this section as reference to format these emails.
 
''Helpful Tip:'' Each of the fields that contain the actual body of emails being sent out (…) can be expanded by clicking on the triangle in the bottom right corner of the text field.
 
 
 
*'''Email schedule summary to Consultant'''
 
:If activated, Consultants will receive emails containing their schedule summary or a summary of their scheduled Appointments. 
 
 
*'''Email confirmation to Consultant'''
 
:If activated, Consultants will receive individual email confirmations for each of their appointments. The sending of these emails is dependent on the Automated Event “send Email Reminders”. These reminder/confirmation emails will be sent whenever this automated event is set to run (typically on a daily/nightly basis after closing hours).
 
 
*'''Email cancellation to Consultant'''
:If activated, Consultants will receive emails in regards to appointments that have been cancelled.
 
 
 
'''''Consultant Schedule Summary (…)'''''<BR />
The Consultant Schedule Summary preference contains an area where the Consultant Schedule Summary email message and format can be modified.
Here is an example of a correctly formatted Consultant Session Summary:


Dear #tfirst#,
You have the following appointments scheduled for #apptfulldate#.
<>
<nowiki>#appttime#, #first# #last#, #phone#, #email#</nowiki>
<nowiki>#subject#, #reason#</nowiki>
<>
Please be sure to enter your evaluation notes following each session.
Thank you,
Student Support Services
The message has 3 clearly identified sections that are separated by the Less Than Greater Than symbols.
When your Consultant Session Summary is formatted correctly, your Consultants will receive nightly emails listing their upcoming appointment schedule.
'''''Consultant email subj:'''''
The Consultant email subj preference will contain the Subject of your Consultant Schedule Summary email message.
*'''Confirmations and Cancellations are BCC (not CC)'''
:This preference, if activated, will send both Confirmation and Cancellations emails as BCC or blind carbon copies, as opposed to CC, or just carbon copies. Activating this preference will proceed to hide email addresses contained in the Address fields.
'''''Note''''' Any preference that includes SMS refers to Text Messaging functions, these functions are available via our [[NewsTextAlerts|Text Alerts module]].
*'''Email (and SMS text) reminder to Student, and (_) create message'''
:Activating this preference will allow students to receive Appointment reminder emails for any upcoming appointments the student may have scheduled. The sending of these emails is dependent on the Automated Event “send Email Reminders”. These reminder/confirmation emails will be sent whenever this automated event is set to run (typically on a daily/nightly basis after closing hours).  The create message field determines whether this message will also be sent within your Trac system.
*'''Email confirmation (and SMS text) to Student, and (_) create message'''
:Activating this preference will allow students to receive Appointment Confirmation emails as appointments are booked. The system will send emails to the email address listed in the student’s record or profile. The create message field determines whether this message will also be sent within your Trac system.
'''''Student reminder subj: '''''<BR />
The Student reminder subj preference will contain the Subject of your Student Reminder email messages. Here is an example from our Redrock Demo site that illustrates the ability to use email codes within the subject line:
'''Student reminder email (…)'''
The Student Reminder Email preference contains an area where the Student Reminder email message and format can be modified. Here is a sample Student Reminder email that illustrates the use of the # and everything in between the pound signs will be replaced with the appropriate data.
Dear #first#
You have scheduled an appointment with #tutor# on #apptdate# at #appttime#.
'''Student reminder SMS (…)'''
The Student Reminder SMS preference contains an area where the Student Reminder TEXT message and format can be modified. Here is a sample Student Reminder Text message:
Appt Reminder #apptcenter# at #appttime#
'''Consultant Reminder SMS (…)'''
The Consultant Reminder SMS preference contains an area where the Consultant Reminder TEXT message and format can be modified. Here is a sample Consultant Reminder Text message:
Appt Reminder #apptcenter# at #appttime# with #student#
'''Student confirmation SMS (…)'''
The Student Confirmation SMS preference contains an area where the Student Confirmation TEXT message and format can be modified. Here is a sample Consultant Reminder Text message:
Appt Confirmed #apptcenter# on #apptdate# as #appttime#
'''Consultant confirmation SMS (…)'''
The Consultant Confirmation SMS preference contains an area where the Consultant Confirmation TEXT message and format can be modified. Here is a sample Consultant Confirmation Text message:
Appt Confirmed #apptcenter# at #appttime# with #student#
*'''Email cancellation to student, and (_) create message'''
:Activating this preference will determine whether or not Cancellation emails are being sent to students. The create message field determines whether this message will also be sent within your Trac system.
'''Student cancellation subj:'''
The Student cancellation subj preference will contain the Subject of your Student cancellation email messages. Here is an example from our Redrock Demo site that illustrates the ability to use email codes within the subject line:
#student# Appointment Cancellation #apptcenter#
'''Student cancellation email (…)'''
The Student Cancellation preference contains an area where the Student Cancellation email message and format can be modified. Here is a sample Student cancellation email message:
Dear #first#
You have cancelled an appointment with #tutor# on #apptdate# at #appttime#.
'''Student Cancellation SMS (…)'''
The Student Cancellation SMS preference contains an area where the Student Cancellation TEXT message and format can be modified. Here is a sample Consultant Reminder Text message:
Appt CANCELLED #apptcenter# on #apptdates# at #appttime#
'''Consultant Cancellation  SMS (…)'''
The Consultant Cancellation  SMS preference contains an area where the Consultant Cancellation  TEXT message and format can be modified. Here is a sample Consultant Cancellation Text message:
Appt CANCELLED #apptcenter# on #apptdates# at #appttime# with #student#
'''Student Missed email (…)'''
The Student Missed preference contains an area where the Student Missed email message and format can be modified. Here is a sample Student Missed email message:
Dear #first#''
You have missed an appointment with #tutor# on #apptdate# at #appttime#.
'''Student Missed SMS (…) (…)'''
The Student Missed SMS preference contains an area where the Student Missed TEXT message and format can be modified. Here is a sample Student Missed Text message:
Appt MISSED #apptcenter# on #apptdates# at #appttime#
'''Center’s email address '''
The Center’s email address field may contain an email address assigned for your Center. This email address can be set up to receive all confirmation, cancellation, and missed email notifications for all subcenters under a particular Center Profile.
'''Send immediate:'''
The Send Immediate preference, if activated, will send all emails immediately. The dropdown menu to the right of this preference determines the format of all emails sent and received.
*1 - TEXT/HTML/ICAL -> This preference will allow emails to be formatted via text, html coding, and lastly via  iCal attachments for Appointment Confirmations and Cancellations. The iCal attachment allows your Trac system schedule items to transfer over to a MS Outlook, Google, or Apple Calendar. Keep in mind, however, that this is a one way road, and items from MS Outlook, Google, and Apple cannot be sent to your Trac system calendar as Availabilities cannot be translated.
*2 - HTML/TEXT -> This preference will allow for both Text and HTML coding in regards to email formatting.
*3 – HTML -> This preference will allow only HTML coding in regards to email formatting.
*4 – TEXT -> This preference will allow emails to be sent out only in Text format.
*'''Email summary to Center'''
:Activating this preference will email Consultant Schedule Summaries to the Center email address listed above in the “Center’s email address” field.
*'''Email cancellations to Center'''
:Activating this preference will email Appointment cancellations to the Center email address listed above in the “Center’s email address” field.
*'''Email missed messages to Center'''
:Activating this preference will send Missed Appointment notifications to the Center email address listed above in the “Center’s email address” field.
*'''Send reminders for repeating appointments'''
:Activating this preference will send Email reminders out for repeating or recurring appointments.
|-
| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | Visit Duration Notification <HR>
|-
| style="vertical-align:top; font-size:100%; " |
If your center utilizes Reasons that have notification times associated with them (auto-logout or warning after a certain amount of time), this preference contains an area where you can define the email message that is sent to your students. If you want to edit the Reason preferences that determine the length of time and the desired recipient of the message.
|-
| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | Send Visit Notes to Coach or Advisor <HR>
|-
|-
| style="vertical-align:top; font-size:100%; " |
*'''Activate send notes option on visit entry (also requires Group Pref: Send Notes)'''
Activating this preference will proceed to include the “send notes” option during the Visit Entry process or during the Login process. The send notes option will send an email containing any Notes that either consultant or student has entered into the Visit Record.
*'''Activate send notes option on visit exit (also requires Group Pref: Send Notes)'''
Activating this preference will proceed to include the “send notes” option during the Visit Entry process or during the Login process. The send notes option will send an email containing any Notes that either consultant or student has entered into the Visit Record.
*'''Send notes button will be checked by default'''
Activating this preference will automatically check the “send notes” option, by default.
*'''Message (…)'''
The Message preference contains an area where the “send notes” email message can be modified. Here is an example:


|style="vertical-align:top; font-size:100%; " |When you click on a reason name you can edit the reason and a series of preferences.
Coach,
#student# visited the center on #visitdate# at #visittime#,
we had a great session and here are the notes for that session:
#visitnotes#
If you have any question , please contact the center
Thank you,
Tutoring Center




[[File:EditingReason1.png|border|600px]]


'''Is Work Reason:'''
'''''Subject'''''<BR />
The Subject preference will contain the Subject of your “send notes” email messages. Here is an example:


More information on work reasons can be found [[Work_Reasons|here.]
Message to Coach regarding #student# visit




'''Is Staff Reason:'''


'''Do NOT SHOW for Appointments    '''                                                                                                
'''''To Address (…)'''''<BR />
The Adress preference will contain the email of who will receive the “send notes” email messages.


Activating this preference will proceed to NOT display the selected reason in the Schedule – specifically in Appointment Entries.




'''Do NOT SHOW for Login/Out process  '''                                                                                          
'''''‘Who’ Label:'''''<BR />
The ‘Who’ Label field determines what follows after the “send notes to” option. If we are sending visit notes to an Advisor or Coach, we can enter for example “Advisor”. The option will then read “Send notes to Advisor” upon Visit Entry or Exit.


Activating this preference will proceed to NOT display the selected reason during the Login


|-
| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | Email Tags <HR>
|-


'''Notify when student still logged in after __ minutes  '''                                                                     
| style="vertical-align:top; font-size:100%; " | <br /> Everything in between the pound signs will be replaced with the appropriate data.


The “Notify when student still logged in after ___ minutes” preference is an especially useful tool for Testing centers. Here you can set a warning symbol to show up for a student that has been in a center for the allotted amount of time given for the test, which would then notify whomever is watching the log listing screen that their time is up for the test.
== Student Fields ==


Student Full Name (last, first) --------------------------------'''<span style="color: #4682B4"><nowiki> #student#</nowiki></span>'''


'''Snooze time = __ minutes.      '''                                                                                                      
Student Full Name (first last) ---------------------------------'''<span style="color: #4682B4"><nowiki> #firstlast#</nowiki></span>'''  


The snooze feature correlates with the warning, allowing you to turn off that alert for a few moments. This way, you can set up reminders that the student’s time is almost up.
Student First Name ---------------------------------------------'''<span style="color: #4682B4"><nowiki> #first#</nowiki></span>'''


Student Last Name ----------------------------------------------'''<span style="color: #4682B4"><nowiki> #last#</nowiki></span>'''


'''Recommended duration = ___ minutes    '''                                                                            
Student ID -----------------------------------------------------'''<span style="color: #4682B4"><nowiki> #studentID#</nowiki></span>'''  


Recommended Duration is a setting that is used when creating an appointment. A student will not be allowed to schedule an appointment for a reason whose recommended time is longer than the allotted time for their appointment. If they try to, a warning alert will flash telling them that they will need more time available than what they are trying to schedule for that visit reason.
Student Formatted ID -------------------------------------------'''<span style="color: #4682B4"><nowiki> #formattedID#</nowiki></span>'''


Student Other ID -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #barcode#</nowiki></span>'''


'''Auto logout after (__) minutes'''
Student Handle -------------------------------------------------'''<span style="color: #4682B4"><nowiki> #Account#</nowiki></span>'''  


The Auto logout feature allows you to set a maximum or default time for any visit that is logged in for that specific visit reason. This means that the Log listing screen will watch that visit (based on Reason selection), and once it reaches the max time indicated on the Auto Logout, it will automatically log a student out of the center, concluding their visit for that session.
Student Street -------------------------------------------------'''<span style="color: #4682B4"><nowiki> #Address#</nowiki></span>'''
If the “minutes” field to the right of “Auto Logout after” is filled in, any student that logs in with this visit reason will automatically be logged out of the center, with the auto logout time being set as their visit time for their visit. This option is useful especially for SI visits, Workshops, and Orientations, where the student will be logging in, but will not be returning to logout.


Student City ---------------------------------------------------'''<span style="color: #4682B4"><nowiki> #City#</nowiki></span>'''


'''Do not wait full time'''
Student State --------------------------------------------------'''<span style="color: #4682B4"><nowiki> #State#</nowiki></span>'''  


This preference, if activated, will not wait the full time to run the Auto-logout process, and consequently will log students out before the full set time has expired.
Student Zip ----------------------------------------------------'''<span style="color: #4682B4"><nowiki> #Zip#</nowiki></span>'''


Student Street, City, State, Zip -------------------------------'''<span style="color: #4682B4"><nowiki> #fullAddress#</nowiki></span>'''


|}
Student Email --------------------------------------------------'''<span style="color: #4682B4"><nowiki> #studentEmail#</nowiki></span>'''
 
Student Home Phone ---------------------------------------------'''<span style="color: #4682B4"><nowiki> #phone#</nowiki></span>'''
 
Student Work Phone ---------------------------------------------'''<span style="color: #4682B4"><nowiki> #phone2#</nowiki></span>'''
 
Student Text Message Address ----------------------------------'''<span style="color: #4682B4"><nowiki> #txtMsgAddress#</nowiki></span>'''
 
Student Gender -------------------------------------------------'''<span style="color: #4682B4"><nowiki> #gender#</nowiki></span>'''
 
Student Birthdate ----------------------------------------------'''<span style="color: #4682B4"><nowiki> #birthdate#</nowiki></span>'''
 
Student Ethnicity ----------------------------------------------'''<span style="color: #4682B4"><nowiki> #ethnicity#</nowiki></span>'''
 
Student Class --------------------------------------------------'''<span style="color: #4682B4"><nowiki> #class#</nowiki></span>'''
 
Student College ------------------------------------------------'''<span style="color: #4682B4"><nowiki> #college#</nowiki></span>'''
 
Student Cohort -------------------------------------------------'''<span style="color: #4682B4"><nowiki> #cohort#</nowiki></span>'''
 
Student Major --------------------------------------------------'''<span style="color: #4682B4"><nowiki> #major#</nowiki></span>'''
 
Student Grad_Und -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #gradund#</nowiki></span>'''
 
Student GPA ----------------------------------------------------'''<span style="color: #4682B4"><nowiki> #GPA#</nowiki></span>'''
 
Student Accumulated Hours --------------------------------------'''<span style="color: #4682B4"><nowiki> #TotalHours#</nowiki></span>'''
 
Student Graduation Date ----------------------------------------'''<span style="color: #4682B4"><nowiki> #GradDate#</nowiki></span>'''
 
Student Graduation Degree --------------------------------------'''<span style="color: #4682B4"><nowiki> #GradDegree#</nowiki></span>'''
 
Student Condition Code -----------------------------------------'''<span style="color: #4682B4"><nowiki> #CondCode#</nowiki></span>'''
 
Student Flag Text ----------------------------------------------'''<span style="color: #4682B4"><nowiki> #FlagText#</nowiki></span>'''
 
Student Special Status -----------------------------------------'''<span style="color: #4682B4"><nowiki> #status#</nowiki></span>'''
 
Student ReferredBy ---------------------------------------------'''<span style="color: #4682B4"><nowiki> #referredby#</nowiki></span>'''
 
Student HS Name ------------------------------------------------'''<span style="color: #4682B4"><nowiki> #HSName#</nowiki></span>'''
 
Student Degree Goal --------------------------------------------'''<span style="color: #4682B4"><nowiki> #degree#</nowiki></span>'''
 
Student Custom Field1 ------------------------------------------'''<span style="color: #4682B4"><nowiki> #Field1#</nowiki></span>'''
 
Student Custom Field2 ------------------------------------------'''<span style="color: #4682B4"><nowiki> #Field2#</nowiki></span>'''
 
Student Custom Field3 ------------------------------------------'''<span style="color: #4682B4"><nowiki> #Field3#</nowiki></span>'''
 
Student Custom Field4 ------------------------------------------'''<span style="color: #4682B4"><nowiki> #Field4#</nowiki></span>'''
 
Student Custom Field5 ------------------------------------------'''<span style="color: #4682B4"><nowiki> #Field5#</nowiki></span>'''
 
Student Custom Field6 ------------------------------------------'''<span style="color: #4682B4"><nowiki> #Field6#</nowiki></span>'''
 
Student Custom Field7 ------------------------------------------'''<span style="color: #4682B4"><nowiki> #Field7#</nowiki></span>'''
 
Student Custom Field8 ------------------------------------------'''<span style="color: #4682B4"><nowiki> #Field8#</nowiki></span>'''
 
Student Custom Field9 ------------------------------------------'''<span style="color: #4682B4"><nowiki> #Field9#</nowiki></span>'''
 
Student Custom Field10 -----------------------------------------'''<span style="color: #4682B4"><nowiki> #Field10#</nowiki></span>''' 
 
 
== Consultant Fields ==
 
Consultant Full Name -------------------------------------------'''<span style="color: #4682B4"><nowiki> #tutor#</nowiki></span>'''
 
Consultant Full Name -------------------------------------------'''<span style="color: #4682B4"><nowiki> #advisor#</nowiki></span>'''
 
Consultant Full Name -------------------------------------------'''<span style="color: #4682B4"><nowiki> #counselor#</nowiki></span>'''
 
Consultant Full Name -------------------------------------------'''<span style="color: #4682B4"><nowiki> #Staff#</nowiki></span>'''
 
Consultant First Name ------------------------------------------'''<span style="color: #4682B4"><nowiki> #afirst#</nowiki></span>'''
 
Consultant First Name ------------------------------------------'''<span style="color: #4682B4"><nowiki> #tfirst#</nowiki></span>'''
 
Consultant Last Name -------------------------------------------'''<span style="color: #4682B4"><nowiki> #alast#</nowiki></span>'''
 
Consultant Last Name -------------------------------------------'''<span style="color: #4682B4"><nowiki> #tlast#</nowiki></span>'''
 
Consultant Alternate Name --------------------------------------'''<span style="color: #4682B4"><nowiki> #AltName#</nowiki></span>'''
 
Consultant Email -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #tutoremail#</nowiki></span>'''
 
Consultant Email -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #advisoremail#</nowiki></span>'''
 
Consultant Email -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #staffemail#</nowiki></span>'''
 
Consultant Phone -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #tutorPhone#</nowiki></span>'''
 
Consultant Phone -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #advisorPhone#</nowiki></span>'''
 
Consultant Phone -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #staffPhone#</nowiki></span>'''
 
Consultant CellPhone -------------------------------------------'''<span style="color: #4682B4"><nowiki> #tutorPhone2#</nowiki></span>'''
 
Consultant CellPhone -------------------------------------------'''<span style="color: #4682B4"><nowiki> #tutorCellPhone#</nowiki></span>'''
 
Consultant CellPhone -------------------------------------------'''<span style="color: #4682B4"><nowiki> #advisorCellPhone#</nowiki></span>'''
 
Consultant CellPhone -------------------------------------------'''<span style="color: #4682B4"><nowiki> #staffCellPhone#</nowiki></span>'''
 
Consultant WorkPhone -------------------------------------------'''<span style="color: #4682B4"><nowiki> #tutorWorkPhone#</nowiki></span>'''
 
Consultant WorkPhone -------------------------------------------'''<span style="color: #4682B4"><nowiki> #advisorWorkPhone#</nowiki></span>'''
 
Consultant Pager -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #tutorPager#</nowiki></span>'''
 
Consultant Pager -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #advisorPager#</nowiki></span>'''
 
Consultant Pager -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #staffPager#</nowiki></span>'''
 
Consultant Location --------------------------------------------'''<span style="color: #4682B4"><nowiki> #tLocation#</nowiki></span>'''
 
Consultant Location --------------------------------------------'''<span style="color: #4682B4"><nowiki> #aLocation#</nowiki></span>'''
 
Consultant Location --------------------------------------------'''<span style="color: #4682B4"><nowiki> #sLocation#</nowiki></span>'''
 
Consultant Notes2 ----------------------------------------------'''<span style="color: #4682B4"><nowiki> #tutorNotes#</nowiki></span>'''
 
Consultant Notes2 ----------------------------------------------'''<span style="color: #4682B4"><nowiki> #advisorNotes#</nowiki></span>'''
 
Consultant Notes2 ----------------------------------------------'''<span style="color: #4682B4"><nowiki> #staffNotes#</nowiki></span>''' 
 
 
== Current Date Fields ==
 
Current Date ---------------------------------------------------'''<span style="color: #4682B4"><nowiki> #date#</nowiki></span>'''
 
Current Time ---------------------------------------------------'''<span style="color: #4682B4"><nowiki> #time#</nowiki></span>'''
 
Current Day of Week --------------------------------------------'''<span style="color: #4682B4"><nowiki> #apptday#</nowiki></span>''' 
 
 
== Appointment Fields ==
 
Appointment Location -------------------------------------------'''<span style="color: #4682B4"><nowiki> #apptlocation#</nowiki></span>'''
 
Appointment Status ---------------------------------------------'''<span style="color: #4682B4"><nowiki> #ApptStatus#</nowiki></span>'''
 
Appointment Full Date ------------------------------------------'''<span style="color: #4682B4"><nowiki> #apptfulldate#</nowiki></span>'''
 
Appointment Date -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #apptdate#</nowiki></span>'''
 
Appointment Time -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #appttime#</nowiki></span>'''
 
Recurring Appointment Start Date -------------------------------'''<span style="color: #4682B4"><nowiki> #firstApptDate#</nowiki></span>'''
 
Recurring Appointment End Date ---------------------------------'''<span style="color: #4682B4"><nowiki> #lastApptDate#</nowiki></span>'''
 
Appointment Start Time -----------------------------------------'''<span style="color: #4682B4"><nowiki> #apptstarttime#</nowiki></span>'''
 
Appointment End Time -------------------------------------------'''<span style="color: #4682B4"><nowiki> #apptendtime#</nowiki></span>'''
 
Appointment Day of Week ----------------------------------------'''<span style="color: #4682B4"><nowiki> #apptday#</nowiki></span>'''
 
Appointment Center ---------------------------------------------'''<span style="color: #4682B4"><nowiki> #apptcenter#</nowiki></span>'''
 
Appointment Subject --------------------------------------------'''<span style="color: #4682B4"><nowiki> #apptsubject#</nowiki></span>'''
 
Appointment Reason --------------------------------------------'''<span style="color: #4682B4"><nowiki> #apptreason#</nowiki></span>'''
 
Appointment Notes ----------------------------------------------'''<span style="color: #4682B4"><nowiki> #apptnotes#</nowiki></span>'''
 
Appointment Duration -------------------------------------------'''<span style="color: #4682B4"><nowiki> #apptduration#</nowiki></span>'''
 
Appointment Custom Field ---------------------------------------'''<span style="color: #4682B4"><nowiki> #apptCust1#</nowiki></span>'''
 
Appointment Fund -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #apptfund#</nowiki></span>'''
 
Appointment Total Missed ---------------------------------------'''<span style="color: #4682B4"><nowiki> #missedApptTotal#</nowiki></span>''' 
 
 
== Availability Fields ==
 
Availability Location ------------------------------------------'''<span style="color: #4682B4"><nowiki> #availlocation#</nowiki></span>''' 
 
 
== Center Fields ==
 
Center Name ----------------------------------------------------'''<span style="color: #4682B4"><nowiki> #center#</nowiki></span>'''
 
Center Sequence ------------------------------------------------'''<span style="color: #4682B4"><nowiki> #centerID#</nowiki></span>'''
 
Profile Name ---------------------------------------------------'''<span style="color: #4682B4"><nowiki> #profileCenter#</nowiki></span>''' 
 
 
== Survey Fields ==
 
Survey Response Sequence ---------------------------------------'''<span style="color: #4682B4"><nowiki> #responseID#</nowiki></span>'''
 
Survey Sequence ------------------------------------------------'''<span style="color: #4682B4"><nowiki> #surveyID#</nowiki></span>''' 
 
 
== Visits Fields ==
 
Visit Date In --------------------------------------------------'''<span style="color: #4682B4"><nowiki> #dateIn#</nowiki></span>'''
 
Visit Date Out -------------------------------------------------'''<span style="color: #4682B4"><nowiki> #dateOut#</nowiki></span>'''
 
Visit Time In --------------------------------------------------'''<span style="color: #4682B4"><nowiki> #visitTime#</nowiki></span>'''
 
Visit Time Out -------------------------------------------------'''<span style="color: #4682B4"><nowiki> #timeOut#</nowiki></span>'''
 
Visit Total Time -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #duration#</nowiki></span>'''
 
Visit Day of Week ----------------------------------------------'''<span style="color: #4682B4"><nowiki> #visitday#</nowiki></span>'''
 
Visit Subject --------------------------------------------------'''<span style="color: #4682B4"><nowiki> #subject#</nowiki></span>'''
 
Visit Reason ---------------------------------------------------'''<span style="color: #4682B4"><nowiki> #reason#</nowiki></span>'''
 
Visit Custom Field1 --------------------------------------------'''<span style="color: #4682B4"><nowiki> #Custom1#</nowiki></span>'''
 
Visit Custom Field2 --------------------------------------------'''<span style="color: #4682B4"><nowiki> #Custom2#</nowiki></span>'''
 
Visit Custom Field3 --------------------------------------------'''<span style="color: #4682B4"><nowiki> #Custom3#</nowiki></span>'''
 
Visit Custom Field4 --------------------------------------------'''<span style="color: #4682B4"><nowiki> #Custom4#</nowiki></span>'''
 
Visit Custom Field5 --------------------------------------------'''<span style="color: #4682B4"><nowiki> #Custom5#</nowiki></span>'''
 
Visit Custom Field6 --------------------------------------------'''<span style="color: #4682B4"><nowiki> #Custom6#</nowiki></span>'''
 
Visit Custom Field7 --------------------------------------------'''<span style="color: #4682B4"><nowiki> #Custom7#</nowiki></span>'''
 
Visit Custom Field8 --------------------------------------------'''<span style="color: #4682B4"><nowiki> #Custom8#</nowiki></span>'''
 
Visit Notes ----------------------------------------------------'''<span style="color: #4682B4"><nowiki> #visitnotes#</nowiki></span>'''
 
Visit Student Remarks ------------------------------------------'''<span style="color: #4682B4"><nowiki> #visitStudRemarks#</nowiki></span>''' 
 
 
== Resources ==
 
Resource Barcode -----------------------------------------------'''<span style="color: #4682B4"><nowiki> #resID#</nowiki></span>'''
 
Resource Title -------------------------------------------------'''<span style="color: #4682B4"><nowiki> #resTitle#</nowiki></span>'''


Resource Description -------------------------------------------'''<span style="color: #4682B4"><nowiki> #resDescription#</nowiki></span>'''


Resource Due Date ----------------------------------------------'''<span style="color: #4682B4"><nowiki> #resDueDate#</nowiki></span>'''


Resource LastDateOut -------------------------------------------'''<span style="color: #4682B4"><nowiki> #resDateOut#</nowiki></span>'''


<!-- here is the end of the content table -->
Resource LastTimeOut -------------------------------------------'''<span style="color: #4682B4"><nowiki> #resTimeOut#</nowiki></span>'''
|}


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Revision as of 16:41, 30 November 2021

User Manual Contents

• Introduction

• SysAdmin Preferences

• Center Profile Prefs

   • Center Profile Activation

   • Creating Subcenters

   • Log In/Out Prefs

   • Scheduling Prefs

   • Locations

   • Visit Custom Fields

   • Email Prefs

   • Notices

• Group Settings

• Sections

• Reasons

• Consultants

• Student Records

• Availabilities

• Appointment Scheduling

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac


Emails

The Center Profile Prefs: Emails Tab is where the majority of email messages/formats are defined. Each of the following preferences that contain a blue (…) button that when clicked, contains an area where emails can be customized, designed and formatted for different user groups. Use the tables located at the end of this section as reference to format these emails.

Helpful Tip: Each of the fields that contain the actual body of emails being sent out (…) can be expanded by clicking on the triangle in the bottom right corner of the text field.


  • Email schedule summary to Consultant
If activated, Consultants will receive emails containing their schedule summary or a summary of their scheduled Appointments.


  • Email confirmation to Consultant
If activated, Consultants will receive individual email confirmations for each of their appointments. The sending of these emails is dependent on the Automated Event “send Email Reminders”. These reminder/confirmation emails will be sent whenever this automated event is set to run (typically on a daily/nightly basis after closing hours).


  • Email cancellation to Consultant
If activated, Consultants will receive emails in regards to appointments that have been cancelled.


Consultant Schedule Summary (…)
The Consultant Schedule Summary preference contains an area where the Consultant Schedule Summary email message and format can be modified. Here is an example of a correctly formatted Consultant Session Summary: 

Dear #tfirst#,

You have the following appointments scheduled for #apptfulldate#.

<>

#appttime#, #first# #last#, #phone#, #email#

#subject#, #reason#

<>

Please be sure to enter your evaluation notes following each session.

Thank you,
Student Support Services


The message has 3 clearly identified sections that are separated by the Less Than Greater Than symbols.

When your Consultant Session Summary is formatted correctly, your Consultants will receive nightly emails listing their upcoming appointment schedule.


Consultant email subj:

The Consultant email subj preference will contain the Subject of your Consultant Schedule Summary email message.


  • Confirmations and Cancellations are BCC (not CC)
This preference, if activated, will send both Confirmation and Cancellations emails as BCC or blind carbon copies, as opposed to CC, or just carbon copies. Activating this preference will proceed to hide email addresses contained in the Address fields.


Note Any preference that includes SMS refers to Text Messaging functions, these functions are available via our Text Alerts module.


  • Email (and SMS text) reminder to Student, and (_) create message
Activating this preference will allow students to receive Appointment reminder emails for any upcoming appointments the student may have scheduled. The sending of these emails is dependent on the Automated Event “send Email Reminders”. These reminder/confirmation emails will be sent whenever this automated event is set to run (typically on a daily/nightly basis after closing hours). The create message field determines whether this message will also be sent within your Trac system.


  • Email confirmation (and SMS text) to Student, and (_) create message
Activating this preference will allow students to receive Appointment Confirmation emails as appointments are booked. The system will send emails to the email address listed in the student’s record or profile. The create message field determines whether this message will also be sent within your Trac system.


Student reminder subj:
The Student reminder subj preference will contain the Subject of your Student Reminder email messages. Here is an example from our Redrock Demo site that illustrates the ability to use email codes within the subject line:


Student reminder email (…)

The Student Reminder Email preference contains an area where the Student Reminder email message and format can be modified. Here is a sample Student Reminder email that illustrates the use of the # and everything in between the pound signs will be replaced with the appropriate data. 

Dear #first#
You have scheduled an appointment with #tutor# on #apptdate# at #appttime#.


Student reminder SMS (…)

The Student Reminder SMS preference contains an area where the Student Reminder TEXT message and format can be modified. Here is a sample Student Reminder Text message: 

Appt Reminder #apptcenter# at #appttime#


Consultant Reminder SMS (…)

The Consultant Reminder SMS preference contains an area where the Consultant Reminder TEXT message and format can be modified. Here is a sample Consultant Reminder Text message: 

Appt Reminder #apptcenter# at #appttime# with #student#


Student confirmation SMS (…)

The Student Confirmation SMS preference contains an area where the Student Confirmation TEXT message and format can be modified. Here is a sample Consultant Reminder Text message: 

Appt Confirmed #apptcenter# on #apptdate# as #appttime#


Consultant confirmation SMS (…)

The Consultant Confirmation SMS preference contains an area where the Consultant Confirmation TEXT message and format can be modified. Here is a sample Consultant Confirmation Text message: 

Appt Confirmed #apptcenter# at #appttime# with #student#


  • Email cancellation to student, and (_) create message
Activating this preference will determine whether or not Cancellation emails are being sent to students. The create message field determines whether this message will also be sent within your Trac system.


Student cancellation subj:

The Student cancellation subj preference will contain the Subject of your Student cancellation email messages. Here is an example from our Redrock Demo site that illustrates the ability to use email codes within the subject line: 

#student# Appointment Cancellation #apptcenter#


Student cancellation email (…)

The Student Cancellation preference contains an area where the Student Cancellation email message and format can be modified. Here is a sample Student cancellation email message: 

Dear #first#
You have cancelled an appointment with #tutor# on #apptdate# at #appttime#.


Student Cancellation SMS (…)

The Student Cancellation SMS preference contains an area where the Student Cancellation TEXT message and format can be modified. Here is a sample Consultant Reminder Text message: 

Appt CANCELLED #apptcenter# on #apptdates# at #appttime#


Consultant Cancellation SMS (…)

The Consultant Cancellation SMS preference contains an area where the Consultant Cancellation TEXT message and format can be modified. Here is a sample Consultant Cancellation Text message: 

Appt CANCELLED #apptcenter# on #apptdates# at #appttime# with #student#


Student Missed email (…)

The Student Missed preference contains an area where the Student Missed email message and format can be modified. Here is a sample Student Missed email message: 

Dear #first#
You have missed an appointment with #tutor# on #apptdate# at #appttime#.


Student Missed SMS (…) (…)

The Student Missed SMS preference contains an area where the Student Missed TEXT message and format can be modified. Here is a sample Student Missed Text message: 

Appt MISSED #apptcenter# on #apptdates# at #appttime#


Center’s email address

The Center’s email address field may contain an email address assigned for your Center. This email address can be set up to receive all confirmation, cancellation, and missed email notifications for all subcenters under a particular Center Profile.


Send immediate:

The Send Immediate preference, if activated, will send all emails immediately. The dropdown menu to the right of this preference determines the format of all emails sent and received.

  • 1 - TEXT/HTML/ICAL -> This preference will allow emails to be formatted via text, html coding, and lastly via iCal attachments for Appointment Confirmations and Cancellations. The iCal attachment allows your Trac system schedule items to transfer over to a MS Outlook, Google, or Apple Calendar. Keep in mind, however, that this is a one way road, and items from MS Outlook, Google, and Apple cannot be sent to your Trac system calendar as Availabilities cannot be translated.
  • 2 - HTML/TEXT -> This preference will allow for both Text and HTML coding in regards to email formatting.
  • 3 – HTML -> This preference will allow only HTML coding in regards to email formatting.
  • 4 – TEXT -> This preference will allow emails to be sent out only in Text format.


  • Email summary to Center
Activating this preference will email Consultant Schedule Summaries to the Center email address listed above in the “Center’s email address” field.


  • Email cancellations to Center
Activating this preference will email Appointment cancellations to the Center email address listed above in the “Center’s email address” field.


  • Email missed messages to Center
Activating this preference will send Missed Appointment notifications to the Center email address listed above in the “Center’s email address” field.


  • Send reminders for repeating appointments
Activating this preference will send Email reminders out for repeating or recurring appointments.
Visit Duration Notification

If your center utilizes Reasons that have notification times associated with them (auto-logout or warning after a certain amount of time), this preference contains an area where you can define the email message that is sent to your students. If you want to edit the Reason preferences that determine the length of time and the desired recipient of the message.

Send Visit Notes to Coach or Advisor
  • Activate send notes option on visit entry (also requires Group Pref: Send Notes)

Activating this preference will proceed to include the “send notes” option during the Visit Entry process or during the Login process. The send notes option will send an email containing any Notes that either consultant or student has entered into the Visit Record.

  • Activate send notes option on visit exit (also requires Group Pref: Send Notes)

Activating this preference will proceed to include the “send notes” option during the Visit Entry process or during the Login process. The send notes option will send an email containing any Notes that either consultant or student has entered into the Visit Record.

  • Send notes button will be checked by default

Activating this preference will automatically check the “send notes” option, by default.

  • Message (…)

The Message preference contains an area where the “send notes” email message can be modified. Here is an example: 

Coach,

#student# visited the center on #visitdate# at #visittime#, 
we had a great session and here are the notes for that session:

#visitnotes#

If you have any question , please contact the center

Thank you,

Tutoring Center


Subject
The Subject preference will contain the Subject of your “send notes” email messages. Here is an example: 

Message to Coach regarding #student# visit


To Address (…)
The Adress preference will contain the email of who will receive the “send notes” email messages.


‘Who’ Label:
The ‘Who’ Label field determines what follows after the “send notes to” option. If we are sending visit notes to an Advisor or Coach, we can enter for example “Advisor”. The option will then read “Send notes to Advisor” upon Visit Entry or Exit.


Email Tags

Everything in between the pound signs will be replaced with the appropriate data.

Student Fields

Student Full Name (last, first) -------------------------------- #student#

Student Full Name (first last) --------------------------------- #firstlast#

Student First Name --------------------------------------------- #first#

Student Last Name ---------------------------------------------- #last#

Student ID ----------------------------------------------------- #studentID#

Student Formatted ID ------------------------------------------- #formattedID#

Student Other ID ----------------------------------------------- #barcode#

Student Handle ------------------------------------------------- #Account#

Student Street ------------------------------------------------- #Address#

Student City --------------------------------------------------- #City#

Student State -------------------------------------------------- #State#

Student Zip ---------------------------------------------------- #Zip#

Student Street, City, State, Zip ------------------------------- #fullAddress#

Student Email -------------------------------------------------- #studentEmail#

Student Home Phone --------------------------------------------- #phone#

Student Work Phone --------------------------------------------- #phone2#

Student Text Message Address ---------------------------------- #txtMsgAddress#

Student Gender ------------------------------------------------- #gender#

Student Birthdate ---------------------------------------------- #birthdate#

Student Ethnicity ---------------------------------------------- #ethnicity#

Student Class -------------------------------------------------- #class#

Student College ------------------------------------------------ #college#

Student Cohort ------------------------------------------------- #cohort#

Student Major -------------------------------------------------- #major#

Student Grad_Und ----------------------------------------------- #gradund#

Student GPA ---------------------------------------------------- #GPA#

Student Accumulated Hours -------------------------------------- #TotalHours#

Student Graduation Date ---------------------------------------- #GradDate#

Student Graduation Degree -------------------------------------- #GradDegree#

Student Condition Code ----------------------------------------- #CondCode#

Student Flag Text ---------------------------------------------- #FlagText#

Student Special Status ----------------------------------------- #status#

Student ReferredBy --------------------------------------------- #referredby#

Student HS Name ------------------------------------------------ #HSName#

Student Degree Goal -------------------------------------------- #degree#

Student Custom Field1 ------------------------------------------ #Field1#

Student Custom Field2 ------------------------------------------ #Field2#

Student Custom Field3 ------------------------------------------ #Field3#

Student Custom Field4 ------------------------------------------ #Field4#

Student Custom Field5 ------------------------------------------ #Field5#

Student Custom Field6 ------------------------------------------ #Field6#

Student Custom Field7 ------------------------------------------ #Field7#

Student Custom Field8 ------------------------------------------ #Field8#

Student Custom Field9 ------------------------------------------ #Field9#

Student Custom Field10 ----------------------------------------- #Field10#


Consultant Fields

Consultant Full Name ------------------------------------------- #tutor#

Consultant Full Name ------------------------------------------- #advisor#

Consultant Full Name ------------------------------------------- #counselor#

Consultant Full Name ------------------------------------------- #Staff#

Consultant First Name ------------------------------------------ #afirst#

Consultant First Name ------------------------------------------ #tfirst#

Consultant Last Name ------------------------------------------- #alast#

Consultant Last Name ------------------------------------------- #tlast#

Consultant Alternate Name -------------------------------------- #AltName#

Consultant Email ----------------------------------------------- #tutoremail#

Consultant Email ----------------------------------------------- #advisoremail#

Consultant Email ----------------------------------------------- #staffemail#

Consultant Phone ----------------------------------------------- #tutorPhone#

Consultant Phone ----------------------------------------------- #advisorPhone#

Consultant Phone ----------------------------------------------- #staffPhone#

Consultant CellPhone ------------------------------------------- #tutorPhone2#

Consultant CellPhone ------------------------------------------- #tutorCellPhone#

Consultant CellPhone ------------------------------------------- #advisorCellPhone#

Consultant CellPhone ------------------------------------------- #staffCellPhone#

Consultant WorkPhone ------------------------------------------- #tutorWorkPhone#

Consultant WorkPhone ------------------------------------------- #advisorWorkPhone#

Consultant Pager ----------------------------------------------- #tutorPager#

Consultant Pager ----------------------------------------------- #advisorPager#

Consultant Pager ----------------------------------------------- #staffPager#

Consultant Location -------------------------------------------- #tLocation#

Consultant Location -------------------------------------------- #aLocation#

Consultant Location -------------------------------------------- #sLocation#

Consultant Notes2 ---------------------------------------------- #tutorNotes#

Consultant Notes2 ---------------------------------------------- #advisorNotes#

Consultant Notes2 ---------------------------------------------- #staffNotes#


Current Date Fields

Current Date --------------------------------------------------- #date#

Current Time --------------------------------------------------- #time#

Current Day of Week -------------------------------------------- #apptday#


Appointment Fields

Appointment Location ------------------------------------------- #apptlocation#

Appointment Status --------------------------------------------- #ApptStatus#

Appointment Full Date ------------------------------------------ #apptfulldate#

Appointment Date ----------------------------------------------- #apptdate#

Appointment Time ----------------------------------------------- #appttime#

Recurring Appointment Start Date ------------------------------- #firstApptDate#

Recurring Appointment End Date --------------------------------- #lastApptDate#

Appointment Start Time ----------------------------------------- #apptstarttime#

Appointment End Time ------------------------------------------- #apptendtime#

Appointment Day of Week ---------------------------------------- #apptday#

Appointment Center --------------------------------------------- #apptcenter#

Appointment Subject -------------------------------------------- #apptsubject#

Appointment Reason -------------------------------------------- #apptreason#

Appointment Notes ---------------------------------------------- #apptnotes#

Appointment Duration ------------------------------------------- #apptduration#

Appointment Custom Field --------------------------------------- #apptCust1#

Appointment Fund ----------------------------------------------- #apptfund#

Appointment Total Missed --------------------------------------- #missedApptTotal#


Availability Fields

Availability Location ------------------------------------------ #availlocation#


Center Fields

Center Name ---------------------------------------------------- #center#

Center Sequence ------------------------------------------------ #centerID#

Profile Name --------------------------------------------------- #profileCenter#


Survey Fields

Survey Response Sequence --------------------------------------- #responseID#

Survey Sequence ------------------------------------------------ #surveyID#


Visits Fields

Visit Date In -------------------------------------------------- #dateIn#

Visit Date Out ------------------------------------------------- #dateOut#

Visit Time In -------------------------------------------------- #visitTime#

Visit Time Out ------------------------------------------------- #timeOut#

Visit Total Time ----------------------------------------------- #duration#

Visit Day of Week ---------------------------------------------- #visitday#

Visit Subject -------------------------------------------------- #subject#

Visit Reason --------------------------------------------------- #reason#

Visit Custom Field1 -------------------------------------------- #Custom1#

Visit Custom Field2 -------------------------------------------- #Custom2#

Visit Custom Field3 -------------------------------------------- #Custom3#

Visit Custom Field4 -------------------------------------------- #Custom4#

Visit Custom Field5 -------------------------------------------- #Custom5#

Visit Custom Field6 -------------------------------------------- #Custom6#

Visit Custom Field7 -------------------------------------------- #Custom7#

Visit Custom Field8 -------------------------------------------- #Custom8#

Visit Notes ---------------------------------------------------- #visitnotes#

Visit Student Remarks ------------------------------------------ #visitStudRemarks#


Resources

Resource Barcode ----------------------------------------------- #resID#

Resource Title ------------------------------------------------- #resTitle#

Resource Description ------------------------------------------- #resDescription#

Resource Due Date ---------------------------------------------- #resDueDate#

Resource LastDateOut ------------------------------------------- #resDateOut#

Resource LastTimeOut ------------------------------------------- #resTimeOut#


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