TracCloudQ2 and TracCloudTechBarcode: Difference between pages

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==What is Q2?==
<onlyinclude>
<big><b>Barcode Scanners in TracCloud</b></big><br><br>
Barcode Scanners and Magnetic Strip Reads can be utilized in Trac Cloud to allow students to scan their Barcode, ID, etc to login for their visit. This article goes over some common barcode scanner examples, your barcode scanner may or may not match the formatted described below.
<br><br>
If it doesn’t match, or you simply aren’t 100% sure, reach out [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com] and we’d be happy to assist.
<br><br>
<b><i>What scanners are compatible with TracCloud?</b></i><br>
Scanners are input devices, just like keyboards. Any scanner should work fine, but may require some editing to convert the data into something usable.
<br><br>
<b><i>Program your card scanner to modify the scanned ID</b></i><br>
It may be easier to convert IDs on the scanner side of this process rather than TracCloud. If this option is available and the end result matches what is found in student barcode fields, then no changes are needed in TracCloud.
<br><br>
<b><i>Program TracCloud to modify the scanned ID</b></i><br>
If reprogramming the scanner isn’t an option or you would rather leave it as-is, you can have TracCloud handle the conversion for you.
<br>
<br>
<i>Other > Other Options > Preferences > General KIOSK Login Options</i>
[[File:7k6k67kl56k56kj56jk.png|800px]]
<br><br>
* <b>Barcode Detection Formula</b>
::If the format of the entered text matches this formula, the Barcode Adjust logic will be used. The asterisk is a wildcard, so in the example above, we’re saying “if the value entered on the log listing starts with a semi-colon and ends with a question mark, it’s a barcode scan, and we should apply the Barcode Adjust script.”


<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>
* <b>Barcode Adjust</b>
::Transforms the text from the barcode scanner into something that matches the student barcode fields.


[[File:4g54g54wg.png|400px]]<br><br>
* <b>KIOSK No student found message</b>
::The message displayed when a student isn’t found.
::[[File:Ewrh57kj64htr.png|500px]]


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>
==Configuring your Barcode Scanner==
 
Start by scanning a student’s ID into a document on your computer. This will show you what the formatting of the ID will be, then you can start deciding what adjustments need to be made.
[[File:r76jr64.png|border|300px]] [[File:242g353.png|border|400px]]


For the examples below, the student’s ID is 1931.
<hr>
<hr>
==How does Q2 Tables work for Students?==
{| class="wikitable"
<br>
|-
! Barcode Scanner Contents !! Barcode Detection Formula !! Barcode Adjust
|-
| ABCDEF1931|| {#scan#}='ABCDEF*' || {#WORD:{#scan#}:2:'ABCDEF'#}
|}


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>
In this example, we want to remove a static string of characters from the left side.


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>
The Detection Formula recognized a barcode scan because it starts with the string of characters we want to remove. The Adjust script says “Get the second word in the string, delimited by “ABCDEF.” The result is “ABCDEF1931” turning into just “1931.”
 
<hr>
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>
{| class="wikitable"
 
|-
[[File:3723497.png|350px]] [[File:5274566.png|470px]]<br><br>
| ;1931000000? || {#scan#}=';*?' || {#SUBSTR:{#scan#}:1:4#}
 
|}
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>
In this scan, we’re unable to use any character as a delimiter, so we need to count out the characters we actually need with a Substring script.
 
Example:<br>
Table A<br>
Table B<br>
Table C<br>
 
[[File:59045236.png|700px]]<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>
 
[[File:4585076.png|500px]]<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 Adjust script is taking the scan, starting at character 1 and taking the following 4 characters. This is 0-based, so “0” would be the semicolon in the example scan.<br><br>
 
[[File:4674785.png|550px]]<br><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.
 
[[File:3463695.png|550px]]<br><br>
<hr>
<hr>
 
{| class="wikitable"
==How does Q2 Tables work for Staff?==
|-
<br>
| 1931 || N/A || N/A
 
|}
Staff have Q2 links on their TracCloud Dashboard that will take them directly into the Q2 Configuration for their respective centers.<br>
No changes needed.
 
[[File:6259304.png|700px]]<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>
 
[[File:5052186.png|700px]]<br><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>
 
Staff have a few actions when viewing/managing students in the Queue working independently.<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>
:<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>
 
Once the student’s hand has been raised, an Icon will appear indicating that the student is requesting assistance.<br>
:<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>
 
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>
 
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>
<hr>
==How to set up Q2==
</onlyinclude>
<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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Revision as of 16:03, 5 October 2021

TracCloud Technical Documentation

• Contents

• Mail Server

• Data Import

• Data Export

• Single Sign-on

• Custom URL

• SFTP SSH Keys

• Migration from 4.0

• Training Resources


Barcode Scanners in TracCloud

Barcode Scanners and Magnetic Strip Reads can be utilized in Trac Cloud to allow students to scan their Barcode, ID, etc to login for their visit. This article goes over some common barcode scanner examples, your barcode scanner may or may not match the formatted described below.

If it doesn’t match, or you simply aren’t 100% sure, reach out helpdesk@go-redrock.com and we’d be happy to assist.

What scanners are compatible with TracCloud?
Scanners are input devices, just like keyboards. Any scanner should work fine, but may require some editing to convert the data into something usable.

Program your card scanner to modify the scanned ID
It may be easier to convert IDs on the scanner side of this process rather than TracCloud. If this option is available and the end result matches what is found in student barcode fields, then no changes are needed in TracCloud.

Program TracCloud to modify the scanned ID
If reprogramming the scanner isn’t an option or you would rather leave it as-is, you can have TracCloud handle the conversion for you.
Other > Other Options > Preferences > General KIOSK Login OptionsFile:7k6k67kl56k56kj56jk.png

  • Barcode Detection Formula
If the format of the entered text matches this formula, the Barcode Adjust logic will be used. The asterisk is a wildcard, so in the example above, we’re saying “if the value entered on the log listing starts with a semi-colon and ends with a question mark, it’s a barcode scan, and we should apply the Barcode Adjust script.”
  • Barcode Adjust
Transforms the text from the barcode scanner into something that matches the student barcode fields.
  • KIOSK No student found message
The message displayed when a student isn’t found.
Ewrh57kj64htr.png

Configuring your Barcode Scanner

Start by scanning a student’s ID into a document on your computer. This will show you what the formatting of the ID will be, then you can start deciding what adjustments need to be made.

For the examples below, the student’s ID is 1931.

Barcode Scanner Contents Barcode Detection Formula Barcode Adjust
ABCDEF1931 {#scan#}='ABCDEF*' {#WORD:{#scan#}:2:'ABCDEF'#}

In this example, we want to remove a static string of characters from the left side.

The Detection Formula recognized a barcode scan because it starts with the string of characters we want to remove. The Adjust script says “Get the second word in the string, delimited by “ABCDEF.” The result is “ABCDEF1931” turning into just “1931.”

;1931000000? {#scan#}=';*?' {#SUBSTR:{#scan#}:1:4#}

In this scan, we’re unable to use any character as a delimiter, so we need to count out the characters we actually need with a Substring script.

The Adjust script is taking the scan, starting at character 1 and taking the following 4 characters. This is 0-based, so “0” would be the semicolon in the example scan.

1931 N/A N/A

No changes needed.

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