Send Visit Notes and TracCloudReportsStudents07: Difference between pages

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Upon conclusion of a visit, you have the ability to send the notes of the visit via email to a student's Coach, Mentor, or whomever needs to see the results of the visit.
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| style="width:250px; vertical-align:top; padding:2px 15px 2px 2px;" | {{TracCloudReportsStudentsTOC}}
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<big><b>Students Visits Summary</big></b><hr>
This report provides a list of all students who have visited based on your chosen search criteria, along with their total visits and total hours.
<br>


==Send Visit Notes Overview==
[[File:3008341.png|700px]]<br>
Send Visit Notes feature is used to inform certain interested individuals of a students progress at a center.


==Practical Uses for Send Visit Notes==
{{#lst:Template:TracCloudReportsDescriptions|Centers}}
One example of a use of this feature is for athletics. Coaches might want to be informed that a visit at the center occurred and view the notes about the visit. Rather than having the coach log in to the Trac system, the Send Notes button might be displayed on the Visit entry screen, the consultant would simply click this button at the conclusion of the visit.


{|
{{#lst:Template:TracCloudReportsDescriptions|TimeFrame}}
|[[Image:SendNotes3.jpg|center|thumb|250px|Click the send button to send the visit's notes]]
|When the send notes feature is activated each visit entry screen will display a button that indicates that the user/consultant may click it to send an email to the student's contact person. You must activate the send notes feature for the Visit's center profile and for the user's group.
|}


==Activating the Send Visit Notes Feature==
{{#lst:Template:TracCloudReportsDescriptions|ShowTotalsChart}}


There are two settings that must be adjusted to allow a user access to the Send Notes feature. The first is the center's send notes preferences and the second is the user's Group send notes activation. This allow administrators to turn on the Send Notes feature for a center profile, but only allow certain users in various groups to actually have the ability to send the notes to the student's coach or advisor.
{{#lst:Template:TracCloudReportsDescriptions|VisitTimeFormat}}


===Activating Center Profile Settings===
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{|
|Go to the Center Profile and choose the Prefs -> Emails tabs:
|[[Image:SendNotes1.jpg|center|thumb|250px|Send Visits Notes to Coach or Advisor Activation]]
|}


Click on the Activate button to activate the setting and enter a message. The message may be any text message and may contain any of the tags referenced in the wiki article [[Emails|email codes]].
{{#lst:Template:TracCloudReportsDescriptions|InPersonOnline}}


Enter a Subject title for the email message in the Subject field.
{{#lst:Template:TracCloudReportsDescriptions|AdditionalSearch}}


The To Address may be a static email address, or it might be a script tag created by Redrock Software specific to your purposes.
{{#lst:Template:TracCloudReportsDescriptions|AdditionalFieldsToShow}}


Click Save to save the Center Profile preferences.
{{#lst:Template:TracCloudReportsDescriptions|OutputFormat}}


{{#lst:Template:TracCloudReportsDescriptions|DeliverTo}}


===Activating a User's Send Notes Preferences===
<hr>
* <b>FTE (Full-Time Equivalent)</b>
::These settings allow you to filter results to only students who have visited for X number of hours/visits for a specific Reason.


Open the group preference and navigate to the Student Entry tab and scroll down to section entitled 'Visit Entry Screens'.
* <b>Required Hours</b>
::These settings allow you to filter students based on their required hours value. This can be combined with the FTE search options above.


<hr>
{|
<big><b>HTML</big></b><br>
|Activate the Send Notes feature by click on the 'Allow user to send notes to coach/advisor from Visit Entry' button:
[[File:7449010.png|900px]]
|[[Image:SendNotes2.jpg|center|thumb|250px|Send Visits Notes to Coach or Advisor Activation]]
<br><br>
<big><b>CSV</big></b><br>
[[File:8378958.png|900px]]
|}
|}
Click Save to save the Group privileges.
==Using the Send Notes Feature==
To use this feature, any Visit Entry screen will display a button that allows the user to click to send the email to the coach or advisor. After entering the appropriate visit information, click the Save button for the Visit. When the Send Notes button appears, click it to send an email to the coach or advisor.
Looking for other feature's, changes etc.? [[4.0 Recent Changes]]
[[Category:AdvisorTrac]]
[[Category:FitnessTrac]]
[[Category:LabTrac]]
[[Category:TutorTrac]]
[[Category:4.0]]
[[Category:Tip]]
[[Category:Reports]]

Revision as of 17:03, 19 May 2022


Students Visits Summary

This report provides a list of all students who have visited based on your chosen search criteria, along with their total visits and total hours.

File:3008341.png


  • Centers
Filter report data by center. You can select all centers or only a specific few to narrow down your results. At least one center must be selected.


  • Time Frame
The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.


  • Show Totals Bar Chart
Adds a visual bar chart of totals to your report data.


  • Time Format
This determines the format of duration, a 90-minute session could display as 1.50, 01:30:00, or 01:30.


  • Decimal Accuracy
This determines the decimal accuracy of duration data. Defaults to 2, showing a 1-hour session as "1.00".


  • In-Person/Online
Filter the data in this report to only include In-Person or Online records. Defaults to All.


  • Additional Search
Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.


  • Additional fields to show
This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.


  • Output format
Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.


  • Deliver to
Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).



  • FTE (Full-Time Equivalent)
These settings allow you to filter results to only students who have visited for X number of hours/visits for a specific Reason.
  • Required Hours
These settings allow you to filter students based on their required hours value. This can be combined with the FTE search options above.

HTML
7449010.png

CSV
8378958.png