TracCloudNews19

Global Preferences

As a SysAdmin, you have access to Global Preferences in Other > System Preferences. What is a global preference? These are options in TracCloud that (unless specifically stated otherwise), affect all profiles within your TracCloud instance. These can be broad changes that make TracCloud easier to use or more efficient for your staff, but if you have multiple profiles that operate differently from each other, it’s always worth consulting other administrators to make sure that any changes made won’t inadvertently affect their workflow.

There are many options available here, but we’ll just be focusing on a few highlights in this article. A complete list of preferences with details for every option can be found in our User Manual here.

Color and Logo (Other > Other Options > Preferences > System Preferences)

Change your system theme, logo, name, and more under the very first menu in Global Preferences, System Preferences. This can be used to match TracCloud’s aesthetic to your campus branding.

Terms (Other > Other Options > Preferences > Terms)

Manage your currently active terms, as well as their date ranges (for reporting and appointment rules) under the Terms menu. This is also where you will be performing Semester Changeovers. More information on that process can be found here. New terms can also be created from scratch, typically for the purpose of non-enrolled courses.

Student Entry Choices (Other > Other Options > Preferences > Student Entry Choices)

This menu allows you to toggle on or off certain fields in student profiles. This also has an effect on the fields visible in reports for all users. The data in these fields is not deleted if a box is unchecked, only hidden.

Custom Fields (Other > Other Options > Preferences > Custom Fields)

Create and manage your Custom Fields across student, visit, appointment records, and more. Custom Fields created here can be imported from your Student Information System just like standard fields, and they can be included in reports. Click here for more information.

Email Templates (Other > Other Options > Preferences > Email Templates)

Save prewritten emails for use when sending batch emails to students. You can use HTML and Twig to make sure these are formatted exactly how you need, and you can even attach document files so they’re ready to go when it’s time to send them. Click here for more information.

Welcome Messages (Other > Other Options > Preferences > Welcome Messages)

This is where you can modify the dashboard message for your Students, Faculty, and Staff. The Welcome Message will typically contain instructions for your users on how to perform certain actions in TracCloud, or links to other resources. Since these messages also support Twig, they can be personalized for the specific user who is viewing them, and you can add logic to change the message based on certain fields in their profile. HTML is also supported, so you can format text and embed images/videos.

Confirm Bio (Other > Other Options > Preferences > Student/Staff Confirm Bio Settings)

Want to allow your students/staff to update their own information? Confirm bio can be used to accomplish this. This is part of a prompt that can appear on the dashboard and during kiosk login with the fields and instructions specified here. You can even set fields to “Prevent Import Override”, meaning that if the student enters something that conflicts with the data provided in your import files, TracCloud will prioritize and keep what the student entered.

More Questions?
We hope that you found this article helpful, and as always if you have any questions about this or any other features, please feel free to let us know by emailing Helpdesk@go-redrock.com or by submitting a ticket.
Thank you for your continued support!