Assigning Subcenter Privileges: Center Access

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    The legacy Trac 4.0 version of TutorTrac/AdvisorTrac/FitnessTrac is no longer receiving updates and will be end-of-life in 2025. Click here to schedule a TracCloud demo or reach out to sales@go-redrock.com for migration pricing or contract details.



New, easy to use interface
TracCloud features a modern, easy to use, and mobile-friendly interface, allowing you to easily find and manage your data as you need. Students, staff, and faculty will have a much easier time navigating through the system and accessing the data they need. The new dashboard offers many easy to access widgets to view and manage your data.

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New Features
Export almost any report into Excel. Static and dynamic QR codes for touchless-kiosk environments. Unlimited custom data fields in student records, visits, appointments, and more. Customizable views of listing pages. Student timelines. Twig and HTML-supported emails and system messages. Customizable log listing and kiosk views. Center descriptions. New reports. Student success plans as a new module, along with work plans for staff. The full list of changes couldn't fit in this article, and more is being added all the time. Relating to the schedule specifically, you'll find a new appointments listing, availability badges, custom search appointment links and QR codes, unlimited customizable max appointment rules, asynchronous appointment support, and more.

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Customizable
With Twig support, you can personalize system messages, upcoming appointment lists, emails, and more based on the users who are viewing/receiving them. From simple changes like greeting the user by name to completely changing an email based on if the related appointment was in-person or online, in a certain center, for a certain reason, even if a certain custom field in the student's profile has a specific value. This extends to the log listing and kiosks as well, where you can add or remove fields, rearrange the data that's displayed, and add custom formatting with HTML and Twig.

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Faster
Rewritten from the ground up hosted on AWS, using a MySQL database, TracCloud is faster in every way. This performance increase compared to Trac 4.0 can be noticed throughout the entire system, with reports being especially improved. Even the biggest reports in TracCloud load within a few seconds.

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Migrate Existing Data
Migrate your existing data from Trac 4.0, allowing you to pick up right where you left off. We'll work with you to plan out your migration, coordinating with your IT, and training your system administrators to get you started in TracCloud.

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Click here to schedule a TracCloud demo!



Center Access

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Log Visits To
The Log Visits To setting allows you to determine for which centers this group of users can view and/or log visits from the Log Listing screen. You can choose to assign access to All centers, None of the centers, or select which centers to provide access from the down arrow button. When you select your centers, you can then choose which level of access the users in this Group will have: Log and View Visits; Log Only, No View Visit; or View Only, No Log Visits. This allows you to be very specific when setting your privileges. Some of your groups may only access the Log Listing for specific centers, while other groups may access all or none.


View Schedules
The View Schedules setting allows you to determine for which centers this group of users can view and/or edit the schedules for the consultants. You can choose to assign access to All centers, None of the centers, or select which centers to provide access from the down arrow button. When you select your centers, you can then choose which level of access the users in this Group will have: View Schedule and Edit All; View Schedule and Edit Availabilities Only, No Edit Appointments; View Schedule and Edit Appointments, No Edit Availabilities; or Search Availability Only. This allows you to be very specific when setting your privileges. Some of your groups may only access the Schedule for specific centers, while other groups may access all or none.


View Visits
The View Visits setting allows you to determine for which centers this group of users can view visits from the Visit Listing or Student Visit History screens. You can choose to assign access to All centers, None of the centers, or select which centers to provide access from the down arrow button. This allows you to be very specific when setting your privileges. Some of your groups may only access the visit history for specific centers, while other groups may access all or none.


Report On
The Report On setting allows you to determine for which centers this group of users can run reports. You can choose to assign access to All centers, None of the centers, or select which centers to provide access from the down arrow button. This allows you to be very specific when setting your privileges. Some of your groups may only run reports for specific centers, while other groups may run reports for all or none.


Messages (SysAdmin Group Only)
The Messages setting allows you to determine which types of messages this group of users can view or send. You can choose to assign access to All message types, None of the types, or select which types to provide access from the down arrow button. This allows you to be very specific when setting your privileges. Some of your groups may only access specific messages in the student history, while other groups may access all, or none. Because the Message Types are global to the system, setting group access to the messages is only available to users from the SysAdmin group.


Post Doc Types (SysAdmin Group Only)
The Post Doc Types setting allows you to determine which types of document posts this group of users can view or upload. You can choose to assign access to All Post Doc types, None of the types, or select which types to provide access from the down arrow button. This allows you to be very specific when setting your privileges. Some of your groups may only access specific document types in the student record, while other groups may access all, or none. Because the Post Doc Types are global to the system, setting group access to the Post Doc Types is only available to users from the SysAdmin group.


Access to Lists (SysAdmin Group Only)
The Access to Lists setting allows you to determine which Student Lists this group of users can access. You can choose to assign access to All Student Lists, None of the lists, or select which lists to provide access from the down arrow button. When you select your lists, you can then choose which level of access the users in this Group will have: Search and Edit or Search Only. This allows you to be very specific when setting your privileges. Some of your groups may only access and search specific Student Lists, while other groups may access all, or none. Even though the Student Lists are set up in the Center Profile, they can have global implications so setting group access to the Student Lists is only available to users from the SysAdmin group.


Access to Surveys (SysAdmin Group Only, Requires SurveyTrac Module)
The Access to Surveys setting allows you to determine which surveys this group of users can access. You can choose to assign access to All surveys, None, or select which surveys to provide access from the down arrow button. This allows you to be very specific when setting your privileges. Some of your groups may only access specific surveys, while other groups may access all, or none. Because the SurveyTrac module is global to the system, setting group access to the surveys is only available to users from the SysAdmin group.


Access to Referrals (SysAdmin Group Only, Requires SAGE Module)
The Access to Referrals setting allows you to determine which SAGE Referrals this group of users can access. You can choose to assign access to All referrals, None, or select which referrals to provide access from the down arrow button. When you select your referrals, you can then choose which level of access the users in this Group will have: Create and Edit or View Only. This allows you to be very specific when setting your privileges. Some of your groups may only access specific referrals, while other groups may access all, or none. Because the SAGE Early Warning module is global to the system, setting group access to the referrals is only available to users from the SysAdmin group.


Access to Custom Tabs (SysAdmin Group Only)
The Access to Custom Tabs setting allows you to determine which custom student entry tabs this group of users can view or send. You can choose to assign access to All custom tabs, None of the tabs, or select which tabs to provide access from the down arrow button. This allows you to be very specific when setting your privileges. Some of your groups may only access specific custom tabs in the student entry, while other groups may access all, or none. Because the Custom Student Tabs are global to the system, setting group access to the custom tabs is only available to users from the SysAdmin group.