TracCloudQ2 and TracCloudTA: Difference between pages

Revision as of 15:00, 1 October 2021

TracCloud Modules

• SAGE

• SurveyTrac

• Success Plans

• Whiteboard

• Q2 Tables

• TextAlerts

Text Alerts

The Text Alerts module allows students and consultants to receive SMS messages from TracCloud. Text Alerts can be sent automatically when an appointment is booked or cancelled, or be sent manually by staff members. For example, if a student is waiting to meet with their consultant, a front-desk worker can quickly send a text to the student letting them know their appointment is ready to begin.

After the Text Alerts module has been enabled, there will be a handful of options that you may need to modify, depending on your configuration.

Group Permissions

Each permission group has a tab dedicated to Admin / Modules, this tab contains a couple options relating to Text Alerts, determining if these staff members can send SMS messages or modify a student’s “Receive Text Alerts” status.

Other > Other Options > Groups > [The Group you want to modify] > Admin / Modules > Text Alerts Module Group Access.

Allow user to view and edit the student field ‘Receive Text Alerts’

This option gives staff in this group the ability to enable or disable text alerts for this student from the student’s profile.

File:2171097.png

Allow user to send SMS messages to students

This option provides staff the ability to send students messages directly, either from the Log Listing or the Student’s Profile under the “Actions” tab.

Allow user to send SMS messages to staff

Just like students, staff can also be sent SMS messages from their profile via the “Actions” tab. This option determines whether or not this option is available for staff in this group.

Confirm Bio

Students can be given the ability to confirm or modify their own information via Confirm Bio, and this extends to text alerts as well. Towards the bottom of your Confirm Bio settings, you can choose which fields are displayed to students. This allows you to add the student’s cell phone number and their Receive SMS status.

Other > Other Options > Preferences > Confirm Bio Settings

The above configuration displays like this to students who are prompted to confirm their bio information.

More information on Confirm Bio settings in general can be found in our user manual.

Student Entry Field

In order to make the “Receive SMS Alerts” field (as seen in the Group Permissions example above) appear within student profiles, we need to enable it in our system preferences. This is as simple as checking the “Display Receive SMS” option in our Student Entry Choices. More information on this menu can also be found in our dedicated “Student Entry Fields” chapter.

Other > Other Options > Preferences > Student Entry Choices

File:8052759.png

Log Listing

A student SMS button can also be made visible on the log listing. In the event that a front-desk worker needs to text a waiting student letting them know their appointment is ready, this makes this task much easier. Simply head over to your Log Listing settings and add the “Text the Student Button” field. More information on customizing your Log Listing can be found in our user manual.

Other > Other Options > Profiles > [Your Profile] > Prefs > Log In/Out

This will display as a Phone icon within the listing, which will prompt you to write and send your message when clicked.

Emails

The automated SMS messages that are sent to students and staff can be customized independently from automated emails. These messages are modified just below your primary email contents, and are able to utilize the same Twig tags available in standard emails. More information on these tags and general email configuration can be found in our Email and Twig Tag chapters.

The following automated message types can be sent via SMS:
Confirmation (Student & Consultant)
Reminder (Student & Consultant)
Cancellation (Student & Consultant)
Missed (Student)

Other > Other Options > Profiles > [Your Profile] > Prefs > Emails

@@ Line 3: / Line 3: @@
 | style="vertical-align:top; padding:20px 20px 20px 2px;" |
 {| style="width:100%; vertical-align:top; "
-==What is Q2?==
+==Text Alerts==
-<br>
-<b>Q2 Tables</b> dynamically manages <i>study and work table tutoring</i> and <i>advising scenarios</i>, tracking the total time a student spends in the center, while also recording each individual contact—or <i>table visit</i> a student has with staff.<br>
+The Text Alerts module allows students and consultants to receive SMS messages from TracCloud. Text Alerts can be sent automatically when an appointment is booked or cancelled, or be sent manually by staff members. For example, if a student is waiting to meet with their consultant, a front-desk worker can quickly send a text to the student letting them know their appointment is ready to begin.<br>
-[[File:4g54g54wg.png|400px]]<br><br>
+[[File:8085277.png|600px]]<br><br>
-Q2 Tables is a redesign of a log in and out system, specifically for study table centers where students work on their own or study independently, while having the ability to request assistance as needed. No need to have students raise their hand, flag, or use another physical option to notify that they need some help – it is completely digital and web-based. Smartphones and tablets drive the queuing system for students that need assistance, and for staff to see the queue from their device and record each individual contact with students.<br><br>
+After the Text Alerts module has been enabled, there will be a handful of options that you may need to modify, depending on your configuration.<br><br>
-[[File:r76jr64.png|border|300px]] [[File:242g353.png|border|400px]]
+==Group Permissions==
-<hr>
+Each permission group has a tab dedicated to Admin / Modules, this tab contains a couple options relating to Text Alerts, determining if these staff members can send SMS messages or modify a student’s “Receive Text Alerts” status.<br>
-==How does Q2 Tables work for Students?==
-<br>
-A student logs into a Q2 center ("<i>From Center</i>") to record the start of their visit. A staff member can log a student in manually, or the student can log themselves in via a kiosk using a barcode scanner, QR code, or by typing their student ID directly into the search field.<br><br>
+<i>Other > Other Options > Groups > [The Group you want to modify] > Admin / Modules > Text Alerts Module Group Access.</i><br>
-Upon log in, students will be asked if they would like to receive an email regarding the Q2 help process. This email will contain a <i>Q2 Help Link</i> that students can use to virtually raise their hand, indicating that they need assistance from a staff member working in the Q2 center.<br><br>
+[[File:4115327.png|800px]]<br><br>
-If the student requests an email to be sent to them regarding the help process, the system will ask if the student would like an email sent to their current email on file, or if another address would be preferred.<br>
+* <b>Allow user to view and edit the student field ‘Receive Text Alerts’</b>
+::This option gives staff in this group the ability to enable or disable text alerts for this student from the student’s profile.
+::[[File:2171097.png|600px]]<br><br>
-[[File:3723497.png|350px]] [[File:5274566.png|470px]]<br><br>
+* <b>Allow user to send SMS messages to students</b>
+::This option provides staff the ability to send students messages directly, either from the Log Listing or the Student’s Profile under the “Actions” tab.<br><br>
-If the student chooses not to receive an email regarding the <i>Q2 Help Link</i>, students also have the option to scan a QR code placed in the area that the student is working independently. QR codes are generated by TracCloud and be created to represent different tables, rooms or locations in your physical center.<br><br>
+* <b>Allow user to send SMS messages to staff</b>
+::Just like students, staff can also be sent SMS messages from their profile via the “Actions” tab. This option determines whether or not this option is available for staff in this group.
+::[[File:1557443.png|500px]]<br><br>
-Example:<br>
+==Confirm Bio==
-Table A<br>
-Table B<br>
-Table C<br>
-[[File:59045236.png|700px]]<br><br>
+Students can be given the ability to confirm or modify their own information via Confirm Bio, and this extends to text alerts as well. Towards the bottom of your Confirm Bio settings, you can choose which fields are displayed to students. This allows you to add the student’s cell phone number and their Receive SMS status.<br><br>
-Once the student scans the QR code from their mobile device or clicks on the emailed <i>Q2 Help Link</i>, the student will end up at the window below. Here, the student will be asked to enter their email address or student ID number to login and request help.<br>
+<i>Other > Other Options > Preferences > Confirm Bio Settings</i><br>
-[[File:4585076.png|500px]]<br><br>
+[[File:5837998.png|800px]]<br><br>
-After the student enters their ID or Email address and clicks the continue button, the student will be prompted to select some additional options as to why they are requesting help. The option to select a Subject and Reason can be toggled on or off in your Q2 settings. If the option to ask for Subject and Reason are disabled, the student will simply be prompted to click the “Request Help” button to request assistance. Once the request for help has been submitted, the student will be moved into a queue only visible from the consultant’s perspective, which will display all students currently requesting help, indicated by a raised-hand icon.<br>
+The above configuration displays like this to students who are prompted to confirm their bio information.<br>
-[[File:4674785.png|550px]]<br><br>
+[[File:3883137.png|800px]]<br>
-Students can also physically raise their hand, and a staff member can then virtually raise the student's hand for them by clicking the box to the left of the student's name, as shown in the screenshot below.
+More information on Confirm Bio settings in general can be found in our user manual.<br><br>
-[[File:3463695.png|550px]]<br><br>
+==Student Entry Field==
-<hr>
-==How does Q2 Tables work for Staff?==
+In order to make the “Receive SMS Alerts” field (as seen in the Group Permissions example above) appear within student profiles, we need to enable it in our system preferences. This is as simple as checking the “Display Receive SMS” option in our Student Entry Choices. More information on this menu can also be found in our dedicated “Student Entry Fields” chapter.<br>
-<br>
-Staff have Q2 links on their TracCloud Dashboard that will take them directly into the Q2 Configuration for their respective centers.<br>
+<i>Other > Other Options > Preferences > Student Entry Choices</i><br>
-[[File:6259304.png|700px]]<br><br>
+[[File:8052759.png|800px]]<br><br>
-Once the Q2 Configuration has been opened, a gear icon will be visible in the bottom left corner that will allow staff to access the settings for their current Q2 Config. From here, the staff can log out or return to the Dashboard. The staff can also view their current Config, change to a Queue Mode, or switch to another Q2 Configuration that they have access to.<br>
+==Log Listing==
-[[File:5052186.png|700px]]<br><br>
+A student SMS button can also be made visible on the log listing. In the event that a front-desk worker needs to text a waiting student letting them know their appointment is ready, this makes this task much easier. Simply head over to your Log Listing settings and add the “Text the Student Button” field. More information on customizing your Log Listing can be found in our user manual.<br>
-The staff Q2 Dashboard is split into two separate views. On the left, students in the Queue working independently, and whether or not they're currently raising their hand requesting assistance. On the right, students currently being helped by staff.<br><br>
+<i>Other > Other Options > Profiles > [Your Profile] > Prefs > Log In/Out</i><br>
-Staff have a few actions when viewing/managing students in the Queue working independently.<br>
+[[File:4750643.png|600px]]<br><br>
-:<b>1.</b> Clicking this box will allow the staff to manually raise or lower the student's hand, indicating whether or not they're requesting assistance.<br>
+This will display as a Phone icon within the listing, which will prompt you to write and send your message when clicked.<br>
-:<b>2.</b> Hovering over the image will enlarge the student's photo as seen in the screenshot below.<br>
-:<b>3.</b> Clicking to the right of the photo will automatically move the student to the <i>currently being helped</i> area. Students can be moved to this area regardless of whether or not they have their hand raised.<br>
-[[File:6541784.png|700px]]<br><br>
+[[File:8675092.png|800px]]<br><br>
-Once the student’s hand has been raised, an Icon will appear indicating that the student is requesting assistance.<br>
+==Emails==
-:<b>1.</b> Clicking the Icon will allow you to lower the student's hand if they no longer require help.<br>
-:<b>2.</b> Clicking to the right of the student’s name will move the student to the <i>currently being helped</i> area and will start the visit with the staff.<br>
-[[File:1098032.png|700px]]<br><br>
+The automated SMS messages that are sent to students and staff can be customized independently from automated emails. These messages are modified just below your primary email contents, and are able to utilize the same Twig tags available in standard emails. More information on these tags and general email configuration can be found in our Email and Twig Tag chapters.<br><br>
-Once the student has been moved to the “Currently Being Help” area, you may click on the entry to adjust the student's subject or enter notes at any time. If you wish to enter notes but not conclude the visit, you may click the “Close” option at the bottom to close the entry after your notes have been entered. You may open and close the entry to make adjustments and add notes as many times as needed throughout the visit. When you are ready to conclude the meeting, click on “Conclude the Visit" to finish the meeting with that student. Once the interaction has been recorded and concluded, the student will be returned to the queue on the left to once again study independently until their hand is raised again.<br><br>
+The following automated message types can be sent via SMS:<br>
+<i><b>Confirmation</b> (Student & Consultant)<br>
+<b>Reminder</b> (Student & Consultant)<br>
+<b>Cancellation</b> (Student & Consultant)<br>
+<b>Missed</b> (Student)</i><br><br>
+<i>Other > Other Options > Profiles > [Your Profile] > Prefs > Emails</i><br>
+[[File:8226135.png|800px]]
-Clicking the “x” to the right of the student’s entry will cancel the request for help, lower the student’s hand, and return the student to the Queue on the left.<br>
-[[File:2352011.png|700px]]<br><br>
-<hr>
-==How to set up Q2==
-<br>
-Q2 requires two centers, a <b>From Center</b> (Queue) and a <b>To Center</b> (Center). The <i>From Center/Queue</i> is where the Trac System will record the total time a student spends in the center. The <i>To Center/Center</i> is where the Trac System records each individual contacts a student has with a staff member, or "<i>Micro-Visits</i>."<br><br>
-The <i>From Center</i> and <i>To Center</i> can both be created in your Profiles. <i>Dashboard > Other > Other Options > Select your Profile > Centers > Create New Center</i>. Your <i>From</i> and <i>To</i> Center will both need to be assigned a course and a reason list in order to service students in each center and configuration.<br><br>
-Next, you will need to create your Q2 Configuration. From the your Dashboard, click on Other > Q2 Tables > Q2 Configurations. Select the Hamburger icon ([[File:Hamburger.png|17px]]) and click “New Q2 Configuration”<br>
-[[File:7141502.png|900px]]<br><br>
-Lastly, in order for staff to have access to Q2, their permission group will need to be modified and adjusted to enable that access. The Admin/Modules tab will allow you to add a Q2 Config to each group as needed. Your permission groups can be found in <i>Other > Other > Options > Groups > select the group you wish to modify</i>.<br>
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