TracCloudTA and TracCloudTechBarcode: Difference between pages

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==TextAlerts==
<onlyinclude>
 
<big><b>Barcode Scanners in TracCloud</b></big><br><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>
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>
[[File:8085277.png|600px]]<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>
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>
<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.
==Group Permissions==
<br><br>
 
<b><i>Program your card scanner to modify the scanned ID</b></i><br>
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>
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>
<i>Other > Other Options > Groups > [The Group you want to modify] > Admin / Modules > Text Alerts Module Group Access.</i><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.
[[File:4115327.png|800px]]<br><br>
<br>
 
<i>Other > Other Options > Preferences > General KIOSK Login Options</i>
* <b>Allow user to view and edit the student field ‘Receive Text Alerts’</b>
[[File:7k6k67kl56k56kj56jk.png|800px]]
::This option gives staff in this group the ability to enable or disable text alerts for this student from the student’s profile.
<br><br>
::[[File:2171097.png|600px]]<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>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>
 
* <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>
 
==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.<br><br>
 
<i>Other > Other Options > Preferences > Confirm Bio Settings</i><br>
 
[[File:5837998.png|800px]]<br><br>
 
The above configuration displays like this to students who are prompted to confirm their bio information.<br>
 
[[File:3883137.png|800px]]<br>
 
More information on Confirm Bio settings in general can be found in our user manual.<br><br>
 
==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.<br>
 
<i>Other > Other Options > Preferences > Student Entry Choices</i><br>
 
[[File:8052759.png|800px]]<br><br>
 
==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.<br>
 
<i>Other > Other Options > Profiles > [Your Profile] > Prefs > Log In/Out</i><br>
 
[[File:4750643.png|600px]]<br><br>
 
This will display as a Phone icon within the listing, which will prompt you to write and send your message when clicked.<br>
 
[[File:8675092.png|800px]]<br><br>
 
==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.<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]]
 


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


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


==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.
<hr>
{| class="wikitable"
|-
! 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.”
<hr>
{| class="wikitable"
|-
| ;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.<br><br>
<hr>
{| class="wikitable"
|-
| 1931 || N/A || N/A
|}
No changes needed.
<hr>
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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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