TracCloudWhatsNew
From Redrock Wiki
This page highlights some of the recent changes made to the TracCloud platform, and how you can utilize them on your own instance. A list of past changes and a full changelog can be found in the tabs above.
If you have any questions about these changes, feel free to reach out to us on our helpdesk.
Profile Preferences
Prefs
Reasons
Reasons/Services allow your staff and students to provide additional information and reasons for booking an appointment. For example, reasons such as “Counseling,” “Study Plan Help,” or “Exam.” This would let the consultants know what the student needs help with, provide preparation details and information as needed, and gives your staff additional information for reports. Reasons can be managed by going to Other > Other Options > Profiles > [Your Profile] > Reasons.
The hamburger icon contains several management options, detailed below.
- Show Activated
- This will display globally activated reasons (left-side checkbox).
- This will display globally activated reasons (left-side checkbox).
- Activate/Deactivate Found Records
- Activate/Deactivate reasons in bulk, based on your last search result.
- Activate/Deactivate reasons in bulk, based on your last search result.
- New Reason
- Create a new reason.
- Create a new reason.
- Add Multiple Reasons
- Create multiple reasons at once, each on its own line.
Creating Reasons
Click on the hamburger button, then select “New Reason” to be brought to the Reason creation menu.
- Profile
- By default, the profile we started creating this reason in will be selected, however, we can change this value or even choose “Available for All Profiles.”
- By default, the profile we started creating this reason in will be selected, however, we can change this value or even choose “Available for All Profiles.”
- Reason
- The name of the reason, this will be what’s selected by students or staff during appointment scheduling and kiosk logins.
- The name of the reason, this will be what’s selected by students or staff during appointment scheduling and kiosk logins.
- Category
- The category this reason is assigned to. More information on this can be found further into this article.
- The category this reason is assigned to. More information on this can be found further into this article.
- Sort Code
- Manually specify how your reasons are sorted during login or appointment search. This can be numeric, or you can simply paste your reason name to sort alphabetically.
- Manually specify how your reasons are sorted during login or appointment search. This can be numeric, or you can simply paste your reason name to sort alphabetically.
- Log Out Method & Visit Time
- There are three Methods available.
- Auto Logout After Time, which will automatically log the student out of the center when the time specified in Visit Time is reached.
- Auto Logout Immediately will log the student out immediately after they’re logged in and create a visit record of the length specified in Visit Time.
- Notify Time Expired, which will send out an email based on the checkboxes used when the time limit is reached. The contents of this email will be determined by your 'Visit Duration Notification' email in your Profile Prefs.
- There are three Methods available.
- Inactive
- We never recommend deleting records in TracCloud, as this removes them from reports and related records. In the event that you are no longer utilizing a reason, you’ll want to check the Inactive box instead of deleting it to keep the records available and accurate.
- We never recommend deleting records in TracCloud, as this removes them from reports and related records. In the event that you are no longer utilizing a reason, you’ll want to check the Inactive box instead of deleting it to keep the records available and accurate.
- Work Reason
- Work reasons allow consultants to login to TracCloud and track their work hours. This data will then be available to users with appropriate permissions via payroll reports. For more information on payroll tracking in general, click here.
- Work reasons allow consultants to login to TracCloud and track their work hours. This data will then be available to users with appropriate permissions via payroll reports. For more information on payroll tracking in general, click here.
- Ignore Section Specialties when Searching Availabilities with this Reason
- This functions similarly to the 'Ignore Specialties' options in Centers. If a student is searching for availabilities and selects a Reason with this checkbox enabled, they will see all consultants assigned to this Reason regardless of subject chosen. Typically used for Writing or Coaching-related Reasons.
- This functions similarly to the 'Ignore Specialties' options in Centers. If a student is searching for availabilities and selects a Reason with this checkbox enabled, they will see all consultants assigned to this Reason regardless of subject chosen. Typically used for Writing or Coaching-related Reasons.
- Do NOT SHOW for Students (staff only)
- If checked, this Reason will only appear for staff who are booking appointments on behalf of students. Students themselves will not see this Reason.
- If checked, this Reason will only appear for staff who are booking appointments on behalf of students. Students themselves will not see this Reason.
- Do NOT SHOW for Appointments
- Do NOT SHOW for KIOSKS
- Do NOT SHOW for Batch Visits
- Don’t show this reason under these specific circumstances.
- Don’t show this reason under these specific circumstances.
Assigning Reasons to Centers
There are two ways to assign Reasons to your Centers, first is directly from this tab in your Profile. The checkbox button on the right-side allows you to activate/deactivate reasons for the center selected in the top-left corner, or display all activated reasons for the selected center. This can also be used with “All centers” selected, allowing you to quickly add or remove a reason from all of your centers.
Reasons can also be assigned from your Center directly. From your Profile, click on the Centers tab followed by the Center you want to update. The very last option on this page is 'Active Reasons,' allowing you to add or Remove reasons for this specific Center.
Reason Categories
Categories allow you to group different reasons together. If you have several reasons available, it can be beneficial to group them into categories that staff and students can select when booking appointments.
These Categories will appear followed by “…”, which when clicked will prompt you to choose a Reason within the category.
As an example, a “Placement Assessment” category that contains different assessment reasons for each course. A “Note-Taker” category, “Make-Up,” etc. If you have multiple reasons that would be better grouped together, putting them in the same category allows for improved organization and an easier appointment booking process for staff and students.
System Preferences
This is the first menu in your "Global Preferences" containing options that affect all profiles. "System Preferences" contains various options like your system theme, withdraw codes, default statuses and schedule views, alias formats, and more. You can find these preferences in Other > Other Options > Preferences > System Preferences
- Center Name
- This is the campus name for your Trac System. Appears in the top-right corner of your dashboard and will be used as the contact name for emails sent from the Trac System.
- Center Email
- Effectively a fallback email address. If an email needs to be sent, but the account/profile doesn’t have an email address configured, this will be used instead.
- Effectively a fallback email address. If an email needs to be sent, but the account/profile doesn’t have an email address configured, this will be used instead.
- Name for your Client
- Determines the phrasing of clients in TracCloud, “Student,” “Tutee,” “Client,” etc.
- Determines the phrasing of clients in TracCloud, “Student,” “Tutee,” “Client,” etc.
- Colors
- Determines the color of your navigation bar and accent colors, allowing you to match the color-scheme of your campus website. Clicking on these fields also brings up an interactive color picker if you don’t have the hex value available.
- Image
- Upload your campus logo here. This will display faded into the background of TracCloud.
- Upload your campus logo here. This will display faded into the background of TracCloud.
- Main Login Instructions
- This text appears on the local account login screen for your Trac System. This can be ignored if you don't use local accounts.
- Withdraw Codes
- This is where you can specify the withdrawn/dropped statuses for student enrollments. During the import process, if a student’s registration contains one of these codes, the enrollment will be deactivated. Withdraw via Which Field determines where the drop code is stored/imported, grade or registration status.
- This is where you can specify the withdrawn/dropped statuses for student enrollments. During the import process, if a student’s registration contains one of these codes, the enrollment will be deactivated. Withdraw via Which Field determines where the drop code is stored/imported, grade or registration status.
- Keep Enrolled Codes
- This is the opposite of Withdraw Codes. Any values entered here will be set to active during the import process.
- This is the opposite of Withdraw Codes. Any values entered here will be set to active during the import process.
- Deactivate when not imported
- Deactivates registrations in the event that they’re not found in the most recent import file. This overrides "Keep Enrolled Code," a registration with an active code will still be deactivated if it's not being imported.
- Deactivates registrations in the event that they’re not found in the most recent import file. This overrides "Keep Enrolled Code," a registration with an active code will still be deactivated if it's not being imported.
- Deactivate after x Days not Imported
- This is an optional buffer that can be used in combination with Deactivate when not imported. By default, registrations will be deactivated when they were not provided in the current day's files. This preference can be used to add a buffer for when the registration will be set to inactive, e.g., 5 days after it was last imported.
- This is an optional buffer that can be used in combination with Deactivate when not imported. By default, registrations will be deactivated when they were not provided in the current day's files. This preference can be used to add a buffer for when the registration will be set to inactive, e.g., 5 days after it was last imported.
- Appointment Statuses
- These statuses are used when a profile doesn’t already have appointment statuses defined.
- These statuses are used when a profile doesn’t already have appointment statuses defined.
- Cancellation reasons a student can choose from
- This is a preset list of cancellation reasons a student can choose from, in addition to the standard text field offered when a student attempts to cancel their appointment.
- This is a preset list of cancellation reasons a student can choose from, in addition to the standard text field offered when a student attempts to cancel their appointment.
- Student cancellation reason required
- If checked, a student will not be able to cancel without providing a reason (written or from the preset list above).
- If checked, a student will not be able to cancel without providing a reason (written or from the preset list above).
- Calc Missed Appointments Since
- Calculate total missed appointments since this date, used for blocking students from booking appointments if they’ve excessively missed past appointments. This preference is only used if the profile doesn’t already have a Calc Missed Appointments Since value defined. Automatically Use Term Start can be used if you'd like to use the start date of your semester instead.
- Calculate total missed appointments since this date, used for blocking students from booking appointments if they’ve excessively missed past appointments. This preference is only used if the profile doesn’t already have a Calc Missed Appointments Since value defined. Automatically Use Term Start can be used if you'd like to use the start date of your semester instead.
- Default Online Options
- When an appointment/availability is designated as Online, you’re provided the option of choosing a URL for the appointment to take place in. This would typically be the consultant’s assigned static link (found in their profile), but you can also have a few preset options as defined in this field. This could be used for breakout rooms, or placeholder URLs with example session IDs. This is additionally used for the Whiteboard and Q2 modules, if applicable.
- Text to display when appointment is In Person / Online / Asynchronous
- Text entered here is displayed within appointment records (to both students and staff) if an appointment matches the specified meeting type, allowing for further clarification on the type of appointment being booked.
- Keep physical Location for online visits (not recommended)
- If checked, for online optional availabilities, when a student attends an online session, the in-person location will carry through to the visit record rather than the online location. This option is almost always disabled except for very specific use-cases.
- If checked, for online optional availabilities, when a student attends an online session, the in-person location will carry through to the visit record rather than the online location. This option is almost always disabled except for very specific use-cases.
- Default start time on calendar and number of hours to show on calendar
- This allows you to set default visible calendar hours for new staff accounts. This can be overridden by individual staff accounts setting their own schedule options (shown in screenshot below). For example, to set the default to 7am to 6pm, set Start Hour to 7 and Number of Hours to 11.
- Default start day to show on calendar
- This determines what day of the week is shown first on the staff schedule view. This can be overridden by individual staff like the above calendar time option.
- This determines what day of the week is shown first on the staff schedule view. This can be overridden by individual staff like the above calendar time option.
- Default sticky drag minutes
- When you click and drag an availability/appointment on the staff schedule, it will snap to 15-minute increments by default. This is so you don't end up with availabilities running from 9:01 to 9:56am, for example. This preference allows you to change those increments. Start time minutes affects your initial click (before you start dragging the time slot), while Duration minutes affects the length of the block that you create. This can always be overridden within the availability options.
- When you click and drag an availability/appointment on the staff schedule, it will snap to 15-minute increments by default. This is so you don't end up with availabilities running from 9:01 to 9:56am, for example. This preference allows you to change those increments. Start time minutes affects your initial click (before you start dragging the time slot), while Duration minutes affects the length of the block that you create. This can always be overridden within the availability options.
- Allow students to see cancelled appointments on dashboard
- Cancelled appointments are not shown to students in their Upcoming Appointments menu by default. Enabling this option changes that, including cancelled appointments in the list. If enabled, you may need to make an adjustment to your Upcoming Appointment Preferences as described, otherwise there will be no visual difference between an upcoming and a cancelled appointment. This is included in the default appointment display out of the box.
- Cancelled appointments are not shown to students in their Upcoming Appointments menu by default. Enabling this option changes that, including cancelled appointments in the list. If enabled, you may need to make an adjustment to your Upcoming Appointment Preferences as described, otherwise there will be no visual difference between an upcoming and a cancelled appointment. This is included in the default appointment display out of the box.
- Default view for students/consultants on dashboard
- Both of these user types can view their upcoming and past appointments on the main menu. This option determines the default setting of this widget, showing the current day's appointments, the week, or list (which allows them to continuously load future appointments). Regardless of which option is chosen, users will still be able to manually choose any of these three options.
- Both of these user types can view their upcoming and past appointments on the main menu. This option determines the default setting of this widget, showing the current day's appointments, the week, or list (which allows them to continuously load future appointments). Regardless of which option is chosen, users will still be able to manually choose any of these three options.
- Allow students to view accepted Terms and Conditions on dashboard
- If checked, students will be able to view any terms and conditions that they've previously accepted.
- If checked, students will be able to view any terms and conditions that they've previously accepted.
- Hide student login from class roster list
- If checked, the visit start/stop buttons in availability group rosters will be disabled.
- Lock Course Lists to Consultants
- This effectively puts all Course Lists in a "Lock to SysAdmin [or other staff admin]" state, preventing Consultant-type accounts from making further changes.
- This effectively puts all Course Lists in a "Lock to SysAdmin [or other staff admin]" state, preventing Consultant-type accounts from making further changes.
- Allow Consultant Time Check on Dashboard
- Allows staff members to view a Time Check-style menu on their dashboard, showing a quick summary of their recent work visits. If enabled, you can also choose the number of weeks shown in the Time Check window.
- Allows staff members to view a Time Check-style menu on their dashboard, showing a quick summary of their recent work visits. If enabled, you can also choose the number of weeks shown in the Time Check window.
- Activate Consultant Enter Notes on Work Visit Log Out
- If checked, consultants will see a pop-up asking them to enter notes when they log out of their work visits.
- If checked, consultants will see a pop-up asking them to enter notes when they log out of their work visits.
- Prompt for enter work visit notes on conclusion
- If the above option is enabled, this allows you to add custom text above the notes field if additional instructions are needed.
- If the above option is enabled, this allows you to add custom text above the notes field if additional instructions are needed.
- Consultant Alias Format
- If your Profile is set to use Consultant Alias rather than full name, this preference determines the format of that Alias. The default value of 'Use Consultant Alias Field' will use each consultant's personal 'Alias' value, or generic 'Consultant' phrasing if blank. You can also use other automatically generated options, such as First Name Only, First Initial Last Name, etc.
- (First Name Last Initial pictured below)
- Activate Location Filtering
- This will display each consultant's assigned location next to their name in parentheses on the staff schedule.
- Activate Save And Split button for Availabilities
- Adds a new option on Availability Entry allowing you to split your single block (e.g., 9 to 12, 60 minute times slots) into multiple blocks (9 to 10, 10 to 11, 11 to 12). This is typically left disabled unless you specifically need to manage individual time slots after creating your schedules. If this option is enabled, Show warning message regarding this feature not recommend will change the phrasing of the option in availability entry to show that it's not typically recommended.
- Registration Listing Custom Fields
- If a Custom Field is selected here, it will be displayed as an additional column on the Registrations Listing and Student Registrations pages. This is typically used for custom fields like midterm grade.
- If a Custom Field is selected here, it will be displayed as an additional column on the Registrations Listing and Student Registrations pages. This is typically used for custom fields like midterm grade.
- Certification Listing Custom Fields
- If a Custom Field is selected here, it will be displayed as an additional column on the consultant certifications page. This is typically used for custom fields like certification course.
- If a Custom Field is selected here, it will be displayed as an additional column on the consultant certifications page. This is typically used for custom fields like certification course.
- Show Tip of the Week
- If enabled, SysAdmins will receive occasional newsletters on the dashboard providing information about various TracCloud features.
- Choose to Block Students on List
2022-05-18 | Show Work Visits on Staff Schedule
Work visits can now be displayed on the staff schedule, allowing you to see at a glance when a staff member logged in for work compared to their availabilities and appointments. This will display as a vertical red line overlaying availabilities.
This option can be enabled on a per-Group basis by going to Other > Other Options > Groups > [The Group you want to edit] > Log In/Out > Allow staff to view work visits on schedule. This can be set to allow users in this group to view All work visits on the schedule, or only their own.
Listings
Students Listing
Student data is one of the most important parts of your Trac System, on top of being the record that all their visits, appointments, documents, and more are assigned to, you also have the student's information directly. You can run reports on visits grouped by student majors, or send emails to students of a certain class, cohort, or any other field you have available. This article goes over some of the ways you can search for these records.
The Students Listing itself (found by clicking 'Students' in the Navigation Bar) contains all student records uploaded to your Trac System. From this page, we're able to manage student data in bulk, creating lists, sending emails, or submitting SAGE referrals, or we can open a specific student record and manage just one student profile at a time.
Each column of information displayed has a clickable header that will sort the listing accordingly. Clicking once sorts ascending, a second click will sort descending.
Using the Search Bar on this screen, we can easily perform quick searches to find specific students. Right clicking in the search bar (shown below) will provide a list of available student fields to search, click any of these to auto-fill the search bar.
Example Searches:
- Find a student by a single value, such as ID. Specifying 'Students.ID=' actually isn't required for ID or Name searches, but it works well as an example.
- Students.ID=1931
- Students.ID=1931
- ...or name. Names should be formatted as 'Last, First' or 'First M Last'. 'First Last' will also work if middle names are not being imported.
- Day, Rob
- Day, Rob
- Search multiple fields at once, separate your searches by a space.
- Students.Major=Mathematics Students.Class=Sophomore
- Students.Major=Mathematics Students.Class=Sophomore
- When performing multiple searches where at least one field contains a space, make sure to surround the contents you're searching for with quotation marks.
- Students.Major="Chemical Engineering" Students.Status=Active
- Students.Major="Chemical Engineering" Students.Status=Active
- Search in Custom Fields. It's recommended to use the right-click menu to select these, as it will always auto-fill the correct field name.
- #sql:InState#=Yes
- #sql:InState#=Yes
- Date searches such as this are required to be formatted as YYYY-MM-DD
- Students.BirthDate=1993-07-16
- Students.BirthDate=1993-07-16
Students Search
The Student Listing also has a unique Search utility found in the hamburger menu . This utility has the ability to search related tables to find relevant students. This includes the ability to run searches such as "students who have had appointments in the last 7 days" or "students who have ongoing referrals."
- Search Type
- This can be set to New Search, Search Selection, Remove found from Selection, or Add found to Selection, depending on the desired effect of this search.
- General Info tab
- This tab is where you can search for basic information about the student. ID, Status, Name, etc.
- Appointments
- This tab allows you to search for students by appointment information. For example, "students who had an appointment from 02/10 to 02/20 with a status of Missed."
- Visits
- This tab allows you to search for students by visit info. For example, "students who visited more than 2 times from 02/10 to 02/20 where the subject was MAT100."
- Registration
- This tab allows you to search for students by registration info. For example, "students who are actively enrolled in more than one math course."
- Documents
- This allows you to search for students by documents. "Students who have a document of a certain filename uploaded in the last month."
- Surveys
- Students who have received or responded to a survey in a certain time period. Requires SurveyTrac.
- SAGE Referrals
- Students who have ongoing or completed referrals of a specific type in a specified date range. Requires SAGE.
- Resources
- This tab allows you to search for students by their resource usage, whether they have certain items checked out or overdue.
Hamburger Menu
Every listing page in the Trac System features a hamburger menu with utilities to search for or interact with your list of records. Some of these options are specific to a certain listing/record-type, others are shared. The following list includes definitions for the hamburger menu options available on this listing, and how they can be utilized.
- List All
- This option will show all records on the current listing. Some listings have an additional toggle for only showing "Active" records, such as Students and Registrations, which will still override a "List All" search if checked.
- This option will show all records on the current listing. Some listings have an additional toggle for only showing "Active" records, such as Students and Registrations, which will still override a "List All" search if checked.
- Search
- This utility will open a pop-up window unique to each Listing it's present on, allowing you to search your records by a number of different fields. In the case of the Student Listing, you could use this to search related records, such as 'Students who have at least 2 Visits in the Learning Center' or 'Students with a recent Document upload in their timeline.'
- Power Search
- This option provides a simple but powerful search utility to find the records you need. String together multiple searches, adding or removing results for each. Use Search Symbols to include ranges of data, and Save Searches for later use if needed. The search term 'blankornull' can be used to find all records with a value of nothing ("") or null ().
- Search by Term Enrollment
- Allows you to search based on the students' enrollment in a specific term or multiple terms. The example search below would show students who are enrolled in a 2023SP registration AND are not enrolled in a 2023FA registration.
- Allows you to search based on the students' enrollment in a specific term or multiple terms. The example search below would show students who are enrolled in a 2023SP registration AND are not enrolled in a 2023FA registration.
- Lists
- See Student Lists and Watch Lists for more information.
- See Student Lists and Watch Lists for more information.
- Saved Searches
- See Saved Searches for more information.
- See Saved Searches for more information.
- Find/Merge Duplicates
- These utilities can be used to cleanup duplicate records in your Trac System. We highly recommend reaching out to Redrock Support directly for assistance in cleaning up this data.
- These utilities can be used to cleanup duplicate records in your Trac System. We highly recommend reaching out to Redrock Support directly for assistance in cleaning up this data.
- Find by Values
- This utility can be used to search one field for multiple values. If you have a spreadsheet containing a list of student IDs, this is an easy way to pull up the same list of students in TracCloud by copying the ID column into this search field.
- Change Field Values
- This utility allows you to make modifications in to your records in bulk. Similar to the Merge Duplicates utility, we highly recommend coordinating with Redrock Support directly on this setting.
- This utility allows you to make modifications in to your records in bulk. Similar to the Merge Duplicates utility, we highly recommend coordinating with Redrock Support directly on this setting.
- Selected...
- The Selection Tool offers several options to filter and manage your records. More information on this feature can be found in its own dedicated article here.
- The Selection Tool offers several options to filter and manage your records. More information on this feature can be found in its own dedicated article here.
- Views
- See Views for more information.
- See Views for more information.
- Send Survey
- Allows you to send a survey to the current user list. More information.
- Allows you to send a survey to the current user list. More information.
- Register In
- Allows you to quickly enroll a student in a new registration. Depending on your import configuration, manually recreated registrations may be deactivated during your auto-import.
- Allows you to quickly enroll a student in a new registration. Depending on your import configuration, manually recreated registrations may be deactivated during your auto-import.
- Assign Success Plan
- Allows you to assign a new Success Plan to the current student list. More information.
- Allows you to assign a new Success Plan to the current student list. More information.
- Create Referral
- Allows you to create a batch referral through SAGE. More information.
- Allows you to create a batch referral through SAGE. More information.
- Create Task
- Allows you to send a task to the current student list. More information.
- Allows you to send a task to the current student list. More information.
- Toggle Photos
- Enable or disable student photos on the Student Listing.
- Enable or disable student photos on the Student Listing.
- Create Chart
- Based on the data currently being viewed a chart can be generated to visually illustrate the relationships in the data.
- Based on the data currently being viewed a chart can be generated to visually illustrate the relationships in the data.
- Export CSV
- Export current listing contents to a CSV file.
- Export current listing contents to a CSV file.
- Send Email
- Allows you to send an email directly to a list of users.
- Allows you to send an email directly to a list of users.
- Send Email to Faculty
- This email utility allows you to email faculty linked to student registrations. The faculty recipients can be determined by subject, status, and grade. One email will be sent per linked registration, so if there are 3 students listed enrolled in MAT100 with Dave Smith, Dave Smith will receive 3 emails. Faculty recipients can also be filtered by scheduled day/time if section schedule is being imported.
- Show these <records>
- This utility takes your selection of records, finds the related records, and takes you to that listing with the resulting records. For example, on the Registration listing, you can "Show these Students" to display the student records for the registrations that you were viewing.
- This utility takes your selection of records, finds the related records, and takes you to that listing with the resulting records. For example, on the Registration listing, you can "Show these Students" to display the student records for the registrations that you were viewing.
- Allows you to print the contents of the current listing, by extension this also allows you to export the current list as a PDF file.
- Allows you to print the contents of the current listing, by extension this also allows you to export the current list as a PDF file.
- New <Record>
- Allows you to create a new record based on your selected listing.
- Allows you to create a new record based on your selected listing.
Search Availability badges can be used to add information and indicators to availability slots. Each badge can appear for certain conditions, based on center, availability section/reason, location, skills/accommodations, etc.
Click "New Availability Badge" to begin. This will open a form where you can enter the details for your badge.
Manually Linked
- Rather than the badge automatically appearing based on certain conditions, these badges appear in a menu to be manually selected on the availability itself.
Name
- Name of the Badge. This will not be displayed for students
- Name of the Badge. This will not be displayed for students
Availability Type
- Drop In, 1-on-1, or Group availability
- Drop In, 1-on-1, or Group availability
Consultant
- Assign a specific Staff
- Assign a specific Staff
Reason
- Assign a specific Reason
- Assign a specific Reason
Center
- Assign a specific Center
- Assign a specific Center
Section
- Assign a specific Subject
- Assign a specific Subject
Special Needs
- Select if applicable (more information)
- Select if applicable (more information)
Online
- Availability Type; Online, In Person, or Optional
- Availability Type; Online, In Person, or Optional
Location
- Location of the availability
- Location of the availability
Once you've decided where the badge is needed and have made your selections from the options above, you can now determine which icon, colors, and info work best for the badge created.
Color: Color of Icon
Icon: Choose from the list or use a custom icon
Info Text: Enter text that will display when users hover over the icon
In the example screenshot above, this badge will only appear on availabilities of staff who have been assigned the “ASL” accommodation and are available in the Learning Center. Once saved, your badge will appear in the profile preferences if you need to edit/delete it later.
Any fields left blank will not be considered for where this badge appears, you can be as specific or non-specific as needed. You can also create as many badges as you'd like, more than 1 tag can appear for the same availability. When students search for an availability, the badges will display to the right of the screen as shown below.
2022-04-28 | Resend Student Emails
You can now resend student emails. From the student timeline, click on the email you want to resend, then click "Resend this Email."
Recording Visits
Student Visits allow you to record when your students met with consultants. There are several options available for creating these visits, including real-time options like the Log Listing or Kiosk, used by staff and students respectively. Quick Visits can be used to create visits from scratch, and Batch Visits provides several tools for recording visits in bulk. There are even automated options for online appointments or when a staff mark appointments as attended manually.
This article will be going over the different options available and how you can utilize them for your system. This portion of our guide will not be covering work visits, for more information on those, take a look at our payroll tracking article.
The Log Listing can be used by staff members to log students into or out of your center, or to review who is currently logged in with on-going visits. If wait time is being tracked, this page would also be used to manage visit statuses and coordinate which consultants will be assigned to their visits.
The Log Listing can be accessed by going to the Attendance tab in your navigation bar, as seen in the screenshot below. The available choices are split up into 3 groups.
- Center Log Listing
- When you create a new center, both a kiosk and a log listing will be made available by default, unless specifically disabled in the center OR if your system only allows custom kiosks to be used. Students who are logged in on these log listings will have their visits assigned to the selected center.
- Custom Kiosks
- In addition to the default center kiosks, you can also create custom kiosks, which are already linked to a specific center/consultant/reason/etc. These are frequently used for workshops or SI events, but they can be utilized for any visit tracking where a field needs to be predefined.
- Log Listing for [Profile]
- This option operates similarly to standard center kiosks/log listings, except it includes all centers that your permission group has access to. When logging a student in on this type of log listing, the first question you will be asked is what center you want to log the student into.
After you’ve reached the log listing page, you can view the students who are currently logged in. The button can be used to sort the log listing by other fields. To log another student in, begin typing their ID, name, or scan their barcode into the box in the center of your screen.
After pressing enter or clicking on Log In / Out, you will be prompted to choose a consultant, subject, and/or reason for the visit depending on which fields are enabled in your profile. Additionally, custom questions can be configured to appear here as well. If the student is logging in at the same time as their scheduled appointment, the subject/reason/consultant will be selected automatically to match that appointment.
The following page displays a welcome message as configured in your profile preferences, and can show any announcements that have been designated as "Show on KIOSK."
After completing the log process, the student will be added to the log list with any information they entered. The information visible here is determined by your profile preferences.
If your profile has been configured to track wait time, you will additionally see a icon on this page. This is used to manage the status of the visit, either "Waiting" or "Started." After you click on this icon and change the status to "Started: [Consultant]," the icon will change to . If this icon does not appear, you will need to add "Wait Status Button" in your profile preferences. Setting the status to "Concluded" would log the student out. The "Show All" button can be used to override the linked advisor filtering on the consultant list (if enabled for your system).
To log the student out, click the icon from the list or enter their ID/Name/Barcode in the center box again. After pressing enter or Log In / Out, you will see a confirmation prompt to confirm that you want to log the student out.
After a visit has been concluded, it will be removed from the log listing and kiosk, and you will be able to find it in the student's history or on the attendance listing.
The Kiosk is used by students to log themselves into or out of your center. This page generally operates similarly to the log listing, but with much stricter permissions and fewer visit management utilities, as we're expecting students to be interacting with this page directly.
Kiosks can be accessed by going to the Attendance tab in your navigation bar, as seen in the screenshot below. The available choices are split up into 3 groups, just like the log listings.
- Center Kiosk
- When you create a new center, both a kiosk and a log listing will be made available by default, unless specifically disabled in the center OR if your system only allows custom kiosks to be used. Students who are logged in on these kiosks will have their visits assigned to the selected center.
- Custom Kiosks
- In addition to the default center kiosks, you can also create custom kiosks, which are already linked to a specific center/consultant/reason/etc. These are frequently used for workshops or SI events, but they can be utilized for any visit tracking where a field needs to be predefined.
- Kiosk for [Profile]
- This option operates similarly to standard center kiosks, except it includes all centers that your permission group has access to. When a student logs in on this type of kiosk, the first question they will be asked is what center they want to log into.
After you've opened a kiosk, you will notice that your navigation bar tools have disappeared, and you have been logged out. Depending on your single sign-on solution, you may be prompted to additionally open a new tab to end your SSO session. Follow the instructions on screen if this is the case.
The information shown on the kiosk is also significantly more restricted that the log listing. Our example below shows student names, but hiding all student information is also a common configuration.
A student can login by typing their ID/name, swiping their barcode, or by scanning the QR code in the center of the screen with their phone. After starting the login process, they will be prompted to choose a consultant, subject, and/or reason for the visit depending on which fields are enabled in your profile. Additionally, custom questions can be configured to appear here as well. If the student is logging in at the same time as their scheduled appointment, the subject/reason/consultant will be selected automatically to match that appointment.
The following page displays a welcome message as configured in your profile preferences, and can show any announcements that have been designated as "Show on KIOSK."
In order for the student to logout, they would need to type their ID, swipe their barcode, or scan the QR code once again. After pressing enter or Log In / Out, they will see a confirmation prompt to confirm that they want to log out.
After a visit has been concluded, it will be removed from the log listing and kiosk, and you will be able to find it in the student's history or on the attendance listing.
Quick Visits allow you to create visits from scratch. For example, if a student forgot to login, or a login station wasn’t available at the time. Maybe even if you wanted to record a phone call or email conversation with the student as attendance in your system. This utility can be found by going to Attendance > Quick Visit, as well as a few other locations listed a little further down.
Choosing this option will open a new visit form, allowing you to enter all visit information from scratch. Select your student, consultant, reason, time, and so on. Custom fields can be created and made visible here as well. You can even upload documents to these visit records after saving, or send "visit notes" emails.
Clicking Save will create the new visit record, leaving the tab open if you need to make further adjustments. Alternate save options can be found under the arrow icon next to the save button. Save and Close will create the record and automatically close the tab in your browser. Save and New will create the record and immediately open a new quick visit form so you can start creating another visit.
In addition to the Quick Visit option under the Attendance menu, you can also create quick visits from a couple other locations. These all operate the same way, but may be easier to access depending on where you are in the system.
From the Attendance Listing, you can find a "New Visit" button within the hamburger menu , and from student records you can find "Create Visit" as the very first option under the "Actions" menu. The latter option will even automatically select the student in the new visit that you create.
The Batch Visit utility is a collection of other visit tracking tools. Some of the most common use cases for these are SI sessions and workshops, but that's not a strict requirement. The visits created here are the same as the visits created from the options above, so you can use these in any scenario where you might find them useful. Batch Visits can be found in Attendance > Batch Visits.
When you begin creating a Batch Visit, you will be asked to choose a center. After making your selection, you will be brought to the following screen. Fill out the visit information that you want to record for your students, then choose what batch visit tracking option works best for you, detailed below. If you have any visit custom fields, they will appear on this screen as well.
Batch Entry
The best way to describe Batch Entry is that it's a faster version of Quick Visit. Keeping the visit information entered at the top of your screen, you can repeatedly select new students, enter new notes as needed, and create their visits one after another without having to reenter the time, consultant, reason, etc.
- Remember Notes
- If this is checked, the notes field will not be cleared after you create each visit. This should be checked if you plan on reusing the same notes for each visit you're about to create.
- If this is checked, the notes field will not be cleared after you create each visit. This should be checked if you plan on reusing the same notes for each visit you're about to create.
- Remember Student
- If this is checked, the student field will not be cleared after you create the visit. This is almost always used when recording visits to a generic student account, such as for prospective students who don't yet exist in the Trac System.
As you save visits, they will be displayed at the bottom of the screen under Similar Visits.
SI Batch Entry
SI Batch Entry shows all students enrolled in the section that you selected, including wildcard selections (like BIO210*). When recording visits with a wildcard section chosen, a matching registration from each selected student's enrollments will automatically be used. Students are separated into two lists, students who have visited for the selected section before, and students who haven't. You can select students from both lists at the same time. After you create a visit for a student, they will be shown with a icon next to their name in the list.
- Remember Notes
- If checked, the notes you enter will not be cleared when creating the visits for your selection of students, allowing you to reuse the note for the next selection (if needed).
- If checked, the notes you enter will not be cleared when creating the visits for your selection of students, allowing you to reuse the note for the next selection (if needed).
- Show Active Students (with Active Registrations) Only
- By default, the list of students can include inactive students/registrations. This checkbox can be used to hide them from the results.
Batch Scan
Batch Scan allows you to create visits for many students at once based on a list of identifiers. ID, Email, Barcode, etc. For example, if you were recording attendance in a spreadsheet, you could copy your identifier column into "scanned data" to quickly create those visits in TracCloud.
- Skip Duplicates
- If checked, duplicate visits will not be created for students, even if they're present more than once in the list.
- If checked, duplicate visits will not be created for students, even if they're present more than once in the list.
- Scan Type
- Use this to specify what the data you're scanning refers to. ID, barcode, etc.
- Use this to specify what the data you're scanning refers to. ID, barcode, etc.
The Student Listing also has the ability to export a list of student IDs (see the 'Selected' menu under the hamburger icon ). Using this, you can easily search for and copy your list of students, and paste that list here to create visits for all of them at once.
Batch Codes
Batch Codes can be created at the top of the batch visit form. Clicking on Generate New Batch Code will provide a QR code which you can use to track attendance for this session. Notes can be applied to visits recorded with this QR code with the Auto Enter Notes field. If you apply any other changes to the visit details, such as duration, reason, etc, you can click Update Batch Code to get a new QR code.
After clicking on the QR code, you will be taken to the following screen. As a staff member, you can enter students IDs in the box to record their attendance, or students can scan the QR code with their phone to be taken to a login screen where they can record their own attendance. Similar to a kiosk, but no logout or additional questions necessary.
Any Batch Codes that you generate can also be found at the initial batch visit creation screen. This allows you to create these codes in advance and quickly access them later. Batch codes can also be deleted from this page if needed.
Unique to Batch Codes is the Handle Overlap Visits option. This determines how batch visits deal with conflicting visits for students.
Do Nothing (or leaving the field blank) is the default. In the event of a conflict, TracCloud will not automatically modify any records. It will simply allow both visits to exist at the same time.
Logout Previous will adjust visits that are still ongoing at the time of the batch visit being created. In this case, it will automatically conclude the ongoing visit by setting the end time to the start time of the batch visit.
Lastly, Split the Visit will separate an existing visit to fit alongside the batch visit. If the conflicting visit has already concluded, it will modify/split it into two separate visits to fit the new batch visit. If the conflicting visit is ongoing, it will conclude the visit to end at the start time of the batch visit. This is similar to Logout Previous, except Split the Visit will also start a new ongoing visit at the end time of the batch visit as well so the student can be logged out later.
Drop-in availabilities offer 2 additional visit tracking tools depending on the meeting type (online or in-person). Take a look at our schedule management wiki article for details on creating these availabilities in the first place.
Ad hoc QR codes can be created by hovering over the availability and clicking on the icon. Choose a time for the visits that this QR code will generate, then click on "Generate QR Code."
This will open a new tab where you can enter student IDs to create visits, or allow students to scan the QR code themselves to create their own visits, no logout required.
Online drop-ins found in availability search results by students can also be used to automatically create visits. When the student clicks on the "Enter Online Session" button, they will be taken to the online meeting room and TracCloud will immediately create a visit for them matching the remaining duration of the availability time slot.
By marking an appointment as "Attended," TracCloud will automatically create a visit to match that appointment. This can be useful if your campus doesn't track visits with log listings/kiosks, or even as an alternative to quick visits if your student forgot to login. After saving, you can make further changes to this new visit record by clicking on the icon.
Online visit tracking is unique compared to the other options here, as no manual actions are required to create these visits. When students join an online appointment in TracCloud, their appointment will be marked as attended and a visit will be created to match the appointment details (unless you have specifically disabled this).
You may have noticed that the hyperlink on the dashboard or the {{Appointment.OnlineLink}} twig tag doesn't actually contain the online link you entered for the appointment, but instead a long TracCloud URL. Tracking attendance is the reason for this. When the student clicks on that link, TracCloud knows that they have joined the session and creates a visit record, then quickly redirects them to their Zoom, Webex, etc invite as usual.
