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<b>2022-09-21 | New Group Preference: View Schedule, No Edits<br><br></b>
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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.


A new 'View Center Schedules' access level has been added. 'View Sched - No Edits.' This allows a staff member to view the staff schedule view, but does not allow them to edit appointments or availabilities.
If you have any questions about these changes, feel free to reach out to us on [https://helpdesk.go-redrock.com our helpdesk.]
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<big><b><div style='text-align: center;'>Latest posts</div></big></b>
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Revision as of 15:15, 23 September 2022

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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.


Latest posts

Groups
Permission groups determine what kind of access your staff have to various elements of TracCloud. Each group represents a set of permissions. Do you want this group to access the schedule? Which centers? Can they create students? Can they manage resources? These options and many more are available to modify in your permission groups.

From a profile perspective, this tab displays the groups assigned to the profile, allowing you to manage your staff permissions to ensure they only have the information they need, and nothing more. Groups can also be managed from their own dedicated list by going to Other > Other Options > Groups.
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We can create a new, or add an existing permission group to the profile by clicking the hamburger icon. New group will prompt us to choose a name and which profile it’s assigned to. After saving, you will be brought to the settings menu where we can configure the permissions of this group.
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Within each permission group, you will find multiple tabs to categorize different types of preferences. Details on each of these tabs and the preferences within can be found below.

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Center Access



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  • Color/Icon Code
Some of these options have multiple permissions based on the icon selected for each field. Click on the icon to cycle through the available options. The key for what each icon represents is within the preference name. For example, “Scheduling: View Sched and Edit All or View Sched…” in the screenshot below.
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  • Scheduling
These are the center schedules that staff assigned to this group can view/manage.
Schedule Access Options
View Staff Schedule Edit Appts on Staff Schedule Edit Avails on Staff Schedule Book Avail on Dashboard
View Sched and Edit All Yes Yes Yes Yes
View Sched - Edit Avail Yes No Yes No
Search Availability Only No No No Yes
View Sched - No Edits Yes No No No
View Sched - Edit Appt Yes Yes No Yes



  • Only access own schedule
Restrict consultants in this group to only being able to access their personal calendar (for the centers they’re assigned to).

  • Prevent create new appointments
Prevents users in this group from creating new appointments, independent of the center view/edit choice.

  • Viewing, Logging, Reporting Visits
This determines which centers the staff in this group can view or record visits in. The View Visit - Hide Notes access option can be used to restrict this group from viewing or editing the notes field in visit records.

  • Show the Center Status Tab on Main Menu
The Center Status tab appears on the staff main menu and provides a brief summary of visit/appointment totals as well as how many students are waiting in each of your centers. This checkbox enables or disables this feature for staff in this group.
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  • Allow user to access reports
This enables or disables access to reports. Some reports are restricted to certain User Levels independent of group, click here for more information.

  • Allow user to access payroll reports
This enables or disables access to payroll reports specifically. The above option also needs to be enabled for a staff member to view these reports. These reports are also only available to users designated as "Profile Admin" or higher.

  • Lists
You can choose which student lists this user group can view/edit. Just as with the center options, we can change the color of the squares to determine their level of access to each list (only search or search and edit).

  • Task Types
Which task types can this staff member view?

  • Notification Types
Which notification types can this staff member view?

  • Document Types
Which document types can this staff member view/edit? Editing permissions are required in order to upload documents.

User List



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The User List contains all staff accounts that have been assigned to this profile. At a glance, we can see their name, email, and phone, but we can also click the entry to start editing their staff profile. We’ll go into more detail on this process in another article.

  • Move Selected Users to...
Allows you to easily select and move staff members to another permission group.

  • Delete Selected User(s)
Allows you to quickly select and delete staff members.

Scheduling



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  • Show Consultant Location on Day Schedule
Displays the consultant’s location beneath their name on the day schedule view.
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  • Show which student contact field on Schedule
Displays the student’s email or phone number in the top-left corner of appointments.
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  • Allow user to override any scheduling rules
If this is checked, staff in this group will be able to bypass scheduling restrictions to book appointments for students regardless of the scheduling rules in place. A warning will still display notifying the user that they are booking beyond what a max appointment rule allows.

  • If this is a consultant, do not cause one on one availabilities to be converted to drop in on search results
If the related global preference to convert unbooked 1-on-1s to drop-ins is enabled, this checkbox makes the consultants in this group an exception. These consultants will no longer have their availabilities converted to drop-ins, their availabilities will simply disappear from the available time slots when the schedule no later than threshold is reached.

  • Allow user to generate a dynamic search appointment QR Code based on an existing search appointment link
If enabled, users in this group will be allowed to create dynamic QR codes for custom appointment links. More information on this feature can be found in the scheduling prefs article.

  • Only allow links for self
Continuing from the option above, this option prevents consultants in this group from creating availability links for other consultant's schedules.

Student / Visit Entry



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Student Access Preferences

  • View/Edit Student using form [Standard/Brief]
This option affects what fields are visible in the General > Info tab of student profiles. Standard lets these staff members view student profiles as usual, with access to every field (based on global preferences and the options below). While “Brief” limits access to only a handful of fields, as seen in the comparison below.
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  • Allow user to delete student records [Standard Only]
This determines if staff members in this group can delete student profiles. It is recommended to leave this unchecked for non-administrative groups.

  • Prevent mass emailing from Student Listing
This prevents these users from sending batch emails to multiple students at once.

  • Prevent Action Send Email to Single Student
This prevents users from sending emails to individual students.

  • Hide [field] of student
These options allow you to toggle certain fields on or off depending on what these users should have access to, such as IDs and phone numbers. Some of these are only available if the “View/Edit Student using form” option is set to “Brief.”

  • Show Student Flag Information (Flag Text)
This enables a "Flag Information" text field in the "Other Info" tab of student profiles. If data is entered in that field, a grey flag icon will appear next to the student's name on the students listing.

  • Hide [tab] of student
These options allow you to disable the additional tabs in student profiles. The "Campus" tab contains some preset fields that have been enabled in Student Entry Choices under Global Preferences, and the custom tabs can be renamed in that same menu. Other Info and all custom tabs exclusively contain custom fields.

  • Limit Student listings to the chosen list
This allows you to restrict the students viewable by staff in this group to only students on a specific student list.

Visit Access Preferences

  • Allow user to view student visit satisfaction & Allow user to view consultant visit satisfaction
If visit satisfaction questions are enabled in your profile's log in/out preferences, these options allow you to control which groups can access the responses that were recorded. View and Edit allows this group to change the satisfaction rating for visits, while View only allows them to access what was previously saved. No Access hides these fields entirely in visit records. The visit satisfaction question will still appear during logout if View/No Access is selected, these options only affect concluded visit records.

  • Allow user to send notes to coach/advisor
Provides these staff members the ability to initiate the Visit Notes email from visit records, and enables automatic sending of the Visit Notes email if it's configured to do so in your Profile Prefs.

  • Prevent log in/out from KIOSK and Log Listing
If checked, these staff members will not be able to log students in/out on the Kiosk or Log Listing pages.

  • Allow user to save changes to visit records (and which visits)
This controls whether or not these staff members can save changes to visit records. If enabled, you can specify if they can save changes to their own visits or all visits.

  • Allow user to delete visit records (and which visits)
This determines if staff members in this group can delete visit records. If enabled, you can specify if they can delete their own visits or all visits.

  • User may view which visits
This determines if these staff members can view all visits, only their own, or none.

  • User may view which work visits
Similar to student version of this option, but for work visits instead.

  • Show the Utilization Tab on Main Menu
Enables the Utilization widget, allowing quick access to recent visits from the dashboard. Consultant accounts will also have the ability to quickly filter to only their own visits. All visit access permissions are still used, this does not provide additional privileges, only faster access to these records.

  • Show the Status Charts on Main Menu
Enables access to Status Charts, essentially menu reports that you can run from the dashboard. Click here for more information on Status Charts.

  • Show the Watch Lists on Main Menu
Allows access to the Watch Lists from the dashboard. This only displays the lists that this group has access to. Click here for more information on Watch Lists.

  • Show the Tasks & Create Task on Main Menu
Enables access to the Create Task widget on the dashboard. Click here for more information.

Log In/Out



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  • Allow user to create student when not found in Log in Lookup
If a student record isn’t found based on the ID entered on the Log Listing, staff members can be given the ability to immediately create a new account for the student they’re logging in. This is generally not recommended as it can lead to duplicate students being created if someone was entering the wrong identifier in the first place.
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  • Show KIOSK for Generic All Profiles option
This adds an additional Kiosk option for these users that allows students to login to any Profile's center from the same Kiosk.

  • Allow user to log resources in and out
This allows these staff members to log resources in/out via a “Log Resource” button within the “Other” tab in the navigation bar.

  • Allow user to view what resource the student has logged out
This allows staff members in this profile view resources that students have logged out.

  • Allow consultant to login for work at their main menu
Provides consultant accounts the ability to login for work visits from the dashboard. This will appear as a clock icon in the navigation bar where they can initiate or conclude their work visit without going through the log listing or a kiosk.

  • Hide 'Is Work' for Quick Visits / Visit Entry
If enabled, these users will not be allowed to create quick work visits. Work visits must be recorded by logging in and logging out.

  • Allow consultant to login for work on KIOSK where the user logged in is themself
By default, staff members are not allowed to login for work visits on kiosks that they initiate. If this option is enabled, that restriction is lifted, allowing them to login for work on their own kiosks/log listings.

  • Allow staff to view work visits on schedule
If enabled, users in this group can view work time on the staff schedule, visualized as a red line overlaying availabilities. This can be restricted to only their own work visits, or all.

Admin / Modules



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  • Allow user to manage resources
Staff members can be granted the ability to modify resources here.

  • Table Access
This primarily determines which Listings these staff members can access. For example, you could entirely prevent a group from accessing the student listing, course listing, etc. Each table can be set to a different access level:
View Listing and Edit provides full access to this listing, along with editing permissions.
View Listing (No Edit) means that these staff can view the Listing page and the records within it, but can't save any changes.
Edit (No Listing) allows staff to edit records, but not browse the Listing page. A common example here would be Course Lists, where Consultants may be able to edit their own Course List, but you don't want them browsing to or editing others.
View Entry (No Listing) will prevent users from accessing the Listing or applying changes to individual records, but they are allowed to view individual records if provided a link.
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  • Custom Views
Custom listing views can be shared to groups, allowing staff in this group to select these alternate views when needed.

  • Custom Searches
Custom Saved Searches can be saved and shared to groups.

Module Options
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Controls which surveys these accounts have access to.


  • [ SAGE ] Allow user to view referrals on Dashboard
Adds a Referrals tab on the Dashboard providing quick access to referrals assigned to themselves, including information such as the Type, Date created, Date Followed-up, and Date Processed.


  • [ SAGE ] User may view which referrals
This option allows you to choose whether staff members can view all referrals or exclusively referrals they personally created.


  • [ SAGE ] Referral Type Access
This determines which referrals these staff members can access, including editing permission.


  • [ Q2 ] Q2 Module Group Access
This determines which Q2 Configs these staff members can access.


  • [ Text Alerts ] 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 students from the student’s profile.


  • [ Text Alerts ] 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.


  • [ Text Alerts ] 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.


Restrictions



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  • Prevent User from Creating Staff Records
If checked, these staff members will not be able to create additional staff accounts.

  • Prevent User from Editing Staff/Student Passwords
If checked, these users will not be allowed to set new passwords for students/staff.

Add existing group

If you already have a group assigned to another profile (or no profile at all) that you want to provide profile access to, you can use the "Add existing group" utility. This allows us to provide staff members assigned to that group the ability to schedule and manage visits in centers outside of their own profile.

To accomplish this, click the hamburger icon again, and choose “Add Existing Group.” Next, select the group you want to add, which adds it to the list of groups. When clicking on this group (that still primarily exists in another profile), we’re given a restricted set of options, as it’s only displaying options relevant to this secondary profile.
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  • Group Name
Changing the name here will also change its name in the primary profile.

  • Profile
This shows the primary profile this group is assigned.

  • Scheduling and Visits access
This is exactly the same as assigning center permissions in standard groups. This controls which centers staff members can view/edit visits and schedules in.

2022-09-21 | View Student Search Availability Count

You can now view how many times a student has searched for an availability without booking an appointment, this appears in the lower-right corner of their profile. This counter updates every 24-hours and resets the moment they book an appointment. You can search for students by this count from the student listing using Students.CustomData/SearchAvailsCounter=

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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.

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Click "New Availability Badge" to begin. This will open a form where you can enter the details for your badge.

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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.
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Name

Name of the Badge. This will not be displayed for students

Availability Type

Drop In, 1-on-1, or Group availability

Consultant

Assign a specific Staff

Reason

Assign a specific Reason

Center

Assign a specific Center

Section

Assign a specific Subject

Special Needs

Select if applicable (more information)

Online

Availability Type; Online, In Person, or Optional

Location

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.

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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.

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2022-09-16 | Log Student Visits from the Group Roster Menu

You can now log students in and out directly from the Group Roster menu on the schedule. All students will default to Not logged in, clicking once changes them to Logged in at [time], and clicking a second time will conclude the visit and set their appointment to attended. These visits will appear as usual on the Log Listing view as well.
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No additional configuration is required to enable this feature.


2022-09-14 | 'Custom Past or Next' Time Frame in Reports

A new Time Frame option has been added to reports named 'Custom Past or Next.' Selecting this will give you additional options for your date range, primarily used for auto reports. Past or Next, and the number of days or weeks. This allows you to be more flexible than a blanket "This Week" or "Tomorrow" option if preferred.

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TracCloud Reports

This portion of our wiki covers the individual reports available in the system, with descriptions and example screenshots showing what you can expect when you run the report on your own data. The list below on the left contains links to all of our available reports. You can also click the report category in the tabs above to begin.

If you have a question about any of these reports, feel free to reach out to us at helpdesk@go-redrock.com or by submitting a ticket.

Saving a Report as a Favorite

Find a report that you plan on coming back to? Save it as a favorite for quick access later. From the report results window itself, click the star icon in the top-left corner, choose a name for your favorite, and click save.

  • Allow Group Access will make this report visible to other staff members in your Permission Group.

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This report can then be found from your dashboard under Reports > Favorites at any time. The button can be used to duplicate the favorite report.

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Automating a Favorite Report

After saving your report as a favorite, you can automate it to run on a set schedule and be emailed to you or a group of users.

Start by going to Reports > Favorites > Edit Favorites. This will bring you to the following screen. Click on the Pencil icon of the report you want to automate.

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  • Deliver to: should be set to Email in this case.
  • Email Address(es) is where you'll add your recipients' email addresses. Multiple addresses can be entered, delimited by a semicolon.
  • Enable Automation will enable automation and make the following options available.
  • Message to include in the report email will add in some custom messaging to your emailed report.
  • Automated report frequency. Do you want this report to run daily, weekly, monthly, or once on a specific date?
  • Time will determine the time that this report will run on your scheduled frequency.
  • Overwrite This Favorite Report will overwrite your existing report settings with your new automation rules.

Click save to apply your changes.

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Favorite Reports Management

This utility (found in Other > Other Options > Preferences > Favorite Reports Management) allows you to manage and reassign Favorite reports. This can be used if you want to create a report for someone else or to recover existing favorite reports from inactive (or even deleted) accounts. Within this menu, you'll find the name of the report, the current owner, and a icon to delete the report. The owner drop-down will allow you to change ownership to another staff member. Changes are saved immediately.

Any favorite report belonging to the currently-logged-in sysadmin or an account without a known permission group (i.e., deleted accounts) can be reassigned to any active staff. Favorite reports belonging to staff as well as group favorite reports belonging to deleted staff can only be assigned to those also in the permission group of the original staff account.

In any case, reassigning favorite reports does not bypass report security in TracCloud. For example, it's not possible to give a regular staff account access to payroll reports by reassigning a payroll report to them in this menu. Reassigning ownership of a favorite report also does not change group access. Further modifications to the report must be made by editing the favorite report from the new owner's account.

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Search Operators

When using the 'Additional Search' utility in your report settings, you have additional operators available to better narrow down your results. Operators can be combined as needed to perform a more specific search.

  • | ('or' operator; search for multiple unique values)
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  • * (wildcard; anything that starts with/ends with/contains a specified string)
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  • # ('not' operator; exclude results that match this search)
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  • && ('and' operator; typically used alongside 'not' to exclude multiple items at once)
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  • blankornull (this keyword specifically finds records where the chosen field is blank)

2022-09-07 | Custom Student Cancellation Reasons

Students can now be provided a default set of options to choose from when cancelling appointments, in addition to the standard text field.
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This new option is found in Other > Other Options > Preferences > System Preferences > Withdraw Codes and Statuses > List of reasons a student can choose from.
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Appointment Display
Both students and consultants will see upcoming appointments on their dashboard, and staff will see them from the schedule view. The formatting of these appointment info boxes can be customized in your profile settings, allowing you to provide the necessary information in a visually appealing format.

Student View
Students will be able to view their upcoming appointments on the right-side of the dashboard. The fields visible and the format they're in is entirely customizable by modifying the Appointment Display preference.
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Consultant View
Consultants have a similar view to students, which can be modified independently.
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Schedule View
Lastly, the staff schedule view, which allows us to view and manage our consultants’ availabilities and upcoming appointments. The appointment text is also customizable.
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Customization

Within the Appointment Display menu, you will see a text box available for Students, Staff, and the Schedule view for Staff. There's also a preview section beneath each text box allowing you to easily see how your changes will display.


These text boxes support HTML and Twig. HTML support is standard, allowing you to easily tag text as <b>bold</b>, <i>italic</i>, or <u>underlined</u>, or add hyperlinks. Twig on the other hand allows you to pull data from TracCloud into the message, as well as include logic that determines whether or not a portion text is included. For information on Twig, please take a look at our dedicated Twig article here.


Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Appointment Display
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If you want to reset to the default configuration, simply click on the clipboard icon on the right, which will confirm if you want to erase the existing configuration in favor of the standard one.

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Here are a couple examples of how you can configure the schedule and upcoming appointment views. This is more-so to give you an idea of how this feature works rather than a direct suggestion of what to use (although you’re welcome to copy these as-is if you’d like). Hopefully this gives you an idea of how the feature can be used, and how you can configure it on your own system.


Schedule View
Here’s a configuration that provides basic information about the appointment. The student’s name and appointment time in bold lettering, the subject and reason, and the consultant’s name. The if statement checks if the appointment has a Reason, and if it does, include a comma after the subject then print the reason.
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<div style="float:left; width: 75%;">
<p style="font-size:9px">
<b>{{Student.Full_Name}}</b> at <b>{{Appointment.StartTime}}</b><br>
{{Course.SubjectCourse}}

{% if Reason.ReasonName != "" %}
, {{Reason.ReasonName}}
{% endif %}

<br>With {{Consultant.FirstLast}}
</p></div>

Student View
Here’s an example student view configuration. This one reads more like a spoken paragraph, with the important information bolded. Whether the appointment is in-person or online determines the text in the second half.
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<div style="float:left; width: 75%;">
{{Appointment.Icon|raw}}
<b>{{Center.Name}}</b><br>
Your appointment with <b>{{Consultant.NameToStudent}}</b> has 
been booked for <b> {{Appointment.StartTime}}. </b><br>
{% if Appointment.Online == "Online" %}
This is an online appointment, please select the right arrow icon to join your session.
The icon will only appear within 10 minutes of your appointment start time.
{% else %}
This is an in-person appointment taking place at <b>{{Appointment.Location}}</b>. 
If any assistance is required, please reach out to <u>{{Consultant.Email}}</u>.
{% endif %}<br>
{% if Reason.ReasonName != '' %}
Reason: {{Reason.ReasonName}}<br/>
{% endif %}
{% if Course.Subject != '' %}
Subject: {{Course.Subject}}<br/>
{% endif %}<br>
</div>
<div style="line-height: 2;" >
{{Appointment.CancelLink|raw}}<br/>
{{Appointment.ActionLink|raw}}<br/>
{{Appointment.EnterOnlineLink|raw}}<br/>
</div>
<div style="clear: both;"> </div>

Consultant View
This one has a few more moving parts. Near the top, we’re saying “if the appointment has been cancelled, say “CANCELLED:” and strikethrough the rest of the contents.” We also have a series of “if this field isn’t blank, include it in the list” as well as the time saying the word “Today” rather than a standard date and time. A unique option available in the consultant view is the ability to start and stop a visit directly from the dashboard. This can be implemented by including the {{Appointment.LoginStudentToAppt|raw}} Twig tag in your appointment display configuration. It will display as a clickable button to your staff.
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<div style="float:left; width: 75%;"> 
{{Appointment.Icon|raw}}<br>
{% if Appointment.isCancelled == 'true' %}
	CANCELLED: <span class="linethrough" >
{% endif %}<br>
<b>{{Center.Name}}</b>
<span title="{{Student.ID}}">{{Student.FirstLast}}</span> - {{Student.Email}}<br> 
{% if Reason.ReasonName != '' %}
	Reason: {{Reason.ReasonName}}<br/>
{% endif %}
{% if Course.Subject != '' %} 
	Subject: {{Course.SubjectCourseTitle}}<br/>
{% endif %}
{% if Appointment.Location != '' %}
	Location: {{Appointment.OnlineText}}{{Appointment.Location}}<br/> 
{% endif %}<br>
When: <strong>{{Appointment.DisplayDate|raw}}</strong> at 
<strong>{{Appointment.DisplayTime|raw}}</strong><br/><br>
{% if Appointment.isCancelled == 'true' %}
	</span>
{% endif %}<br>
</div>
<div style="line-height: 2;" >
	{{Appointment.CancelLink|raw}}<br/>
	{{Appointment.ActionLink| raw}}<br/>
	{{Appointment.EnterOnlineLink|raw}}<br/>
</div>
<div style="clear: both;"> </div>

  • Online appointment link text
Allows you to modify the hyperlink/button visible to students within online appointment records. Default is "The location for this online appointment is here."
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2022-08-09 | Availabilities that aren't booked can now become drop-ins automatically

A new System Preference has been added (Other > Other Options > Preferences > Search Availability Options > Unbooked availabilities become dropins to students on search availability). If this is enabled, any in-person availabilities that remain unbooked by the time your "schedule no sooner than" limit is reached will automatically become drop-ins for students.

As an example, this test system doesn't allow students to book appointments within an hour of the session starting. At more than an hour out, it appears normally.
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However, once we pass our 1-hour example threshold, the availability on the staff schedule looks normal, but students will now see this time as an available in-person drop-in session.
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