Redrock Wiki - User contributions [en]

TracCloud: SurveyTrac

2026-07-08T20:57:55Z

Redrock:

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<div class="pageTitle">SurveyTrac</div>

The SurveyTrac module within TracCloud provides a versatile system for creating, distributing, and managing surveys directed at students, staff, or faculty. Surveys can be automatically triggered by various criteria, such as after a visit, a specified number of visits, new student record creation, or through manual initiation. Surveys can also be linked to particular reasons, subjects, or centers, allowing for highly customized feedback collection. The module supports anonymous surveys, allows survey link expiration, and offers options to automatically resend unanswered surveys to ensure higher response rates.

SurveyTrac features extensive reporting capabilities that include Survey Snapshots, Survey Responses, and Response Rate Comparison. These reports can be exported in various formats (HTML or CSV) and are customizable with additional fields, filtering options, and automated delivery settings. SurveyTrac also supports email and SMS notifications, providing a streamlined approach to survey management and feedback collection. The system's flexibility makes it ideal for various use cases, from general feedback collection to targeted academic progress assessments. Surveys and other tools in TracCloud can be used to increase student retention. 

[[File:9429636.png|850px]] 

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==SurveyTrac Configuration==

To create a new survey, head over to your SurveyTrac menu (within the “Other” menu in your Navigation Bar), click the hamburger icon, then select “New Survey.” This will bring you to a survey entry form where you can start configuring basic options relating to your survey. Additional options will become available after saving.

[[File:5047740.png|400px]] 

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<div class='collapsible'>General</div><div class="mw-collapsible mw-collapsed">
 

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* Created By
: The staff member who created this survey.

* Profile
: The profile that this survey is assigned to.

* Active
: Enables or disables this survey.

* Survey Name
: The name of the survey. This will also appear within emails sent to students and staff.

* Survey Period From & To
: The active period of the survey. Used for Initiated Via options that specify "during survey period," such as "Email after 1st visit during survey period."

* Initiated Via 
: This setting determines the send criteria for this survey, with the following options available.

:* Display during visit entry: This displays within the “Surveys” tab of a visit record, allowing you to fill out and submit the survey from the visit record itself. This survey type only appears when questions are directed to staff.

:* Email after visit: This will be sent to the student/staff after a visit takes place. Specifically after Kiosk logout, Log Listing logout, Quick & Batch Visit creation, and appointments being marked as attended (if a visit doesn't already exist).

:* Email after 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified. Subsequent visits will not initiate this survey.

:* Email after # of visits during survey period: Similar to above, but you can choose when the survey sends based on the number of visits. E.g., send a student a survey after their 3rd visit in the center.

:* Email after 1st visit per subject during survey period: Same as "1st visit during survey period," but on a per-subject basis. E.g., the student will receive a survey for their first (and only first) visit for MAT100, then another survey for their first visit for CHEM100, and so on.

:* Email after 1st visit per consultant during survey period: Same as above, but on a per-consultant basis. E.g., the student will receive a survey for their first (and only first) visit with Dave Smith, then another survey for their first visit for Jane Doe, and so on.

:* Email after new student record: This is emailed to the student immediately after their account is created. This only applies when manually creating student accounts, imported students will not receive this survey.

:* Email after 1st booked appointment during survey period: This survey is emailed to the student immediately after they book their first appointment in the date range specified.

:* Show at entry: This displays during the login process on a Kiosk or Log Listing. These responses will not appear in the visit record itself, as opposed to Display during visit entry.

:* Show at entry before 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified.

:* Show at exit: This displays during the logout process on a Kiosk or Log Listing. Similar to Show at entry, these responses are not visible in visit records.

:* Show at exit after 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified

:* Show at exit for first # of visits during survey period Similar to the above, but repeating for multiple visits. E.g., the first 3 visits in the survey period.

:* Display as link on Main Menu: For each day that a user logs in, a new survey is created and will display as a link in the "Surveys/Documents" widget on their dashboard.

:* Do not auto send: This survey can be manually sent on the Student/Staff/Faculty Listing as a batch, from individual Student/Staff/Faculty profiles under the "Actions" menu, during Batch Visit creation, from group rosters on the schedule, or from the SurveyTrac listing (including sending anonymous surveys to a list of email addresses).

:* Static survey URL: This will provide a static URL and QR code that you can send to anyone. If your survey is not anonymous, users will be prompted to login when they visit the URL. If the survey is anonymous, users will not be prompted to login and anyone with the link can submit an answer.

:* Link on edit student: Similar to Do not auto send, but more limited in where it appears as an option to send. This survey is only possible to send from the student listing as a batch or to individual student profiles manually, or from the SurveyTrac listing.

:* Link on edit visit: This displays in a "Send Survey" prompt in each visit record under the "Surveys" tab. This allows you to initiate the visit survey email manually, as opposed to the non-email Display during visit entry option.

:* Display on document posting: Similar to Link on edit student, except this "Survey" is under a new prompt in the actions menu labelled "Survey Document" and can only be sent to students individually.

:* Display as Student Entry Form: Similar to Link on edit student, except this "survey" is under a new prompt in the actions menu labelled "Complete Survey Form" and can only be sent to students individually.

* Work Visits Only
: If checked, the survey will be sent to consultants after a [[TracCloud:_Payroll|work visit]]. This option only appears if the survey is directed to consultants/tutors and Initiated Via is set to Email after # of visits, Email after 1st visit, or Email after visit.

* 1-on-1 / Group and In-Person / Online / Phone / Asynchronous
: Choose the meeting type and modality criteria of the visits you wish to send this survey for.

* Do not send email, just show on dashboard
: This setting will only appear for surveys that are emailed to students. If this is checked, the email will not be sent, but it will still appear on the dashboard for students to access and fill out.

* Survey Link expires after # days
: Optionally have surveys expire if an answer has not been received within the specified number of days.

* Auto resend after # days & After initial auto resend, resend every # days (emailed surveys only)
: These options can be used to automatically resend unanswered surveys after a specific number of days. The first field determines when the survey will first be resent, and the second can be used to resend it again after every [number] days.

* Recipient Email Settings (emailed surveys only)
: Options relating to the emailed survey formatting. From email address and contact name, the subject line, and the body itself. Three unique [[TracCloudGuideProfilePrefsTwig|Twig]] tags are available for use in this field:
: <nowiki>{{Survey.Link}}</nowiki> - This provides a hyperlink to the survey.
: <nowiki>{{Survey.URL}}</nowiki> - This provides a URL to the survey (if you want to write your own hyperlink with HTML).
: <nowiki>{{Survey.Name}}</nowiki> - This provides the name of the survey.

* Link to Centers
: Determines which centers this survey is assigned to.

* Instructions and Survey Head Text
: These messages will appear at the very top of the survey entry window. Head Text appears in bold at the top, typically a title for the survey. Instructions appears smaller just beneath Head Text, typically a description for the survey or basic instructions. Both fields support [[TracCloudGuideProfilePrefsTwig|Twig]] to display information about the student, their visit, etc.

* Confirmation Message
: The confirmation message will display at the bottom of the survey after submitting responses.
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<div class='collapsible'>Options</div><div class="mw-collapsible mw-collapsed">
 

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* Allow modification
: This setting allows students/staff to re-open and edit their responses after the initial submission.

* Anonymous Survey
: Will not display student names in responses. Once an Anonymous Survey has responses, it is permanently anonymous.

* Questions directed to…
: These settings determine who this survey will be sent to. For example, if this is an “Email after visit” survey, you can control if the survey gets sent to the Student, the Consultant, the Faculty member, or even all three. For students, you can optionally choose to direct questions to a specific [[TracCloud:_Student_Lists|student list]].

* Prevent responses from being submitted after survey period is over
: By default, surveys can still be answered after the survey period has ended as long as the survey was sent prior to the end date. This option changes that, preventing responses from being submitted after the survey end date has passed.

* Display unmet conditional questions as disabled / grayed-out
: Rather than hiding conditional questions when they aren't relevant, this option will display them as grayed-out/unavailable.
: [[File:1512740.png|400px]]

* Use Custom Display numbers for numbering the questions
: If checked, you will be able to use arbitrary text to 'number' your questions (e.g., A, B, C instead of 1, 2, 3).

* Do not display question numbers on the survey
: If checked, question numbers will be hidden on the recipient view.

* '''Do not record a blank response'''
: If a survey is shown during login or logout and there are no required questions, a student can continue their login/logout without answering any questions. In this case, a blank response will be recorded. Checking this box will not record a response in that scenario.

* Make this survey a quiz
: See [[TracCloudGuideGlobalGradesAssign#5._SurveyTrac_Quizzes|Grade Groups and Assignments]] for more information.

* Send Rate
: Allows you to define a percentage chance of a survey being sent to a student. 100% will always send the survey when the 'Initiated Via' criteria is met.

* Notify results to emails
: Email addresses entered here will be notified when a survey has been completed. These emails will contain the questions and answers provided by the student/staff.

* Notify Results Email
: This is an additional email that can be sent as soon as a response is submitted, typically to a staff member to review responses as they're received. You can choose which email addresses receive the responses, the From address, as well as the subject line and body of the email. The recipient field supports [[TracCloudGuideProfilePrefsTwig|Twig]].

* Link Survey to Reasons/Subjects
: If you only want this survey to be sent out for visits/appointments of a specific reason or subject, you can list out the entries here. For example, “General Help,Exam Prep”. The {{#fas:square-caret-down}} icon can be used to search for and select specific options.

* Answers Position
: Position of answer fields, either below or to the right of the question, as seen below.
: [[File:5340868.png|600px]]

* Radio Button Style & Multi Checkbox Style
: Determines how Radio and Multi-Checkbox Choice style questions display. Tall vs Wide, as seen below.
: [[File:42784.png|400px]]
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<div class='collapsible'>Questions and Preview</div><div class="mw-collapsible mw-collapsed">
 

The Questions tab is where we can configure the questions we’re asking within this survey. The Preview tab allows us to immediately take a look at our survey formatting to make sure everything is appearing as intended.

[[File:2674274.png|900px]] 

To begin creating a new question, go to the Hamburger menu ➜ New Question, or click the + icon on the right-hand side.

[[File:5517490.png|800px]] 

* Question #
: This determines the order that questions will appear in. 0/Blank will hide the question. [[TracCloud:_Twig|This field supports Twig.]]

* Question Type
: There are various Question Types available for use, depending on the format of your question. You can use the Preview tab to review what your survey currently looks like, which is used in the screenshot below to show the different question types available.
: [[File:1839177.png|700px]]

* Required
: Determines whether or not the question requires an answer before being submitted.

* Question UID
: Unique identifier for each question, used for conditions (detailed further below).

* Size (Essay and Fill In only)
: This determines the size of the text field based on number of characters. For Fill In questions, this determines the width. Start with 25 and adjust from there. For Essay, this determines the height. Start with 3 and adjust as needed.

* Minimum, Maximum, Step, Default (Range Slider only)
: These options determine how the Range Slider will function in your survey.
:* Minimum is the lower value on the left. Negative numbers are allowed.
:* Maximum is the higher value on the right.
:* Step is the increment that the slider can be moved, typically 1. For example, if this is set to "2", the slider can be moved to 2, 4, 6, and so on.
:* Default is the default numeric position of the slider when the survey is first loaded.

* Question
: Write out your question here. There are also some optional text formatting tools available if you’d like to display the question in a specific way, including the ability to use standard HTML by selecting Tools ➜ Source Code.

* Choices
: Depending on the Question Type chosen, you may need to list out the available answers. If this box is available, include your answer choices on unique lines, as seen in the screenshot earlier in this article.

* Maximum # choices allowed (Multi-Check only)
: Set the maximum number of choices that can be checked at once in the response. For example, if this option is set to 3, the recipient could check 1, 2, or 3 boxes, but not 4 or more.

* Condition
: Set a condition so that this question only appears if a different question was answered in a particular way. Uses the UID of other questions. For example, if the condition was set to "ABC1:Great", this question would only appear if the answer to ABC1 was "Great." Multiple potential answers can be separated by a | character (ABC1:Great|Good) and you can set conditions for multiple fields on separate lines.
: It's also possible to set the condition to something like "ABC1:Great|Good|DEF2:Yes." A question with this condition would appear if ABC1 was Great or Good, or if DEF2 was answered "Yes."
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<div class='collapsible'>Responses</div><div class="mw-collapsible mw-collapsed">
 

This tab will display a list of all surveys sent to your users. You can click on the individual responses for review, or resend surveys from this tab by clicking the {{#fas:paper-plane}} icon. Surveys can also be resent as a batch by clicking the {{#fas:bars}} icon and choosing the date range you wish to resend them for. Clicking the {{#fas:xmark}} icon for a survey excludes it from being resent. {{#fas:trash-can}} will delete the response.

[[File:3116048.png|900px]] 
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<hr>

For information on purchasing the SurveyTrac Module, reach out to [mailto:sales@go-redrock.com sales@go-redrock.com] 
For SurveyTrac functionality questions, reach out to [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com]

<hr>
See Also:

[[TracCloud_Report:_Survey_Responses|Report: Survey Responses]] - Provides a summary of responses with totals for each of the possible responses for your questions.

[[TracCloud_Report:_Survey_Snapshot|Report: Survey Snapshot]] - Provides a list of the responses from each student, including additional information about the student or visit details.

[[TracCloud_Report:_Survey_Response_Rate_Comparison|Report: Survey Response Rate Comparison]] - Provides the number of surveys sent, responses received, and average response time.

[[TracCloud_Report:_Unanswered_Staff/Faculty_Surveys|Report: Unanswered Staff/Faculty Surveys]] - Provides the total number of surveys not answers by staff or faculty.

[[Category:TracCloud Manual]]

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2026-07-08T20:57:29Z

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TracCloud Report: Favorites

2026-07-08T20:54:49Z

Redrock:

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<div class="pageTitle">Managing Favorite Reports</div>

This article explains how you can save a favorite report, automate reports, or manage existing favorite reports in TracCloud.

===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. 

[[File:2736191.png|340px]] [[File:333086.png|290px]] 

This report can then be found from your dashboard under Reports ➜ Favorites at any time. The {{#fas:copy}} button can be used to duplicate the favorite report. 

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[[File:3008644.png|600px]]

===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. 

[[File:4811883.png|600px]] 

*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. 

[[File:1239451.png|600px]]

==Reports Management==

This utility (Other ➜ Other Options ➜ Preferences ➜ 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 {{#fas:trash-can}} 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.

[[File:2170180.png|600px]] 

* '''Email reports with the report file attached in a single email'''
: Rather than sending emailed reports as a link and a passcode in two separate emails, enabling this will instead send emailed reports as an attachment. This setting will be ignored if a generated report is greater than 10MB.

* '''Hide System Audit widget from the Dashboard'''
: The System Audit widget appears on the dashboard for SysAdmins, showing possible configuration or data errors that may need attention. This box can be checked to disable that widget.

[[Category:TracCloud Reports]]

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2026-07-08T20:53:11Z

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TracCloud: Case Management

2026-07-08T20:49:09Z

Redrock:

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<div class="pageTitle">Case Management</div>

TracCloud's Case Management feature allows for quick and effective tracking of user-submitted incidents, maintenance requests, concerns, and more. Different case types and subtypes can be used to ask the right questions during and after submission to ensure your team has all the information you need for the case at hand. Cases can be submitted by students, staff, faculty, or anonymously depending on the case type configuration.

The overall structure of case management can be seen below. The Case is the overall incident, request, or referral which contains Activity Reports that represent actions or follow-ups within the case.

[[File:856170.png|800px]] 

Case types can be configured in a number of different ways depending on your intended workflow. In their most simple form, you may have a case that simply needs to be reviewed and approved by staff, where a typical timeline may look like this:

[[File:653360.png|400px]] 

Or you may have a case with multiple statuses and actions being completed throughout. You can leverage activity reports to record "steps" throughout the process, automatically notifying relevant parties as needed.

[[File:518055.png|600px]] 

If your case has multiple branching actions taking place at once, you can have multiple concurrent activity reports (each with their own statues) tracking all the details until the case is eventually resolved. Regardless of what kind of case you have in mind, this article will explain how you can build case types to fit your needs.

[[File:354301.png|600px]]

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==Case Management Configuration==

Learn how to create case types, activity report types, configure automated email notifications, and more.

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<div class='collapsible'>Categories</div><div class="mw-collapsible mw-collapsed">
 

Every case type must be linked to a category. When creating a case, the available types will be grouped by category to allow you to easily locate the case type you're trying to submit.

Other ➜ Modules ➜ Case Management ➜ Categories.

[[File:955101.png|700px]] 

To create a new category, click the hamburger {{#fas:bars}} menu and select "New Case Category." Enter the name of the category and describe its purpose. The next section of this article will explain how case types can be linked to these categories.

[[File:553732.png|700px]] 

The above example would display like this during case creation. Clicking the button would then show the available case types within the category.

[[File:832784.png|600px]]

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<div class='collapsible'>Case Type Configuration</div><div class="mw-collapsible mw-collapsed">
 

Case types represent the various types of incidents, referrals, or issues that may need to be reported. For example, you may have a case type for maintenance requests, another for policy violations, and another for safety issues. To create a new case type, go to the hamburger menu {{#fas:bars}} ➜ New Case Type.

Other ➜ Modules ➜ Case Management ➜ Types.

[[File:430722.png|700px]]


===Basic Case Type Info===

This tab contains general settings for the case type, including its name, description, subtypes, and who is allowed to submit these cases.

[[File:549569.png|700px]] 

* Inactive
::If a case type is no longer being used, it can be deactivated. If your case type has linked cases, it should always be deactivated instead of deleted to prevent data loss.

* Allow all students/Staff/Instructors to Open/Report
::Choose which user types are allowed to create cases of this type.

* Category
::Select the category (as configured above) that this type should be a part of.

* Name
::This is the name of the case type.

* Button Title
::This will be the name of the button shown to start creating this case.

* Description / Instructions
::This text appears beside the button above when beginning to create a case of this type as well as on the case creation screen.

* Issue Name
::Choose your preferred wording for the type of case this is. For example, 'Case,' 'Incident,' or 'Report.'

* Auto-Choose if it's the only type in the category
::If this case type is the only case type in its category, it will be automatically chosen when clicking the category during case creation.

* Ask for a Subtype for the Case Type
::If enabled, an additional "Sub-type" field will be added to the case. Your list can be provided as a menu field (drop-down list), radio choices, or a list (scrollable list).
::[[File:630636.png|600px]]
::[[File:855040.png|600px]]

* Ask for Contact Info on Report
::If enabled, during case creation the reporter will be asked if they can be contacted and for their contact information.
::[[File:794029.png|600px]]

* Ask for Location and Description/Notes when Opened
::Both of these options toggle on or off these fields in the case entry screen.

* Hide Incident Date Time
::If checked, the separate "Incident On" and "[Case] Reported on" fields will be replaced with a single "[Case] Opened" date field.

* [Case] is always for One Person
::If enabled, a "[case] for" field will be enabled allowing for a Student, Staff, or Faculty (you can restrict user types if needed) to be selected as the primary/target individual for this case. Optionally, you can configure the type so that the individual creating the case is automatically linked as this person. You can also prevent each person from having more than one case of this type, such as for financial aid requests.

* Replace In Progress with Status(es)
::Cases always have an "Open" and "Closed" status, and by default they also have a generic "In Progress" status. This option allows you to override that last status, allowing for different or multiple statuses between open and closed.

* Opening a new case: auto display and create activity report
::By selecting an activity report here (explained in the next section), that report will display during case creation rather than requiring the user go back into the case after the fact to create the first activity report.


===Activity Report Preferences===

Activity Reports allow you to append additional information and actions to cases, as well as specify the parties involved with a particular case. For example, you may have a report for data gathering at the start of a case, possibly multiple for different stages throughout the case as progress is made, and another for the resolution of the case. This isn't a requirement by any means, you can structure these activity reports to best fit your needs. Click Add Report Type to begin.

[[File:971052.png|600px]] 

These are the available activity report settings.

[[File:577333.png|600px]] 

* Report Type Name
::This will be the name of the activity report. Students, Staff, and/or Faculty will select this in order to begin the process of adding the report.

* Report Description
::This is an internal notes field for this activity report, only visible here in this menu.

* Ask for Severity
::Choose how users can report the severity of this report. None hides this field, Severity Only provides a drop-down menu of options including Low, Moderate, High and Critical, while Urgency, Impact, and Severity (pictured below) includes all three of those listed fields. If the latter is chosen, Urgency and Impact automatically determine Severity, but Severity can still be overridden manually if needed.
::[[File:620597.png|600px]]

* Ask for Report Status
::This adds a drop-down menu of statuses to the activity report. If enabled, you can list the statuses on separate rows beside the checkbox. This can later be used in Notification Preferences to automatically notify individuals if a status is chosen or has remained for an extended period of time.

* Ask for Persons Involved and Witnesses
::These add fields to the activity report that allow you to choose who was involved with, affected by, or witnessed the case's topic.
::[[File:242852.png|700px]]

* Ask for Parties Notified
::This field (also pictured above) allows you to link an individual to be notified with an email regarding this case. The email can be sent immediately or scheduled to send later (such as a reminder for stalled progress).

* Report Sections / Custom Questions
::This is where you can create the custom questions you want to ask inside this activity report. Very similar to [[TracCloud:_Custom_Fields|custom fields]], these can be formatted as text boxes, radio choices, drop-down menus, document uploads, etc. Also similar to custom fields is the "width" value, which determines how much space each field takes up. Multiple fields will fit side-by-side if their widths allow.
::[[File:344124.png|500px]]


===Notification Preferences===

This tab allows you to configure the email and SMS notifications that may be sent when this case is created or when status conditions are met.

[[File:971685.png|600px]] 

Notifications when [case] is Created/Opened will send as soon as the case is opened. You can have as many messages as you need, and each message can be sent to one or multiple staff members.

[[File:814584.png|500px]] 

Notifications when [case] or Activity Report Status changes can conditionally send based on the case or activity report status. For example, you may send an email after 0 days (i.e., immediately) when the case status is changed to "Closed." Another example would be notifying someone when the status of a particular activity report has been unchanged for a few days, as shown in the screenshot below.

[[File:828276.png|500px]] 

You can have multiple messages with multiple recipients, each with their own timing and status condition. You can either choose a specific staff member to notify or an individual related to the particular case using the arrow button. Case Worker is the individual that has been manually linked to the case, and Case Supervisor is that person's supervisor. The recipient can also be the case investigator, the person who opened the case, or the person who reported the case.

[[File:319118.png|500px]] 

</div>
<hr>
==Creating and Managing Cases==

Learn how to create and follow-up on cases and activity reports.
<hr>

<div class='collapsible'>Creating a Case</div><div class="mw-collapsible mw-collapsed">
 

Cases are most often created from the TracCloud dashboard using the {{#fas:comment}} button in the navigation bar. Clicking this will open the case category list to begin the submission process. Cases can also be created using the ''Actions'' menu in student accounts.

[[File:990765.png|500px]] 

Clicking on a category will then display its available case types. Optionally, if you only have one case type in the category (and it's been configured to be auto-selected in that scenario), clicking a category may instantly open the available type. The screenshots below show the category list and the type list that appears after choosing a category.

[[File:606534.png|650px]] 

[[File:882238.png|650px]] 

Lastly, after choosing a case type, you can start filling out the details of this case. The options displayed here will differ based on your case configuration. This particular case is configured so that an activity report is immediately shown to be filled out during case creation. This is one of several ways activity reports can be logged in a case, more will be covered in the next section of this article.

[[File:751183.png|650px]] 

Any cases that have been created will be available to review or update later in Other ➜ Modules ➜ Case Management ➜ Cases. Clicking an existing case will open the entry page, like what's shown above. Both the listing and the case entry page allow for creating activity reports on each case, which is covered in the next section of this article.

[[File:766813.png|650px]]

</div>
<hr>

<div class='collapsible'>Activity Reports</div><div class="mw-collapsible mw-collapsed">
 

As described in the configuration section of this article, activity reports represent follow-ups, completed actions, or additional details over the course of a case. There are a few ways activity reports can be created within a case:

===1. During Case Creation===

As described in the section above, you can optionally configure your case to show an initial activity report during creation allowing for an immediate report.

===2. From the Cases Listing===

The cases listing (Other ➜ Modules ➜ Case Management ➜ Cases) has a column with buttons to create each of the different activity reports for each case's type. If there are 4 or more available activities, they will display in a drop-down menu instead.

[[File:766813.png|650px]]

===3. From Case Entry===

By clicking on one of the cases above or otherwise opening a case in the system, you will be able to create or manage activity reports in the tab shown below.

[[File:854752.png|650px]]

<hr>
===Activity Report Creation===

Regardless of the method used, the process of filling out an activity report will be the same (according to how your case type's activity reports were configured). The screenshot below shows one possible configuration, but your custom questions, urgency fields, and involved parties will look different.

[[File:768437.png|600px]] 

When adding notified parties, you can schedule an email or SMS message to send later to that individual. Alternatively, you can log that an in-person conversation took place at a specific time.

[[File:801250.png|400px]] 

Any activity reports created will be shown under their own tab inside existing cases, or you can view all reports in their own listing in Other ➜ Modules ➜ Case Management ➜ Activity Reports.

[[File:609454.png|600px]]

</div>
<hr>

For information on purchasing the Case Management Module, reach out to [mailto:sales@go-redrock.com sales@go-redrock.com] 
For Case Management functionality questions, reach out to [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com]

<hr>
See Also:

[[TracCloud_Report:_Activity_Report_Listing|Report: Activity Report Listing]]

[[TracCloud_Report:_Activity_Report_Summary|Report: Activity Report Summary]]

[[TracCloud_Report:_Case_Status_Summary|Report: Case Status Summary]]

[[TracCloud_Report:_Cases_Listing|Report: Cases Listing]]

[[Category:TracCloud Manual]]

Template:TracCloudReportsModulesTOC

2026-07-08T20:48:35Z

Redrock:

<div class="categoryBox">
<h2 class="collapsibleList">Other Feature Topics {{#fas:angle-down}}</h2>
<div id="list" style="display:inline;">
<hr style="margin: 0.6em 0em 0.6em 0em;">
<h2>Career Center</h2>

[[TracCloud_Report:_Jobs_by_%3F%3F|• Jobs by ??]]

<h2>Case Management</h2>

[[TracCloud_Report:_Activity_Report_Listing|• Activity Report Listing]]

[[TracCloud_Report:_Activity_Report_Summary|• Activity Report Summary]]

[[TracCloud_Report:_Case_Status_Summary|• Case Status Summary]]

[[TracCloud_Report:_Cases_Listing|• Cases Listing]]

<h2>Q2 Tables</h2>

[[TracCloud_Report:_Q2_Visits_by_%3F%3F|• Q2 Visits by ??]]

<h2>Resources</h2>

[[TracCloud_Report:_Resource_Checkouts_per_Visit|• Resource Checkouts per Visit]]

[[TracCloud_Report:_Resource_Inventory|• Resource Inventory]]

[[TracCloud_Report:_Resources|• Resources]]

[[TracCloud_Report:_Resources_Listing|• Resources Listing]]

<h2>SAGE</h2>

[[TracCloud_Report:_Faculty_Referral_Activity|• Faculty Referral Activity]]

[[TracCloud_Report:_Referrals_by_Student_and_Appointments/Visits|• Referrals by Student and Appointments/Visits]]

[[TracCloud_Report:_SAGE_Referral_Snapshot|• SAGE Referral Snapshot]]

[[TracCloud_Report:_SAGE_Referrals_by_%3F%3F|• SAGE Referrals by ??]]

<h2>SurveyTrac</h2>

[[TracCloud_Report:_Survey_Response_Rate_Comparison|• Survey Response Rate Comparison]]

[[TracCloud_Report:_Survey_Responses|• Survey Responses]]

[[TracCloud_Report:_Survey_Snapshot|• Survey Snapshot]]

[[TracCloud_Report:_Unanswered_Staff/Faculty_Surveys|• Unanswered Staff/Faculty Surveys]]

<h2>Success Plans</h2>

[[TracCloud_Report:_Success_Plan_Steps|• Success Plan Steps]]

[[TracCloud_Report:_Success_Plans|• Success Plans]]

<h2>Work Plans</h2>

[[TracCloud_Report:_Work_Plan_Steps|• Work Plan Steps]]

[[TracCloud_Report:_Work_Plans|• Work Plans]]

<h2>Workshops</h2>

[[TracCloud Report:_Students_Workshops_Attendance|• Students Workshops Attendance]]

[[TracCloud_Report:_Workshops_Overview|• Workshops Overview]]

[[TracCloud_Report:_Workshops_Roster|• Workshops Roster]]

</div>
</div>
__NOTOC__

TracCloud Report: Activity Report Summary

2026-07-08T20:47:49Z

Redrock: Created page with "<div class="categoryDynamic"> {{TracCloudReportTabs}} {{TracCloudReportsModulesTOC}} </div> <div class="pageTitle">Activity Report Summary</div> This report provides data on Case Management activity report custom questions. Charts can be included to visualize answers as pie, bar, or line graphs. <!-- This report provides details on , grouped by case category and type by default. Additional fields such as persons involved, witnesses, parti..."

<div class="categoryDynamic">
{{TracCloudReportTabs}}
{{TracCloudReportsModulesTOC}}
</div>
<div class="pageTitle">Activity Report Summary</div>

This report provides data on [[TracCloud:_Case_Management|Case Management]] activity report custom questions. Charts can be included to visualize answers as pie, bar, or line graphs.



[[File:627985.png|600px]] 

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

* Case Type, Activity Report Type
::Filter by either of these case fields. Both are required. 

* Show Charts
::This field allows you to add charts to the report results. Pie, bar, or line. 

* Include Fill-in Responses
::Choose whether or not you want to include fill-in (typed in) responses in the results. This only applies to single-line entry fields. 

* '''Activity Created by''', '''Caseworker'''
::Optionally filter by either of these fields.

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

{{#lst:Template:TracCloudReportsDescriptions|DeliverTo}}
<hr>
<big>HTML</big> 
[[File:292803.png|900px]]


[[Category:TracCloud Reports]]

File:292803.png

2026-07-08T20:46:13Z

Redrock:

File:627985.png

2026-07-08T20:41:23Z

Redrock:

Main Page

2026-07-01T18:20:25Z

Redrock:

<div class="tcAnnouncement green" id='tca'>
{{#fas:newspaper}} [[TracCloud:_What's_New_for_2026-06|Click here]] to learn what's new in TracCloud for the month of June 2026.
</div>


<div style='text-align: center;'>
==Welcome to the TracCloud User Manual!==
</div>
<div style="float: left; margin-right: 1em;">
[[file:TracCloud_logo_full-color_REDROCK-01.jpg|280px|Image: The TracCloud logo.]]
</div>
This wiki contains documentation for TracCloud and its additional modules, such as [[TracCloud:_SurveyTrac|SurveyTrac]], [[TracCloud:_SAGE|SAGE Early Alerts]], [[TracCloud:_TextAlerts|TextAlerts]], [[TracCloud:_Success_Plans|Success Plans]], [[TracCloud:_Q2_Tables|Q2 Study Tables]], and more. To begin, select a page using the links below. If you have a question that can't be answered by the wiki, feel free to reach out to us at [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com] or by [https://helpdesk.go-redrock.com submitting a ticket.]

<div style="text-align: center; margin-top: 0.6em;">

New Articles and Recently Updated 


[[TracCloudWhatsNew|{{#fas:newspaper}} What's New?]]
 
[[TracCloud:_Case_Management|{{#fas:file}} Case Management]]
 
[[TracCloud:_Career_Center_Management|{{#fas:briefcase}} Career Center]]
 
[[TracCloud:_Appointment_Invites|{{#fas:calendar-days}} Appointment Invites]]
 
[[TracCloud_Report:_Heatmap_Generator|{{#fas:table-cells}} Heatmap Generator]]
 
[[TracCloud:_Attendance_Tracking|{{#fas:file-lines}} Assessments]]

</div>

<hr class="hrMain">

<div style='text-align: center;'>
===User Manual Contents===
</div>

<div style="display: flex; flex-wrap: wrap; justify-content: space-evenly;">
<div style="display: flex; flex-direction: column; flex-grow: 1;">
<div style="margin: 1% 2% 5% 2%;">{{TracCloudGuideBasicsTOC}}</div>
<div style="margin: 1% 2% 5% 2%;">{{TracCloudGuideListingsTOC}}</div>
</div>
<div style="display: flex; flex-direction: column; flex-grow: 1;">
<div style="margin: 1% 2% 5% 2%;">{{TracCloudGuideProfileTOC}}</div>
<div style="margin: 1% 2% 5% 2%;">{{TracCloudGuideHowToTOC}}</div>
</div>
<div style="display: flex; flex-direction: column; flex-grow: 1;">
<div style="margin: 1% 2% 5% 2%;">{{TracCloudGuideGlobalTOC}}</div>
</div>
<div style="display: flex; flex-direction: column; flex-grow: 1;">
<div style="margin: 1% 2% 5% 2%;">{{TracCloudModulesTOC}}</div>
</div>
</div>

<hr class="hrMain">


<div style='text-align: center;'>
===Technical Documentation===
</div>

<div class="categoryDynamic">
{{TracCloudTechTOC}}
</div>

'''[[TracCloud:_Mail_Server|{{#fas:envelope}} Mail Server]]''': By configuring TracCloud with a mail server, you gain the ability to send automated and manual emails. This would include confirmation and reminders for appointments, SAGE referral notices, batch emails, and much more.

'''[[TracCloud:_Student_Data_Import|{{#fas:file-import}} Data Imports]]''': Importing student data into TracCloud is an essential step in the configuration process. This typically includes student data and enrollment data, but can be expanded to include section schedule data and more.

'''[[TracCloudTechExport|{{#fas:file-export}} Data Exports]]''': Export data from your TracCloud instance for expanded reporting or for the purpose of synchronizing your data across different platforms.

'''[[TracCloudTechSSO|{{#fas:key}} Single Sign-on]]''': By setting up a single sign-on service with TracCloud, you give your students, faculty, and staff the ability to login with their campus credentials rather than local accounts.

'''[[TracCloudTechBarcode|{{#fas:barcode}} Barcode Scanners]]''': Barcode scanners and card readers can be used to speed up the kiosk login process for students, requiring that they simply scan their card rather than manually type in their ID.

'''[[TracCloud:_Custom_URL|{{#fas:link}} Custom URL]]''': Optionally use your own domain name to connect to your TracCloud instance (e.g., trac.school.edu instead of traccloud.go-redrock.com/school).

<hr class="hrMain">

<div style='text-align: center;'>
===Reports===
</div>

<div class="categoryDynamic collapsedDefault">
{{TracCloudReportsManagementTOC}} {{TracCloudReportsPayrollTOC}} {{TracCloudReportsRegistrationsTOC}} {{TracCloudReportsRetentionTOC}} {{TracCloudReportsScheduleTOC}} {{TracCloudReportsSecurityTOC}} {{TracCloudReportsStudentsTOC}} {{TracCloudReportsModulesTOC}}
</div>

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. Expand a category on the right to view the available reports.

* '''Management''': This category contains reports relating to class attendance, document usage, resources, and more.

* '''Payroll''': This category contains the primary payroll report in TracCloud, as well as a staff data report.

* '''Registrations''': This category contains reports relating to student registrations and grades.

* '''Scheduling''': This category contains reports relating to appointments, availabilities, and group rosters.

* '''Security''': This category contains reports about user accounts and permissions throughout TracCloud.

* '''Students''': This category contains reports about student data as well as student visits.

* '''Other Feature Topics''': This category is a collection of other report types relating to additional features and modules in TracCloud, such as SAGE, SurveyTrac, Success Plans, and more. 

[[TracCloud_Report:_Favorites|Instructions on saving and automating favorite reports can be found here.]]

<hr class="hrMain">

<div style='text-align: center;'>
===Where to Find Us===
</div>
<div style="text-align: center">

[https://helpdesk.go-redrock.com {{#fas:circle-question}} Submit a ticket on our helpdesk]
 
{{#fas:phone}} Call us at 480-752-8533
 
[mailto:helpdesk@go-redrock.com {{#fas:circle-question}} Email us at helpdesk@go-redrock.com] 
 
[https://www.go-redrock.com/demo/ {{#fas:circle-info}} Schedule a TracCloud or Module Demo]
 
[https://www.go-redrock.com/help-support/request-training/ {{#fas:circle-info}} Schedule a Training]
 
[https://www.go-redrock.com {{#fas:circle-info}} Visit our website]

</div>
</div>

<div style='text-align: right;'>[[TracCloudInternal|Internal]]
__NOTOC__
[[Category:TracCloud Manual]]

TracCloudWhatsNew

2026-07-01T18:19:40Z

Redrock:

{{TracCloudWhatsNewTABS}}
<div class="tcWidgetPage">

<div style="float: left; margin-top: 0em; margin-right: 1em; margin-bottom: 1em">[[file:Wiki.png|150px]]</div>
TracCloud receives frequent updates that are automatically applied to your instance. Some of these updates are smaller tweaks and improvements, while others bring entirely new features that may benefit your usage of the system. This page highlights some of the recent changes made to the TracCloud platform, and how you can utilize them on your own instance.

[[TracCloudChangelog|Click here to view the full changelog]]

[[:Category:TracCloud_Blog|Click here to view older "What's New" articles.]]

If you have any questions about these changes, feel free to reach out to us on [https://helpdesk.go-redrock.com our helpdesk.]
<hr>
<div style='text-align: center;'>
===Latest posts===
</div>
<hr class="hrBold">

{{:TracCloud:_What's_New_for_2026-06}}
<hr class="hrBold">
{{:TracCloud:_What's_New_for_2026-05}}
<hr class="hrBold">
{{:TracCloud:_What's_New_for_2026-04}}
<hr class="hrBold">
{{:TracCloud:_What's_New_for_2026-03}}
<hr class="hrBold">
{{:TracCloud:_What's_New_for_2026-02}}
<hr class="hrBold">
{{:TracCloudWhatsNew2026-02-03}}
<hr class="hrBold">

[[:Category:TracCloud_Blog|View more...]]
[[Category:TracCloud Manual]]
</div>

TracCloud: What's New for 2026-07

2026-07-01T18:19:21Z

Redrock: Redrock moved page TracCloud: What's New for 2026-07 to TracCloud: What's New for 2026-06

#REDIRECT [[TracCloud: What's New for 2026-06]]

TracCloud: What's New for 2026-06

2026-07-01T18:19:21Z

Redrock: Redrock moved page TracCloud: What's New for 2026-07 to TracCloud: What's New for 2026-06

{{TracCloudWhatsNewTABS}}
<onlyinclude>
<div class="pageTitle">TracCloud features and changes from June 2026</div>

<div class='center'>A new report, new dissertation scheduling features, appointment invite improvements, and more in TracCloud for the month of June 2026.</div>

<hr>
Additionally, because of the amount of development in TracCloud over the past few months, we have put together a summary of recently added features. [https://wiki.go-redrock.com/images/7/75/TracCloudPress.pdf Click here to view.]
<hr>
<div class="newsBlock">
<div class="newsCategory">
{{#fas:file}} [[TracCloud:_Case_Management|Case Management]]
</div>
<div class="newsContent">
<big>New Report: Activity Report Listing</big> 
:This new report provides details on [[TracCloud:_Case_Management|Case Management]] activity reports, grouped by case category and type by default. Additional fields such as persons involved, witnesses, parties notified, etc can be added as needed. [[TracCloud_Report:_Activity_Report_Listing|More information.]]

:[[File:800219.png|800px]] 

: '''Other Case Management changes'''
:* [[TracCloud:_Case_Management|Cases]] can now be created for students using the ''Actions'' menu in their account.
</div>
</div>
<hr>
<div class="newsBlock">
<div class="newsCategory">
{{#fas:circle-info}} Additional Changes
</div>
<div class="newsContent">
* The ''additional search'' menu in reports is now searchable, to make finding the field you're looking for easier.
* The standard questions asked in [[TracCloud:_Report_Unable_to_Find_Appointment|Report Unable to Find Appointment]] can now be renamed.
* [[TracCloud:_Dissertation_Scheduling|Dissertation scheduling]] now allows for multiple program link fields and a college field in appointments for further filtering of faculty appointment searches.
* An option to not record blank responses for surveys without required questions displayed during login/logout has been added to [[TracCloud:_SurveyTrac|SurveyTrac]].
* An option to list related students has been added to the [[TracCloud_Report:_Success_Plan_Steps|Success Plan Steps]] report.
* A staff equivalent to the above option has been added to the [[TracCloud_Report:_Work_Plan_Steps|Work Plan Steps]] report.
* Consultant and center twig tags can now be used in the subtitle addition field of [[TracCloud:_Scheduling_Preferences|search appointment links]].
* Invites can now be approved for individual students in [[TracCloud:_Appointment_Invites|appointment invites]].
* Registration start and end date can now be added as an additional field in the [[TracCloud_Report:_SAGE_Referrals_by_%3F%3F|Referrals by ??]] report.
* You can now filter by custom fields in the [[TracCloud_Report:_Appointment_Invite_Schedule|Appointment Invite Schedule]] report.
* [[TracCloud:_Student_Lists|Watch list indicators]] are now shown next to student names in [[TracCloud:_Appointment_Invites|appointment invites]].
</div>
</div>
</onlyinclude>
<hr>
<div style="text-align: center">[[TracCloudChangelog|Our full changelog can be found here.]]</div>
[[Category:TracCloud_Blog]]

TracCloud: What's New for 2026-06

2026-07-01T18:18:52Z

Redrock:

TracCloud: What's New for 2026-06

2026-07-01T17:49:00Z

Redrock: Created page with "{{WIP}} {{TracCloudWhatsNewTABS}} <onlyinclude> <div class="pageTitle">TracCloud features and changes from June 2026</div> <div class='center'>A new report, new dissertation scheduling features, appointment invite improvements, and more in TracCloud for the month of June 2026. </div> <hr> <div class="newsBlock"> <div class="newsCategory"> {{#fas:file}} Case Management </div>..."

{{WIP}}
{{TracCloudWhatsNewTABS}}
<onlyinclude>
<div class="pageTitle">TracCloud features and changes from June 2026</div>

<div class='center'>A new report, new dissertation scheduling features, appointment invite improvements, and more in TracCloud for the month of June 2026. </div>

<hr>
<div class="newsBlock">
<div class="newsCategory">
{{#fas:file}} [[TracCloud:_Case_Management|Case Management]]
</div>
<div class="newsContent">
<big>New Report: Activity Report Listing</big> 
:This new report provides details on [[TracCloud:_Case_Management|Case Management]] activity reports, grouped by case category and type by default. Additional fields such as persons involved, witnesses, parties notified, etc can be added as needed. [[TracCloud_Report:_Activity_Report_Listing|More information.]]

:[[File:800219.png|800px]] 

: '''Other Case Management changes'''
:* [[TracCloud:_Case_Management|Cases]] can now be created for students using the ''Actions'' menu in their account.
</div>
</div>
 
<hr>
<div class="newsBlock">
<div class="newsCategory">
icon Optional! Title 2
</div>
<div class="newsContent">
<big>Subtitle 2</big> 
:Description

:[[File:.png|600px]]
</div>
</div>
<hr>
<div class="newsBlock">
<div class="newsCategory">
{{#fas:circle-info}} Additional Changes
</div>
<div class="newsContent">
* The ''additional search'' menu in reports is now searchable, to make finding the field you're looking for easier.
* The standard questions asked in [[TracCloud:_Report_Unable_to_Find_Appointment|Report Unable to Find Appointment]] can now be renamed.
* [[TracCloud:_Dissertation_Scheduling|Dissertation scheduling]] now allows for multiple program link fields and a college field in appointments for further filtering of faculty appointment searches.
* An option to not record blank responses for surveys without required questions displayed during login/logout has been added to [[TracCloud:_SurveyTrac|SurveyTrac]].
* An option to list related students has been added to the [[TracCloud_Report:_Success_Plan_Steps|Success Plan Steps]] report.
* A staff equivalent to the above option has been added to the [[TracCloud_Report:_Work_Plan_Steps|Work Plan Steps]] report.
* Consultant and center twig tags can now be used in the subtitle addition field of [[TracCloud:_Scheduling_Preferences|search appointment links]].
* Approvals can now be approved for individual students in [[TracCloud:_Appointment_Invites|appointment invites]].
* Registration start and end date can now be added as an additional field in the [[TracCloud_Report:_SAGE_Referrals_by_%3F%3F|Referrals by ??]] report.
* You can now filter by custom fields in the [[TracCloud_Report:_Appointment_Invite_Schedule|Appointment Invite Schedule]] report.
* [[TracCloud:_Student_Lists|Watch list indicators]] are now shown next to student names in [[TracCloud:_Appointment_Invites|appointment invites]].
</div>
</div>
</onlyinclude>
<hr>
<div style="text-align: center">[[TracCloudChangelog|Our full changelog can be found here.]]</div>

TracCloud: Dissertation Scheduling

2026-07-01T17:31:01Z

Redrock:

{{AdvancementTier}}
<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudModulesTOC}}
</div>
<div class="pageTitle">Dissertation Scheduling</div>

The Dissertation Scheduling feature allows faculty to join existing student appointments for programs other than their own. Faculty will see a view similar to the example below, but this can be customized for your instance. A program custom field will need to be created in both the appointment record and the faculty record to manage this linkage.

From the provided list of appointments, a faculty member will click the one they wish to join. This will send them a confirmation email and will link that appointment to them so that other faculty won't see it in their results.

[[File:510532.png|800px]]

===Configuration===

Options for this feature are found in Other ➜ Other Options ➜ Preferences ➜ Dissertation Scheduling.

<div class='scrollImage'>
[[File:756705.png|800px]]
</div>

* Profile for Dissertation Appointments (required)
: Choose the profile that faculty will be able to find and commit to appointments in.

* Department/Program Title
: Enter your preferred phrasing for the program/department field.

* Faculty Link Field
: This is the field that links appointments to faculty. This should almost always be set to: <nowiki>Appointments.CustomData->>'$.FacultyID'</nowiki>

* Appointment Program Link Fields and '''College Link Field'''
: These should be the appointment [[TracCloud:_Custom_Field|custom fields]] containing the program codes and college. If a faculty's program/college matches any of these, they will not be able to join the appointment.

* faculty Program Link Field and '''College Link Field'''
: The faculty equivalent of the above field.

* '''HTML Fields'''
: These fields determine how the dissertation scheduling interface displays. An example preset can be found below.

<hr>

<div class='collapsible'>Expand to view HTML example</div><div class="mw-collapsible mw-collapsed">
 

Prefix Style or Scripts
<syntaxhighlight lang="html" copy>
<style>

table.apptlisting tr:nth-child(even) > * {
background: white;
}

table.apptlisting tr:hover > * {
background: lightgrey;
}

table.apptlisting {
display: grid !important;
grid-template-columns: repeat(5, 1fr);
width: 100%;
height: 400px;
overflow-y: scroll;
}

table.apptlisting td {
padding-bottom: 0 !important;
max-width: 250px;
}

table.apptlisting th {
max-width: 250px;
}

table.apptlisting td[colspan="5"] {
grid-column: 1 / -1;
border-top: none;
padding-top: 0;
padding-bottom: 8px !important;
max-width: 100%;
}

table.apptlisting .rowHead th {
position: sticky;
top: 0;
background-color: white;
}

table.apptlisting .apptconfirmed, table.apptlisting .apptconfirmed td {
background-color: #fffdd0;
}

table.apptlisting thead,
table.apptlisting tbody,
table.apptlisting tr {
display: contents;
}

table.apptlisting tr:focus {
border-color: #66afe9;
outline: 0;
-webkit-box-shadow: inset 0 1px 1px rgba(0, 0, 0, .075), 0 0 8px rgba(102, 175, 233, 0.6);
box-shadow: inset 0 1px 1px rgba(0, 0, 0, .075), 0 0 8px rgba(102, 175, 233, 0.6);
}

</style>
<script>
curPageLength = 6;

function evenOdd(i) {
return ((i % 2) == 0) ? 'Even' : 'Odd';
}
function getApptClass(row) {
if (row.Status2 == 'Faculty Confirmed') {
return 'text-success apptconfirmed';
} else {
return '';
}
}
function getConfirmedIcon(row) {
if (row.Status2 == 'Faculty Confirmed') {
return ' ';
} else {
return ' ';
}
}
</script>
</syntaxhighlight>

Header HTML
<syntaxhighlight lang="html" copy>
<div>Choose an appointment date and time for one of the tentatively scheduled dissertation exams below:</div>
<table class="apptlisting recordListing table table-striped table-hover " >
<thead class="rowHead" >
<tr >
<th> </th><th >Date / Time</th><th>${data.progTitle}</th><th >Student</th><th >Location</th>
</tr>
</thead>
</syntaxhighlight>

Row HTML
<syntaxhighlight lang="html" copy>
<tr class="lrow row${evenOdd(i)} ${getApptClass(row)} appointment-block" data-recid="${row.Sequence}"
data-datetime="${row.StartDT}" onkeyup="enterToClick();">
<td>${getConfirmedIcon(row)}</td>
<td>${convertISO_toFormat(row.StartDT, 'Y-m-d g:ia')}</td>
<td>${row.ProgramName}</td>
<td>${row.StudentName}</td>
<td>${row.Location ?? ''}</td>
</tr>
</syntaxhighlight>

Footer HTML
<syntaxhighlight lang="html" copy>
</table>
<div>Click and then confirm a dissertion exam time. Thank you!</div>
<div class="pull-right">
<button class="btn btn-default mr-1" type="button" onClick="prevPage();" >Previous</button>
<a href="#" onClick="gotoPage();" > </a>
<button class="btn btn-default ml-1" type="button" onClick="nextPage();" >Next</button>
<script>
jQuery(function() {
jQuery('#thisCurPage').text(curPage + ' / ' + curMaxPages)
})
</script>

</div>
</syntaxhighlight>

</div>
<hr>

* Link for faculty
::The link provided in the bottom of this menu is what faculty will need to visit to search for appointments. This can be provided in batch emails, embedded in the [[TracCloud:_Welcome_Messages|welcome message]], etc.

Additionally, it's important to keep in mind that when a faculty member commits to an appointment, they will be sent a copy of the [[TracCloud:_Emails|consultant confirmation email]]. You may want to utilize Twig to greet the faculty instead of the consultant, which can be accomplished with [[TracCloud:_Twig|Twig]]. Go to Other ➜ Other Options ➜ Profiles ➜ [Your profile] ➜ Prefs ➜ Emails ➜ Confirmation Emails ➜ Consultant confirmation email. An example for how you can change this email if the faculty is the recipient can be seen below.

<syntaxhighlight lang="twig">
{% if emailItem.recipientType == 'Faculty' %}
Hello {{Faculty.FirstName}},
{% else %}
Hello {{Consultant.First_Name}},
{% endif %}
</syntaxhighlight>

[[File:104641.png|600px]]

<hr>

For information on purchasing the Dissertation Scheduling Module, reach out to [mailto:sales@go-redrock.com sales@go-redrock.com] 
For Dissertation Scheduling functionality questions, reach out to [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com]

[[Category:TracCloud Manual]]

TracCloud: Dissertation Scheduling

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Redrock:

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TracCloud Report: Appointment Invite Schedule

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Redrock:

<div class="categoryDynamic">
{{TracCloudReportTabs}}
{{TracCloudReportsScheduleTOC}}
</div>
<div class="pageTitle">Appointment Invite Schedule</div>

The Appointment Invite Schedule report, found in the Scheduling category, provides details about students who booked appointments via an [[TracCloud:_Appointment_Invites|invite]]. This includes who the appointment was booked by, exam information (code, pass code, file), and whether or not the student attended. 

[[File:639370.png|600px]] 

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

* Type
::Optionally filter by the type of invite (e.g., Exam).

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

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

* '''Additional Search'''
:: Filter by appointment invite [[TracCloud:_Custom_Fields|custom fields]].

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

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

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

<hr>
<big>HTML</big> 
[[File:572281.png|900px]]
 
<big>CSV</big> 
[[File:840678.png|900px]]

[[Category:TracCloud Reports]]

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TracCloud: Scheduling Preferences

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Redrock:

<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudGuideProfileTOC}}
</div>
<div class="pageTitle">Scheduling Preferences</div>

Your scheduling preferences allow you to modify [[TracCloudGuideBasicsSchedule|appointment booking]] rules, controlling exactly when a student can book appointments, how many appointments they can book, and much more. These preferences will apply to all centers within the profile. Your schedule preferences can be found in Other ➜ Other Options ➜ Profiles ➜ [Your Profile] ➜ Prefs ➜ Scheduling.
<hr>

<div class='collapsible'>Time Restrictions</div><div class="mw-collapsible mw-collapsed">
 
[[File:7158731.png|800px]]
 
* Schedule no sooner than...And no later than
::This preference controls how early or late a student can book an appointment. The example below visualizes how this preference works, but the time range would typically be larger for a production system (e.g., no later than 12 hours, no sooner than 14 days).
::[[File:4810828.png|600px]] 

* No Cancellation within
::Determines how late the student can cancel an appointment. If a student attempts to cancel within this time limit, they will be informed that the appointment will be counted as a missed appointment instead. Internally, the status will be recorded as "Cancel - Missed" (by default). 

* Minimum and Maximum Appointment Duration
::This preference controls the minimum/maximum possible appointment time. If you exclusively offer 30 or 60 minute availabilities, this should be set to match. If an availability is created with time slots outside of the limit specified here, it will not appear in search results to students. 

* Default appointment duration
::The default duration of an appointment. Typically used in an open-schedule environment, where consultants are available for many hours at a time, this will be the default duration when a student goes to book an appointment. 

* Appointment start in increments of
::Increments of time that booked appointments can start at. For example, if this preference is set to 15 minutes, appointments could be booked at 9:15, 9:30, 9:45, and so on. This is not commonly used outside of open-schedule environments. 

* Appointment duration in increments of
::Increments of time that an appointment can be booked for. For example, if this is set to 10 minutes, appointments can be booked for 20 minutes, 30 minutes, 40, and so on. This is not commonly used outside of open-schedule environments. 

* Restrict duration to intervals
::The durations specified here will be used by default in your availabilities. Availabilities can be created with custom multi-slot times which can override this preference.
::[[File:4u3j4h1232rf23.png|400px]]

<hr>
[[File:6752167.png|800px]] 

* Prevent students from booking consecutive appointments same student (any consultant)
::This prevents students from booking consecutive appointments in TracCloud. For example, a student could book a 10am to 11am appointment, but couldn't book an 11am to 12pm. An appointment counts as consecutive if the start time is within 61 minutes of the end time of the prior appointment. Consecutive also means with same consultant can be used to block consecutive bookings with the same consultant specifically, which would allow a student to book a 10am to 11am with Dave and an 11am to 12pm with Jane. The default consecutive limit is 2 (no back-to-back appointments), but this can be modified if needed. For example, a limit of "3" would allow a student to book a 1pm to 2pm, and 2pm to 3pm, but not a 3pm to 4pm. Warn staff when they attempt to book consecutive appointments can also be enabled so that staff members are shown a warning when booking consecutive appointments on behalf of students. 

* Allow entry into online appointment session
::These preferences control how soon/late a student can join a remote tutoring session by restricting when the Join button is available. If you’d like the student to be able to join 5 minutes prior to the start time through to the end, you would need to set “No sooner than” to 00:05 and set “No later than” to a value such as “1:00” (assuming you’re holding 1-hour appointments). No later than before end of appt counts back from the end time of the appointment rather than the start, and is an alternate option to No later than after start of appt. 

* QR Codes expire after
::This applies to Batch Visit QR Codes and Ad-hoc Drop-in QR codes. If this is left blank, these codes can be used up to the end time of the visit. By setting this to a higher value, you can allow students to retroactively create visits for themselves after the visit has already taken place (e.g., in a recording). This preference counts from the start time of the session. 

* QR Codes active no sooner than
::Similar to above, but in regards to how early a QR code can be used instead. By default (blank), QR codes can be used once they're created even if that visit would be days in the future. 

* Block student from booking appointments between # and #
::This preference allows you to prevent students from booking appointments during a specific time of day. This is more commonly used if Schedule no later than is set to a low value, such as a few hours, allowing students to book close to the start time of the appointment. For example, if you want to prevent a student from booking a morning appointment in the middle of the night so that your tutors have more notice for their upcoming schedule, this is the preference you'll want to change. Default is blank, which does not apply any restrictions based on time of day.
</div>
<hr>

<div class='collapsible'>Special Fields</div><div class="mw-collapsible mw-collapsed">
 
[[File:1169066.png|800px]]
 
Each group of settings—Reasons, Locations, Sections, Fund—can be precisely adjusted to control where they show up and whether or not they’re required. 
Enter in avail determines whether or not the field shows up within the availability entry window. 
Enter in appointment determines whether or not the field shows up within the appointment entry window. 
Required for Search means that in order for appointments in this profile to appear in search results, this field must not be empty. 
Required for Save marks the field as required, so it must be filled out prior to booking the appointment. This applies more-so to Staff, as the above option already requires a student to have this field selected before they have the chance to book. 

* Appointment Fund Choices
::Allows you to customize the funds available to choose from on Availability and Appointment entry. [[TracCloudGuideBasicsPayroll|More information on funds and payroll tracking in general can be found here.]]
</div>
<hr>

<div class='collapsible'>Other Schedule Options</div><div class="mw-collapsible mw-collapsed">
 
[[File:9398858.png|800px]]
 
* Allow students to cancel appointments
::Provides students the option to cancel appointments (as long as they’re outside the time range specified in the first menu.) 

* Display consultant alias on availability search
::This will display the consultant’s alias (specified in their [[TracCloudGuideProfileStaff|staff profile]]) rather than their full name when students are searching for availabilities. An alias can also be automatically generated based on your [[TracCloudGuideGlobalSystem|System Preferences]] if preferred (e.g., First Name Last Initial). 

* Display consultant email/phone on appointment entry
::Displays the specified consultant fields within [[TracCloudGuideProfilePrefsScheduleDisplay|appointment display]], the following twig tags will or won't contain data based on these preferences.
::<syntaxhighlight lang="Twig">
{{Consultant.PhoneToStudent}}
{{Consultant.EmailToStudent}}
</syntaxhighlight> 

* Allow group availability meeting type to be determined by first scheduled appointment
::If this is enabled, the first student booking an optional online/in-person multi-person [[TracCloudGuideBasicsSchedule|availability]] decides if the session will be online or in-person for other students going forward. If this is disabled, each student booking the same time slot can choose online/in-person independently of each other. 

* Allow group availability to use special skill locking
::If enabled, <section begin="skillLockDesc" />staff will be able to define skills/accommodations in group availabilities that when booked, will lock the availability to the first chosen skill. The typical use case for this is for languages. For example, if you offered the skills "English," "Spanish," "French," and "Extra Time" and the first student books with the "Spanish" skill, you may want to limit all subsequent appointments to Spanish while allowing students to freely choose (or not choose) "Extra Time." To do this, you would simply list out the language skills in the "Group Slot Skill Locks" field in your availability.

::[[File:1551811.png|500px]]

::With the above in place, Student A may schedule for Spanish (which locks the group to Spanish since they were first), Student B may schedule for Spanish and Extra Time, but Student C will not see this availability in search results if they search for English.<section end="skillLockDesc" /> 

* Allow student to upload [[TracCloud:_Documents|documents]] to the appointment
::Controls whether or not students can upload documents to the appointment record. 

* Allow staff to upload documents to the appointment
::Controls whether or not staff can upload documents to the appointment record. 

[[File:5696142.png|800px]] 

* Block students from booking recurring appointments
::Prevents students from booking recurring appointments for themselves. Staff can still book recurring availabilities on behalf of students if needed. 

* Prevent Staff from Overriding and allowing students to book recurring
::Even if the above option is set to 'Yes,' staff can manually allow students to book recurring on a per availability basis. Setting this option to yes will block this as well. 

* Default value for availability max students
::Determines the default "Max Students" value when creating [[TracCloudGuideBasicsSchedule|availabilities]]. This value can still be overridden when managing your schedule. 0 = drop-in, 1 = one-on-one, 2+ = group. 

* Warning message to display when appointment modality is changed
::When a staff member changes the modality (in-person/online/asynchronous) of an existing appointment, a warning message will appear to confirm that they want to make that change. This text field allows you to add an additional custom message to that warning. 

* Allow availabilities to be asynchronous
::Enables asynchronous availability/appointment functionality. [[TracCloudGuideBasicsSchedule|More information.]] 

* Allow message to be composed after conclusion
::This determines whether or not students are allowed to re-open concluded asynchronous appointments to continue sending messages. 

* Asynchronous appointment automatic message
::The text entered here will be automatically sent as a message at the start time of the asynchronous appointment. 

* Create a visit when an asynchronous appointment is marked as concluded
::If checked, a visit will automatically be created for the student when the asynchronous appointment is marked as 'Concluded.' 

* Also send message to recipient as SMS
::Optionally notify the asynchronous participants of new messages over SMS text. Requires [[TracCloud:_TextAlerts|TextAlerts]]. Enabling this option can result in a significant increase in emails sent from TracCloud, you may need to review your hourly/daily [[TracCloud:_Mail_Server|mail server]] send limit with your IT to ensure this will not be an issue. 

* Also send message to recipient as email
::Optionally notify the asynchronous participants of new messages over email. Enabling this option can result in a significant increase in emails sent from TracCloud, you may need to review your hourly/daily [[TracCloud:_Mail_Server|mail server]] send limit with your IT to ensure this will not be an issue.

::If you additionally or alternatively wish to notify the participants of new document uploads, document upload notifications can be managed separately in [[TracCloud:_Documents|system preferences]]. 

* When a mentorship communication is sent: Also send message to recipient as SMS/Email
::Functionally similar to the above options, but for [[TracCloud:_Peer_Mentoring|peer mentorship]] communications instead.

</div>
<hr>

<div class='collapsible'>Appointment Status and Management</div><div class="mw-collapsible mw-collapsed">
 
[[File:3687942.png|800px]]
 
* Appointment Status Choices
::These are the statuses that appointments can be set to. Typically, this would be set to something similar to the above example, with an Attended, Missed, and Canceled status, however, you can modify the choices if needed. Statuses containing the phrase “Cancel” will always cancel the appointment, making it available for other users to book (provided they’re still within the “schedule no later than” time limit.) 

* Status for missed
::This is the status that TracCloud views as “Missed.” This should typically match the status set in your [[TracCloudGuideProfilePrefsEmails|Missed Appointment Emails "Change missed appointment to Status:"]] preference. 

* Calc Missed Appointments Since
::A student’s total number of missed appointments can be utilized in emails via the [[TracCloudGuideProfilePrefsTwig|Twig tag]] below. This date determines how far back TracCloud searches for missed appointments. If this preference is blank, the [[TracCloudGuideGlobalSystem|global System Preferences date]] is used instead. Automatically Use Term Start can be used if you'd like to use the start date of your semester instead.
::<syntaxhighlight lang="Twig">{{CalcMissedAppointments(Student.Sequence, Center.ProfileID)}}</syntaxhighlight> 

* Additional text message for late cancellation prompt / warning
::This is an optional additional message that displays to students when they are cancelling an appointment outside of your time restriction. This appears in addition to the standard "This will be marked as missed" notice.
</div>
<hr>

<div class='collapsible'>Max Appointment Rules and Blocks</div><div class="mw-collapsible mw-collapsed">
 
[[File:1693361.png|800px]]
 
These preferences allow you to restrict students from booking excessive appointments, or prevent booking/logins altogether. “Max Appointment Rules” allow you to create restrictions that will dynamically block students from booking appointments if their appointment threshold his met, while “Block Students to this Profile” allows you to block access to logging in for visits or booking appointments based whether or not the student is on a specific [[TracCloudGuideGlobalLists|list]]. 

<big>Max Appointment Rules</big> 
[[File:4089266.png|600px]]
 
* Allow a maximum of X [hours/appointments] with:
::Choose how many appointments/total hours a student can book within the restrictions assigned below. 

* ID Number (#1234ABCD)
::Unique identifier for this rule, used for [[TracCloudGuideProfilePrefsTwig|twig logic]] in failure message. 

* Same: [Consultant / Reason / Center / Profile / Subject / Section / Location]
::This allows you to narrow down the restriction to specific fields. Maybe you don’t want a student booking excessively with a specific consultant, or booking too many appointments for a specific reason, this is where you would apply these rules. 

* add a search clause…
::These clauses allow you to be more specific in where this rule applies. For example, you could add a search clause for Appointment Status and set it to "*Missed*" to apply max appointment rules to missed appointments, where a student wouldn't be able to book additional appointments once the limit is reached. You can also select specific Reasons, Centers, Subjects, or Statuses where the rule should apply, to not affect unrelated appointments. The | symbol can be used for "or" and # can be used for "not" in these search clauses. 

* in X [Minutes / Hours / Days / Weeks / Months / Terms / Years]
::The time period for this rule. For example, you may want to restrict students from booking more than 3 appointments per week, or 10 appointments per month. This preference is where you’ll make that decision.
::If “X week” is used, you can choose the start day of the week to count from. If “X month” is used, this will be the first to last day of the month. If you would prefer any 7 or 30-day window, you will need to use something like “7 Days” rather than “1 Week”. The maximum value for "Minutes" is 180. If a longer range is desired, hours or days should be used instead. 

* This rule is active for appointment dates in the time period
::The date range that this rule is effective for. Maybe your current semester, or a monthly period. 

* This rule applies to
::All students individually applies to only the student booking the appointment. John Doe (a student) can’t book more than 3 appointments with the same consultant per week.
::Students as a collective applies to every student. Jane Smith (a tutor) can’t be booked more than 3 appointments per day (by students). 

*For student
::Allows you to only apply this rule to a certain [[TracCloudGuideGlobalLists||list of students]] (or students not on a specific list). 

* And also applies to
::Which appointment types should this apply do? E.g., only in-person 1-on-1 appointments. If left blank, this rule is applied to all appointment types. 

* Students that fail this rule may be optionally added to a list
::This option requires that Same: and In X time period are both disabled. When the student attempts to book an appointment and is blocked by this rule, they will be added to the [[TracCloudGuideGlobalLists|student list]] that you select. 

* Use Seats (all avails for all consultants)
::This option can be used in combination with "Students as a collective" for tracking "seats" rather than "appointments."

::For example, if you created a rule such as "Maximum of 2 appointments in 1 hour for students as a collective," that means in the schedule below, appointments can continue to be booked with Dave Smith or Jane Doe, but an appointment cannot be booked with John Smith. I.e., an appointment is a time with a consultant, regardless of how many students are meeting with that consultant at that time.

::Alternatively, if you created the rule "Maximum of 10 appointments in 1 hour for students as a collective + use seats," then no further appointments can be booked. 10 total seats have been taken, across all of the available slots.

::{| class="wikitable"
|-
! Consultant !! Time !! Slots Booked
|-
| Dave Smith || 1:00pm || 5/10
|-
| Jane Doe || 1:00pm || 5/10
|-
| John Smith || 1:00pm || 0/10
|} 

* Fail Message to Student
::This text field can be used to override the automatically generated description that would otherwise be shown to students. If you want to hide the text of the rule that students are limited by, enter your custom description here. 

* Rule Failure Message
::This is an optional custom message that can appear to students if they reach the limit of this rule.
::[[File:9370938.png|650px]]

::Twig can also be used in this field to display student or consultant information. You can also modify the contents of the message based on which rule was broken. For example: 
::<syntaxhighlight lang="Twig">
{% for failRule in failRules %}
{% if failRule.id == "1Y0GYPWS" %}
Sorry, you can only have one upcoming appointment at a time. Please try again later.
{% elseif failRule.id == "HKIEAATS" %}
You can only book 4 appointments per week.
If you think an exception needs to be made, reach out to us at <a href="mailto:help@school.edu">help@school.edu</a>.
{% endif %}
{% endfor %}
</syntaxhighlight> 

In addition to standard maximum appointment rules, you can also utilize these rules to set maximum tutoring/advising hours for your consultants. 

In the [[TracCloudGuideProfileStaff| consultant profile]], set 'Max Hours' to your desired limit, e.g., "10". 
[[File:9093257.png|700px]] 

In your Maximum Appointment Rules, use the phrase "MaxHours" in the "Allow a maximum of [____]" field. When an appointment is booked, TracCloud will check the relevant consultant's maximum hours for use with this rule. If the newly scheduled appointment would be over the maximum number of hours set, it will be blocked. 
[[File:5197708.png|700px]] 

<big>Block Students to this Profile</big> 
* Prevent Scheduling is where you will select a list of students that you want to prevent from booking appointments.
* Message to Display to a Blocked Student is the message displayed when a student on that list tries to book an appointment.
:[[File:Oinwouigng2482y5.png|400px]]

* Prevent Login prevents the student from being logged in on the Log Listing or a Kiosk.
* Message to Display to a Blocked Student is the message displayed when the student tries to login on a Kiosk or a staff member tries to log them in on the Log Listing.
:[[File:35j35j43k46k4k4635g.png|400px]]
</div>
<hr>

<div class='collapsible'>Appointment Display</div><div style="float:right">[[TracCloud:_Appointment_Display_Settings|Appt Display Article {{#fas:arrow-up-right-from-square}}]]</div>
<hr>

<div class='collapsible'>Search Availability Badges</div><div class="mw-collapsible mw-collapsed">
 

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.

[[File:4452413.png|600px]] 

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

[[File:6402679.png|800px]] 

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.
::[[File:9026751.png|400px]] 

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 ([[TracCloudGuideGlobalSkills|more information]]) 

Online
::Availability Type; In Person, Online, Online Optional, or Phone 

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:
::Choose your preferred color for the badge. Consider contrast when setting this color, availability backgrounds are as follows.
::<div style="float: left; padding: 0.2em; margin: 0.1em 0.5em 0.1em 0.5em; background-color: #d3f8de; border: 1px solid #c5d1e4; border-radius: 5px; width: 20%; text-align: center; font-weight: bold; color: black;">1-on-1: #d3f8de</div> <div style="float: left; padding: 0.2em; margin: 0.1em 0.5em 0.1em 0.5em; background-color: #F5F5B4; border: 1px solid #EAD9BB; border-radius: 5px; width: 20%; text-align: center; font-weight: bold; color: black;">Group: #F5F5B4</div> <div style="float: left; padding: 0.2em; margin: 0.1em 0.5em 0.1em 0.5em; background-color: #d0ffff;; border: 1px solid #c5d1e4; border-radius: 5px; width: 20%; text-align: center; font-weight: bold; color: black;">Drop-in: #d0ffff</div> <div style="float: left; padding: 0.2em; margin: 0.1em 0.5em 0.1em 0.5em; background-color: #d8c7ff; border: 1px solid #c5d1e4; border-radius: 5px; width: 20%; text-align: center; font-weight: bold; color: black;">Async: #d8c7ff</div> 

Icon:
::Choose from the list of available icons or alternatively click the {{#fas:ellipsis}} button to use a [https://fontawesome.com/search custom icon from Font Awesome.] In that case, you would copy the class values from the icon you want to use.
::[[File:6580937.png|800px]]
::Paste them into TracCloud.
::[[File:4870278.png|800px]]
::Then click 'OK.'
::[[File:6432458.png|800px]] 

Info Text:
::Enter text that will display when students & staff 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.

[[File:7189620.png|800px]] 

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.

[[File:6875813.png|800px]] 

</div>
<hr>

<div class='collapsible'>Search Appointment Links (QR Codes)</div><div class="mw-collapsible mw-collapsed">
 

Appointment links allow you to create preset search availability widgets that can be easily shared to students with a QR code or a link from the dashboard. These links are assigned to an existing search availability widget, and you can add additional filters such as what subjects or reasons can be selected, which center or consultant will appear in the results, as well as the meeting modality and type.

[[File:9756052.png|700px]] 

Click New Search Appointment Link to begin.

[[File:5945806.png|700px]] 

* Inactive
::If checked, this link will not be accessible to those who scan the QR code. 

* Show on Student Dashboard
::Enabling this will add a button to the linked search availability widget to access this appointment link. This is only visible to students, the name of the button will be the Link Name unless overridden.
::[[File:4617624.png|600px]] 

* Show on Student Mentor Widget
::If enabled, a button will be added to the [[TracCloud:_Peer_Mentoring|student mentorship widget]] to open this search appointment link. The search results will only include the mentor that the mentee is assigned to. If multiple search appointment links have this option enabled, only the first will be used. 

* Allow Dynamic Center/Consultant Codes
::If a specific center and/or consultant are not selected, you will be able to make those fields dynamic. If checked, a new option called "Show Dynamic Codes" will appear. When clicked, you will be able to select a center/consultant and generate a unique QR code link with those records chosen rather than needing to create a completely new appointment link record. 

* QR Code
::This QR code will direct users to this search availability link. Hover your mouse over it to enlarge the code, click on it to visit the appointment link. 

* Link Name
::The name of this link. This will appear to students if Show on Student Dashboard is enabled. HTML is supported if you want to change the color of the button text or add icons. For example, <code><nowiki> Math Workshop</nowiki></code> would result in <code> Math Workshop</code>. An icon list can be found at [https://fontawesome.com/search fontawesome.com]. 

* Override Name with optional Twig (optional)
::Choose custom text for the search availability link button, including [[TracCloudGuideProfilePrefsTwig|Twig]] support. 

* Subtitle Additions (optional twig)
::Add a custom description to the search availability link widget to provide additional instructions to students. [[TracCloudGuideProfilePrefsTwig|Twig]] (center and consultant tags) and HTML are supported. 

* Created
::Used to keep track of different appointment links. Doesn't affect link functionality. 

* Expires
::The expiration date of the link (optional). 

* Section Link
::Which subject/section must be selected when searching availabilities using this link. "Subject" allows for wildcard entries, such as "MAT*" for all math courses. "Section" can be used to make a specific selection with a search box. "Course List" can be used to include a variety of different sections based on your existing [[TracCloudGuideBasicsCourses|course lists]]. 

* Reason Link
::Similar to the above option, but for reason choices instead. "Reason Name" allows for wildcard and "or" entries, while "Reason" allows you to select a specific reason with a search box. 

* Specific Center
::Used to filter search results to only a specific center. 

* Specific Consultant
::Used to filter search results to only a specific consultant. 

* Modalities to Include
::The modalities and meeting types that can be shown in search results. All are selected by default. 

<big>Availability Dynamic QR Codes</big>

Another component of appointment links is the ability to create dynamic links directly from availabilities. These links will be automatically assigned to the center and consultant of the availability they were created from. To give staff the ability to generate these appointment links, go to Other ➜ Other Options ➜ Groups ➜ [The group you want to update] ➜ Scheduling, then check Allow user to generate a dynamic search appointment QR Code based on an existing search appointment link. Additionally, you can check Only allow links for self to prevent consultants in this group from creating availability links for other consultant's schedules.

[[File:4626901.png|600px]] 

Once this access is provided, this will appear in a new tab in availabilities named "Dynamic QR Code." Choose the link to utilize for this search, and save or click on the QR code to access the search availability menu. Keep in mind that the consultant's section and reason specialties still apply when using these QR codes, so you'll want to ensure that the link used has those sections/reasons available so that this availability can be found in search results.

[[File:6300327.png|500px]]

</div>
<hr>
[[Category:TracCloud Manual]]

TracCloud: Report Unable to Find Appointment

2026-07-01T17:05:23Z

Redrock:

<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudGuideListingsTOC}}
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<div class="pageTitle">Appointment Requests / Report Unable to Find Appointment</div>

The Appointment Requests feature in TracCloud can be used to track students who were unable to find an appointment. This offers a utility for the student to fill out details including what they were hoping to find, what they found instead, and any additional custom fields you provide to them. These requests can be reviewed and followed-up on by staff members to ensure that students are able to get the assistance they need.

==Configuring this Functionality==

The first step is to make sure the option is enabled and set to your desired value. Go to Other ➜ Other Options ➜ Preferences ➜ Search Availability Options ➜ Report Unable to Find Appointment.

<onlyinclude>
[[File:1830320.png|800px]] 

* Setting for Report Unable to Find Appointment
: This adds a utility to the Search for Availability screen allowing staff and students to report that they weren’t able to find an availability that works for them. Button Label can be used to change the student-facing phrasing of this option.
:* Off disables this functionality.
:* Standard provides a standard form where students can write out what they searched for and what they did (or didn’t) find. These reports can later be reviewed and managed by staff with the appropriate permissions.
:* Custom Link lets you enter a custom URL that students will be taken to after selecting the “Report Unable to Find an Appointment” button.
:* Allow Staff Only disables the "Report unable to find appointment" button in the search availability process, but the Outstanding Appointment Requests listing remains available, which staff can manually create requests from.

* Button Label
: Changes the label of the button that students would click when using this utility. Report Unable to Find Appointment by default.

* Instructions
: This text appears within the "Unable to Find Appointment" prompt for students & staff, and can be used for additional instructions or contact methods.

* '''Question: What were you hoping to find''' and '''What did you find instead'''
: These fields allow you to override the question text for these default fields.

* Student info Tags
: Enter additional text and student [[TracCloud:_Twig|Twig tags]] to be displayed in the appointment request record, visible only to staff with access to these requests.
</onlyinclude>
Another setting to consider is your permission group access. If a user needs to have the ability to review appointment requests, their group must allow it. Go to Other ➜ Other Options ➜ Groups ➜ [The group you want to edit]➜ Admin / Modules ➜ Table Access ➜ Add Outstanding Appt Requests ➜ Save. You may want to set this to View and Edit or only View depending on what level of access they require.

[[File:9693903.png|800px]]

===Submitting a Request===

Now that this utility has been configured, students (or staff) are ready to submit these requests while searching for availabilities. The button will appear in the bottom-left corner of availability searches regardless of whether or not availabilities appear. This provides the chance for students to request a more specific time or tutor even if there are other time slots available.

[[File:2919255.png|800px]] 

After clicking the option, the following box appears where staff/students can write out what they were hoping to find versus what they found instead. [[TracCloud:_Custom_Fields|Custom fields]] are supported on this form if you want to create additional questions for students to fill out. If a custom URL is used, the button will instead open that URL in a new tab instead.

[[File:2936747.png|800px]] 

Staff members (with the appropriate permissions) can also manually create appointment requests outside of the search availability process by going to Other ➜ Listings ➜ Outstanding Appointment Requests ➜ Hamburger menu {{#fas:bars}} ➜ New Request.

===Reviewing Requests===

After a request has been submitted, staff can review these requests and mark them as completed once resolved. This only applies when utilizing the Standard form option. Go to Other ➜ Listings ➜ Outstanding Appt Requests. This will bring you to the following page, where you can review appointment requests and quickly see which of them have been resolved based on the checkbox on the right and the Followed Up status.

[[File:1616834.png|800px]] 

Appointment requests can also display in Notifications to Staff Members.

[[File:4182489.png|700px]] 

Clicking a request (or the pencil icon in a notification) takes us to that specific record. Here we can find the details of what the student was searching for and options for us to follow-up on this request.

[[File:4444010.png|800px]] 

* Reported On and Reported By shows the time and date of this request, and which user submitted the request (myself as an example in this case).

* Show Details displays a log of what the student searched for and what they found in the results.
::[[File:2140186.png|600px]]

* Student shows the student who was trying to book an appointment. "View Student Record" allows you to quickly open the student's profile to retrieve contact information, etc.

* Section, Reason, [[TracCloud:_Search_Availability_Options|Search Widget]], Profile, Center, and [[TracCloud:_Special_Needs,_Skills,_and_Accommodations|Skills / Accommodations]] show what was selected when performing the search.

* Reported Search and Reported Found are the contents of the text fields filled out when the request was being submitted.

* Followed Up Date Time and Followed Up By show when someone followed-up on this request, and who that user was. Follow up notes can be used to record additional details as needed.

* Resolved By, Resolved Date Time, and Resolved are the final options to be filled in when the request has been closed. This also adds an indicator to the Outstanding Appt Request listing to show that this has been resolved.

<hr>
{{#lst:Template:TracCloudListingDescriptions|Hamburger_Menu}}
{{#lst:Template:TracCloudListingDescriptions|List_All}}
{{#lst:Template:TracCloudListingDescriptions|Search}}
{{#lst:Template:TracCloudListingDescriptions|Power_Search}}
{{#lst:Template:TracCloudListingDescriptions|Saved_Searches}}
{{#lst:Template:TracCloudListingDescriptions|Selected}}
{{#lst:Template:TracCloudListingDescriptions|Show_these}}
{{#lst:Template:TracCloudListingDescriptions|Print}}

<hr>
See Also:

[[TracCloud_Report:_Outstanding_Appointment_Requests|Report: Outstanding Appointment Requests]]

[[Category:TracCloud Manual]]

File:1830320.png

2026-07-01T17:02:23Z

Redrock: Redrock uploaded a new version of File:1830320.png

6902037

TracCloud: SurveyTrac

2026-07-01T17:00:53Z

Redrock:

{{EssentialsTier}}
<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudModulesTOC}}
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<div class="pageTitle">SurveyTrac</div>

The SurveyTrac module within TracCloud provides a versatile system for creating, distributing, and managing surveys directed at students, staff, or faculty. Surveys can be automatically triggered by various criteria, such as after a visit, a specified number of visits, new student record creation, or through manual initiation. Surveys can also be linked to particular reasons, subjects, or centers, allowing for highly customized feedback collection. The module supports anonymous surveys, allows survey link expiration, and offers options to automatically resend unanswered surveys to ensure higher response rates.

SurveyTrac features extensive reporting capabilities that include Survey Snapshots, Survey Responses, and Response Rate Comparison. These reports can be exported in various formats (HTML or CSV) and are customizable with additional fields, filtering options, and automated delivery settings. SurveyTrac also supports email and SMS notifications, providing a streamlined approach to survey management and feedback collection. The system's flexibility makes it ideal for various use cases, from general feedback collection to targeted academic progress assessments. Surveys and other tools in TracCloud can be used to increase student retention. 

[[File:9429636.png|850px]] 

<hr>
==SurveyTrac Configuration==

To create a new survey, head over to your SurveyTrac menu (within the “Other” menu in your Navigation Bar), click the hamburger icon, then select “New Survey.” This will bring you to a survey entry form where you can start configuring basic options relating to your survey. Additional options will become available after saving.

[[File:5047740.png|400px]] 

<hr>

<div class='collapsible'>General</div><div class="mw-collapsible mw-collapsed">
 

<div class='scrollImage'>
[[File:9546371.png|900px]]
</div>

* Created By
: The staff member who created this survey.

* Profile
: The profile that this survey is assigned to.

* Active
: Enables or disables this survey.

* Survey Name
: The name of the survey. This will also appear within emails sent to students and staff.

* Survey Period From & To
: The active period of the survey. Used for Initiated Via options that specify "during survey period," such as "Email after 1st visit during survey period."

* Initiated Via 
: This setting determines the send criteria for this survey, with the following options available.

:* Display during visit entry: This displays within the “Surveys” tab of a visit record, allowing you to fill out and submit the survey from the visit record itself. This survey type only appears when questions are directed to staff.

:* Email after visit: This will be sent to the student/staff after a visit takes place. Specifically after Kiosk logout, Log Listing logout, Quick & Batch Visit creation, and appointments being marked as attended (if a visit doesn't already exist).

:* Email after 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified. Subsequent visits will not initiate this survey.

:* Email after # of visits during survey period: Similar to above, but you can choose when the survey sends based on the number of visits. E.g., send a student a survey after their 3rd visit in the center.

:* Email after 1st visit per subject during survey period: Same as "1st visit during survey period," but on a per-subject basis. E.g., the student will receive a survey for their first (and only first) visit for MAT100, then another survey for their first visit for CHEM100, and so on.

:* Email after 1st visit per consultant during survey period: Same as above, but on a per-consultant basis. E.g., the student will receive a survey for their first (and only first) visit with Dave Smith, then another survey for their first visit for Jane Doe, and so on.

:* Email after new student record: This is emailed to the student immediately after their account is created. This only applies when manually creating student accounts, imported students will not receive this survey.

:* Email after 1st booked appointment during survey period: This survey is emailed to the student immediately after they book their first appointment in the date range specified.

:* Show at entry: This displays during the login process on a Kiosk or Log Listing. These responses will not appear in the visit record itself, as opposed to Display during visit entry.

:* Show at entry before 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified.

:* Show at exit: This displays during the logout process on a Kiosk or Log Listing. Similar to Show at entry, these responses are not visible in visit records.

:* Show at exit after 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified

:* Show at exit for first # of visits during survey period Similar to the above, but repeating for multiple visits. E.g., the first 3 visits in the survey period.

:* Display as link on Main Menu: For each day that a user logs in, a new survey is created and will display as a link in the "Surveys/Documents" widget on their dashboard.

:* Do not auto send: This survey can be manually sent on the Student/Staff/Faculty Listing as a batch, from individual Student/Staff/Faculty profiles under the "Actions" menu, during Batch Visit creation, from group rosters on the schedule, or from the SurveyTrac listing (including sending anonymous surveys to a list of email addresses).

:* Static survey URL: This will provide a static URL and QR code that you can send to anyone. If your survey is not anonymous, users will be prompted to login when they visit the URL. If the survey is anonymous, users will not be prompted to login and anyone with the link can submit an answer.

:* Link on edit student: Similar to Do not auto send, but more limited in where it appears as an option to send. This survey is only possible to send from the student listing as a batch or to individual student profiles manually, or from the SurveyTrac listing.

:* Link on edit visit: This displays in a "Send Survey" prompt in each visit record under the "Surveys" tab. This allows you to initiate the visit survey email manually, as opposed to the non-email Display during visit entry option.

:* Display on document posting: Similar to Link on edit student, except this "Survey" is under a new prompt in the actions menu labelled "Survey Document" and can only be sent to students individually.

:* Display as Student Entry Form: Similar to Link on edit student, except this "survey" is under a new prompt in the actions menu labelled "Complete Survey Form" and can only be sent to students individually.

* Work Visits Only
: If checked, the survey will be sent to consultants after a [[TracCloud:_Payroll|work visit]]. This option only appears if the survey is directed to consultants/tutors and Initiated Via is set to Email after # of visits, Email after 1st visit, or Email after visit.

* 1-on-1 / Group and In-Person / Online / Phone
: Choose the meeting type and modality criteria of the visits you wish to send this survey for.

* Do not send email, just show on dashboard
: This setting will only appear for surveys that are emailed to students. If this is checked, the email will not be sent, but it will still appear on the dashboard for students to access and fill out.

* Survey Link expires after # days
: Optionally have surveys expire if an answer has not been received within the specified number of days.

* Auto resend after # days & After initial auto resend, resend every # days (emailed surveys only)
: These options can be used to automatically resend unanswered surveys after a specific number of days. The first field determines when the survey will first be resent, and the second can be used to resend it again after every [number] days.

* Recipient Email Settings (emailed surveys only)
: Options relating to the emailed survey formatting. From email address and contact name, the subject line, and the body itself. Three unique [[TracCloudGuideProfilePrefsTwig|Twig]] tags are available for use in this field:
: <nowiki>{{Survey.Link}}</nowiki> - This provides a hyperlink to the survey.
: <nowiki>{{Survey.URL}}</nowiki> - This provides a URL to the survey (if you want to write your own hyperlink with HTML).
: <nowiki>{{Survey.Name}}</nowiki> - This provides the name of the survey.

* Link to Centers
: Determines which centers this survey is assigned to.

* Instructions and Survey Head Text
: These messages will appear at the very top of the survey entry window. Head Text appears in bold at the top, typically a title for the survey. Instructions appears smaller just beneath Head Text, typically a description for the survey or basic instructions. Both fields support [[TracCloudGuideProfilePrefsTwig|Twig]] to display information about the student, their visit, etc.

* Confirmation Message
: The confirmation message will display at the bottom of the survey after submitting responses.
</div>
<hr>

<div class='collapsible'>Options</div><div class="mw-collapsible mw-collapsed">
 

<div class='scrollImage'>
[[File:2685896.png|800px]]
</div>

* Allow modification
: This setting allows students/staff to re-open and edit their responses after the initial submission.

* Anonymous Survey
: Will not display student names in responses. Once an Anonymous Survey has responses, it is permanently anonymous.

* Questions directed to…
: These settings determine who this survey will be sent to. For example, if this is an “Email after visit” survey, you can control if the survey gets sent to the Student, the Consultant, the Faculty member, or even all three. For students, you can optionally choose to direct questions to a specific [[TracCloud:_Student_Lists|student list]].

* Prevent responses from being submitted after survey period is over
: By default, surveys can still be answered after the survey period has ended as long as the survey was sent prior to the end date. This option changes that, preventing responses from being submitted after the survey end date has passed.

* Display unmet conditional questions as disabled / grayed-out
: Rather than hiding conditional questions when they aren't relevant, this option will display them as grayed-out/unavailable.
: [[File:1512740.png|400px]]

* Use Custom Display numbers for numbering the questions
: If checked, you will be able to use arbitrary text to 'number' your questions (e.g., A, B, C instead of 1, 2, 3).

* Do not display question numbers on the survey
: If checked, question numbers will be hidden on the recipient view.

* '''Do not record a blank response'''
: If a survey is shown during login or logout and there are no required questions, a student can continue their login/logout without answering any questions. In this case, a blank response will be recorded. Checking this box will not record a response in that scenario.

* Make this survey a quiz
: See [[TracCloudGuideGlobalGradesAssign#5._SurveyTrac_Quizzes|Grade Groups and Assignments]] for more information.

* Send Rate
: Allows you to define a percentage chance of a survey being sent to a student. 100% will always send the survey when the 'Initiated Via' criteria is met.

* Notify results to emails
: Email addresses entered here will be notified when a survey has been completed. These emails will contain the questions and answers provided by the student/staff.

* Notify Results Email
: This is an additional email that can be sent as soon as a response is submitted, typically to a staff member to review responses as they're received. You can choose which email addresses receive the responses, the From address, as well as the subject line and body of the email. The recipient field supports [[TracCloudGuideProfilePrefsTwig|Twig]].

* Link Survey to Reasons/Subjects
: If you only want this survey to be sent out for visits/appointments of a specific reason or subject, you can list out the entries here. For example, “General Help,Exam Prep”. The {{#fas:square-caret-down}} icon can be used to search for and select specific options.

* Answers Position
: Position of answer fields, either below or to the right of the question, as seen below.
: [[File:5340868.png|600px]]

* Radio Button Style & Multi Checkbox Style
: Determines how Radio and Multi-Checkbox Choice style questions display. Tall vs Wide, as seen below.
: [[File:42784.png|400px]]
</div>
<hr>

<div class='collapsible'>Questions and Preview</div><div class="mw-collapsible mw-collapsed">
 

The Questions tab is where we can configure the questions we’re asking within this survey. The Preview tab allows us to immediately take a look at our survey formatting to make sure everything is appearing as intended.

[[File:2674274.png|900px]] 

To begin creating a new question, go to the Hamburger menu ➜ New Question, or click the + icon on the right-hand side.

[[File:5517490.png|800px]] 

* Question #
: This determines the order that questions will appear in. 0/Blank will hide the question. [[TracCloud:_Twig|This field supports Twig.]]

* Question Type
: There are various Question Types available for use, depending on the format of your question. You can use the Preview tab to review what your survey currently looks like, which is used in the screenshot below to show the different question types available.
: [[File:1839177.png|700px]]

* Required
: Determines whether or not the question requires an answer before being submitted.

* Question UID
: Unique identifier for each question, used for conditions (detailed further below).

* Size (Essay and Fill In only)
: This determines the size of the text field based on number of characters. For Fill In questions, this determines the width. Start with 25 and adjust from there. For Essay, this determines the height. Start with 3 and adjust as needed.

* Minimum, Maximum, Step, Default (Range Slider only)
: These options determine how the Range Slider will function in your survey.
:* Minimum is the lower value on the left. Negative numbers are allowed.
:* Maximum is the higher value on the right.
:* Step is the increment that the slider can be moved, typically 1. For example, if this is set to "2", the slider can be moved to 2, 4, 6, and so on.
:* Default is the default numeric position of the slider when the survey is first loaded.

* Question
: Write out your question here. There are also some optional text formatting tools available if you’d like to display the question in a specific way, including the ability to use standard HTML by selecting Tools ➜ Source Code.

* Choices
: Depending on the Question Type chosen, you may need to list out the available answers. If this box is available, include your answer choices on unique lines, as seen in the screenshot earlier in this article.

* Maximum # choices allowed (Multi-Check only)
: Set the maximum number of choices that can be checked at once in the response. For example, if this option is set to 3, the recipient could check 1, 2, or 3 boxes, but not 4 or more.

* Condition
: Set a condition so that this question only appears if a different question was answered in a particular way. Uses the UID of other questions. For example, if the condition was set to "ABC1:Great", this question would only appear if the answer to ABC1 was "Great." Multiple potential answers can be separated by a | character (ABC1:Great|Good) and you can set conditions for multiple fields on separate lines.
: It's also possible to set the condition to something like "ABC1:Great|Good|DEF2:Yes." A question with this condition would appear if ABC1 was Great or Good, or if DEF2 was answered "Yes."
</div>
<hr>
<div class='collapsible'>Responses</div><div class="mw-collapsible mw-collapsed">
 

This tab will display a list of all surveys sent to your users. You can click on the individual responses for review, or resend surveys from this tab by clicking the {{#fas:paper-plane}} icon. Surveys can also be resent as a batch by clicking the {{#fas:bars}} icon and choosing the date range you wish to resend them for. Clicking the {{#fas:xmark}} icon for a survey excludes it from being resent. {{#fas:trash-can}} will delete the response.

[[File:3116048.png|900px]] 
</div>
<hr>

For information on purchasing the SurveyTrac Module, reach out to [mailto:sales@go-redrock.com sales@go-redrock.com] 
For SurveyTrac functionality questions, reach out to [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com]

<hr>
See Also:

[[TracCloud_Report:_Survey_Responses|Report: Survey Responses]] - Provides a summary of responses with totals for each of the possible responses for your questions.

[[TracCloud_Report:_Survey_Snapshot|Report: Survey Snapshot]] - Provides a list of the responses from each student, including additional information about the student or visit details.

[[TracCloud_Report:_Survey_Response_Rate_Comparison|Report: Survey Response Rate Comparison]] - Provides the number of surveys sent, responses received, and average response time.

[[TracCloud_Report:_Unanswered_Staff/Faculty_Surveys|Report: Unanswered Staff/Faculty Surveys]] - Provides the total number of surveys not answers by staff or faculty.

[[Category:TracCloud Manual]]

File:2685896.png

2026-07-01T16:53:56Z

Redrock: Redrock uploaded a new version of File:2685896.png

9258187

TracCloud: Appointment Invites

2026-07-01T16:52:15Z

Redrock:

{{AdvancementTier}}
<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudModulesTOC}}
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<div class="pageTitle">Appointment Invites</div>

TracCloud's Appointment Invite feature allows custom appointment search invites, where students can find availabilities according to what their invite allows. This feature is primarily designed for testing centers, but can be used for other centers too. This article explains how you can configure and use this feature.

===Configuration===

Appointment invites are initially configured as part of [[TracCloud:_Search_Availability_Options|Search Availability Widgets]]. Go to Other ➜ Other Options ➜ Preferences ➜ Search Availability Options, then click on the widget that you want to link this appointment invite to.

[[File:149543.png|800px]] 

* Is Invitation
::Check this box to enable this functionality for this widget.

* Hide On Dashboard
::If checked, this entire search widget will be hidden from the dashboard. It will only be accessible via appointment invite.

* Faculty Invites Require Approval
::If checked, any invites submitted by faculty must be approved by a staff member on the Appointment Invites listing (detailed below). Invite emails will not send until the invite is approved.

* Invitation Types
::Enter a semi-colon delimited list of types. E.g., Exam, Pop Quiz, etc. It will be possible for the staff to choose one of these types during invite creation.

* Email Subject
::The subject of the email sent to students.

* Send instructions x days
::Choose when invite emails will be sent, relative to the due date chosen during the creation of the invite.

* Invitation Instructions
::These instructions will appear in the invite email sent to the student.

* Ask staff for these fields per invite
::Choose the fields that staff can select when preparing and sending invites. Some of these fields will restrict which availabilities can be found and booked by students when using the invite link.
:::Invitation Type is a drop-down menu containing the types defined above.
:::Section & Reason adds their respective fields to the invite form, allowing the staff member to restrict what section and reason the student can select.
:::Duration will add a duration choice to the invite form. If the staff member specifies a duration, only availabilities at least that length will be found. If the student clicks an availability that is longer than this duration, their appointment duration will still be capped to the limit specified in the invite.
:::Exam Code/File/Passcode allows you to store exam information in the invites.
:::Notes allows for any arbitrary notes to store in the invites.
:::Ask Group, 1on1, Online, etc allows the you to choose which modalities and availability types can be returned during the search. By default (if these fields are not editable during invite creation), only in-person 1-on-1 and group availabilities will be found.
:::Additionally, [[TracCloud:_Custom_Fields|custom fields]] can be created for appointment invites.

* Resend with Reminder every x days
::How often to send reminders for this invite.

* Reminder text
::This text will be included in the reminder notice, appended to your invitation instructions.

===Usage===

After the appointment invite settings have been configured, you're all set to send invites to students. As a staff member, you can go to the [[TracCloud:_Students_Listing|Students Listing]] and select the students you want to invite on the right. Then, go to the hamburger menu, choose Create Appointment Invite, and select the widget that corresponds to your invite.

The due date will be used to determine when the instructions will be sent. The prepopulated Email Text field shows the text that will be sent to students. This field supports [[TracCloud:_Twig|Twig]], allowing for more personalized and dynamic emails. All other fields will display according to the field configuration in the section above.

Clicking Create Invitations will then send the invitation emails to students, allowing them to search for and book an appointment.

[[File:540005.png|800px]] 

Faculty on the other hand will have the ability to quickly create invites for students in their rosters. From the Faculty Options [[TracCloud:_Dashboard|dashboard widget]], under the referrals menu, the invite options will appear as shown below.

[[File:599391.png|600px]] 

After clicking the invite to submit, the faculty can select the students from their section roster to send the invite for. The process is otherwise the same as the staff perspective.

[[File:215241.png|600px]]

===Student Perspective===

The student-facing side of appointment invites is very simple. The student will receive an email with the contents of Email Text as described above, along with a link to click on. Clicking that link will take them to the search availability widget that your invitation is linked to. The subject, reason, etc will be restricted depending on what was selected when the invite was being sent out.

[[File:576754.png|600px]] 

After searching, the student will receive the filtered list of results where they can choose the time that works for them and book, just like a regular appointment search.

[[File:521011.png|600px]] 

For convenience, the link the student received in the invite email will change purpose after the appointment has been booked. If the student clicks the invite link again, they will be taken directly to their appointment record that they previously scheduled.

[[File:177199.png|600px]]

===Listing, Duration Rules, & Appointments===

After an invite has been created, you can revisit it by going to Other ➜ Listings ➜ Appointment Invites. This allows you to review existing invites or create duration rules. The listing also shows if approval is needed and if the invite has been approved if so. The right-most column shows how many invites have been created, how many invite emails have been sent, and how many appointments have been booked for that invite.

[[File:889130.png|700px]]

After opening one of the existing invites, you can view the fields that were filled out as well as a list of the invitees.

[[File:538433.png|800px]] 

If a student has booked an appointment from the invite, a link to the appointment will be made available under the Appointment column. The Overrides column shows if the duration of that invite has been modified by any duration rules. If approval is required, individual invites can be approved from this tab.

[[File:903386.png|800px]] 

You can create duration rules by clicking the hamburger menu, then Edit Duration Rules. These rules allow you to automatically adjust the duration of appointments booked via invite if certain conditions are met, or send the invite email earlier for certain students.

As an example in the screenshot below, if an invite is sent to a student on the 'Freshman' [[TracCloud:_Student_Lists|list]], for the type 'Exam,' and for a duration of 60 minutes, when that student books their appointment will be extended to 120 minutes automatically.

The next rule states that students on the 'Active' list will be sent an invite for 'Pop Quiz' 5 days earlier than it otherwise would. E.g., if your invite instructions are configured to send 10 days before the due date, students on this list will get the invite 15 days before the due date.

[[File:925069.png|800px]] 

When editing an appointment that was booked via an invite, a special tab will be available in the bottom of appointment entry. This will show the invite details such as the invitation type, exam details, etc. This is not accessible to students, only staff.

[[File:367394.png|800px]]

<hr>
See Also

* [[TracCloud_Report:_Appointment_Invite_Schedule|Report: Appointment Invite Schedule]]

* [[TracCloud:_Search_Availability_Options|Search Availability Widgets]]

* [[TracCloud:_Scheduling_Preferences|Search Appointment Links]]

[[Category:TracCloud Manual]]

File:903386.png

2026-07-01T16:51:41Z

Redrock: Redrock uploaded a new version of File:903386.png

File:538433.png

2026-07-01T16:51:16Z

Redrock: Redrock uploaded a new version of File:538433.png

TracCloud: Case Management

2026-07-01T16:48:50Z

Redrock:

{{AdvancementTier}}
<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudModulesTOC}}
</div>
<div class="pageTitle">Case Management</div>

TracCloud's Case Management feature allows for quick and effective tracking of user-submitted incidents, maintenance requests, concerns, and more. Different case types and subtypes can be used to ask the right questions during and after submission to ensure your team has all the information you need for the case at hand. Cases can be submitted by students, staff, faculty, or anonymously depending on the case type configuration.

The overall structure of case management can be seen below. The Case is the overall incident, request, or referral which contains Activity Reports that represent actions or follow-ups within the case.

[[File:856170.png|800px]] 

Case types can be configured in a number of different ways depending on your intended workflow. In their most simple form, you may have a case that simply needs to be reviewed and approved by staff, where a typical timeline may look like this:

[[File:653360.png|400px]] 

Or you may have a case with multiple statuses and actions being completed throughout. You can leverage activity reports to record "steps" throughout the process, automatically notifying relevant parties as needed.

[[File:518055.png|600px]] 

If your case has multiple branching actions taking place at once, you can have multiple concurrent activity reports (each with their own statues) tracking all the details until the case is eventually resolved. Regardless of what kind of case you have in mind, this article will explain how you can build case types to fit your needs.

[[File:354301.png|600px]]

<hr>
==Case Management Configuration==

Learn how to create case types, activity report types, configure automated email notifications, and more.

<hr>

<div class='collapsible'>Categories</div><div class="mw-collapsible mw-collapsed">
 

Every case type must be linked to a category. When creating a case, the available types will be grouped by category to allow you to easily locate the case type you're trying to submit.

Other ➜ Modules ➜ Case Management ➜ Categories.

[[File:955101.png|700px]] 

To create a new category, click the hamburger {{#fas:bars}} menu and select "New Case Category." Enter the name of the category and describe its purpose. The next section of this article will explain how case types can be linked to these categories.

[[File:553732.png|700px]] 

The above example would display like this during case creation. Clicking the button would then show the available case types within the category.

[[File:832784.png|600px]]

</div>
<hr>

<div class='collapsible'>Case Type Configuration</div><div class="mw-collapsible mw-collapsed">
 

Case types represent the various types of incidents, referrals, or issues that may need to be reported. For example, you may have a case type for maintenance requests, another for policy violations, and another for safety issues. To create a new case type, go to the hamburger menu {{#fas:bars}} ➜ New Case Type.

Other ➜ Modules ➜ Case Management ➜ Types.

[[File:430722.png|700px]]


===Basic Case Type Info===

This tab contains general settings for the case type, including its name, description, subtypes, and who is allowed to submit these cases.

[[File:549569.png|700px]] 

* Inactive
::If a case type is no longer being used, it can be deactivated. If your case type has linked cases, it should always be deactivated instead of deleted to prevent data loss.

* Allow all students/Staff/Instructors to Open/Report
::Choose which user types are allowed to create cases of this type.

* Category
::Select the category (as configured above) that this type should be a part of.

* Name
::This is the name of the case type.

* Button Title
::This will be the name of the button shown to start creating this case.

* Description / Instructions
::This text appears beside the button above when beginning to create a case of this type as well as on the case creation screen.

* Issue Name
::Choose your preferred wording for the type of case this is. For example, 'Case,' 'Incident,' or 'Report.'

* Auto-Choose if it's the only type in the category
::If this case type is the only case type in its category, it will be automatically chosen when clicking the category during case creation.

* Ask for a Subtype for the Case Type
::If enabled, an additional "Sub-type" field will be added to the case. Your list can be provided as a menu field (drop-down list), radio choices, or a list (scrollable list).
::[[File:630636.png|600px]]
::[[File:855040.png|600px]]

* Ask for Contact Info on Report
::If enabled, during case creation the reporter will be asked if they can be contacted and for their contact information.
::[[File:794029.png|600px]]

* Ask for Location and Description/Notes when Opened
::Both of these options toggle on or off these fields in the case entry screen.

* Hide Incident Date Time
::If checked, the separate "Incident On" and "[Case] Reported on" fields will be replaced with a single "[Case] Opened" date field.

* [Case] is always for One Person
::If enabled, a "[case] for" field will be enabled allowing for a Student, Staff, or Faculty (you can restrict user types if needed) to be selected as the primary/target individual for this case. Optionally, you can configure the type so that the individual creating the case is automatically linked as this person. You can also prevent each person from having more than one case of this type, such as for financial aid requests.

* Replace In Progress with Status(es)
::Cases always have an "Open" and "Closed" status, and by default they also have a generic "In Progress" status. This option allows you to override that last status, allowing for different or multiple statuses between open and closed.

* Opening a new case: auto display and create activity report
::By selecting an activity report here (explained in the next section), that report will display during case creation rather than requiring the user go back into the case after the fact to create the first activity report.


===Activity Report Preferences===

Activity Reports allow you to append additional information and actions to cases, as well as specify the parties involved with a particular case. For example, you may have a report for data gathering at the start of a case, possibly multiple for different stages throughout the case as progress is made, and another for the resolution of the case. This isn't a requirement by any means, you can structure these activity reports to best fit your needs. Click Add Report Type to begin.

[[File:971052.png|600px]] 

These are the available activity report settings.

[[File:577333.png|600px]] 

* Report Type Name
::This will be the name of the activity report. Students, Staff, and/or Faculty will select this in order to begin the process of adding the report.

* Report Description
::This is an internal notes field for this activity report, only visible here in this menu.

* Ask for Severity
::Choose how users can report the severity of this report. None hides this field, Severity Only provides a drop-down menu of options including Low, Moderate, High and Critical, while Urgency, Impact, and Severity (pictured below) includes all three of those listed fields. If the latter is chosen, Urgency and Impact automatically determine Severity, but Severity can still be overridden manually if needed.
::[[File:620597.png|600px]]

* Ask for Report Status
::This adds a drop-down menu of statuses to the activity report. If enabled, you can list the statuses on separate rows beside the checkbox. This can later be used in Notification Preferences to automatically notify individuals if a status is chosen or has remained for an extended period of time.

* Ask for Persons Involved and Witnesses
::These add fields to the activity report that allow you to choose who was involved with, affected by, or witnessed the case's topic.
::[[File:242852.png|700px]]

* Ask for Parties Notified
::This field (also pictured above) allows you to link an individual to be notified with an email regarding this case. The email can be sent immediately or scheduled to send later (such as a reminder for stalled progress).

* Report Sections / Custom Questions
::This is where you can create the custom questions you want to ask inside this activity report. Very similar to [[TracCloud:_Custom_Fields|custom fields]], these can be formatted as text boxes, radio choices, drop-down menus, document uploads, etc. Also similar to custom fields is the "width" value, which determines how much space each field takes up. Multiple fields will fit side-by-side if their widths allow.
::[[File:344124.png|500px]]


===Notification Preferences===

This tab allows you to configure the email and SMS notifications that may be sent when this case is created or when status conditions are met.

[[File:971685.png|600px]] 

Notifications when [case] is Created/Opened will send as soon as the case is opened. You can have as many messages as you need, and each message can be sent to one or multiple staff members.

[[File:814584.png|500px]] 

Notifications when [case] or Activity Report Status changes can conditionally send based on the case or activity report status. For example, you may send an email after 0 days (i.e., immediately) when the case status is changed to "Closed." Another example would be notifying someone when the status of a particular activity report has been unchanged for a few days, as shown in the screenshot below.

[[File:828276.png|500px]] 

You can have multiple messages with multiple recipients, each with their own timing and status condition. You can either choose a specific staff member to notify or an individual related to the particular case using the arrow button. Case Worker is the individual that has been manually linked to the case, and Case Supervisor is that person's supervisor. The recipient can also be the case investigator, the person who opened the case, or the person who reported the case.

[[File:319118.png|500px]] 

</div>
<hr>
==Creating and Managing Cases==

Learn how to create and follow-up on cases and activity reports.
<hr>

<div class='collapsible'>Creating a Case</div><div class="mw-collapsible mw-collapsed">
 

Cases are most often created from the TracCloud dashboard using the {{#fas:comment}} button in the navigation bar. Clicking this will open the case category list to begin the submission process. Cases can also be created using the ''Actions'' menu in student accounts.

[[File:990765.png|500px]] 

Clicking on a category will then display its available case types. Optionally, if you only have one case type in the category (and it's been configured to be auto-selected in that scenario), clicking a category may instantly open the available type. The screenshots below show the category list and the type list that appears after choosing a category.

[[File:606534.png|650px]] 

[[File:882238.png|650px]] 

Lastly, after choosing a case type, you can start filling out the details of this case. The options displayed here will differ based on your case configuration. This particular case is configured so that an activity report is immediately shown to be filled out during case creation. This is one of several ways activity reports can be logged in a case, more will be covered in the next section of this article.

[[File:751183.png|650px]] 

Any cases that have been created will be available to review or update later in Other ➜ Modules ➜ Case Management ➜ Cases. Clicking an existing case will open the entry page, like what's shown above. Both the listing and the case entry page allow for creating activity reports on each case, which is covered in the next section of this article.

[[File:766813.png|650px]]

</div>
<hr>

<div class='collapsible'>Activity Reports</div><div class="mw-collapsible mw-collapsed">
 

As described in the configuration section of this article, activity reports represent follow-ups, completed actions, or additional details over the course of a case. There are a few ways activity reports can be created within a case:

===1. During Case Creation===

As described in the section above, you can optionally configure your case to show an initial activity report during creation allowing for an immediate report.

===2. From the Cases Listing===

The cases listing (Other ➜ Modules ➜ Case Management ➜ Cases) has a column with buttons to create each of the different activity reports for each case's type. If there are 4 or more available activities, they will display in a drop-down menu instead.

[[File:766813.png|650px]]

===3. From Case Entry===

By clicking on one of the cases above or otherwise opening a case in the system, you will be able to create or manage activity reports in the tab shown below.

[[File:854752.png|650px]]

<hr>
===Activity Report Creation===

Regardless of the method used, the process of filling out an activity report will be the same (according to how your case type's activity reports were configured). The screenshot below shows one possible configuration, but your custom questions, urgency fields, and involved parties will look different.

[[File:768437.png|600px]] 

When adding notified parties, you can schedule an email or SMS message to send later to that individual. Alternatively, you can log that an in-person conversation took place at a specific time.

[[File:801250.png|400px]] 

Any activity reports created will be shown under their own tab inside existing cases, or you can view all reports in their own listing in Other ➜ Modules ➜ Case Management ➜ Activity Reports.

[[File:609454.png|600px]]

</div>
<hr>

For information on purchasing the Case Management Module, reach out to [mailto:sales@go-redrock.com sales@go-redrock.com] 
For Case Management functionality questions, reach out to [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com]

<hr>
See Also:

[[TracCloud_Report:_Activity_Report_Listing|Report: Activity Report Listing]]

[[TracCloud_Report:_Case_Status_Summary|Report: Case Status Summary]]

[[TracCloud_Report:_Cases_Listing|Report: Cases Listing]]

[[Category:TracCloud Manual]]

File:971052.png

2026-07-01T16:46:27Z

Redrock: Redrock uploaded a new version of File:971052.png

TracCloud: Case Management

2026-07-01T16:45:23Z

Redrock:

{{AdvancementTier}}
<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudModulesTOC}}
</div>
<div class="pageTitle">Case Management</div>

TracCloud's Case Management feature allows for quick and effective tracking of user-submitted incidents, maintenance requests, concerns, and more. Different case types and subtypes can be used to ask the right questions during and after submission to ensure your team has all the information you need for the case at hand. Cases can be submitted by students, staff, faculty, or anonymously depending on the case type configuration.

The overall structure of case management can be seen below. The Case is the overall incident, request, or referral which contains Activity Reports that represent actions or follow-ups within the case.

[[File:856170.png|800px]] 

Case types can be configured in a number of different ways depending on your intended workflow. In their most simple form, you may have a case that simply needs to be reviewed and approved by staff, where a typical timeline may look like this:

[[File:653360.png|400px]] 

Or you may have a case with multiple statuses and actions being completed throughout. You can leverage activity reports to record "steps" throughout the process, automatically notifying relevant parties as needed.

[[File:518055.png|600px]] 

If your case has multiple branching actions taking place at once, you can have multiple concurrent activity reports (each with their own statues) tracking all the details until the case is eventually resolved. Regardless of what kind of case you have in mind, this article will explain how you can build case types to fit your needs.

[[File:354301.png|600px]]

<hr>
==Case Management Configuration==

Learn how to create case types, activity report types, configure automated email notifications, and more.

<hr>

<div class='collapsible'>Categories</div><div class="mw-collapsible mw-collapsed">
 

Every case type must be linked to a category. When creating a case, the available types will be grouped by category to allow you to easily locate the case type you're trying to submit.

Other ➜ Modules ➜ Case Management ➜ Categories.

[[File:955101.png|700px]] 

To create a new category, click the hamburger {{#fas:bars}} menu and select "New Case Category." Enter the name of the category and describe its purpose. The next section of this article will explain how case types can be linked to these categories.

[[File:553732.png|700px]] 

The above example would display like this during case creation. Clicking the button would then show the available case types within the category.

[[File:832784.png|600px]]

</div>
<hr>

<div class='collapsible'>Case Type Configuration</div><div class="mw-collapsible mw-collapsed">
 

Case types represent the various types of incidents, referrals, or issues that may need to be reported. For example, you may have a case type for maintenance requests, another for policy violations, and another for safety issues. To create a new case type, go to the hamburger menu {{#fas:bars}} ➜ New Case Type.

Other ➜ Modules ➜ Case Management ➜ Types.

[[File:430722.png|700px]]


===Basic Case Type Info===

This tab contains general settings for the case type, including its name, description, subtypes, and who is allowed to submit these cases.

[[File:549569.png|700px]] 

* Inactive
::If a case type is no longer being used, it can be deactivated. If your case type has linked cases, it should always be deactivated instead of deleted to prevent data loss.

* Allow all students/Staff/Instructors to Open/Report
::Choose which user types are allowed to create cases of this type.

* Category
::Select the category (as configured above) that this type should be a part of.

* Name
::This is the name of the case type.

* Button Title
::This will be the name of the button shown to start creating this case.

* Description / Instructions
::This text appears beside the button above when beginning to create a case of this type as well as on the case creation screen.

* Issue Name
::Choose your preferred wording for the type of case this is. For example, 'Case,' 'Incident,' or 'Report.'

* Auto-Choose if it's the only type in the category
::If this case type is the only case type in its category, it will be automatically chosen when clicking the category during case creation.

* Ask for a Subtype for the Case Type
::If enabled, an additional "Sub-type" field will be added to the case. Your list can be provided as a menu field (drop-down list), radio choices, or a list (scrollable list).
::[[File:630636.png|600px]]
::[[File:855040.png|600px]]

* Ask for Contact Info on Report
::If enabled, during case creation the reporter will be asked if they can be contacted and for their contact information.
::[[File:794029.png|600px]]

* Ask for Location and Description/Notes when Opened
::Both of these options toggle on or off these fields in the case entry screen.

* Hide Incident Date Time
::If checked, the separate "Incident On" and "[Case] Reported on" fields will be replaced with a single "[Case] Opened" date field.

* [Case] is always for One Person
::If enabled, a "[case] for" field will be enabled allowing for a Student, Staff, or Faculty (you can restrict user types if needed) to be selected as the primary/target individual for this case. Optionally, you can configure the type so that the individual creating the case is automatically linked as this person. You can also prevent each person from having more than one case of this type, such as for financial aid requests.

* Replace In Progress with Status(es)
::Cases always have an "Open" and "Closed" status, and by default they also have a generic "In Progress" status. This option allows you to override that last status, allowing for different or multiple statuses between open and closed.

* Opening a new case: auto display and create activity report
::By selecting an activity report here (explained in the next section), that report will display during case creation rather than requiring the user go back into the case after the fact to create the first activity report.


===Activity Report Preferences===

Activity Reports allow you to append additional information and actions to cases, as well as specify the parties involved with a particular case. For example, you may have a report for data gathering at the start of a case, possibly multiple for different stages throughout the case as progress is made, and another for the resolution of the case. This isn't a requirement by any means, you can structure these activity reports to best fit your needs. Click Add Report Type to begin.

[[File:971052.png|600px]] 

These are the available activity report settings.

[[File:577333.png|600px]] 

* Report Type Name
::This will be the name of the activity report. Students, Staff, and/or Faculty will select this in order to begin the process of adding the report.

* Report Description
::This is an internal notes field for this activity report, only visible here in this menu.

* Ask for Severity
::Choose how users can report the severity of this report. None hides this field, Severity Only provides a drop-down menu of options including Low, Moderate, High and Critical, while Urgency, Impact, and Severity (pictured below) includes all three of those listed fields. If the latter is chosen, Urgency and Impact automatically determine Severity, but Severity can still be overridden manually if needed.
::[[File:620597.png|600px]]

* Ask for Report Status
::This adds a drop-down menu of statuses to the activity report. If enabled, you can list the statuses on separate rows beside the checkbox. This can later be used in Notification Preferences to automatically notify individuals if a status is chosen or has remained for an extended period of time.

* Ask for Persons Involved and Witnesses
::These add fields to the activity report that allow you to choose who was involved with, affected by, or witnessed the case's topic.
::[[File:242852.png|700px]]

* Ask for Parties Notified
::This field (also pictured above) allows you to link an individual to be notified with an email regarding this case. The email can be sent immediately or scheduled to send later (such as a reminder for stalled progress).

* Report Sections / Custom Questions
::This is where you can create the custom questions you want to ask inside this activity report. Very similar to [[TracCloud:_Custom_Fields|custom fields]], these can be formatted as text boxes, radio choices, drop-down menus, document uploads, etc. Also similar to custom fields is the "width" value, which determines how much space each field takes up. Multiple fields will fit side-by-side if their widths allow.
::[[File:344124.png|500px]]


===Notification Preferences===

This tab allows you to configure the email and SMS notifications that may be sent when this case is created or when status conditions are met.

[[File:971685.png|600px]] 

Notifications when [case] is Created/Opened will send as soon as the case is opened. You can have as many messages as you need, and each message can be sent to one or multiple staff members.

[[File:814584.png|500px]] 

Notifications when [case] or Activity Report Status changes can conditionally send based on the case or activity report status. For example, you may send an email after 0 days (i.e., immediately) when the case status is changed to "Closed." Another example would be notifying someone when the status of a particular activity report has been unchanged for a few days, as shown in the screenshot below.

[[File:828276.png|500px]] 

You can have multiple messages with multiple recipients, each with their own timing and status condition. You can either choose a specific staff member to notify or an individual related to the particular case using the arrow button. Case Worker is the individual that has been manually linked to the case, and Case Supervisor is that person's supervisor. The recipient can also be the case investigator, the person who opened the case, or the person who reported the case.

[[File:319118.png|500px]] 

</div>
<hr>
==Creating and Managing Cases==

Learn how to create and follow-up on cases and activity reports.
<hr>

<div class='collapsible'>Creating a Case</div><div class="mw-collapsible mw-collapsed">
 

Cases are most often created from the TracCloud dashboard using the {{#fas:comment}} button in the navigation bar. Clicking this will open the case category list to begin the submission process.

[[File:990765.png|500px]] 

Clicking on a category will then display its available case types. Optionally, if you only have one case type in the category (and it's been configured to be auto-selected in that scenario), clicking a category may instantly open the available type. The screenshots below show the category list and the type list that appears after choosing a category.

[[File:606534.png|650px]] 

[[File:882238.png|650px]] 

Lastly, after choosing a case type, you can start filling out the details of this case. The options displayed here will differ based on your case configuration. This particular case is configured so that an activity report is immediately shown to be filled out during case creation. This is one of several ways activity reports can be logged in a case, more will be covered in the next section of this article.

[[File:751183.png|650px]] 

Any cases that have been created will be available to review or update later in Other ➜ Modules ➜ Case Management ➜ Cases. Clicking an existing case will open the entry page, like what's shown above. Both the listing and the case entry page allow for creating activity reports on each case, which is covered in the next section of this article.

[[File:766813.png|650px]]

</div>
<hr>

<div class='collapsible'>Activity Reports</div><div class="mw-collapsible mw-collapsed">
 

As described in the configuration section of this article, activity reports represent follow-ups, completed actions, or additional details over the course of a case. There are a few ways activity reports can be created within a case:

===1. During Case Creation===

As described in the section above, you can optionally configure your case to show an initial activity report during creation allowing for an immediate report.

===2. From the Cases Listing===

The cases listing (Other ➜ Modules ➜ Case Management ➜ Cases) has a column with buttons to create each of the different activity reports for each case's type. If there are 4 or more available activities, they will display in a drop-down menu instead.

[[File:766813.png|650px]]

===3. From Case Entry===

By clicking on one of the cases above or otherwise opening a case in the system, you will be able to create or manage activity reports in the tab shown below.

[[File:854752.png|650px]]

<hr>
===Activity Report Creation===

Regardless of the method used, the process of filling out an activity report will be the same (according to how your case type's activity reports were configured). The screenshot below shows one possible configuration, but your custom questions, urgency fields, and involved parties will look different.

[[File:768437.png|600px]] 

When adding notified parties, you can schedule an email or SMS message to send later to that individual. Alternatively, you can log that an in-person conversation took place at a specific time.

[[File:801250.png|400px]] 

Any activity reports created will be shown under their own tab inside existing cases, or you can view all reports in their own listing in Other ➜ Modules ➜ Case Management ➜ Activity Reports.

[[File:609454.png|600px]]

</div>
<hr>

For information on purchasing the Case Management Module, reach out to [mailto:sales@go-redrock.com sales@go-redrock.com] 
For Case Management functionality questions, reach out to [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com]

<hr>
See Also:

[[TracCloud_Report:_Activity_Report_Listing|Report: Activity Report Listing]]

[[TracCloud_Report:_Case_Status_Summary|Report: Case Status Summary]]

[[TracCloud_Report:_Cases_Listing|Report: Cases Listing]]

[[Category:TracCloud Manual]]

TracCloud: Recording Visits

2026-06-24T17:45:42Z

Redrock:

<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudGuideBasicsTOC}}
</div>
<div class="pageTitle">Recording Visits</div>

Student [[TracCloud:_Attendance_Listing|Visits]] allow you to record when your students met with consultants. There are several options available for creating these visits, including real-time options like the Log Listing or Kiosk, used by staff and students respectively. Quick Visits can be used to create visits from scratch, and Batch Visits provides several tools for recording visits in bulk. There are even automated options for online appointments or when a staff mark appointments as attended manually.

This article will be going over the different options available and how you can utilize them for your system. This portion of our guide will not be covering work visits, for more information on those, [[TracCloudGuideBasicsPayroll#6._Work_Visits_(If_Pay_Basis_is_Work_Time)|take a look at our payroll tracking article.]]
<hr>

<div class='collapsible'>Log Listings / Real-time visit tracking, by staff</div><div class="mw-collapsible mw-collapsed"> 

The Log Listing can be used by staff members to log students into or out of your center, or to review who is currently logged in with on-going visits. If [[TracCloudGuideProfilePrefsLogInOut|wait time]] is being tracked, this page would also be used to manage visit statuses and coordinate which consultants will be assigned to their visits. 

The Log Listing can be accessed by going to the Attendance tab in your navigation bar, as seen in the screenshot below. The available choices are split up into 3 groups.

[[File:1947663.png|500px]] 

::* Center Log Listing
:::When you create a new [[TracCloudGuideProfileCenters|center]], both a kiosk and a log listing will be made available by default, unless specifically [[TracCloudGuideProfileCenters|disabled in the center]] OR if your system [[TracCloudGuideProfilePrefsLogEtc#Custom_KIOSK_Options|only allows custom kiosks]] to be used. Students who are logged in on these log listings will have their visits assigned to the selected center. 

::* Custom Kiosks
:::In addition to the default center kiosks, you can also create [[TracCloudGuideProfilePrefsLogEtc#Custom_KIOSK_Options|custom kiosks]], which are already linked to a specific center/consultant/reason/etc. These are frequently used for workshops or SI events, but they can be utilized for any visit tracking where a field needs to be predefined. 

::* Log Listing for [Profile]
:::This option operates similarly to standard center kiosks/log listings, except it includes all centers that your [[TracCloud:_Permission_Groups|permission group]] has access to. When logging a student in on this type of log listing, the first question you will be asked is what center you want to log the student into. 

After you’ve reached the log listing page, you can view the students who are currently logged in. The {{#fas:bars}} button can be used to sort the log listing by other fields. To log another student in, begin typing their ID, name, or scan their [[TracCloudGuideGlobalBarcode|barcode]] into the box in the center of your screen. 
[[File:1670850.png|800px]] 

After pressing enter or clicking on Log In / Out, you will be prompted to choose a consultant, subject, and/or reason for the visit depending on which fields are [[TracCloudGuideProfilePrefsLogInOut|enabled in your profile]]. Additionally, [[TracCloudGuideGlobalCustom|custom questions]] can be configured to appear here as well. If the student is logging in at the same time as their [[TracCloudGuideListingsAppts|scheduled appointment]], the subject/reason/consultant will be selected automatically to match that appointment. 

The following page displays a welcome message as configured in [[TracCloudGuideProfilePrefsLogEtc|your profile preferences]], and can show any [[TracCloud:_Announcements|announcements]] that have been designated as "Show on KIOSK." 

[[File:7276999.png|400px]] [[File:7131899.png|400px]] 

After completing the log process, the student will be added to the log list with any information they entered. The information visible here is determined by your [[TracCloudGuideProfilePrefsLogInOut|profile preferences]]. 

[[File:9796344.png|700px]] 

If your profile has been [[TracCloudGuideProfilePrefsLogInOut|configured to track wait time]], you will additionally see a {{#far:clock}} icon on this page. This is used to manage the status of the visit, either "Waiting" or "Started." After you click on this icon and change the status to "Started: [Consultant]," the icon will change to {{#far:handshake}}. If this icon does not appear, you will need to add "Wait Status Button" in your [[TracCloudGuideProfilePrefsLogListingCustom|profile preferences]]. Setting the status to "Concluded" would log the student out. The "Show All" button can be used to override the linked advisor filtering on the consultant list (if enabled for your system). 

[[File:9462729.png|300px]] [[File:5227442.png|500px]] 

To log the student out, click the {{#fas:right-from-bracket}} icon from the list or enter their ID/Name/Barcode in the center box again. After pressing enter or Log In / Out, you will see a confirmation prompt to confirm that you want to log the student out.

[[File:4020146.png|400px]] [[File:6320239.png|400px]] 

After a visit has been concluded, it will be removed from the log listing and kiosk, and you will be able to find it in the student's history or on the [[TracCloud:_Attendance_Listing|attendance listing.]]
</div>
<hr>

<div class='collapsible'>Kiosks / Real-time visit tracking, by students</div><div class="mw-collapsible mw-collapsed"> 

The Kiosk is used by students to log themselves into or out of your center. This page generally operates similarly to the log listing, but with much stricter permissions and fewer visit management utilities, as we're expecting students to be interacting with this page directly. 

Kiosks can be accessed by going to the Attendance tab in your navigation bar, as seen in the screenshot below. The available choices are split up into 3 groups, just like the log listings.

[[File:7815717.png|500px]] 

::* Center Kiosk
:::When you create a new [[TracCloudGuideProfileCenters|center]], both a kiosk and a log listing will be made available by default, unless specifically [[TracCloudGuideProfileCenters|disabled in the center]] OR if your system [[TracCloudGuideProfilePrefsLogEtc#Custom_KIOSK_Options|only allows custom kiosks]] to be used. Students who are logged in on these kiosks will have their visits assigned to the selected center. 

::* Custom Kiosks
:::In addition to the default center kiosks, you can also create [[TracCloudGuideProfilePrefsLogEtc#Custom_KIOSK_Options|custom kiosks]], which are already linked to a specific center/consultant/reason/etc. These are frequently used for workshops or SI events, but they can be utilized for any visit tracking where a field needs to be predefined. 

::* Kiosk for [Profile]
:::This option operates similarly to standard center kiosks, except it includes all centers that your [[TracCloud:_Permission_Groups|permission group]] has access to. When a student logs in on this type of kiosk, the first question they will be asked is what center they want to log into. 

After you've opened a kiosk, you will notice that your navigation bar tools have disappeared, and you have been logged out. Depending on your single sign-on solution, you may be prompted to additionally open a new tab to end your SSO session. Follow the instructions on screen if this is the case. 

The information shown on the kiosk is also significantly more restricted that the log listing. Our example below shows student names, but [[TracCloudGuideProfilePrefsLogListingCustom|hiding all student information]] is also a common configuration.

[[File:8763821.png|800px]] 

A student can login by typing their ID/name, swiping their [[TracCloudGuideGlobalBarcode|barcode]], or by scanning the QR code in the center of the screen with their phone. After starting the login process, they will be prompted to choose a consultant, subject, and/or reason for the visit depending on which fields are [[TracCloudGuideProfilePrefsLogInOut|enabled in your profile]]. Additionally, [[TracCloudGuideGlobalCustom|custom questions]] can be configured to appear here as well. If the student is logging in at the same time as their [[TracCloudGuideListingsAppts|scheduled appointment]], the subject/reason/consultant will be selected automatically to match that appointment. 

The following page displays a welcome message as configured in [[TracCloudGuideProfilePrefsLogEtc|your profile preferences]], and can show any [[TracCloud:_Announcements|announcements]] that have been designated as "Show on KIOSK." 

[[File:7276999.png|400px]] [[File:7131899.png|400px]] 

In order for the student to logout, they would need to type their ID, swipe their barcode, or scan the QR code once again. After pressing enter or Log In / Out, they will see a confirmation prompt to confirm that they want to log out.

[[File:4020146.png|400px]] [[File:6320239.png|400px]] 

After a visit has been concluded, it will be removed from the log listing and kiosk, and you will be able to find it in the student's history or on the [[TracCloud:_Attendance_Listing|attendance listing.]]
</div>
<hr>

<div class='collapsible'>Quick Visits / Creating visits from scratch & post-visit tracking</div><div class="mw-collapsible mw-collapsed"> 
Quick Visits allow you to create visits from scratch. For example, if a student forgot to login, or a login station wasn’t available at the time. Maybe even if you wanted to record a phone call or email conversation with the student as attendance in your system. This utility can be found by going to Attendance ➜ Quick Visit, as well as a few other locations listed further down.

[[File:8531221.png|500px]]
 
Choosing this option will open a new visit form, allowing you to enter all visit information from scratch. Select your student, consultant, reason, time, and so on. [[TracCloudGuideGlobalCustom|Custom fields]] can be created and made visible here as well. You can even upload [[TracCloudGuideGlobalDocs|documents]] to these visit records after saving, or send [[TracCloudGuideProfilePrefsEmails|"visit notes" emails]].

[[File:9150235.png|800px]] 

Clicking Save will create the new visit record, leaving the tab open if you need to make further adjustments. Alternate save options can be found under the arrow icon next to the save button. Save and Close will create the record and automatically close the tab in your browser. Save and New will create the record and immediately open a new quick visit form so you can start creating another visit.

[[File:4038016.png|300px]] 

In addition to the Quick Visit option under the Attendance menu, you can also create quick visits from a couple other locations. These all operate the same way, but may be easier to access depending on where you are in the system.

From the [[TracCloud:_Attendance_Listing|Attendance Listing]], you can find a "New Visit" button within the hamburger menu {{#fas:bars}}, and from student records you can find "Create Visit" as the very first option under the "Actions" menu. The latter option will even automatically select the student in the new visit that you create.

[[File:1446077.png|700px]]

</div>
<hr>

<div class='collapsible'>Batch Visits / SI sessions, workshops, and bulk visit tracking</div><div class="mw-collapsible mw-collapsed"> 
The Batch Visit utility is a collection of other visit tracking tools. Some of the most common use cases for these are SI sessions and workshops, but that's not a strict requirement. The visits created here are the same as the visits created from the options above, so you can use these in any scenario where you might find them useful. Batch Visits can be found in Attendance ➜ Batch Visits.

[[File:6080594.png|400px]] 

When you begin creating a Batch Visit, you will be asked to choose a center. After making your selection, you will be brought to the following screen. Fill out the visit information that you want to record for your students, then choose what batch visit tracking option works best for you, detailed below. If you have any [[TracCloudGuideGlobalCustom|visit custom fields]], they will appear on this screen as well.

[[File:4776074.png|800px]]
<hr>
<big>Batch Entry</big> 
The best way to describe Batch Entry is that it's a faster version of Quick Visit. Keeping the visit information entered at the top of your screen, you can repeatedly select new students, enter new notes as needed, and create their visits one after another without having to reenter the time, consultant, reason, etc.

[[File:8932970.png|800px]] 

* Remember Notes
::If this is checked, the notes field will not be cleared after you create each visit. This should be checked if you plan on reusing the same notes for each visit you're about to create. 

* Remember Student
::If this is checked, the student field will not be cleared after you create the visit. This is almost always used when recording visits to a generic student account, such as for prospective students who don't yet exist in TracCloud.

As you save visits, they will be displayed at the bottom of the screen under Similar Visits.
<hr>
<big>SI Batch Entry</big> 

SI Batch Entry shows all students enrolled in the section that you selected, including wildcard selections (like BIO210*). When recording visits with a wildcard section chosen, a matching registration from each selected student's enrollments will automatically be used. Students are separated into two lists, students who have visited for the selected section before, and students who haven't. You can select students from both lists at the same time. After you create a visit for a student, they will be shown with a {{#fas:calendar-check}} icon next to their name in the list. 

[[File:1749541.png|800px]] 

* Remember Notes
::If checked, the notes you enter will not be cleared when creating the visits for your selection of students, allowing you to reuse the note for the next selection (if needed). 

* Show Active Students (with Active Registrations) Only
::By default, the list of students can include inactive students/registrations. This checkbox can be used to hide them from the results.
<hr>
<big>Batch Scan</big> 

Batch Scan allows you to create visits for many students at once based on a list of identifiers. ID, Email, Barcode, etc. For example, if you were recording attendance in a spreadsheet, you could copy your identifier column into "scanned data" to quickly create those visits in TracCloud. 

[[File:4243278.png|800px]] 

* Skip Duplicates
::If checked, duplicate visits will not be created for students, even if they're present more than once in the list. 

* Scan Type
::Use this to specify what the data you're scanning refers to. ID, barcode, etc. 

The [[TracCloudGuideListingsStudents|Student Listing]] also has the ability to export a list of student IDs (see the 'Selected' menu under the hamburger icon {{#fas:bars}}). Using this, you can easily search for and copy your list of students, and paste that list here to create visits for all of them at once.

[[File:2615818.png|400px]] [[File:7430538.png|400px]]
<hr>
<big>Batch Codes</big> 

Batch Codes can be created at the top of the batch visit form. Clicking on Generate New Batch Code will provide a QR code which you can use to track attendance for this session. Notes can be applied to visits recorded with this QR code with the Auto Enter Notes field. If you apply any other changes to the visit details, such as duration, reason, etc, you can click Update Batch Code to get a new QR code.

[[File:9257899.png|800px]] 

After clicking on the QR code, you will be taken to the following screen. As a staff member, you can enter students IDs in the box to record their attendance, or students can scan the QR code with their phone to be taken to a login screen where they can record their own attendance. Similar to a kiosk, but no logout or additional questions necessary. 

[[File:4566058.png|800px]] 

Any Batch Codes that you generate can also be found at the initial batch visit creation screen. This allows you to create these codes in advance and quickly access them later. Batch codes can also be deleted from this page if needed.

[[File:6869487.png|800px]] 

Unique to Batch Codes is the Handle Overlap Visits option. This determines how batch visits deal with conflicting visits for students.

Do Nothing (or leaving the field blank) is the default. In the event of a conflict, TracCloud will not automatically modify any records. It will simply allow both visits to exist at the same time.

[[File:3987986.png|600px]] 

Logout Previous will adjust visits that are still ongoing at the time of the batch visit being created. In this case, it will automatically conclude the ongoing visit by setting the end time to the start time of the batch visit.

[[File:5056400.png|600px]] 



Lastly, Split the Visit will separate an existing visit to fit alongside the batch visit. If the conflicting visit has already concluded, it will modify/split it into two separate visits to fit the new batch visit. If the conflicting visit is ongoing, it will conclude the visit to end at the start time of the batch visit. This is similar to Logout Previous, except Split the Visit will also start a new ongoing visit at the end time of the batch visit as well so the student can be logged out later.

[[File:1791428.png|600px]]

</div>
<hr>

<div class='collapsible'>Drop-in Availabilities / Ad-hoc QR codes & online visit tracking</div><div class="mw-collapsible mw-collapsed"> 

Drop-in availabilities offer 2 additional visit tracking tools depending on the meeting type (online or in-person). Take a look at our [[TracCloudGuideBasicsSchedule|schedule management]] wiki article for details on creating these availabilities in the first place. 

Ad hoc QR codes can be created by hovering over the availability and clicking on the {{#fas:qrcode}} icon. Choose a time for the visits that this QR code will generate, then click on "Generate QR Code."

[[File:1958399.png|400px]] [[File:8816071.png|400px]] 

This will open a new tab where you can enter student IDs to create visits, or allow students to scan the QR code themselves to create their own visits, no logout required. 

[[File:9457127.png|800px]] 

Online drop-ins found in availability search results by students can also be used to automatically create visits. When the student clicks on the "Enter Online Session" button, they will be taken to the online meeting room and TracCloud will immediately create a visit for them matching the remaining duration of the availability time slot. 

[[File:5105316.png|800px]] 

[[File:4871001.png|800px]]

</div>
<hr>

<div class='collapsible'>Attended Appointments / Create visits based on appointments</div><div class="mw-collapsible mw-collapsed"> 

By marking an [[TracCloudGuideListingsAppts|appointment]] as "Attended," TracCloud will automatically create a visit to match that appointment. This can be useful if your campus doesn't track visits with log listings/kiosks, or even as an alternative to quick visits if your student forgot to login. After saving, you can make further changes to this new visit record by clicking on the {{#fas:pen-to-square}} icon.

[[File:5563987.png|800px]]
</div>
<hr>
<div class='collapsible'>Online Visits / Automated visit tracking</div><div class="mw-collapsible mw-collapsed"> 

Online visit tracking is unique compared to the other options here, as no manual actions are required to create these visits. When students join an online appointment in TracCloud, their appointment will be marked as attended and a visit will be created to match the appointment details ([[TracCloudGuideProfileAdvanced|unless you have specifically disabled this]]). 

You may have noticed that the hyperlink on the dashboard or the <nowiki>{{Appointment.OnlineLink}}</nowiki> [[TracCloudGuideProfilePrefsTwig|twig]] tag doesn't actually contain the online link you entered for the appointment, but instead a long TracCloud URL. Tracking attendance is the reason for this. When the student clicks on that link, TracCloud knows that they have joined the session and creates a visit record, then quickly redirects them to their Zoom, Webex, etc invite as usual. 

[[File:2720617.png|600px]]

</div>
<hr>
See Also

* [[TracCloud:_Attendance_Listing|Attendance/Visits Listing]]

* [[TracCloud:_Workshops|Workshops]]

* [[TracCloudGuideProfilePrefsLogInOut|Log In/Out Preferences]]

* [[TracCloudGuideProfilePrefsLogListingCustom|Log Listing Customization]]

* [[TracCloudGuideProfilePrefsLogEtc|Log Listing Message, etc]]

* [[TracCloudQ2|Q2 Study Tables]]

[[Category:TracCloud Manual]]

TracCloud: Confirm Bio

2026-06-24T15:27:32Z

Redrock:

<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudGuideGlobalTOC}}
</div>
<div class="pageTitle">Confirm Bio</div>

Confirm Bio allows students and staff to update their own information, either by following a URL sent to their email address after a KIOSK login, or within a prompt displayed in their browser after signing in. The information they’re allowed to view/edit is up to you. You can also prevent students from starting a visit until their bio has been confirmed, or even add staff bio as an element of search availability.

Each student and staff member has a checkbox in their profile that represents whether or not they have completed the confirm bio prompt. This checkbox can be reset manually or automatically to ensure that users have the most up to date information in their profile, even if the information differs from what is found in your import file. Students and staff can also manually edit their bio at any time via a widget on their dashboard.

==Student Confirm Bio Settings==

<div class='scrollImage'>
[[File:9149903.png|800px]]
</div>

* '''Confirm Staff Bio Activation'''
: Toggles this functionality on or off.

* '''Reset Student Confirmations on date''' and '''Next Date Time for Reset'''
: Provides the option to reset confirmations on a specific date, prompting students to confirm their bio once again. The confirm bio reset process happens at 1am. You can also prompt the student to confirm their bio regardless of the last time they confirmed by having them navigate to the following URL (replace the domain and campus code with your own instance): https://traccloud.go-redrock.com/demo/trac/entryinc.php?tbl=main&form=dashboard&orl=&srl=&confirmBIO=true

* '''Reset Student Confirmations after days and Reset after ___ days'''
: Provides the option to automatically reset confirmations after a certain number of days.

* '''Confirm Bio Instructions'''
: This message appears at the top of the Confirm Bio prompt, typically instructions for the information required or terms to agree to.

* '''Chosen Fields to Display to Student'''
: These are the editable fields within the Confirm Bio prompt. Each field can be assigned a status:
: Editable - This field can be edited by students, but if this field is imported, the import will override the contents of this field.
: Editable - Prevent Override - Allows editing like above, but the import process will not override the data saved here. Once the bio confirmed checkbox has been checked, no further changes will be made to this field by the import process.
: View Only - The student can view the current contents of this field within Confirm Bio, but the field cannot be modified.

* '''Allow Upload Photo'''
: This gives students the ability to upload their own photo to their student account, rather than [[TracCloud:_Student_Photos|batch or automated alternatives]].

* '''Ask Student to Type Initials when confirming'''
: Students will be prompted to enter their initials before continuing, as a form of e-signature.

* '''Ask Confirmation on KIOSK Login'''
: If the student's bio hasn't been confirmed, their [[TracCloudGuideBasicsVisits|Kiosk logins]] can be interrupted with one of the following options. If an email choice is selected, additional settings will be made available (email subject and body). On the kiosk prompts, a QR code will also be available that students can scan instead of checking their email.
: '''Don't Ask on KIOSK''' disables this functionality; kiosk logins will be unaffected by Confirm Bio status.
: '''Show Confirmation Form''' will display the Confirm Bio form on the screen, prompting the student to fill this out before continuing.
: '''Send Link via Email - Allow Sign In''' will cause the Confirm Bio form to be emailed to student, but the student will still be allowed to login.
: '''Send Link via Email - Required before Sign In''' will cause the Confirm Bio form to be emailed to the student, and will require it to be filled out prior to visit login.

* '''Title of Edit BIO button'''
: Allows you to change the label name of the Confirm Bio button on the student dashboard.
: [[File:4646008.png|600px]]
: [[File:2918542.png|450px]]

* '''Title of Confirmation Button'''
: This determines the name of the submit button. E.g., "Save," "I agree," "Submit," etc.

* '''Title of Close Button'''
: You can optionally enter custom text for a button to close the confirm bio form without saving. If left blank, this will be a simple 'x' button.

==Staff Confirm Bio Settings==

<div class='scrollImage'>
[[File:3085489.png|800px]]
</div>

* '''Confirm Staff Bio Activation'''
: Toggles this functionality on or off.

* '''Reset Staff Confirmations on date''' and '''Next Date Time for Reset'''
: Provides the option to reset confirmations on a specific date (or the term start date), prompting staff members to confirm their bio once again.

* '''Reset Staff Confirmations after days''' and '''Reset after ___ days'''
: Provides the option to automatically reset confirmations after a certain number of days.

* '''Confirm Bio Instructions'''
: This message appears at the top of the Confirm Bio prompt, typically instructions for this process.

* '''Chosen Fields to Display to Staff'''
: These are the editable fields within the Confirm Bio prompt. Each field can be assigned a status:
: Editable - This field can be edited by staff, but if this field is imported, it will override the contents of this field.
: Editable - Prevent Override - Allows editing like above, but the import process will not override the data saved here.
: View Only - The staff member can view the current contents of this field within Confirm Bio, but the field cannot be modified.

* '''Ask Staff to Type Initials when confirming'''
: Staff will be prompted to enter their initials before continuing, as a form of e-signature.

* '''Allow Edit Course List Specialties'''
: Provides consultants the ability to edit their linked [[TracCloud:_Course_Lists|Course List]]. This also requires their [[TracCloudGuideProfileGroups|permission group]] to have the ability to edit course list records. Go to Other ➜ Other Options ➜ Groups ➜ [The group you want to have this ability] ➜ Admin / Modules ➜ Table Access ➜ Add Course Lists, then change the access level to Edit (No Listing). This will allow them to edit course lists if linked to them (i.e., from confirm bio) but will not give them the ability to browse and edit all course lists.

* '''Allow Edit Reason Specialties'''
: Provides consultants the ability to edit their own [[TracCloudGuideProfileReasons|reason]] specialties.

* '''Allow Edit Personal BIO Text'''
: Provides consultants the ability to edit their own staff bio. This is ties into the Show Staff BIO on Search Availability setting.

* '''Allow Upload Photo'''
: Provides consultants the ability to upload a photo to their [[TracCloudGuideProfileStaff|staff record]].

* '''Allow Edit Special Needs / Accommodations'''
: Provides consultants the ability to edit their own [[TracCloud:_Special_Needs,_Skills,_and_Accommodations|skills / accommodations]].

* '''Title of Edit BIO button'''
: Allows you to change the label name of the Confirm Bio button on the staff dashboard.

* '''Title of Confirmation Button'''
: This determines the name of the submit button. E.g., "Save," "I agree," "Submit," etc.

* '''Chosen Fields to Auto Update Staff Data'''
: In the event that your consultant is linked to a student account (based on the two records having the same username), you can automatically pull a few data points from their student profile into the consultant profile to save time and to ensure they're up to date based on your SIS import. Phone, Name, Email, etc. Manual changes to student accounts also use this auto update utility.

* '''Show Staff BIO on Search Availability'''
: This enables Staff Bio to be visible to students when [[TracCloudGuideBasicsSchedule|searching for availabilities]] by clicking on a particular consultant's name from the availability search results.

* '''Layout of the Staff BIO'''
: If the above option is enabled, this determines what/how consultant information is displayed. By default, their Name, Photo, and Phone will appear on the left, with the written Staff Bio on the right. This grid can be changed/moved as needed. [[TracCloudGuideProfilePrefsTwig|Twig tags]] are supported.

[[Category:TracCloud Manual]]

TracCloud: Confirm Bio

2026-06-24T15:27:01Z

Redrock:

<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudGuideGlobalTOC}}
</div>
<div class="pageTitle">Confirm Bio</div>

Confirm Bio allows students and staff to update their own information, either by following a URL sent to their email address after a KIOSK login, or within a prompt displayed in their browser after signing in. The information they’re allowed to view/edit is up to you. You can also prevent students from starting a visit until their bio has been confirmed, or even add staff bio as an element of search availability.

Each student and staff member has a checkbox in their profile that represents whether or not they have completed the confirm bio prompt. This checkbox can be reset manually or automatically to ensure that users have the most up to date information in their profile, even if the information differs from what is found in your import file. Students and staff can also manually edit their bio at any time via a widget on their dashboard.

==Student Confirm Bio Settings==

<div class='scrollImage'>
[[File:9149903.png|800px]]
</div>

* '''Confirm Staff Bio Activation'''
: Toggles this functionality on or off.

* '''Reset Student Confirmations on date''' and '''Next Date Time for Reset'''
: Provides the option to reset confirmations on a specific date, prompting students to confirm their bio once again. The confirm bio reset process happens at 1am. You can also prompt the student to confirm their bio regardless of the last time they confirmed by having them navigate to the following URL (replace the domain and campus code with your own instance): https://traccloud.go-redrock.com/demo/trac/entryinc.php?tbl=main&form=dashboard&orl=&srl=&confirmBIO=true

* '''Reset Student Confirmations after days and Reset after ___ days'''
: Provides the option to automatically reset confirmations after a certain number of days.

* '''Confirm Bio Instructions'''
: This message appears at the top of the Confirm Bio prompt, typically instructions for the information required or terms to agree to.

* '''Chosen Fields to Display to Student'''
: These are the editable fields within the Confirm Bio prompt. Each field can be assigned a status:
: Editable - This field can be edited by students, but if this field is imported, the import will override the contents of this field.
: Editable - Prevent Override - Allows editing like above, but the import process will not override the data saved here. Once the bio confirmed checkbox has been checked, no further changes will be made to this field by the import process.
: View Only - The student can view the current contents of this field within Confirm Bio, but the field cannot be modified.

* '''Allow Upload Photo'''
: This gives students the ability to upload their own photo to their student account, rather than [[TracCloud:_Student_Photos|batch or automated alternatives]].

* '''Ask Student to Type Initials when confirming'''
: Students will be prompted to enter their initials before continuing, as a form of e-signature.

* '''Ask Confirmation on KIOSK Login'''
: If the student's bio hasn't been confirmed, their [[TracCloudGuideBasicsVisits|Kiosk logins]] can be interrupted with one of the following options. If an email choice is selected, additional settings will be made available (email subject and body). On the kiosk prompts, a QR code will also be available that students can scan instead of checking their email.
: '''Don't Ask on KIOSK''' disables this functionality; kiosk logins will be unaffected by Confirm Bio status.
: '''Show Confirmation Form''' will display the Confirm Bio form on the screen, prompting the student to fill this out before continuing.
: '''Send Link via Email - Allow Sign In''' will cause the Confirm Bio form to be emailed to student, but the student will still be allowed to login.
: '''Send Link via Email - Required before Sign In''' will cause the Confirm Bio form to be emailed to the student, and will require it to be filled out prior to visit login.

* '''Title of Edit BIO button'''
: Allows you to change the label name of the Confirm Bio button on the student dashboard.
: [[File:4646008.png|600px]]
: [[File:2918542.png|450px]]

* '''Title of Confirmation Button'''
: This determines the name of the submit button. E.g., "Save," "I agree," "Submit," etc.

* '''Title of Close Button'''
: You can optionally enter custom text for a button to close the confirm bio form without saving. If left blank, this will be a simple 'x' button.

==Staff Confirm Bio Settings==

<div class='scrollImage'>
[[File:3085489.png|800px]]
</div>

* '''Confirm Staff Bio Activation'''
: Toggles this functionality on or off.

* '''Reset Staff Confirmations on date''' and '''Next Date Time for Reset'''
: Provides the option to reset confirmations on a specific date (or the term start date), prompting staff members to confirm their bio once again.

* '''Reset Staff Confirmations after days''' and '''Reset after ___ days'''
: Provides the option to automatically reset confirmations after a certain number of days.

* '''Confirm Bio Instructions'''
: This message appears at the top of the Confirm Bio prompt, typically instructions for this process.

* '''Chosen Fields to Display to Staff'''
: These are the editable fields within the Confirm Bio prompt. Each field can be assigned a status:
: Editable - This field can be edited by staff, but if this field is imported, it will override the contents of this field.
: Editable - Prevent Override - Allows editing like above, but the import process will not override the data saved here.
: View Only - The staff member can view the current contents of this field within Confirm Bio, but the field cannot be modified.

* '''Ask Staff to Type Initials when confirming'''
: Staff will be prompted to enter their initials before continuing, as a form of e-signature.

* '''Allow Edit Course List Specialties'''
::Provides consultants the ability to edit their linked [[TracCloud:_Course_Lists|Course List]]. This also requires their [[TracCloudGuideProfileGroups|permission group]] to have the ability to edit course list records. Go to Other ➜ Other Options ➜ Groups ➜ [The group you want to have this ability] ➜ Admin / Modules ➜ Table Access ➜ Add Course Lists, then change the access level to Edit (No Listing). This will allow them to edit course lists if linked to them (i.e., from confirm bio) but will not give them the ability to browse and edit all course lists.

* '''Allow Edit Reason Specialties'''
: Provides consultants the ability to edit their own [[TracCloudGuideProfileReasons|reason]] specialties.

* '''Allow Edit Personal BIO Text'''
: Provides consultants the ability to edit their own staff bio. This is ties into the Show Staff BIO on Search Availability setting.

* '''Allow Upload Photo'''
: Provides consultants the ability to upload a photo to their [[TracCloudGuideProfileStaff|staff record]].

* '''Allow Edit Special Needs / Accommodations'''
: Provides consultants the ability to edit their own [[TracCloud:_Special_Needs,_Skills,_and_Accommodations|skills / accommodations]].

* '''Title of Edit BIO button'''
: Allows you to change the label name of the Confirm Bio button on the staff dashboard.

* '''Title of Confirmation Button'''
: This determines the name of the submit button. E.g., "Save," "I agree," "Submit," etc.

* '''Chosen Fields to Auto Update Staff Data'''
: In the event that your consultant is linked to a student account (based on the two records having the same username), you can automatically pull a few data points from their student profile into the consultant profile to save time and to ensure they're up to date based on your SIS import. Phone, Name, Email, etc. Manual changes to student accounts also use this auto update utility.

* '''Show Staff BIO on Search Availability'''
: This enables Staff Bio to be visible to students when [[TracCloudGuideBasicsSchedule|searching for availabilities]] by clicking on a particular consultant's name from the availability search results.

* '''Layout of the Staff BIO'''
: If the above option is enabled, this determines what/how consultant information is displayed. By default, their Name, Photo, and Phone will appear on the left, with the written Staff Bio on the right. This grid can be changed/moved as needed. [[TracCloudGuideProfilePrefsTwig|Twig tags]] are supported.

[[Category:TracCloud Manual]]

File:3085489.png

2026-06-24T15:22:51Z

Redrock: Redrock uploaded a new version of File:3085489.png

8159824

TracCloud: Confirm Bio

2026-06-23T23:54:56Z

Redrock:

<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudGuideGlobalTOC}}
</div>
<div class="pageTitle">Confirm Bio</div>

Confirm Bio allows students and staff to update their own information, either by following a URL sent to their email address after a KIOSK login, or within a prompt displayed in their browser after signing in. The information they’re allowed to view/edit is up to you. You can also prevent students from starting a visit until their bio has been confirmed, or even add staff bio as an element of search availability.

Each student and staff member has a checkbox in their profile that represents whether or not they have completed the confirm bio prompt. This checkbox can be reset manually or automatically to ensure that users have the most up to date information in their profile, even if the information differs from what is found in your import file. Students and staff can also manually edit their bio at any time via a widget on their dashboard.

==Student Confirm Bio Settings==

<div class='scrollImage'>
[[File:9149903.png|800px]]
</div>

* '''Confirm Staff Bio Activation'''
: Toggles this functionality on or off.

* '''Reset Student Confirmations on date''' and '''Next Date Time for Reset'''
: Provides the option to reset confirmations on a specific date, prompting students to confirm their bio once again. The confirm bio reset process happens at 1am. You can also prompt the student to confirm their bio regardless of the last time they confirmed by having them navigate to the following URL (replace the domain and campus code with your own instance): https://traccloud.go-redrock.com/demo/trac/entryinc.php?tbl=main&form=dashboard&orl=&srl=&confirmBIO=true

* '''Reset Student Confirmations after days and Reset after ___ days'''
: Provides the option to automatically reset confirmations after a certain number of days.

* '''Confirm Bio Instructions'''
: This message appears at the top of the Confirm Bio prompt, typically instructions for the information required or terms to agree to.

* '''Chosen Fields to Display to Student'''
: These are the editable fields within the Confirm Bio prompt. Each field can be assigned a status:
: Editable - This field can be edited by students, but if this field is imported, the import will override the contents of this field.
: Editable - Prevent Override - Allows editing like above, but the import process will not override the data saved here. Once the bio confirmed checkbox has been checked, no further changes will be made to this field by the import process.
: View Only - The student can view the current contents of this field within Confirm Bio, but the field cannot be modified.

* '''Allow Upload Photo'''
: This gives students the ability to upload their own photo to their student account, rather than [[TracCloud:_Student_Photos|batch or automated alternatives]].

* '''Ask Student to Type Initials when confirming'''
: Students will be prompted to enter their initials before continuing, as a form of e-signature.

* '''Ask Confirmation on KIOSK Login'''
: If the student's bio hasn't been confirmed, their [[TracCloudGuideBasicsVisits|Kiosk logins]] can be interrupted with one of the following options. If an email choice is selected, additional settings will be made available (email subject and body). On the kiosk prompts, a QR code will also be available that students can scan instead of checking their email.
: '''Don't Ask on KIOSK''' disables this functionality; kiosk logins will be unaffected by Confirm Bio status.
: '''Show Confirmation Form''' will display the Confirm Bio form on the screen, prompting the student to fill this out before continuing.
: '''Send Link via Email - Allow Sign In''' will cause the Confirm Bio form to be emailed to student, but the student will still be allowed to login.
: '''Send Link via Email - Required before Sign In''' will cause the Confirm Bio form to be emailed to the student, and will require it to be filled out prior to visit login.

* '''Title of Edit BIO button'''
: Allows you to change the label name of the Confirm Bio button on the student dashboard.
: [[File:4646008.png|600px]]
: [[File:2918542.png|450px]]

* '''Title of Confirmation Button'''
: This determines the name of the submit button. E.g., "Save," "I agree," "Submit," etc.

* '''Title of Close Button'''
: You can optionally enter custom text for a button to close the confirm bio form without saving. If left blank, this will be a simple 'x' button.

==Staff Confirm Bio Settings==

The staff side of these settings starts off similarly with our activation rules.

[[File:3085489.png|800px]] 

* Confirm Staff Bio Activation
::Toggles this functionality on or off. 

* Reset Staff Confirmations on date and Next Date Time for Reset
::Provides the option to reset confirmations on a specific date, prompting staff members to confirm their bio once again. 

* Reset Staff Confirmations after days and Reset after ___ days
::Provides the option to automatically reset confirmations after a certain number of days. 

* Confirm Bio Instructions
::This message appears at the top of the Confirm Bio prompt, typically instructions for this process. 

[[File:4540105.png|800px]]
 

* Chosen Fields to Display to Staff
::These are the editable fields within the Confirm Bio prompt. Each field can be assigned a status: Editable - This field can be edited by staff, but if this field is imported, it will override the contents of this field. Editable - Prevent Override - Allows editing like above, but the import process will not override the data saved here. View Only - The staff member can view the current contents of this field within Confirm Bio, but the field cannot be modified. 

* Ask Staff to Type Initials when confirming
::Staff will be prompted to enter their initials before continuing, as a form of e-signature. 

* Allow Edit Course List Specialties
::Provides consultants the ability to edit their linked [[TracCloud:_Course_Lists|Course List]]. This also requires their [[TracCloudGuideProfileGroups|permission group]] to have the ability to edit course list records. Go to Other ➜ Other Options ➜ Groups ➜ [The group you want to have this ability] ➜ Admin / Modules ➜ Table Access ➜ Add Course Lists, then change the access level to Edit (No Listing). This will allow them to edit course lists if linked to them (i.e., from confirm bio) but will not give them the ability to browse and edit all course lists. 

* Allow Edit Reason Specialties
::Provides consultants the ability to edit their own [[TracCloudGuideProfileReasons|Reason]] Specialties. 

* Allow Edit Personal BIO Text
::Provides consultants the ability to edit their own Staff Bio. This is ties into the Show Staff BIO on Search Availability setting. 

* Allow Upload Photo
::Provides consultants the ability to upload a photo to their [[TracCloudGuideProfileStaff|staff record]]. 

* Allow Edit Special Needs / Accommodations
::Provides consultants the ability to edit their own skills / accommodations. [https://wiki.go-redrock.com/index.php/TracCloudGuideGlobalSkills More information.] 

* Title of Edit BIO button
::Allows you to change the label name of the Confirm Bio button on the staff dashboard. 

* Title of Confirmation Button
::This determines the name of the submit button. E.g., "Save," "I agree," "Submit," etc. 

[[File:4371439.png|800px]] 

* '''Chosen Fields to Auto Update Staff Data'''
: In the event that your consultant is linked to a student account (based on the two records having the same username), you can automatically pull a few data points from their student profile into the consultant profile to save time and to ensure they're up to date based on your SIS import. Phone, Name, Email, etc. Manual changes to student accounts also use this auto update utility.

* '''Show Staff BIO on Search Availability'''
: This enables Staff Bio to be visible to students when [[TracCloudGuideBasicsSchedule|searching for availabilities]] by clicking on a particular consultant's name from the availability search results.

* '''Layout of the Staff BIO'''
: If the above option is enabled, this determines what/how consultant information is displayed. By default, their Name, Photo, and Phone will appear on the left, with the written Staff Bio on the right. This grid can be changed/moved as needed. [[TracCloudGuideProfilePrefsTwig|Twig tags]] are supported.

[[Category:TracCloud Manual]]

File:9149903.png

2026-06-23T23:47:47Z

Redrock: Redrock uploaded a new version of File:9149903.png

6000232

TracCloud: Dashboard Charts and Dashboard Surveys

2026-06-23T23:42:14Z

Redrock:

<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudGuideGlobalTOC}}
</div>
<div class="pageTitle">Dashboard Charts and Dashboard Surveys</div>

This menu allows toggling of certain status charts on or off for the [[TracCloud:_Permission_Groups|permission groups]] who have access to this feature, as well as manage the [[TracCloudST|Surveys]] widget on the dashboard for students.

Other ➜ Other Options ➜ Preferences ➜ Dashboard Charts.

[[File:8782001.png|800px]]

==What are Status/Dashboard Charts?==
Status Charts are quick and simple reports that you can run straight from your [[TracCloud:_Dashboard|dashboard]]. The purpose of this feature is to immediately generate snapshots of your data without necessitating running a full [[TracCloudReports|report]].

[[File:7247758.png|800px]]

==Providing Access to Status Charts==
In order for a staff member to access this feature, their [[TracCloudGuideProfileGroups|permission group]] needs to allow it. To change this, go to Other ➜ Other Options ➜ Groups ➜ [The group you want to edit] ➜ Student / Visit, then enable Show the Status Charts on Main Menu. Save when done.

[[File:9816100.png|600px]]

==Dashboard Surveys==
If your system utilizes the [[TracCloudST|SurveyTrac module]], users will have a widget on their dashboard showing pending surveys that they can respond to. If Hide Surveys panel if there are no surveys to show is checked, this widget will be hidden if no new surveys are available.

[[File:9305269.png|600px]]

[[Category:TracCloud Manual]]

TracCloud: Staff User Level

2026-06-23T23:38:30Z

Redrock:

<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudGuideProfileTOC}}
</div>
<div class="pageTitle">Staff User Level</div>

Every Staff account in TracCloud is assigned a User Level, SysAdmin, Super Admin, Profile Admin, or Staff. These levels impose restrictions on the selected account that go beyond what you can control with just a [[TracCloudGuideProfileGroups|permission group]]. This article goes over the exact differences between these levels.

[[File:5574079.png|800px]]

==Unique to SysAdmin Accounts==

SysAdmin accounts provide the highest level of access in TracCloud. That includes potentially sensitive data, utilities to modify data in bulk, and the ability to edit technical aspects of your TracCloud instance. Here are the options that only System Administrators can access.

* Global Preferences - Everything from [[TracCloudGuideGlobalSystem|system theme]] to [[TracCloudTechSSO|SSO integration settings]] and more. SysAdmins are always unrestricted in this access compared to the potentially limited access that Super Admins can be given.

* [[TracCloudGuideListingsSavedSearches|Saved Searches]] - Specifically the menu to manage or delete Saved Searches, other User Levels can still save and access their personal Saved Searches.

* Utilities for merging or modifying data in bulk - The ability to merge, delete, or modify individual records is determined by Permission Group.

* Access to the "Delete Selection" option on some listings - Students, Staff, and Faculty listings.

* The ability to edit locked Visits - In other words, SysAdmins can override the 'Lock visits older than' setting in your Profile.

* The ability to delete [[TracCloudGuideProfileReasons|Reasons]] - Other users can still deactivate or modify Reasons, just not delete.

* The ability to set a custom "From" address when emailing users.

* The ability to edit [[TracCloudReports|Favorite Reports]] of other users

* Lookup Values

* Audit Logs

* Access to [[TracCloudChangelog|TracCloud Changelog]]

And of course, some of the more obvious ones...

* The ability to edit “Lock to SysAdmin” [[TracCloud:_Course_Lists|Course Lists]]

* The ability to set other users as SysAdmin

* Unrestricted access to the '[[TracCloud:_Log_In_As|Log In As...[any account in TracCloud]' Utility]]

==Super Admin level or higher==

Super Admins are similar to Profile Admins, but with a few minor additions and the ability to provide access to select global preferences. Access to global preferences is configured in the super admin's staff account, next to 'Linked Centers.' Aside from the specific global preferences, here are the options that only Super Admins and SysAdmins have access to.

* [[TracCloudGuideGlobalCustom|Custom Fields]]

* [[TracCloud:_Announcements|Announcements]]

* [[TracCloud:_Data_Export#2._SFTP_Export|Visits/Appointments SFTP Export]] & [[TracCloud:_Data_Export#5._Starfish_Export|Starfish Export]]

* Access to the [[TracCloudGuideBasicsSchedule|Availability Blocks]] listing

* Profile-specific Group Entry - Super Admins/SysAdmins can open Permission Groups within a specific Profile, to access only that Profile's Center choices.

* The ability to Create [[TracCloudGuideGlobalLists|Student Lists]], unless you [[TracCloudGuideGlobalStudentFields|allow Profile Admins to create lists in Student Entry Choices.]]

* [[TracCloudSAGE|SAGE referral types]] - Specifically the ability to modify Referral Types and Emails, other users can still submit Referrals for Students (assuming their Group allows it).

* [[TracCloudQ2|Q2 Study Table Management]] - Settings for Q2 Tables, other users can access the Tables themselves (if their Group allows it).

* The ability to use the '[[TracCloud:_Log_In_As|Log In As...[any account in TracCloud]' Utility]] to login to Profile Admin accounts or below.

==Profile Admin level or higher==

Profile Admins still have access to many important settings and functions in TracCloud, and will be the ideal level for most of your "admin" accounts. Options like Profile Preferences and Group Management are still available, but potentially dangerous or sensitive utilities are hidden. Here are the options that only Profile Admins, Super Admins, and SysAdmins can access.

* The entire [[TracCloudGuideProfileGeneral|Profiles]] menu - Including [[TracCloudGuideProfileCenters|Centers]], [[TracCloudGuideProfileReasons|Reasons]], [[TracCloudGuideProfilePrefsLogInOut|Prefs]], etc.

* The entire [[TracCloudGuideProfileGroups|Groups]] menu

* The ability to create or modify ‘All centers’ or ‘All staff’ [[TracCloudGuideBasicsSchedule|schedule reserve blocks]]

* The ability to modify a staff member’s user level - I.e., 'Staff' level accounts can only create other 'Staff' level accounts, Profile Admins can create Profile Admins or Staff.

* [[TracCloudGuideBasicsPayroll|Work Types Listing]] - And by extension, the ability to modify Work Types.

* The ability to modify the assigned Group and Centers of [[TracCloud:_Staff_and_Consultants|other staff]]. Group is filtered to only groups assigned to the same profile of the current user's primary center.

* Access to the "Delete Selection" option on some listings - Appointments, Course Lists, Documents, Referrals, Registrations, Success Plans, and Attendance listings, if their group has table access for said listing.

* The ability to create [[TracCloudGuideListingsStudents|Student]] records manually. This permission can be granted to staff through a [[TracCloud:_Permission_Groups|permission group override]].

* The ability to edit [[TracCloudSuccessPlans|Success Plan Types]] (if their [[TracCloudGuideProfileGroups|permission group]] allows it in table access) 

And a few Reports:

* The entire [[TracCloud_Report:_Profile_Detail|Security category]]

* The entire [[TracCloudReportsPayroll01|Payroll category]]

* [[TracCloudReportsManagement11|Students Visits Cleanup Data]]

* [[TracCloud_Report:_Appointments/Visits_Utilization|Appointments/Visits Utilization]]

* [[TracCloud_Report:_Visits_by_Faculty_and_Subject|Visits by Faculty and Subject]]

* [[TracCloud_Report:_Visits_by_Assigned_Advisor_and_Student|Visits by Advisor and Subject]]

All other permissions for Staff-level accounts are determined by [[TracCloudGuideProfileGroups|permission group]].

[[Category:TracCloud Manual]]

TracCloud: Rosetta

2026-06-23T23:32:50Z

Redrock:

TracCloud: Table and Field List

This article lists fields in TracCloud grouped by table. For each field, it will show the data type, description, how the field is accessible in [[TracCloud:_Twig|Twig]], the [[TracCloud:_API|API]], as well as how it displays in the [[TracCloud:_Data_Export|SFTP data export]].

Tips

* Hover over the field name to see an example value.

* Click the header to sort by that column, shift-click to sort by multiple.

<hr>

<div class='collapsible'>Type Definitions</div><div class="mw-collapsible mw-collapsed">
 
{| class="wikitable" style="margin:auto;"
!Type!!Description
|-
|varchar(#)||Alphanumeric field with a specified maximum length.
|-
|int||Integer, maximum value of about 4 billion, or a 10-digit numeric value.
|-
|bigint||Big integer, maximum value of about 9 quintillion, or a 16-digit numeric value.
|-
|tinyint||Tiny integer, typically used to store a 1 or 0 as true or false.
|-
|date||Date, formatted as YYYY-MM-DD
|-
|time||A specific time using a 24-hour format (HH:MM:SS), e.g., 13:45:00
|-
|datetime||Date and time, YYYY-MM-DD HH:MM:SS
|-
|double||Decimal # with up to 12 digits precision
|-
|json||JSON-formatted field that contains multiple fields and values (e.g., custom fields).
|}

</div>
<hr>
<div class="mw-customtoggle-1 mw-customtoggle-2 mw-customtoggle-3 mw-customtoggle-4 mw-customtoggle-5 mw-customtoggle-6 mw-customtoggle-7 mw-customtoggle-8 mw-customtoggle-9 mw-customtoggle-10 mw-customtoggle-11 mw-customtoggle-12 mw-customtoggle-13 mw-customtoggle-14 mw-customtoggle-15 mw-customtoggle-16" style="float: left; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px">'''Invert All Visibility'''</div> 
</div>

<hr>

<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>Students</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-1">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-1">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence||bigint ||Static identifier for students, unrelated to ID. || || Students.Sequence ||
|-
| UUID || varchar(36) || Unique identifier for this user. || || Students.UUID ||
|-
| ID || bigint || The student's ID number. Should be unique.|| <nowiki>{{Student.ID}}</nowiki> || Students.ID || StudentID
|-
| Other_ID||varchar(40) || Alternative identifier for the student.|| <nowiki>{{Student.Other_ID}}</nowiki> || Students.Other_ID || OtherID
|-
| Other_ID2|| varchar(40) || Another alternative identifier for the student. || <nowiki>{{Student.Other_ID2}}</nowiki>|| Students.Other_ID2 || OtherID2
|-
|Barcode|| varchar(80) || The student's [[TracCloud:_General_Kiosk_Login_Options_/_Barcode_Scanners|barcode]]. || <nowiki>{{Student.Barcode}}</nowiki> || Students.Barcode || Barcode
|-
| Status || varchar(80) || Whether the student is Active or Inactive. || <nowiki>{{Student.Status}}</nowiki> || Students.Status || Status
|-
| OtherStatus || varchar(80) || Alternative/custom status. There are 3 unique statuses that can prevent deactivation: Prospect Alumni Staff|| || Students.OtherStatus || StudentOtherStatus
|-
| Legal_First || varchar(80) || The student's legal first name. || <nowiki>{{Student.Legal_First}}</nowiki> || Students.Legal_First || LegalFirst
|-
| First Name || varchar(80) || The student's preferred first name.|| <nowiki>{{Student.First_Name}}</nowiki> || Students.First_Name || FirstName
|-
| Last Name || varchar(80) || The student's last name. || <nowiki>{{Student.Last_Name}}</nowiki> || Students.Last_Name || LastName
|-
| Middle || varchar(80) || The student's middle name. || <nowiki>{{Student.Middle}}</nowiki> || Students.Middle || Middle
|-
| Full_Name || varchar(255) || The student's full name, formatted as "Last, First M.". || <nowiki>{{Student.Full_Name}}</nowiki> || Students.Full_Name ||
|-
| LastFirst || varchar(255) || The student's full name, formatted as "Last, First M". || <nowiki>{{Student.LastFirst}}</nowiki> || ||
|-
| Full_Name2|| varchar(255) || The student's full name, formatted as "First M. Last". || <nowiki>{{Student.Full_Name2}}</nowiki> || Students.Full_Name2 ||
|-
| FirstLast|| varchar(255) || The student's full name, formatted as "First Last". || <nowiki>{{Student.FirstLast}}</nowiki> || ||
|-
| Street|| varchar(250) || The student's street address. || || Students.Street || Street
|-
| Apt|| varchar(80) || The student's apartment number. || || Students.Apt ||
|-
| City|| varchar(120) || The student's city. || || Students.City || City
|-
| State|| varchar(80) || The student's state. || || Students.State || State
|-
| Zip|| varchar(20) || The student's zip code. || || Students.Zip || ZIP
|-
| Home_Phone|| varchar(80) || The student's home phone number. || <nowiki>{{Student.Home_Phone}}</nowiki> || Students.Home_Phone || HomePhone
|-
| Work_Phone|| varchar(80) || The student's work phone number. || <nowiki>{{Student.Work_Phone}}</nowiki> || Students.Work_Phone || WorkPhone
|-
| Cell_Phone|| varchar(80) || The student's cell phone number. || <nowiki>{{Student.Cell_Phone}}</nowiki> || Students.Cell_Phone || CellPhone
|-
| Email || varchar(120) || The student's email address, typically their campus email. || <nowiki>{{Student.Email}}</nowiki> || Students.Email || Email
|-
| Preferred||varchar(80) || The student's preferred contact method. Possible values are listed below. 1 = Home 2 = Work 3 = Cell 4 = Email 5 = Verbal|| <nowiki>{{Student.Preferred}}</nowiki> || Students.Preferred ||
|-
| LastDateIn|| date || Date of the student's last visit. || || Students.LastDateIn ||
|-
| UserName|| varchar(120) || The student's username for authentication. || <nowiki>{{Student.UserName}}</nowiki> || Students.UserName || StudentUserName
|-
| Birthdate||date || The student's birthdate. || || Students.Birthdate || Birthdate
|-
| Pronouns|| varchar(80) || The student's preferred pronouns. || <nowiki>{{Student.Pronouns}}</nowiki> || Students.Pronouns || StudentPronouns
|-
| Gender|| varchar(80) || The student's gender. || <nowiki>{{Student.Gender}}</nowiki> || Students.Gender || Gender
|-
| Ethnicity|| varchar(150) || The student's ethnicity. || <nowiki>{{Student.Ethnicity}}</nowiki> || Students.Ethnicity|| Ethnicity
|-
| Major|| varchar(120) || The student's major. || <nowiki>{{Student.Major}}</nowiki> || Students.Major|| Major
|-
| Class||varchar(80) || The student's class. || <nowiki>{{Student.Class}}</nowiki> || Students.Class|| Class
|-
| DegreeGoal||varchar(80) || The student's degree goal. || <nowiki>{{Student.DegreeGoal}}</nowiki> || Students.DegreeGoal|| DegreeGoal
|-
| Cohort||varchar(80) || The student's cohort. || <nowiki>{{Student.Cohort}}</nowiki> || Students.Cohort|| Cohort
|-
| College||varchar(80) || The student's college. || <nowiki>{{Student.College}}</nowiki> || Students.College|| College
|-
| Grad_Und||varchar(80) || The student's graduate status. || <nowiki>{{Student.Grad_Und}}</nowiki> || Students.Grad_Und|| GradUndergrad
|-
| GPA||double || The student's GPA. || <nowiki>{{Student.GPA}}</nowiki> || Students.GPA || GPA
|-
| AccumHours||double || The student's accumulated hours. || || Students.AccumHours || Hours
|-
| Fund|| varchar(80) || The student's fund. || || Students.Fund || StudentFund
|-
| PrimaryConsultantID || bigint || Relates to Staff.Sequence. || || Students.PrimaryConsultantID ||
|-
| FlagText|| varchar(80) || The contents of the student's [[TracCloud:_Student_Entry_Choices|"Flag Information" field.]] || || Students.FlagText ||
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Student.CustomData.cf_123}}</nowiki> || Students.CustomData->>``$.cf_123`` || [Field Name]
|-
| WatchLists || json || Returns a true or false value based on whether or not the student is on the specified [[TracCloud:_Student_Lists|watch list.]] Hover over the name of your watch list to find its sequence number (e.g., wl_9) || <nowiki>{{Student.WatchLists.wl_0}}</nowiki> || ||
|-
| gen_BIOConfirmed|| varchar(2) || Whether or not the student has [[TracCloud:_Confirm_Bio|confirmed their bio.]] || || Students.gen_BIOConfirmed ||
|-
| gen_BIOConfirmedDT|| varchar(20) || When the student last confirmed their bio. || || Students.gen_BIOConfirmedDT ||
|-
| CreatedDT|| timestamp || When this student record was initially created in TracCloud. || || Students.CreatedDT ||
|-
| _LastImportedDT|| datetime || The last time this student record was [[TracCloud:_Student_Data_Import|imported]] into TracCloud. || || Students._LastImportedDT ||
|}
</div>
 
</div>

<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>Visits</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-2">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-2">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || A unique identifier for every visit record. || || Visits.Sequence || VisitID
|-
| EnteredDT || datetime || The date and time the student entered the center. This will only differ from TimeIn if your center tracks wait time.|| <nowiki>{{Visit.EnteredDT}}</nowiki> || Visits.EnteredDT ||
|-
| EnteredTime || time || The time the student entered, formatted as "09:45am." || <nowiki>{{Visit.EnteredTime}}</nowiki> || ||
|-
| EnteredDate || time || The date the student entered. || <nowiki>{{Visit.EnteredDate}}</nowiki> || ||
|-
| TimeIn || datetime || The date and time the student's visit began. || <nowiki>{{Visit.TimeIn}}</nowiki> || Visits.TimeIn || DateIn and TimeIn
|-
| StartTime || time || The time the student's visit began, formatted as "09:45am." || <nowiki>{{Visit.StartTime}}</nowiki> || ||
|-
| StartDate || time || The datethe student's visit began. || <nowiki>{{Visit.StartDate}}</nowiki> || ||
|-
| TimeOut || datetime || The date and time the student's visit ended. || <nowiki>{{Visit.TimeOut}}</nowiki> || Visits.TimeOut || TimeOut
|-
| EndTime || time || The time the student's visit ended, formatted as "09:45am." || <nowiki>{{Visit.EndTime}}</nowiki> || ||
|-
| EndDate || time || The datethe student's visit ended. || <nowiki>{{Visit.EndDate}}</nowiki> || ||
|-
| isWork || tinyint || Whether or not this visit is a work visit. || <nowiki>{{Visit.isWork}}</nowiki> || Visits.isWork ||
|-
| StudentID || bigint || Relates to Students.Sequence (not Students.ID). || || Visits.StudentID ||
|-
| CenterID || bigint || Relates to Centers.Sequence || || Visits.CenterID ||
|-
| ConsultantID || bigint || Relates to Staff.Sequence || || Visits.ConsultantID ||
|-
| RegistrationID || bigint || Relates to Registrations.Sequence || || Visits.RegistrationID ||
|-
| ReasonID || bigint || Relates to Reasons.Sequence || || Visits.ReasonID ||
|-
| isWaiting || tinyint || Whether or not the student is currently waiting to be seen (i.e., TimeIn not yet started). || || Visits.isWaiting ||
|-
| WaitTime || double || How long the student waited to start their visit in minutes (TimeIn - EnteredDT). || <nowiki>{{Visit.WaitTime}}</nowiki> || Visits.WaitTime || WaitTime
|-
| Duration || int || The length of the student's visit in minutes. || <nowiki>{{Visit.Duration}}</nowiki> || Visits.Duration || Duration
|-
| TotalTime || double || The total visit time (WaitTime + Duration). || <nowiki>{{Visit.TotalTime}}</nowiki> || Visits.TotalTime || TotalTime
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Visit.CustomData.cf_123}}</nowiki> || Visits.CustomData->>``$.cf_123`` || [Field Name]
|-
| isTerminated || tinyint || Whether or not this visit was automatically [[TracCloud:_Log_Listing_Message,_KIOSK_Notices,_and_Custom_KIOSKs|terminated]] by TracCloud. || || Visits.isTerminated ||
|-
| Fund || varchar(80) || The fund for this visit. || <nowiki>{{Visit.Fund}}</nowiki> || Visits.Fund || Fund
|-
| CtrNotes || text || The notes field filled in by staff/consultants in TracCloud. || <nowiki>{{Visit.CtrNotes}}</nowiki> || Visits.CtrNotes || VisitNotes
|-
| SurveyRespID || bigint || Relates to Responses.Sequence. || || Visits.SurveyRespID ||
|-
| TermID || bigint || Relates to Terms.Sequence. || || Visits.TermID || VisitTermCode (displays Terms.TermCode)
|-
| SectionID || bigint || Relates to Sections.Sequence. || || Visits.SectionID ||
|-
| Location || varchar(512) || The location of the visit. || <nowiki>{{Visit.Location}}</nowiki> || Visits.Location || Location
|-
| Online || tinyint || The modality of the visit. Possible values are listed below. 0 = In-person 1 = Online 2 = Asynchronous 3 = Phone|| <nowiki>{{Visit.Online}}</nowiki> || Visits.Online|| Online
|-
| TimeZone || varchar(120) || The time zone of this visit's time. || || Visits.TimeZone ||
|-
| VisitDay || varchar(20) || The day of week the visit took place. || <nowiki>{{Visit.Day}}</nowiki> || Visits.VisitDay ||Weekday
|}
</div>
 
</div>


<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>Appointments</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-3">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-3">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || A unique identifier for each appointment record. || || Appointments.Sequence || ApptID
|-
| StartDT || datetime || The appointment start date and time. || <nowiki>{{Appointment.StartDT}}</nowiki> || Appointments.StartDT || DateIn and TimeIn
|-
| StartTime || time || The appointment start time, formatted as "02:00pm". || <nowiki>{{Appointment.StartTime}}</nowiki> || ||
|-
| DisplayTime || time || The appointment start time, formatted as 200p. || <nowiki>{{Appointment.DisplayTime|raw}}</nowiki> || ||
|-
| StartDate || date || The appointment start date, formatted as "01/31/25". || <nowiki>{{Appointment.StartDate}}</nowiki> || ||
|-
| DisplayDate || date || The appointment start date, formatted as "Fri, Jan 31" or "Today" for same-day appointments. || <nowiki>{{Appointment.DisplayDate}}</nowiki> || ||
|-
| Duration || double || The length of the appointment in minutes. || <nowiki>{{Appointment.Duration}}</nowiki> || Appointments.Duration || Duration
|-
| EndDT || datetime || The appointment end date and time. || <nowiki>{{Appointment.EndDT}}</nowiki> || Appointments.EndDT || TimeOut
|-
| EndTime || time || The appointment end time. || <nowiki>{{Appointment.EndTime}}</nowiki> || ||
|-
| EndDate || date || The appointment end date. || <nowiki>{{Appointment.EndDate}}</nowiki> || ||
|-
| Day || varchar || The appointment day of week. || <nowiki>{{Appointment.Day}}</nowiki> || || Weekday
|-
| Link || varchar || A link to the appointment record in TracCloud. || <nowiki>{{Appointment.Link}}</nowiki> || ||
|-
| StudentID || bigint || Relates to Students.Sequence (not Students.ID). || || Appointments.StudentID ||
|-
| ConsultantID || bigint || Relates to Staff.Sequence. || || Appointments.ConsultantID ||
|-
| VisitID || bigint || Relates to Visits.Sequence. || || Appointments.VisitID ||
|-
| CenterID || bigint || Relates to Centers.Sequence. || || Appointments.CenterID ||
|-
| ReasonID || bigint || Relates to Reasons.Sequence. || || Appointments.ReasonID ||
|-
| SectionID || bigint || Relates to Sections.Sequence. || || Appointments.SectionID ||
|-
| AvailRecID || bigint || Relates to AvailBlocks.Sequence. || || Appointments.AvailRecID ||
|-
| RecurID || bigint || Recurring appointments that are part of the same series (e.g., weekly at 2pm) will have a matching RecurID. || || Appointments.RecurID ||
|-
| Status || varchar(80) || The status of the appointment. || <nowiki>{{Appointment.Status}}</nowiki> || Appointments.Status || ApptStatus
|-
| Location || varchar(512) || The location of the appointment. This will be the in-person location if in-person or the availability's meeting link if online. For online sessions, you may want to use "OnlineLink" instead so TracCloud can track attendance.|| <nowiki>{{Appointment.Location}}</nowiki> || Appointments.Location || Location
|-
| Fund || varchar(80) || The appointment fund. || <nowiki>{{Appointment.Fund}}</nowiki> || Appointments.Fund || Fund
|-
| Online || int || Whether or not the appointment is online. Possible values are listed below. 0 = In-person 1 = Online 2 = Asynchronous 3 = Phone || <nowiki>{{Appointment.Online}}</nowiki> || Appointments.Online || Appointment Meeting Type Online (displays as "Yes" or blank)
|-
| OnlineURL || varchar(512) || The online meeting link for the appointment. This will be blank for in-person appointments. The Twig tag will contain a TracCloud link that tracks attendance when the student joins rather than a direct link to the meeting room. || <nowiki>{{Appointment.OnlineLink}}</nowiki> || Appointments.OnlineURL || ApptOnlineURL
|-
| OtherNotes || text || Student cancellation reason. || <nowiki>{{Appointment.OtherNotes}}</nowiki> || Appointments.OtherNotes || OtherNotes
|-
| Type || varchar || The type of appointment. Possible values are listed below. Group 1 on 1 Online Group Online 1 on 1 Asynchronous Phone || <nowiki>{{Appointment.Type}}</nowiki> || || ApptType
|-
| Icon || || An icon that indicates the appointment type. {{#fas:user-group}} for in-person and {{#fas:wifi}} for online. || <nowiki>{{Appointment.Icon|raw}}</nowiki> || ||
|-
| hasDocument || varchar || Whether or not the appointment has a document uploaded, displayed as "true" or "false". || <nowiki>{{Appointment.hasDocument}}</nowiki> || ||
|-
| OnlineText || varchar || If the appointment is online, this tag will display as "Online", otherwise it will be blank. || <nowiki>{{Appointment.OnlineText}}</nowiki> || ||
|-
| isRecurring || varchar || Whether or not the appointment is recurring, displayed as "true" or "false". || <nowiki>{{Appointment.isRecurring}}</nowiki> || ||
|-
| ["Mar 13, 10:00 am ","Mar 14, 10:00 am ","Mar 15, 10:00 am "]</nowiki>'>RecurringDates || varchar || An array of recurring appointments in the series. || <nowiki>{{Appointment.RecurringDates}}</nowiki> || ||
|-
| recurFirstDate || date || The first date of a recurring appointment series. || <nowiki>{{Appointment.recurFirstDate}}</nowiki> || ||
|-
| recurLastDate || date || The last date of a recurring appointment series. || <nowiki>{{Appointment.recurLastDate}}</nowiki> || ||
|-
| isCancelled || varchar || Whether or not the appointment is currently canceled, displayed as "true" or "false". || <nowiki>{{Appointment.isCanceled}}</nowiki> || ||
|-
| isMissed || varchar || Whether or not the appointment is currently missed, displayed as "true" or "false". || <nowiki>{{Appointment.isMissed}}</nowiki> || ||
|-
| autoCanceled || varchar || Whether or not the appointment was automatically canceled due to max cancel/missed in recurring series rules, displayed as "true" or "false". || <nowiki>{{Appointment.autoCanceled}}</nowiki> || ||
|-
| SchedDT || datetime || The date and time this appointment was scheduled. || <nowiki>{{Appointment.SchedDT}}</nowiki> || Appointments.SchedDT || ApptScheduledDT
|-
| SchedModDT || datetime || The date and time this appointment was last modified || <nowiki>{{Appointment.SchedModDT}}</nowiki> || Appointments.SchedModDT || ApptModifiedDT
|-
| SchedUser || varchar(80) || The user who originally scheduled this appointment. || <nowiki>{{Appointment.SchedUser}}</nowiki> || Appointments.SchedUser || ScheduledBy
|-
| SchedNotes</a> || text || Unused. || || || SchedNotes
|-
| SurveyRespID || bigint || Relates to Responses.Sequence. || || Appointments.SurveyRespID ||
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Appointment.CustomData.cf_123}}</nowiki> || Appointments.CustomData->>``$.cf_123`` || [Field Name]
|-
| SchedModBy || varchar(80) || The user who last edited the appointment. || <nowiki>{{Appointment.SchedModBy}}</nowiki> || Appointments.SchedModBy || ApptModifiedBy
|}
</div>
 
</div>


<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>Availabilities</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-4">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-4">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || A unique identifier for every availability record. || || AvailBlocks.Sequence
|-
| FromDT || datetime || The starting date and time of this availability block. || || AvailBlocks.FromDT
|-
| ToDT || datetime || The ending date and time of this availability block. || || AvailBlocks.ToDT
|-
| Increments || varchar(5) || The increment duration in minutes. || || AvailBlocks.Increments
|-
| Breaks || varchar(5) || The delay between increments in minutes. || || AvailBlocks.Breaks
|-
| DAYS || varchar(30) || Which days of the week this availability is available on. || || AvailBlocks.Days
|-
| isAvail || int || 0 = Reserve block, 1 = Regular availability, 2 = Stacked availability. || <nowiki>{{AvailBlock.isAvail}}</nowiki> || AvailBlocks.isAvail
|-
| BlockType || varchar(256) || Reserve block description. || || AvailBlocks.BlockType
|-
| BlockStatus || varchar(80) || Reserve block appointment status. || || AvailBlocks.BlockStatus
|-
| MaxStudents || int || The number of available slots at this time. || <nowiki>{{AvailBlock.MaxStudents}}</nowiki> || AvailBlocks.MaxStudents
|-
| ConsultantID || bigint || Relates to Staff.Sequence. || || AvailBlocks.ConsultantID
|-
| CenterID || bigint || Relates to Centers.Sequence. || || AvailBlocks.CenterID
|-
| ReasonID || bigint || Relates to Reasons.Sequence. || || AvailBlocks.ReasonID
|-
| SectionID || bigint || Relates to Sections.Sequence. || || AvailBlocks.SectionID
|-
| AvailSubj || varchar(256) || The availability subject, including wildcard entries. || || AvailBlocks.AvailSubj
|-
| RecurType || || The type of recurring appointment. The possible options are listed below. None Daily Weekly Bi-Weekly Optional Daily Optional Weekly Optional Bi-Weekly Optional Daily Chosen Optional Weekly Chosen Optional Bi-Weekly Chosen || || AvailBlocks.RecurType
|-
| Location || varchar(512) || The in-person location for this availability. || || AvailBlocks.Location
|-
| OnlineURL || varchar(512) || The online location for this availability. || || AvailBlocks.OnlineURL
|-
| Fund || varchar(80) || The availability fund. || || AvailBlocks.Fund
|-
| isInperson || tinyint || Whether or not the availability is in-person. || || AvailBlocks.isInperson
|-
| isOnline || tinyint || Whether or not the availability is online. || || AvailBlocks.isOnline
|-
| isAsynch || tinyint || Whether or not the availability is asynchronous. || || AvailBlocks.isAsync
|-
| defLocChoice || int || The default location choice. 0 = in-person, 1 = online, 2 = asynchronous. || || AvailBlocks.defLocChoice
|-
| isMeeting</a> || tinyint || Whether or not a reserve block is designated as as meeting block. || || AvailBlocks.isMeeting
|}
</div>
 
</div>


<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>Course Related (Courses, Sections, Terms, Registrations, Faculty, SectionSchedule)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-5">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-5">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Courses
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || A unique identifier for every course. || || ||
|-
| Subject || varchar(40) || The subject. || <nowiki>{{Course.Subject}}</nowiki> || Courses.Subject || Subject
|-
| Course || varchar(20) || The course number. || <nowiki>{{Course.Course}}</nowiki> || Courses.Course || Course
|-
| Title || varchar(120) || The course title. || <nowiki>{{Course.Title}}</nowiki> || Courses.Title || Title
|-
| ExcludeFromCharts || tinyint || Whether or not this course is configured to be excluded from charts. || || Courses.ExcludeFromCharts ||
|-
| Dept || varchar(40) || The assigned department for this course. || || Courses.Dept ||
|-
| SubjectCourse || varchar(200) || Combination of Subject and Course in one field. || <nowiki>{{Course.SubjectCourse}}</nowiki> || Courses.SubjectCourse ||
|-
| SubjectCourseTitle || varchar || Combination of Subject, Course, and Title in one field. || <nowiki>{{Course.SubjectCourseTitle}}</nowiki> || ||
|-
| _LastImportedDT || datetime || The date and time this record was last imported. || || Courses._LastImportedDT ||
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Course.CustomData.cf_123}}</nowiki> || Courses.CustomData->>``$.cf_123`` || [Field Name]
|-
| RelatedCoursesID || varchar(20) || The course family identifer. || || Courses.RelatedCoursesID ||
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Sections
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || A unique identifier for each section. || || Sections.Sequence ||
|-
| Inactive || tinyint || Whether or not this section is currently inactive. || || Sections.Inactive ||
|-
| Code || varchar(80) || The section code/number. || <nowiki>{{Section.Code}}</nowiki> || Sections.Code || Section
|-
| CourseID || bigint || Relates to Courses.Sequence. || || Sections.CourseID ||
|-
| GradeGroupID || bigint || Relates to GradeGroups.Sequence. || || Sections.GradeGroupID ||
|-
| CRN || varchar(80) || The CRN of this section record. || <nowiki>{{Section.CRN}}</nowiki> || Sections.CRN || CRN
|-
| TermID || bigint || Relates to Terms.Sequence (not Terms.TermCode). || || Sections.TermID ||
|-
| FacultyID || bigint || Relates to Sections.FacultyID (not Faculty.UserID). || || Sections.FacultyID ||
|-
| nonEnrolled || tinyint || Whether or not this is a [[TracCloud:_Non-Enrolled_Courses|non-enrolled course]]. || || Sections.nonEnrolled ||
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Section.CustomData.cf_123}}</nowiki> || Sections.CustomData->>``$.cf_123`` || [Field Name]
|-
| CreatedDT || timestamp || When this section record was initially created. || || Sections.CreatedDT ||
|-
| ignoreRegImportDeactivate || tinyint || Whether or not this section is configured to ignore deactivations. || || Sections.ignoreRegImportDeactivate ||
|-
| Credits || double || The potential credits for this section. || || Sections.Credits ||
|-
| _LastImportedDT || datetime || The latest date and time this record was imported into TracCloud. || || Sections._LastImportedDT ||
|-
| Title || varchar(120) || This optional field overrides Courses.Title if present. || <nowiki>{{Section.Title}}</nowiki> || Sections.Title ||
|-
| SubjectTermCode || || Combination of Courses.SubjectCourse and Terms.TermCode. || <nowiki>{{Section.SubjectTermCode}}</nowiki> || ||
|-
| SubjectTitle || || Combination of Courses.SubjectCourse and Courses.Title. || <nowiki>{{Section.SubjectTitle}}</nowiki> || ||
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Terms
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || A unique identifer for this term record. || || Terms.Sequence ||
|-
| Active || tinyint || Whether or not this term is currently active. || || Terms.Active ||
|-
| TermCode || varchar(80) || The term/semester code. || <nowiki>{{Term.TermCode}}</nowiki> || Terms.TermCode || Term
|-
| ActiveFrom || date || The start date of this term. || || Terms.ActiveFrom ||
|-
| ActiveTo || date || The end date of this term. || || Terms.ActiveTo ||
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Registrations
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence|| bigint || A unique identifier for this registration record. || || Registrations.Sequence ||
|-
| Inactive || tinyint || Whether or not this registration is currently inactive. || || Registrations.Inactive ||
|-
| OverrideDate || tinyint || Whether or not this registration is configured with a date override. || || Registrations.OverrideDate ||
|-
| SectionID || bigint || Relates to Sections.Sequence. || || Registrations.SectionID ||
|-
| StudentID || bigint || Relates to Students.Sequence (not Students.ID). || || Registrations.StudentID ||
|-
| Grade || varchar(40) || The registration grade. || || Registrations.Grade ||
|-
| ValidFromDT || datetime || The start date of this registration. || || Registrations.ValidFromDT ||
|-
| ValidToDT || datetime || The end date of this registration. || || Registrations.ValidToDT ||
|-
| Notes || text || The registration notes field. || || Registrations.Notes ||
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Registration.CustomData.cf_123}}</nowiki> || Registrations.CustomData->>``$.cf_123`` || [Field Name]
|-
| _LastImportedDT || datetime || The latest date and time this record was imported into TracCloud. || || Registrations._LastImportedDT ||
|-
| RegStatus || varchar(40) || The registration status (dropped, withdrawn, enrolled, etc). || || Registrations.RegStatus ||RegistrationStatus
|-
| EarnedCredits || double || The student's earned credits in this enrollment. || || Registrations.EarnedCredits ||
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Faculty
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || Static identifier for faculty, unrelated to UserID. || || Faculty.Sequence ||
|-
| UUID || varchar(36) || Unique identifer for faculty records. || || Faculty.UUID ||
|-
| FirstName || varchar(80) || The faculty member's first name. || <nowiki>{{Faculty.FirstName}}</nowiki>* || Faculty.FirstName || FacultyFirst
|-
| LastName || varchar(80) || The faculty member's last name. || <nowiki>{{Faculty.LastName}}</nowiki>* || Faculty.LastName || FacultyLast
|-
| UserID || varchar(80) || The faculty member's ID number. || <nowiki>{{Faculty.UserID}}</nowiki>* || Faculty.UserID || FacultyUserID
|-
| UserName || varchar(80) || The faculty member's username for authentication. || <nowiki>{{Faculty.UserName}}</nowiki>* || Faculty.UserName || FacultyUserName
|-
| Salutation || varchar(40) || The faculty member's salutation (e.g., Dr.). || <nowiki>{{Faculty.Salutation}}</nowiki>* || Faculty.Salutation || Salutation
|-
| SalutationFullName || || Combination of salutation and full name. || <nowiki>{{Faculty.SalutationFullName}}</nowiki>* || ||
|-
| SalutationLastName || || Combination of salutation and last name. || <nowiki>{{Faculty.SalutationLastName}}</nowiki>* || ||
|-
| Department || varchar(60) || The faculty member's department. || <nowiki>{{Faculty.Department}}</nowiki>* || Faculty.Department || FacultyDepartment
|-
| Inactive || tinyint || Whether or not this faculty is currently inactive. || || Faculty.Inactive ||
|-
| Phone || varchar(80) || The faculty member's phone number. || <nowiki>{{Faculty.Phone}}</nowiki>* || Faculty.Phone ||
|-
| Email || varchar(120) || The faculty member's email address. || <nowiki>{{Faculty.Email}}</nowiki>* || Faculty.Email || FacultyEmail
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Faculty.CustomData.cf_123}}</nowiki>* || Faculty.CustomData->>``$.cf_123`` || [Field Name]
|-
| OtherID || varchar(80) || An alternate hidden identifier for faculty. This is typically left blank. || || Faculty.OtherID ||
|-
| FullName || varchar(255) || Combination of FirstName, LastName, and Saltuation in one field. || <nowiki>{{Faculty.FullName}}</nowiki>* || Faculty.FullName ||
|-
| _LastImportedDT || datetime || The latest date and time this record was imported into TracCloud. || || Faculty._LastImportedDT ||
|}
* To reference the STEP faculty in [[TracCloud:_Work_Plans|work plans]] with Twig, the "StepFaculty" prefix should be used instead (e.g., <nowiki>{{StepFaculty.FirstName}}</nowiki>). The regular "Faculty" prefix shown above should be used everywhere else.

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ SectionSchedule
|-
! Field !! Type !! Description !! API
|-
| Sequence || bigint || A unique identifer for this section schedule record. || SectionSchedule.Sequence
|-
| SectionID || bigint || Relates to Sections.Sequence (not Sections.Code). || SectionSchedule.SectionID
|-
| Days || varchar(30) || Which days this class takes place on. || SectionSchedule.Days
|-
| Time || time || What time the class starts. || SectionSchedule.Time
|-
| Duration || int || The duration of the class in minutes. || SectionSchedule.Duration
|-
| Description || text || The description for this class. || SectionSchedule.Description
|-
| Campus || varchar(80) || The campus. || SectionSchedule.Campus
|-
| Bldg || varchar(80) || The building. || SectionSchedule.Bldg
|-
| Room || varchar(80) || The room. || SectionSchedule.Room
|}
</div>
 
</div>


<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>Staff/Consultants</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-6">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-6">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || Static identifer for staff. || || Staff.Sequence ||
|-
| UUID || varchar(36) || Unique Identifer for each user. || || Staff.UUID ||
|-
| First_Name || varchar(80) || The staff member's first name. || <nowiki>{{Consultant.First_Name}}</nowiki>* || Staff.First_Name || ConsultantFirst
|-
| Last_Name || varchar(80) || The staff member's last name. || <nowiki>{{Consultant.Last_Name}}</nowiki>* || Staff.Last_Name || ConsultantLast
|-
| LastFirst || varchar(255) || The staff member's full name, formatted as "Last, First". || <nowiki>{{Consultant.LastFirst}}</nowiki>* || Staff.LastFirst ||
|-
| FirstLast || varchar(255) || The staff member's full name, formatted as "First Last". || <nowiki>{{Consultant.FirstLast}}</nowiki>* || Staff.FirstLast ||
|-
| Alias || varchar(120) || The staff member's alias/alternative name. || <nowiki>{{Consultant.Alias}}</nowiki>* || Staff.Alias || ConsultantAlias
|-
| Email || varchar(120) || The staff member's email address. || <nowiki>{{Consultant.Email}}</nowiki>* || Staff.Email || ConsultantEmail
|-
| UserName || varchar(80) || The staff member's username. This typically matches Students.Username if the user has both account types. || <nowiki>{{Consultant.UserName}}</nowiki>* || Staff.UserName || ConsultantUserName
|-
| UserLevel || int || The staff member's [[TracCloud:_Staff_User_Level|user level]]. The possible options are listed below. 0 = Staff 1 = SysAdmin 2 = Profile Admin || || Staff.UserLevel ||
|-
| LastAccess || datetime || Date and time this staff member last logged into TracCloud. || || Staff.LastAccess ||
|-
| GroupID || bigint || The staff member's permission group, relates to Groups.Sequence. || || Staff.GroupID ||
|-
| isKiosk || tinyint || Whether or not this staff account is configured to be a kiosk account. || || Staff.isKiosk ||
|-
| isConsultant || tinyint || Whether or not this staff account is configured to be a consultant account. || || Staff.isConsultant ||
|-
| Inactive || tinyint || Whether or not this account is inactive. || || Staff.Inactive ||
|-
| Phone || varchar(30) || The staff member's phone number. || <nowiki>{{Consultant.Phone}}</nowiki>* || Staff.Phone ||
|-
| CellPhone || varchar(80) || The staff member's cell phone number. || <nowiki>{{Consultant.CellPhone}}</nowiki>* || Staff.CellPhone ||
|-
| WorkPhone || varchar(80) || The staff member's work phone number. || <nowiki>{{Consultant.WorkPhone}}</nowiki>* || Staff.WorkPhone ||
|-
| Address || varchar(80) || The staff member's street address. || || Staff.Address ||
|-
| City || varchar(120) || The staff member's city. || || Staff.City ||
|-
| State || varchar(80) || The staff member's state. || || Staff.State ||
|-
| Zip || varchar(20) || The staff member's zip/post code. || || Staff.Zip ||
|-
| CourseListID || bigint || Relates to CourseList.Sequence || || Staff.CourseListID ||
|-
| Location || varchar(512) || The staff member's assigned in-person location. || || Staff.Location || ConsultantLocation
|-
| OnlineLink || varchar(512) || The staff member's assigned online URL. || || Staff.OnlineLink || ConsultantOnlineLink
|-
| Fund || varchar(80) || The staff member's assigned fund. || || Staff.Fund || ConsultantFund
|-
| PayCodeID || bigint || Relates to PayCodes.Sequence. || || Staff.PayCodeID ||
|-
| Hired || date || The date this staff member was hired. || || Staff.Hired || ConsultantHired
|-
| Terminated || date || The date this staff member's employment was terminated. || || Staff.Terminated || ConsultantTerminated
|-
| ReasonQuit || varchar(220) || The reason for employment termination. || || Staff.ReasonQuit || ConsultantReasonQuit
|-
| Mailbox || varchar(80) || The staff member's mailbox. || || Staff.Mailbox ||
|-
| CenterID || bigint || The staff member's default center. Relates to Centers.Sequence. || || Staff.CenterID || Mailbox
|-
| noShowOnSched || tinyint || Whether or not this staff member has been configured to not show on the schedule. || || Staff.noShowOnSched ||
|-
| Notes || text || The staff member's notes field. || <nowiki>{{Consultant.Notes}}</nowiki>* || Staff.Notes ||
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Consultant.CustomData.cf_123}}*</nowiki> || Staff.CustomData->>``$.cf_123`` || [Field Name]
|-
| OtherID || varchar(80) || The staff member's alternate/other ID. || || Staff.OtherID || ConsultantOtherID
|-
| StaffBIO || text || The staff member's bio text. || <nowiki>{{Consultant.StaffBIO|raw}}</nowiki>* || Staff.StaffBIO ||
|-
| Pronouns || varchar(80) || The staff member's preferred pronouns. || <nowiki>{{Consultant.Pronouns}}</nowiki>* || Staff.Pronouns || ConsultantPronouns
|-
| CreatedDT || datetime || The date that this staff record was created. || || Staff.CreatedDT ||
|-
| _LastImportedDT || datetime || The date that this staff record was last imported (only applicable if importing staff). || || Staff._LastImportedDT ||
|-
| KioskSort || varchar(10) || The staff member's sort code. || || Staff.KioskSort ||
|-
| SupervisorID || int || The staff member's assigned supervisor. Relates to Staff.Sequence. || || Staff.SupervisorID ||
|-
| TitleOrPosition || varchar(80) || The staff member's title/position. || || Staff.TitleOrPosition ||
|-
| Photo || || The staff member's photo. || <nowiki>{{Consultant.Photo|raw}}</nowiki>* || ||
|}

<nowiki>*</nowiki> Depending on the context, different table prefixes must be used for Twig tags specifically. Most Twig-supported locations throughout TracCloud use the "Consultant" table prefix shown above. Exceptions are listed below. 
* "Staff" (e.g., <nowiki>{{Staff.First_Name}}</nowiki>) should be used in: [[TracCloud:_Workshops|Workshop descriptions and notifications]], [[TracCloud:_Announcements|announcements]], [[TracCloud:_Confirm_Bio|staff bio on search availability]], [[TracCloud:_Work_Plans|Work Plan assignees]], and the [[TracCloud:_Welcome_Messages|staff welcome message]]
* "Supervisor" (e.g., <nowiki>{{Supervisor.First_Name}}</nowiki>) should be used when referencing the assigned supervisor in [[TracCloud:_Work_Plans|Work Plan]] fields.
* "StepSupervisor" (e.g., <nowiki>{{StepSupervisor.First_Name}}</nowiki>) should be used when referencing the STEP supervisor in [[TracCloud:_Work_Plans|Work Plan]] fields.
* "CreatedBy" (e.g., <nowiki>{{CreatedBy.First_Name}}</nowiki>) can be used to reference the staff member who created a referral in [[TracCloud:_SAGE|SAGE emails]].
</div>
 
</div>


<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>Profile Related (Profiles, Centers, Reasons, Groups)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-7">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-7">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Profiles
|-
! Field !! Type !! Description !! API
|-
| Sequence || bigint || Unique identifer for each profile. || Profiles.Sequence
|-
| Type || int || The type of profile. Possible values are listed below. 1 = TutorTrac 2 = AdvisorTrac 3 = FitnessTrac || Profiles.Type
|-
| Name || varchar(80) || The name of the profile. || Profiles.Name
|-
| Inactive || tinyint || Whether or not this profile is currently inactive. || Profiles.Inactive
|-
| ContactID || bigint || The main contact for this profile. Relates to Staff.Sequence. || Profiles.ContactID
|-
| NameForConsultant || varchar(80) || The name of the "consultant" user type in TracCloud. || Profiles.NameForConsultant
|-
| TimeZone || varchar(120) || This profile's time zone. Uses system time zone if blank (which is common). || Profiles.TimeZone
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Centers
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || Unique identifier for each center. || || Centers.Sequence ||
|-
| Name || varchar(80) || The name of the center. || <nowiki>{{Center.Name}}</nowiki> || Centers.Name || Centers
|-
| CourseListID || bigint || The center's linked course list, relates to CourseList.Sequence. || || Centers.CourseListID ||
|-
| ProfileID || bigint || Which profile this center is linked to, relates to Profiles.Sequence. || || Centers.ProfileID ||
|-
| Inactive || tinyint || Whether or not this center is currently inactive. || || Centers.Inactive ||
|-
| UpdatedDT || datetime || The last time this center record was modified. || || Centers.UpdatedDT ||
|-
| IsWritingCenter || tinyint || Whether or not this center has been configured to ignore consultant specialties. || || Centers.IsWritingCenter ||
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Reasons
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || Unique identifier for each reason. || || Reasons.Sequence ||
|-
| ProfileID || bigint || Which profile this reason is linked to, relates to Profiles.Sequence. || || Reasons.ProfileID ||
|-
| Reason || varchar(80) || The name of the reason. || <nowiki>{{Reason.ReasonName}}</nowiki> <nowiki>{{Reason.Reason}}</nowiki> || Reasons.Reason || Reason
|-
| Inactive || tinyint || Whether or not this reason is inactive. || || Reasons.Inactive ||
|-
| isWork || tinyint || Whether or not this reason is a [[TracCloud:_Payroll|work reason.]] || || Reasons.isWork ||
|-
| SortCode || varchar(40) || The sort code for this reason to override alphabetical sorting. || || Reasons.SortCode ||
|-
| Category || varchar(80) || The reason's category. || <nowiki>{{Reason.Category}}</nowiki> || Reasons.Category ||
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Groups
|-
! Field !! Type !! Description !! API
|-
| Sequence || bigint || Unique identifier for each group. || Groups.Sequence
|-
| GroupName || varchar(80) || The name of the group. || Groups.GroupName
|-
| ProfileID || bigint || Which profile this group is assigned to, relates to Profiles.Sequence. || Groups.ProfileiD
|}
</div>
 
</div>


<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>SurveyTrac Related (Surveys, SrvyQuestions, Responses, SrvyRespAnswers)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-8">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-8">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Surveys
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each survey. || || Surveys.Sequence
|-
| Name || varchar(80) || The title of the survey. || <nowiki>{{Survey.Name}}</nowiki> || Surveys.Name
|-
| CreatedBy || bigint || The user who created the survey, relates to Staff.Sequence. || || Surveys.CreatedBy
|-
| ProfileID || bigint || Which profile this survey is linked to, relates to Profiles.Sequence. || || Surveys.ProfileID
|-
| AutoSend || varchar(80) || The chosen "Initiated Via" option. || || Surveys.AutoSend
|-
| Active || tinyint || Whether or not this survey is currently active. || || Surveys.Active
|-
| ActiveFrom || date || The start date of the survey period. || || Surveys.ActiveFrom
|-
| ActiveTo || date || The end date of the survey period. || || Surveys.ActiveTo
|-
| Instructions || text || The instructions displayed to the recipient when filling out the survey. || || Surveys.Instructions
|-
| Confirmation || text || The text shown to the recipient after submitting a response. || || Surveys.Confirmation
|-
| HeadText || text || The survey title shown to the recipient above the questions. || || Surveys.HeadText
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ SrvyQuestions
|-
! Field !! Type !! Description !! API
|-
| Sequence || bigint || Unique identifer for each survey question. || SrvyQuestions.Sequence
|-
| Question || text || The question text. || SrvyQuestions.Question
|-
| SurveyID || bigint || Which survey the question is assigned to, relates to Surveys.Sequence. || SrvyQuestions.SurveyID
|-
| Points || double || How many points a correct answer is worth ([[TracCloud:_Grade_Groups_%26_Potential_Assignments|more info.]] || SrvyQuestions.Points
|-
| AnswerChoices || text || The available answers students can select from. || SrvyQuestions.AnswerChoices
|-
| Type || varchar(80) || The format/type of question. || SrvyQuestions.Type
|-
| Number || int || The question number; the value that determines question order. || SrvyQuestions.Number
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Responses
|-
! Field !! Type !! Description !! API
|-
| Sequence || bigint || Unique identifer for each survey response. || Responses.Sequence
|-
| SurveyID || bigint || Which survey this response is linked to, relates to Surveys.Sequence. || Responses.Sequence
|-
| linkedUID || varchar(36) || The UUID of the person who answered this survey. || Responses.linkedUID
|-
| SentByID || varchar(36) || Who/what sent the survey to the recipient. This can be "Dashboard" for dashboard surveys, the name of center for automated surveys, or the UUID of a staff member if manually sent. || Responses.SentByID
|-
| StudentID || bigint || The student recipient, relates to Students.Sequence (not Students.ID). || Responses.StudentID
|-
| SentBy || varchar(80) || Same as SentByID, except in the case of surveys sent by staff this field will display username instead of UUID. || Responses.SentBy
|-
| SentDate || datetime || The date and time this survey was sent to the recipient. || Responses.SentDate
|-
| AnsweredDate || datetime || The date and time the recipient responded to the survey. This will be null if no response has been received. || Responses.AnsweredDate
|-
| StaffID || bigint || The staff recipient, relates to Staff.Sequence. || Responses.StaffID
|-
| FacultyID || bigint || The faculty recipient, relates to Faculty.Sequence. || Responses.FacultyID
|-
| SentManually || tinyint || Whether or not this survey was manually sent to the recipient. || Responses.SentManually
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ SrvyRespAnswers
|-
! Field !! Type !! Description !! API
|-
| Sequence || bigint || Unique identifer for each question response. || SrvyRespAnswers.Sequence
|-
| QuestionID || bigint || Which question this response relates to, relates to SrvyQuestions.Sequence. || SrvyRespAnswers.QuestionID
|-
| ResponseID || bigint || Which survey response this question response relates to, relates to Responses.Sequence. || SrvyRespAnswers.ResponseID
|-
| tAnswer || varchar(80) || The recipient's answer to the question || SrvyRespAnswers.tAnswer
|}
</div>
 
</div>


<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>Document Related (Documents, DocTypes)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-9">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-9">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Documents
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each document. || || Documents.Sequence
|-
| linkedUID || varchar(36) || The UUID of the user account this document is upload to, for Student/Staff documents. || || Documents.linkedUID
|-
| Usage || varchar(255) || Where this document is uploaded. Possible values are listed below. student staff appointment visit availability group survey || <nowiki>{{Document.Usage}}</nowiki> || Documents.Usage
|-
| StudentID || bigint || Which student record this document is related to, relates to Students.Sequence (not Students.ID). || || Documents.StudentID
|-
| StaffID || bigint || Which staff record this document is related to, relates to Staff.Sequence. || || Documents.StaffID
|-
| DocTypeID || bigint || Which document type this document is related to, relates to DocTypes.Sequence. || || Documents.DocTypeID
|-
| Date || datetime || The date and time this document was uploaded. || || Documents.Date
|-
| Notes || text || The document notes. || <nowiki>{{Document.Notes}}</nowiki> || Documents.Notes
|-
| PostedBy || varchar(255) || The UUID of the user who uploaded the document. || <nowiki>{{Document.PostedBy}}</nowiki> || Documents.PostedBy
|-
| PostedByName || || The user type, sequence, and name of the user who uploaded this document. || <nowiki>{{Document.PostedByName}}</nowiki> ||
|-
| OrigName || varchar(512) || The name of the document. || <nowiki>{{Document.OrigName}}</nowiki> || Documents.OrigName
|-
| LinkedApptID || bigint || Which appointment record this document is related to, relates to Appointments.Sequence. || || Documents.LinkedApptID
|-
| Type || varchar(255) || The document type. || || Documents.Type
|-
| SizeK || double || The file size (in KiB) || || Documents.SizeK
|-
| Inactive || tinyint || Whether or not this document is marked as inactive. || || Documents.Inactive
|-
| LinkedAvailRecID || bigint || Which availability record this document is related to, relates to AvailBlocks.Sequence. || || Documents.LinkedAvailRecID
|-
| LinkedVisitID || bigint || Which visit record this document is related to, relates to Visits.Sequence. || || Documents.LinkedVisitID
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ DocTypes
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each document type. || || DocTypes.Sequence
|-
| Name || varchar(255) || The name of the document type. || <nowiki>{{DocType.Name}}</nowiki> || DocTypes.Name
|-
| Inactive || tinyint || Whether or not this document type is inactive. || || DocTypes.Inactive
|-
|}
</div>
 
</div>


<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>Resource Related (Resources, ResourceTypes, Checkouts)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-10">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-10">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Resources
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each resource. || || Resources.Sequence
|-
| Title || varchar(80) || The name of the resource. || <nowiki>{{Resource.Title}}</nowiki>
|-
| BarCode || varchar(20) || The barcode value of the resource. || <nowiki>{{Resource.BarCode}}</nowiki> || Resources.BarCode
|-
| Description || text || The description of the resource. || <nowiki>{{Resource.Description}}</nowiki> || Resources.Description
|-
| Keywords || varchar(80) || The keywords for thsi resource, used to find the resource during checkout. || <nowiki>{{Resource.Keywords}}</nowiki> || Resources.Keywords
|-
| Status || int || The status of this resource, possible values are listed below. -1 = Inactive 0 = Checked out 1 = Reserved 2 = Available 3 = Always available || <nowiki>{{Resource.Status}}</nowiki> || Resources.Status
|-
| MaxDaysOut || int || The maximum number of days that an item can be checked out. || <nowiki>{{Resource.MaxDaysOut}}</nowiki> || Resources.MaxDaysOut
|-
| LastDTOut || datetime || The date an time this item was last checked out. || || Resources.LastDTOut
|-
| MaxTimeOut || time || The maximum amount of time that an item can be checked out. || <nowiki>{{Resource.MaxTimeOut}}</nowiki> || Resources.MaxTimeOut
|-
| DueDT || datetime || The date and time this item is due to be returned. This will match Checkouts.DueDT of the most recent checkout. || || Resources.DueDT
|-
| Type || int || The resource type, relates to ResourceTypes.Sequence. || || Resources.Type
|-
| Inactive || tinyint || Whether or not this resource is currently inactive. || || Resources.Inactive
|-
|ProfileID || bigint || Which profile this resource is assigned to, relates to Profiles.Sequence. || || Resources.ProfileID
|-
| AlwaysAvailable || tinyint || Whether or not this resource is designated as always available. || || Resources.AlwaysAvailable
|-
| MaxRenews || int || The maximum number of times a checkout for this resource can be renewed. || || Resources.MaxRenews
|-
| CollateralLogic || tinyint || Whether or not this resource requires collateral to be checked out. || || Resources.CollateralLogic
|-
| LastOutToUUID || varchar(46) || The UUID of the last user to check this resource out. || || Resources.LastOutToUUID
|-
| PickupInstructions || || Instructions for resource pickup. || <nowiki>{{Resource.CustomData.PickupInstructions}}</nowiki> ||
|-
| ReturnInstructions || || Instructions for resource return. || <nowiki>{{Resource.CustomData.ReturnInstructions}}</nowiki> ||
|-
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ ResourceTypes
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each resource type. || || ResourceTypes.Sequence
|-
| Name || varchar(80) || The name of the resource type/category that resources are assigned to. || <nowiki>{{ResourceType.Name}}</nowiki> || ResourceTypes.Name
|-
| Description || varchar(255) || The description of the resource type. || <nowiki>{{ResourceType.Description}}</nowiki> || ResourceTypes.Description
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Checkouts
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each checkout. || || Checkouts.Sequence
|-
| ResourceID || bigint || Which resource this checkout is for, relates to Resources.Sequence. || || Checkouts.ResourceID
|-
| Date || datetime || The date and time of the checkout. || <nowiki>{{Checkout.Date}}</nowiki> || Checkouts.Date
|-
| ReturnedDT || datetime || The date and time the checkout was returned. || || Checkouts.ReturnedDT
|-
| TotalTimeHrs || double || The total number of hours the resource was checked out for. || || Checkouts.TotalTimeHrs
|-
| Collateral || varchar(80) || The collateral for checkout. || <nowiki>{{Checkout.Collateral}}</nowiki> || Checkouts.Collateral
|-
| Notes || text || The notes in the checkout record. || || Checkouts.Notes
|-
| Overdue || tinyint || Whether or not this checkout is overdue. || <nowiki>{{Checkout.Overdue}}</nowiki> || Checkouts.Overdue
|-
| DueDT || datetime || The date and time the checkout is due to be returned. || <nowiki>{{Checkout.DueDT}}</nowiki> || Checkouts.DueDT
|-
| CheckedOutToUUID || varchar(46) || The UUID of the user who checked out this resource. || || Checkouts.CheckedOutToUUID
|-
| CheckedOutToType || varchar(80) || What type of user checked out this resource (Student or Staff). || || Checkouts.CheckedOutToType
|}
</div>
 
</div>


<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>Workshops</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-11">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-11">
 
<section begin="workshops" />
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each workshop. || || Workshops.Sequence
|-
| CenterID || bigint || Which center this workshop is assigned to, relates to Centers.Sequence. || || Workshops.CenterID
|-
| ReasonID || bigint || Which reason this workshop is assigned to, relates to Reasons.Sequence. || || Workshops.ReasonID
|-
| Name || varchar(255) || The name of the workshop. || <nowiki>{{Workshop.Name}}</nowiki> || Workshops.Name
|-
| Instructor || varchar(255) || The instructor of the workshop. || <nowiki>{{Workshop.Instructor}}</nowiki> || Workshops.Instructor
|-
| {"Course": "100", "Section": "01", "Subject": "ACTG"}</nowiki>'>RosterSubject || json || Contains the subject, course, and section code of the workshop. || || Workshops.RosterSubject
|-
| RosterSubject.Subject || varchar(40) || The workshop subject. || <nowiki>{{Workshop.RosterSubject.Subject}}</nowiki> ||
|-
| RosterSubject.Course || varchar(20) || The workshop course. || <nowiki>{{Workshop.RosterSubject.Course}}</nowiki> ||
|-
| RosterSubject.Section || varchar(80) || The workshop section code. || <nowiki>{{Workshop.RosterSubject.Section}}</nowiki> ||
|-
| StudentLinkedListID || bigint || The list of students this workshop is restricted to, relates to Lists.Sequence. || || Workshops.StudentLinkedListID
|-
| Description || text || The description of the workshop. || <nowiki>{{Workshop.Description}}</nowiki> || Workshops.Description
|-
| AssignmentID || bigint || Which [[TracCloud:_Grade_Groups_%26_Potential_Assignments|potential assignment]] this workshop is assigned to, relates to Assignments.Sequence. || || Workshops.AssignmentID
|-
| CreatedDT || datetime || The date and time this workshop was created. || <nowiki>{{Workshop.CreatedDT}}</nowiki> || Workshops.CreatedDT
|-
| DateFrom || datetime || The start date and time of the workshop. || <nowiki>{{Workshop.DateFrom}}</nowiki> || Workshops.DateFrom
|-
| StartDate || || The start date of the workshop. || <nowiki>{{Workshop.StartDate}}</nowiki> ||
|-
| StartTime || || The start time of the workshop. || <nowiki>{{Workshop.StartTime}}</nowiki> ||
|-
| DateTo || datetime || The end date and time of the workshop. || <nowiki>{{Workshop.DateTo}}</nowiki> || Workshops.DateTo
|-
| EndDate || || The end date of the workshop. || <nowiki>{{Workshop.EndDate}}</nowiki> || Workshops.EndDate
|-
| EndTime || || The end time of the workshop. || <nowiki>{{Workshop.EndTime}}</nowiki> || Workshops.EndTime
|-
| EnrolledDate || || The date of student enrollment. || <nowiki>{{WorkshopsRoster.EnrolledDate}}</nowiki> ||
|}
<section end="workshops" />
</div>
 
</div>


<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>Custom Fields</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-12">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-12">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Replace '123' in the Twig examples with the sequence of your custom field.
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each workshop. || || CustomDataTypes.Sequence
|-
| DataName || varchar(80) || The internal name of the custom field (different than prompt). || <nowiki>CustomFields.cf_123.DataName</nowiki> || CustomDataTypes.DataName
|-
| Location || varchar(80) || Where the custom field is located. Possible values are listed below. Appointment - Consultant Appointment - Student Availability Certification Consultant Document Faculty Reason Registration Resource Section SI_Session Student - Campus Student - Custom1 Student - Custom2 Student - Custom3 Student - Custom4 Student - Custom5 Student - Other Info Student - QuickStudent Visit - Consultant Visit - Q2 Raise Hand Visit - Student || || CustomDataTypes.Location
|-
| Prompt || text || The visible name of the custom field (what students see). || <nowiki>CustomFields.cf_123.Prompt</nowiki> || CustomDataTypes.Prompt
|-
| Yes\r\nNo</nowiki>">Choices || text || The available list of choices for custom fields with predefined answers. || <nowiki>CustomFields.cf_123.Choices</nowiki> || CustomDataTypes.Choices
|-
| InputType || varchar(80) || What type of custom field this is. Possible values are listed below. field areafield leftcheckfield multicheckfield radiofield radioimagefield toggle menufield imagemenufield imagepopfield signaturefield uploaddocfield popfield labeledhtml infohtml headerhtml group || || CustomDataTypes.InputType
|-
| ProfileID || bigint || Which profile this custom field is linked to, 0 is all. Relates to Profiles.Sequence. || || CustomDataTypes.ProfileID
|}
</div>
 
</div>


<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>Success Plan Related (SuccessPlan, SPSteps, SPAssigned, SPAssignedSteps)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-13">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-13">
 
<section begin="SPTags" />
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ SuccessPlan
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each success plan. || || SuccessPlan.Sequence
|-
| Name || varchar(120) || The name of the success plan. || <nowiki>{{SuccessPlan.Name}}</nowiki> || SuccessPlan.Name
|-
| ProfileID || bigint || Which profile this success plan is assigned to, relates to Profiles.Sequence. || || SuccessPlan.ProfileID
|-
| Inactive || tinyint || Whether or not this success plan is currently inactive. || || SuccessPlan.Inactive
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ SPSteps
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each success plan step. || <nowiki>{{SPStep.Sequence}}</nowiki> || SPSteps.Sequence
|-
| SuccessPlanID || bigint || Which success plan this step is assgined to. || <nowiki>{{SPStep.}}</nowiki> || SPSteps.SuccessPlanID
|-
| Type || varchar(120) || What type of step this is. Possible values are listed below. Visit Survey Document Task Checkout Notification Prompt|| <nowiki>{{SPStep.Type}}</nowiki> || SPSteps.Type
|-
| DateOrOffset || varchar(36) || When this Step needs to be completed (number of days or static date based on Plan type) || <nowiki>{{SPStep.DateOrOffset}}</nowiki> || SPSteps.DateOrOffset
|-
| isOptional || tinyint || Whether or not the step is optional. || <nowiki>{{SPStep.isOptional}}</nowiki> || SPSteps.isOptional
|-
| isNoSendEmails || tinyint || Whether or not emails are disabled for this step. || <nowiki>{{SPStep.isNoSendEmails}}</nowiki> || SPSteps.isNoSendEmails
|-
| isPromptOnDash || tinyint || Whether or not the prompt is set to display on the dashboard. || <nowiki>{{SPStep.isPromptOnDash}}</nowiki> || SPSteps.isPromptOnDash
|-
| DirectedTo || int || Who the confirmation is directed to. Possible values are listed below. 0 = Student 1 = Plan Staff 2 = Plan Faculty 3 = Step Staff 4 = Step Faculty || <nowiki>{{SPStep.DirectedTo}}</nowiki> || SPSteps.DirectedTo
|-
| OverrideRequireConfirmation || int || Whether or not this step has been overridden to allow/disallow confirmation. || <nowiki>{{SPStep.OverrideRequireConfirmation}}</nowiki> || SPSteps.OverrideRequireConfirmation
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ SPAssigned
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each assigned success plan. || || SPAssigned.Sequence
|-
| SuccessPlanID || bigint || What type of success plan this is, relates to SuccessPlan.Sequence || || SPAssigned.SuccessPlanID
|-
| StudentID || bigint || Which student this plan is assigned to, relates to Students.Sequence (not Students.ID). || || SPAssigned.StudentID
|-
| ConsultantID || bigint || The assigned plan consultant, relates to Staff.Sequence. || || SPAssigned.ConsultantID
|-
| DateStarted || date || The date the plan began. || <nowiki>{{SPAssigned.DateStarted}}</nowiki> || SPAssigned.DateStarted
|-
| DateCompleted || date || The date the plan was completed. || <nowiki>{{SPAssigned.DateCompleted}}</nowiki> || SPAssigned.DateCompleted
|-
| DueDate || date || The date the plan is due for completion. || <nowiki>{{SPAssigned.DueDate}}</nowiki> || SPAssigned.DueDate
|-
| TermID || bigint || The term this plan is linked to, relates to Terms.Sequence. || || SPAssigned.TermID
|-
| Inactive || tinyint || Whether or not this plan is inactive. || || SPAssigned.Inactive
|-
| Status || varchar(120) || The status of the plan. Possible values are listed below. In Progress Complete Overdue || <nowiki>{{SPAssigned.Status}}</nowiki> || SPAssigned.Status
|-
| Percent || int || The completion percentage of the plan. || <nowiki>{{SPAssigned.Percent}}</nowiki> || SPAssigned.Percent
|-
| FacultyID || bigint || The faculty assigned to the plan, relates to Faculty.Sequence (not Faculty.UserID). || || SPAssigned.FacultyID
|-
| DashboardStatus || || The HTML text that would appear on the student's main menu showing their progress in the plan. || <nowiki>{{SPAssigned.DashboardStatus|raw}}</nowiki> ||
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ SPAssignedSteps
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each assigned success plan step. || || SPAssignedSteps.Sequence
|-
| SPAssignedID || bigint || Which assigned success plan this is assigned to, relates to SPAssigned.Sequence. || || SPAssignedSteps.SPAssignedID
|-
| StudentID || bigint || Which student this is assigned to, relates to Students.Sequence (not Students.ID). || || SPAssignedSteps.StudentID
|-
| SPStepID || bigint || Which success plan step this relates to, relates to SPSteps.Sequence || || SPAssignedSteps.SPStepID
|-
| CompletedDate || date || The date this step was completed. || <nowiki>{{SPAssignedStep.CompletedDate}}</nowiki> || SPAssignedSteps.CompletedDate
|-
| DueDate || date || The date this step was due to be completed. || <nowiki>{{SPAssignedStep.DueDate}}</nowiki> || SPAssignedSteps.DueDate
|-
| CompletionOverride || tinyint || Whether or not the completion override option is enabled for this step. || <nowiki>{{SPAssignedStep.CompletionOverride}}</nowiki> || SPAssignedSteps.CompletionOverride
|-
| StaffNotes || text || Any notes entered by the staff for this step. || <nowiki>{{SPAssignedStep.StaffNotes}}</nowiki> || SPAssignedSteps.StaffNotes
|-
| Confirmed || tinyint || Whether or not this step has been confirmed. || <nowiki>{{SPAssignedStep.Confirmed}}</nowiki> || SPAssignedSteps.Confirmed
|-
| StepFacultyID || bigint || Which faculty this step is assigned to, relates to Faculty.Sequence (not Faculty.UserID). || <nowiki>{{SPAssignedStep.StepFacultyID}}</nowiki> || SPAssignedSteps.StepFacultyID
|-
| StepConsultantID || bigint || Which staff record this step is assigned to, relates to Staff.Sequence. || <nowiki>{{SPAssignedStep.StepConsultantID}}</nowiki> || SPAssignedSteps.StepConsultantID
|-
| Index || || The number of the step, based on the order they were created in. || <nowiki>{{SPAssignedStep.Index}}</nowiki> ||
|-
| PartialStepValue || || The progress in the step. For example, you may want to show how many visits they've completed out of a step that requires they complete X visits. || <nowiki>{{SPAssignedStep.CustomData|json_decode.PartialStepValue}}</nowiki> ||
|}
<section end="SPTags" />
</div>
 
</div>


<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>Work Plan Related (WorkPlan, WPSteps, WPAssigned, WPAssignedSteps)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-14">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-14">
 
<section begin="WPTags" />
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ WorkPlan
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each work plan. || || WorkPlan.Sequence
|-
| Name || varchar(120) || The name of the work plan. || <nowiki>{{WorkPlan.Name}}</nowiki> || WorkPlan.Name
|-
| ProfileID || bigint || Which profile this work plan is assigned to, relates to Profiles.Sequence. || || WorkPlan.ProfileID
|-
| Inactive || tinyint || Whether or not this work plan is currently inactive. || || WorkPlan.Inactive
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ WPSteps
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each work plan step. || <nowiki>{{WPStep.Sequence}}</nowiki> || WPSteps.Sequence
|-
| WorkPlanID || bigint || Which work plan this step is assgined to. || <nowiki>{{WPStep.WorkPlanID}}</nowiki> || WPSteps.WorkPlanID
|-
| Type || varchar(120) || What type of step this is. Possible values are listed below. Work Visit Consultation Visit Appointment Survey Document Task Checkout Notification Prompt|| <nowiki>{{WPStep.Type}}</nowiki> || WPSteps.Type
|-
| DateOrOffset || varchar(36) || When this Step needs to be completed (number of days or static date based on Plan type) || <nowiki>{{WPStep.DateOrOffset}}</nowiki> || WPSteps.DateOrOffset
|-
| isOptional || tinyint || Whether or not the step is optional. || <nowiki>{{WPStep.isOptional}}</nowiki> || WPSteps.isOptional
|-
| isNoSendEmails || tinyint || Whether or not emails are disabled for this step. || <nowiki>{{WPStep.isNoSendEmails}}</nowiki> || WPSteps.isNoSendEmails
|-
| isPromptOnDash || tinyint || Whether or not the prompt is set to display on the dashboard. || <nowiki>{{WPStep.isPromptOnDash}}</nowiki> || WPSteps.isPromptOnDash
|-
| DirectedTo || int || Who the confirmation is directed to. Possible values are listed below. 0 = Consultant 1 = Plan Supervisor 3 = No Prompt || <nowiki>{{WPStep.DirectedTo}}</nowiki> || WPSteps.DirectedTo
|-
| OverrideRequireConfirmation || int || Whether or not this step has been overridden to allow/disallow confirmation. || <nowiki>{{WPStep.OverrideRequireConfirmation}}</nowiki> || WPSteps.OverrideRequireConfirmation
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ WPAssigned
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each assigned work plan. || || WPAssigned.Sequence
|-
| WorkPlanID || bigint || What type of work plan this is, relates to WorkPlan.Sequence || || WPAssigned.WorkPlanID
|-
| ConsultantID || bigint || The assigned plan consultant, relates to Staff.Sequence. || || WPAssigned.ConsultantID
|-
| SupervisorID || bigint || The assigned supervisor for this work plan, relates to Staff.Sequence. || || WPAssigned.SupervisorID
|-
| DateStarted || date || The date the plan began. || <nowiki>{{WPAssigned.DateStarted}}</nowiki> || WPAssigned.DateStarted
|-
| DateCompleted || date || The date the plan was completed. || <nowiki>{{WPAssigned.DateCompleted}}</nowiki> || WPAssigned.DateCompleted
|-
| DueDate || date || The date the plan is due for completion. || <nowiki>{{WPAssigned.DueDate}}</nowiki> || WPAssigned.DueDate
|-
| TermID || bigint || The term this plan is linked to, relates to Terms.Sequence. || || WPAssigned.TermID
|-
| Inactive || tinyint || Whether or not this plan is inactive. || || WPAssigned.Inactive
|-
| Status || varchar(120) || The status of the plan. Possible values are listed below. In Progress Complete Overdue || <nowiki>{{WPAssigned.Status}}</nowiki> || WPAssigned.Status
|-
| Percent || int || The completion percentage of the plan. || <nowiki>{{WPAssigned.Percent}}</nowiki> || WPAssigned.Percent
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ WPAssignedSteps
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each assigned work plan step. || || WPAssignedSteps.Sequence
|-
| WPAssignedID || bigint || Which assigned work plan this is assigned to, relates to WPAssigned.Sequence. || || WPAssignedSteps.WPAssignedID
|-
| ConsultantID || bigint || Which consultant this is assigned to, relates to Staff.Sequence. || || WPAssignedSteps.ConsultantID
|-
| WPStepID || bigint || Which work plan step this relates to, relates to WPSteps.Sequence || || WPAssignedSteps.WPStepID
|-
| CompletedDate || date || The date this step was completed. || <nowiki>{{WPAssignedStep.CompletedDate}}</nowiki> || WPAssignedSteps.CompletedDate
|-
| DueDate || date || The date this step was due to be completed. || <nowiki>{{WPAssignedStep.DueDate}}</nowiki> || WPAssignedSteps.DueDate
|-
| CompletionOverride || tinyint || Whether or not the completion override option is enabled for this step. || <nowiki>{{WPAssignedStep.CompletionOverride}}</nowiki> || WPAssignedSteps.CompletionOverride
|-
| StaffNotes || text || Any notes entered by the staff for this step. || <nowiki>{{WPAssignedStep.StaffNotes}}</nowiki> || WPAssignedSteps.StaffNotes
|-
| Confirmed || tinyint || Whether or not this step has been confirmed. || <nowiki>{{WPAssignedStep.Confirmed}}</nowiki> || WPAssignedSteps.Confirmed
|-
| StepSupervisorID || bigint || Which supervisor this step is assigned to, relates to Staff.Sequence. || <nowiki>{{WPAssignedStep.StepSupervisorID}}</nowiki> || WPAssignedSteps.StepSupervisorID
|}
<section end="WPTags" />
</div>
 
</div>


<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>SAGE Related (ReferralType, Referrals)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-15">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-15">
 
<section begin="SAGE" />
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ ReferralType
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each referral type. || || ReferralType.Sequence
|-
| Name || varchar(255) || The name of the referral type. || <nowiki>{{ReferralType.Name}}</nowiki> || ReferralType.Name
|-
| {"Course": "101", "Section": "01", "Subject": "MATH", "CourseList": "", "useCourseList": "0"}</nowiki>'>RosterSubject || json || This array contains information about what subject(s) this referral type is linked to. || || ReferralType.RosterSubject
|-
| StudentLinkedListID || bigint || Which student list this referral type is limited to, relates to Lists.Sequence. || || ReferralType.StudentLinkedListID
|-
| Active || tinyint || Whether or not this referral type is currently active. || || ReferralType.Active
|-
| NotesInstructions || text || The contents of the notes instructions field. || <nowiki>{{ReferralType.NotesInstructions}}</nowiki> || ReferralType.NotesInstructions
|-
| [{"key": "abcdefg12345678", "label": true, "value": "Pick a reason", "active": true}, {"key": "abcdefg12345679", "label": false, "value": "Reason A", "active": true}, {"key": "abcdefg12345680", "label": false, "value": "Reason B", "active": true}, {"key": "abcdefg12345681", "label": false, "value": "Reason C", "active": true}]</nowiki>'>Reasons || json || An array of all of this referral type's reasons. || <nowiki>{{ReferralType.Reasons}}</nowiki> || ReferralType.Reasons
|-
| [{"key": "abcdefg12345678", "label": true, "value": "Pick a Recommendation", "active": true}, {"key": "abcdefg12345679", "label": false, "value": "Recommendation A", "active": true}, {"key": "abcdefg12345680", "label": false, "value": "Recommendation B", "active": true}, {"key": "abcdefg12345681", "label": false, "value": "Recommendation C", "active": true}]</nowiki>'>Recommend || json || An array of all of this referral type's recommendations. || <nowiki>{{ReferralType.Recommend}}</nowiki> || ReferralType.Recommend
|-
| AdditionalNotesInstr || text|| The contents of the additional notes instrucitons field. || <nowiki>{{ReferralType.AdditionalNotesInstr}}</nowiki> || ReferralType.AdditionalNotesInstr
|-
| OtherInstructions || text || The contents of the other instructions field. || <nowiki>{{ReferralType.OtherInstructions}}</nowiki> || ReferralType.OtherInstructions
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Referrals
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each referral. || || Referrals.Sequence
|-
| RefTypeID || bigint || Which referral type this referral is linked to, relates to ReferralType.Sequence || || Referrals.RefTypeID
|-
| StudentID || bigint || Which student this referral is assigned to, relates to Students.Sequence (not Students.ID). || || Referrals.StudentID
|-
| FacultyID || bigint || Which faculty this referral is linked to, relates to Faculty.Sequence (not Faculty.UserID). || || Referrals.FacultyID
|-
| SectionID || bigint || Which section this referral is linked to, relates to Sections.Sequence. || || Referrals.SectionID
|-
| ConsultantID || bigint || Which consultant this referral is linked to, relates to Staff.Sequence. || || Referrals.ConsultantID
|-
| CenterID || bigint || Which center this referral is linked to, relates to Centers.Sequence. || || Referrals.CenterID
|-
| CreatedDT || datetime || The date and time this referral was created. || <nowiki>{{Referrals.CreatedDT}}</nowiki> || Referrals.CreatedDT
|-
| CreatedBy || varchar(255) || Who created this referral, either a faculty or staff member. || <nowiki>{{Referrals.CreatedBy}}</nowiki> || Referrals.CreatedBy
|-
| NotesInstrData || text || Notes entered while the referral is being submitted. || <nowiki>{{Referrals.NotesInstrData}}</nowiki> || Referrals.NotesInstrData
|-
| [{"key": "abddefgh12345678", "reason": "Submitted work is acceptable"}, {"key": "abddefgh12345679", "reason": "Attendance is unacceptable"}]</nowiki>'>ReasonsData || json || An array of chosen reasons in this referral. || [[TracCloud:_Twig|Reasons*]] || Referrals.ReasonsData
|-
| [{"key": "abddefgh12345678", "reason": "Attendance and Coursework Reasons"}, {"key": "abddefgh12345678", "reason": "Submitted work is acceptable"}, {"key": "abddefgh12345679", "reason": "Attendance is unacceptable"}]</nowiki>'>ReasonsAndLabels || || Same as above, but this array will also include the reason labels. || [[TracCloud:_Twig|ReasonsAndLabels*]] ||
|-
| [{"key": "abddefgh12345678", "recommend": "Meet with Advisor"}, {"key": "abddefgh12345679", "recommend": "Meet with Instructor"}]</nowiki>'>RecommendData || json || An array of chosen recommendations in this referral. || [[TracCloud:_Twig|Recommendations*]] || Referrals.RecommendData
|-
| [{"key": "abddefgh12345678", "recommend": "Meet with..."}, {"key": "abddefgh12345678", "recommend": "Meet with Advisor"}, {"key": "abddefgh12345679", "recommend": "Meet with Instructor"}]</nowiki>'>RecommendationsAndLabels || || Same as above, but this array will also include the recommendation labels. || [[TracCloud:_Twig|RecommendationsAndLabels*]] ||
|-
| AdditionalNotes || text || Additional notes entered during referral submission.|| <nowiki>{{Referrals.AdditionalNotes}}</nowiki> || Referrals.AdditionalNotes
|-
| FollowUpDate || date || The specified follow-up date from the referral. || <nowiki>{{Referrals.FollowUpDate}}</nowiki> || Referrals.FollowUpDate
|-
| FollowUpBy || varchar(255) || The name of the user who followed up on this referral. || <nowiki>{{Referrals.FollowUpBy}}</nowiki> || Referrals.FollowUpBy
|-
| FollowedUp || tinyint || Whether or not this referral has been followed up on.|| <nowiki>{{Referrals.FollowedUp}}</nowiki> || Referrals.FollowedUp
|-
| FollowedUpDT || datetime || The date and time this referral was followed up on. || <nowiki>{{Referrals.FollowedUpDT}}</nowiki> || Referrals.FollowedUpDT
|-
| Processed || tinyint || Whether or not this referral has been processed (resolved). || <nowiki>{{Referrals.Processed}}</nowiki> || Referrals.Processed
|-
| ProcessedDT || datetime || The date and time this referral was processed. || <nowiki>{{Referrals.ProcessedDT}}</nowiki> || Referrals.ProcessedDT
|-
| ProcessedBy || varchar(255) || The user who processed this referral. || <nowiki>{{Referrals.ProcessedBy}}</nowiki> || Referrals.ProcessedBy
|-
| ProcessedNotes || text || Notes entered while the referral was being processed. || <nowiki>{{Referrals.ProcessedNotes}}</nowiki> || Referrals.ProcessedNotes
|-
| StudentContacted || date || The date the student was contacted about this referral. || <nowiki>{{Referrals.StudentContacted}}</nowiki> || Referrals.StudentContacted
|-
| OverrideResend || tinyint || Whether or not the 'Override and resend' feature has been used. || || Referrals.OverrideResend
|-
| AssignedConsultant || varchar(255) || The name of the consultant or advisor assigned to this referral. || <nowiki>{{Referrals.AssignedConsultant}}</nowiki> || Referrals.AssignedConsultant
|-
| AssignedConsultantID || varchar(255) || The sequence number of the assigned consultant, relates to Staff.Sequence. || <nowiki>{{Referral.CustomData.AssignedConsultantID}}</nowiki> ||
|}
<section end="SAGE" />
</div>
 
</div>


<div style="border-radius: 5px; margin-bottom: 16px; border: 1px solid #2d3034; padding: 15px;">
<div style="float: left;"><big>Specialties</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-16">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-16">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each specialty. || || Specialties.Sequence
|-
| ConsultantID || bigint || Relates to Staff.Sequence. || || Specialties.ConsultantID
|-
| CenterID || bigint || Relates to Centers.Sequence. || || Specialties.CenterID
|-
| SectionID || bigint || Relates to Sections.Sequence. || || Specialties.SectionID
|-
| ReasonID || bigint || Relates to Reasons.Sequence. || || Specialties.ReasonID
|-
| TermID || bigint || Relates to Terms.Sequence. || || Specialties.TermID
|}
</div>
 
</div>
[[Category:TracCloud Manual]]

TracCloud: Rosetta

2026-06-23T23:27:53Z

Redrock:

<div style="margin-bottom: 15px">
TracCloud: Table and Field List

This article lists fields in TracCloud grouped by table. For each field, it will show the data type, description, how the field is accessible in [[TracCloud:_Twig|Twig]], the [[TracCloud:_API|API]], as well as how it displays in the [[TracCloud:_Data_Export|SFTP data export]].

Tips

* Hover over the field name to see an example value.

* Click the header to sort by that column, shift-click to sort by multiple.

<hr>

<div class='collapsible'>Type Definitions</div><div class="mw-collapsible mw-collapsed">
 
{| class="wikitable" style="margin:auto;"
!Type!!Description
|-
|varchar(#)||Alphanumeric field with a specified maximum length.
|-
|int||Integer, maximum value of about 4 billion, or a 10-digit numeric value.
|-
|bigint||Big integer, maximum value of about 9 quintillion, or a 16-digit numeric value.
|-
|tinyint||Tiny integer, typically used to store a 1 or 0 as true or false.
|-
|date||Date, formatted as YYYY-MM-DD
|-
|time||A specific time using a 24-hour format (HH:MM:SS), e.g., 13:45:00
|-
|datetime||Date and time, YYYY-MM-DD HH:MM:SS
|-
|double||Decimal # with up to 12 digits precision
|-
|json||JSON-formatted field that contains multiple fields and values (e.g., custom fields).
|}

</div>
<hr>
<div class="mw-customtoggle-1 mw-customtoggle-2 mw-customtoggle-3 mw-customtoggle-4 mw-customtoggle-5 mw-customtoggle-6 mw-customtoggle-7 mw-customtoggle-8 mw-customtoggle-9 mw-customtoggle-10 mw-customtoggle-11 mw-customtoggle-12 mw-customtoggle-13 mw-customtoggle-14 mw-customtoggle-15 mw-customtoggle-16" style="float: left; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px">'''Invert All Visibility'''</div> 
</div>
</div>

<hr>

<div style="margin-bottom: 15px">
<div style="float: left;"><big>Students</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-1">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-1">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence||bigint ||Static identifier for students, unrelated to ID. || || Students.Sequence ||
|-
| UUID || varchar(36) || Unique identifier for this user. || || Students.UUID ||
|-
| ID || bigint || The student's ID number. Should be unique.|| <nowiki>{{Student.ID}}</nowiki> || Students.ID || StudentID
|-
| Other_ID||varchar(40) || Alternative identifier for the student.|| <nowiki>{{Student.Other_ID}}</nowiki> || Students.Other_ID || OtherID
|-
| Other_ID2|| varchar(40) || Another alternative identifier for the student. || <nowiki>{{Student.Other_ID2}}</nowiki>|| Students.Other_ID2 || OtherID2
|-
|Barcode|| varchar(80) || The student's [[TracCloud:_General_Kiosk_Login_Options_/_Barcode_Scanners|barcode]]. || <nowiki>{{Student.Barcode}}</nowiki> || Students.Barcode || Barcode
|-
| Status || varchar(80) || Whether the student is Active or Inactive. || <nowiki>{{Student.Status}}</nowiki> || Students.Status || Status
|-
| OtherStatus || varchar(80) || Alternative/custom status. There are 3 unique statuses that can prevent deactivation: Prospect Alumni Staff|| || Students.OtherStatus || StudentOtherStatus
|-
| Legal_First || varchar(80) || The student's legal first name. || <nowiki>{{Student.Legal_First}}</nowiki> || Students.Legal_First || LegalFirst
|-
| First Name || varchar(80) || The student's preferred first name.|| <nowiki>{{Student.First_Name}}</nowiki> || Students.First_Name || FirstName
|-
| Last Name || varchar(80) || The student's last name. || <nowiki>{{Student.Last_Name}}</nowiki> || Students.Last_Name || LastName
|-
| Middle || varchar(80) || The student's middle name. || <nowiki>{{Student.Middle}}</nowiki> || Students.Middle || Middle
|-
| Full_Name || varchar(255) || The student's full name, formatted as "Last, First M.". || <nowiki>{{Student.Full_Name}}</nowiki> || Students.Full_Name ||
|-
| LastFirst || varchar(255) || The student's full name, formatted as "Last, First M". || <nowiki>{{Student.LastFirst}}</nowiki> || ||
|-
| Full_Name2|| varchar(255) || The student's full name, formatted as "First M. Last". || <nowiki>{{Student.Full_Name2}}</nowiki> || Students.Full_Name2 ||
|-
| FirstLast|| varchar(255) || The student's full name, formatted as "First Last". || <nowiki>{{Student.FirstLast}}</nowiki> || ||
|-
| Street|| varchar(250) || The student's street address. || || Students.Street || Street
|-
| Apt|| varchar(80) || The student's apartment number. || || Students.Apt ||
|-
| City|| varchar(120) || The student's city. || || Students.City || City
|-
| State|| varchar(80) || The student's state. || || Students.State || State
|-
| Zip|| varchar(20) || The student's zip code. || || Students.Zip || ZIP
|-
| Home_Phone|| varchar(80) || The student's home phone number. || <nowiki>{{Student.Home_Phone}}</nowiki> || Students.Home_Phone || HomePhone
|-
| Work_Phone|| varchar(80) || The student's work phone number. || <nowiki>{{Student.Work_Phone}}</nowiki> || Students.Work_Phone || WorkPhone
|-
| Cell_Phone|| varchar(80) || The student's cell phone number. || <nowiki>{{Student.Cell_Phone}}</nowiki> || Students.Cell_Phone || CellPhone
|-
| Email || varchar(120) || The student's email address, typically their campus email. || <nowiki>{{Student.Email}}</nowiki> || Students.Email || Email
|-
| Preferred||varchar(80) || The student's preferred contact method. Possible values are listed below. 1 = Home 2 = Work 3 = Cell 4 = Email 5 = Verbal|| <nowiki>{{Student.Preferred}}</nowiki> || Students.Preferred ||
|-
| LastDateIn|| date || Date of the student's last visit. || || Students.LastDateIn ||
|-
| UserName|| varchar(120) || The student's username for authentication. || <nowiki>{{Student.UserName}}</nowiki> || Students.UserName || StudentUserName
|-
| Birthdate||date || The student's birthdate. || || Students.Birthdate || Birthdate
|-
| Pronouns|| varchar(80) || The student's preferred pronouns. || <nowiki>{{Student.Pronouns}}</nowiki> || Students.Pronouns || StudentPronouns
|-
| Gender|| varchar(80) || The student's gender. || <nowiki>{{Student.Gender}}</nowiki> || Students.Gender || Gender
|-
| Ethnicity|| varchar(150) || The student's ethnicity. || <nowiki>{{Student.Ethnicity}}</nowiki> || Students.Ethnicity|| Ethnicity
|-
| Major|| varchar(120) || The student's major. || <nowiki>{{Student.Major}}</nowiki> || Students.Major|| Major
|-
| Class||varchar(80) || The student's class. || <nowiki>{{Student.Class}}</nowiki> || Students.Class|| Class
|-
| DegreeGoal||varchar(80) || The student's degree goal. || <nowiki>{{Student.DegreeGoal}}</nowiki> || Students.DegreeGoal|| DegreeGoal
|-
| Cohort||varchar(80) || The student's cohort. || <nowiki>{{Student.Cohort}}</nowiki> || Students.Cohort|| Cohort
|-
| College||varchar(80) || The student's college. || <nowiki>{{Student.College}}</nowiki> || Students.College|| College
|-
| Grad_Und||varchar(80) || The student's graduate status. || <nowiki>{{Student.Grad_Und}}</nowiki> || Students.Grad_Und|| GradUndergrad
|-
| GPA||double || The student's GPA. || <nowiki>{{Student.GPA}}</nowiki> || Students.GPA || GPA
|-
| AccumHours||double || The student's accumulated hours. || || Students.AccumHours || Hours
|-
| Fund|| varchar(80) || The student's fund. || || Students.Fund || StudentFund
|-
| PrimaryConsultantID || bigint || Relates to Staff.Sequence. || || Students.PrimaryConsultantID ||
|-
| FlagText|| varchar(80) || The contents of the student's [[TracCloud:_Student_Entry_Choices|"Flag Information" field.]] || || Students.FlagText ||
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Student.CustomData.cf_123}}</nowiki> || Students.CustomData->>``$.cf_123`` || [Field Name]
|-
| WatchLists || json || Returns a true or false value based on whether or not the student is on the specified [[TracCloud:_Student_Lists|watch list.]] Hover over the name of your watch list to find its sequence number (e.g., wl_9) || <nowiki>{{Student.WatchLists.wl_0}}</nowiki> || ||
|-
| gen_BIOConfirmed|| varchar(2) || Whether or not the student has [[TracCloud:_Confirm_Bio|confirmed their bio.]] || || Students.gen_BIOConfirmed ||
|-
| gen_BIOConfirmedDT|| varchar(20) || When the student last confirmed their bio. || || Students.gen_BIOConfirmedDT ||
|-
| CreatedDT|| timestamp || When this student record was initially created in TracCloud. || || Students.CreatedDT ||
|-
| _LastImportedDT|| datetime || The last time this student record was [[TracCloud:_Student_Data_Import|imported]] into TracCloud. || || Students._LastImportedDT ||
|}
</div>
 
</div>

<div style="margin-bottom: 15px">
<div style="float: left;"><big>Visits</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-2">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-2">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || A unique identifier for every visit record. || || Visits.Sequence || VisitID
|-
| EnteredDT || datetime || The date and time the student entered the center. This will only differ from TimeIn if your center tracks wait time.|| <nowiki>{{Visit.EnteredDT}}</nowiki> || Visits.EnteredDT ||
|-
| EnteredTime || time || The time the student entered, formatted as "09:45am." || <nowiki>{{Visit.EnteredTime}}</nowiki> || ||
|-
| EnteredDate || time || The date the student entered. || <nowiki>{{Visit.EnteredDate}}</nowiki> || ||
|-
| TimeIn || datetime || The date and time the student's visit began. || <nowiki>{{Visit.TimeIn}}</nowiki> || Visits.TimeIn || DateIn and TimeIn
|-
| StartTime || time || The time the student's visit began, formatted as "09:45am." || <nowiki>{{Visit.StartTime}}</nowiki> || ||
|-
| StartDate || time || The datethe student's visit began. || <nowiki>{{Visit.StartDate}}</nowiki> || ||
|-
| TimeOut || datetime || The date and time the student's visit ended. || <nowiki>{{Visit.TimeOut}}</nowiki> || Visits.TimeOut || TimeOut
|-
| EndTime || time || The time the student's visit ended, formatted as "09:45am." || <nowiki>{{Visit.EndTime}}</nowiki> || ||
|-
| EndDate || time || The datethe student's visit ended. || <nowiki>{{Visit.EndDate}}</nowiki> || ||
|-
| isWork || tinyint || Whether or not this visit is a work visit. || <nowiki>{{Visit.isWork}}</nowiki> || Visits.isWork ||
|-
| StudentID || bigint || Relates to Students.Sequence (not Students.ID). || || Visits.StudentID ||
|-
| CenterID || bigint || Relates to Centers.Sequence || || Visits.CenterID ||
|-
| ConsultantID || bigint || Relates to Staff.Sequence || || Visits.ConsultantID ||
|-
| RegistrationID || bigint || Relates to Registrations.Sequence || || Visits.RegistrationID ||
|-
| ReasonID || bigint || Relates to Reasons.Sequence || || Visits.ReasonID ||
|-
| isWaiting || tinyint || Whether or not the student is currently waiting to be seen (i.e., TimeIn not yet started). || || Visits.isWaiting ||
|-
| WaitTime || double || How long the student waited to start their visit in minutes (TimeIn - EnteredDT). || <nowiki>{{Visit.WaitTime}}</nowiki> || Visits.WaitTime || WaitTime
|-
| Duration || int || The length of the student's visit in minutes. || <nowiki>{{Visit.Duration}}</nowiki> || Visits.Duration || Duration
|-
| TotalTime || double || The total visit time (WaitTime + Duration). || <nowiki>{{Visit.TotalTime}}</nowiki> || Visits.TotalTime || TotalTime
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Visit.CustomData.cf_123}}</nowiki> || Visits.CustomData->>``$.cf_123`` || [Field Name]
|-
| isTerminated || tinyint || Whether or not this visit was automatically [[TracCloud:_Log_Listing_Message,_KIOSK_Notices,_and_Custom_KIOSKs|terminated]] by TracCloud. || || Visits.isTerminated ||
|-
| Fund || varchar(80) || The fund for this visit. || <nowiki>{{Visit.Fund}}</nowiki> || Visits.Fund || Fund
|-
| CtrNotes || text || The notes field filled in by staff/consultants in TracCloud. || <nowiki>{{Visit.CtrNotes}}</nowiki> || Visits.CtrNotes || VisitNotes
|-
| SurveyRespID || bigint || Relates to Responses.Sequence. || || Visits.SurveyRespID ||
|-
| TermID || bigint || Relates to Terms.Sequence. || || Visits.TermID || VisitTermCode (displays Terms.TermCode)
|-
| SectionID || bigint || Relates to Sections.Sequence. || || Visits.SectionID ||
|-
| Location || varchar(512) || The location of the visit. || <nowiki>{{Visit.Location}}</nowiki> || Visits.Location || Location
|-
| Online || tinyint || The modality of the visit. Possible values are listed below. 0 = In-person 1 = Online 2 = Asynchronous 3 = Phone|| <nowiki>{{Visit.Online}}</nowiki> || Visits.Online|| Online
|-
| TimeZone || varchar(120) || The time zone of this visit's time. || || Visits.TimeZone ||
|-
| VisitDay || varchar(20) || The day of week the visit took place. || <nowiki>{{Visit.Day}}</nowiki> || Visits.VisitDay ||Weekday
|}
</div>
 
</div>


<div style="margin-bottom: 15px">
<div style="float: left;"><big>Appointments</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-3">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-3">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || A unique identifier for each appointment record. || || Appointments.Sequence || ApptID
|-
| StartDT || datetime || The appointment start date and time. || <nowiki>{{Appointment.StartDT}}</nowiki> || Appointments.StartDT || DateIn and TimeIn
|-
| StartTime || time || The appointment start time, formatted as "02:00pm". || <nowiki>{{Appointment.StartTime}}</nowiki> || ||
|-
| DisplayTime || time || The appointment start time, formatted as 200p. || <nowiki>{{Appointment.DisplayTime|raw}}</nowiki> || ||
|-
| StartDate || date || The appointment start date, formatted as "01/31/25". || <nowiki>{{Appointment.StartDate}}</nowiki> || ||
|-
| DisplayDate || date || The appointment start date, formatted as "Fri, Jan 31" or "Today" for same-day appointments. || <nowiki>{{Appointment.DisplayDate}}</nowiki> || ||
|-
| Duration || double || The length of the appointment in minutes. || <nowiki>{{Appointment.Duration}}</nowiki> || Appointments.Duration || Duration
|-
| EndDT || datetime || The appointment end date and time. || <nowiki>{{Appointment.EndDT}}</nowiki> || Appointments.EndDT || TimeOut
|-
| EndTime || time || The appointment end time. || <nowiki>{{Appointment.EndTime}}</nowiki> || ||
|-
| EndDate || date || The appointment end date. || <nowiki>{{Appointment.EndDate}}</nowiki> || ||
|-
| Day || varchar || The appointment day of week. || <nowiki>{{Appointment.Day}}</nowiki> || || Weekday
|-
| Link || varchar || A link to the appointment record in TracCloud. || <nowiki>{{Appointment.Link}}</nowiki> || ||
|-
| StudentID || bigint || Relates to Students.Sequence (not Students.ID). || || Appointments.StudentID ||
|-
| ConsultantID || bigint || Relates to Staff.Sequence. || || Appointments.ConsultantID ||
|-
| VisitID || bigint || Relates to Visits.Sequence. || || Appointments.VisitID ||
|-
| CenterID || bigint || Relates to Centers.Sequence. || || Appointments.CenterID ||
|-
| ReasonID || bigint || Relates to Reasons.Sequence. || || Appointments.ReasonID ||
|-
| SectionID || bigint || Relates to Sections.Sequence. || || Appointments.SectionID ||
|-
| AvailRecID || bigint || Relates to AvailBlocks.Sequence. || || Appointments.AvailRecID ||
|-
| RecurID || bigint || Recurring appointments that are part of the same series (e.g., weekly at 2pm) will have a matching RecurID. || || Appointments.RecurID ||
|-
| Status || varchar(80) || The status of the appointment. || <nowiki>{{Appointment.Status}}</nowiki> || Appointments.Status || ApptStatus
|-
| Location || varchar(512) || The location of the appointment. This will be the in-person location if in-person or the availability's meeting link if online. For online sessions, you may want to use "OnlineLink" instead so TracCloud can track attendance.|| <nowiki>{{Appointment.Location}}</nowiki> || Appointments.Location || Location
|-
| Fund || varchar(80) || The appointment fund. || <nowiki>{{Appointment.Fund}}</nowiki> || Appointments.Fund || Fund
|-
| Online || int || Whether or not the appointment is online. Possible values are listed below. 0 = In-person 1 = Online 2 = Asynchronous 3 = Phone || <nowiki>{{Appointment.Online}}</nowiki> || Appointments.Online || Appointment Meeting Type Online (displays as "Yes" or blank)
|-
| OnlineURL || varchar(512) || The online meeting link for the appointment. This will be blank for in-person appointments. The Twig tag will contain a TracCloud link that tracks attendance when the student joins rather than a direct link to the meeting room. || <nowiki>{{Appointment.OnlineLink}}</nowiki> || Appointments.OnlineURL || ApptOnlineURL
|-
| OtherNotes || text || Student cancellation reason. || <nowiki>{{Appointment.OtherNotes}}</nowiki> || Appointments.OtherNotes || OtherNotes
|-
| Type || varchar || The type of appointment. Possible values are listed below. Group 1 on 1 Online Group Online 1 on 1 Asynchronous Phone || <nowiki>{{Appointment.Type}}</nowiki> || || ApptType
|-
| Icon || || An icon that indicates the appointment type. {{#fas:user-group}} for in-person and {{#fas:wifi}} for online. || <nowiki>{{Appointment.Icon|raw}}</nowiki> || ||
|-
| hasDocument || varchar || Whether or not the appointment has a document uploaded, displayed as "true" or "false". || <nowiki>{{Appointment.hasDocument}}</nowiki> || ||
|-
| OnlineText || varchar || If the appointment is online, this tag will display as "Online", otherwise it will be blank. || <nowiki>{{Appointment.OnlineText}}</nowiki> || ||
|-
| isRecurring || varchar || Whether or not the appointment is recurring, displayed as "true" or "false". || <nowiki>{{Appointment.isRecurring}}</nowiki> || ||
|-
| ["Mar 13, 10:00 am ","Mar 14, 10:00 am ","Mar 15, 10:00 am "]</nowiki>'>RecurringDates || varchar || An array of recurring appointments in the series. || <nowiki>{{Appointment.RecurringDates}}</nowiki> || ||
|-
| recurFirstDate || date || The first date of a recurring appointment series. || <nowiki>{{Appointment.recurFirstDate}}</nowiki> || ||
|-
| recurLastDate || date || The last date of a recurring appointment series. || <nowiki>{{Appointment.recurLastDate}}</nowiki> || ||
|-
| isCancelled || varchar || Whether or not the appointment is currently canceled, displayed as "true" or "false". || <nowiki>{{Appointment.isCanceled}}</nowiki> || ||
|-
| isMissed || varchar || Whether or not the appointment is currently missed, displayed as "true" or "false". || <nowiki>{{Appointment.isMissed}}</nowiki> || ||
|-
| autoCanceled || varchar || Whether or not the appointment was automatically canceled due to max cancel/missed in recurring series rules, displayed as "true" or "false". || <nowiki>{{Appointment.autoCanceled}}</nowiki> || ||
|-
| SchedDT || datetime || The date and time this appointment was scheduled. || <nowiki>{{Appointment.SchedDT}}</nowiki> || Appointments.SchedDT || ApptScheduledDT
|-
| SchedModDT || datetime || The date and time this appointment was last modified || <nowiki>{{Appointment.SchedModDT}}</nowiki> || Appointments.SchedModDT || ApptModifiedDT
|-
| SchedUser || varchar(80) || The user who originally scheduled this appointment. || <nowiki>{{Appointment.SchedUser}}</nowiki> || Appointments.SchedUser || ScheduledBy
|-
| SchedNotes</a> || text || Unused. || || || SchedNotes
|-
| SurveyRespID || bigint || Relates to Responses.Sequence. || || Appointments.SurveyRespID ||
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Appointment.CustomData.cf_123}}</nowiki> || Appointments.CustomData->>``$.cf_123`` || [Field Name]
|-
| SchedModBy || varchar(80) || The user who last edited the appointment. || <nowiki>{{Appointment.SchedModBy}}</nowiki> || Appointments.SchedModBy || ApptModifiedBy
|}
</div>
 
</div>


<div style="margin-bottom: 15px">
<div style="float: left;"><big>Availabilities</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-4">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-4">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || A unique identifier for every availability record. || || AvailBlocks.Sequence
|-
| FromDT || datetime || The starting date and time of this availability block. || || AvailBlocks.FromDT
|-
| ToDT || datetime || The ending date and time of this availability block. || || AvailBlocks.ToDT
|-
| Increments || varchar(5) || The increment duration in minutes. || || AvailBlocks.Increments
|-
| Breaks || varchar(5) || The delay between increments in minutes. || || AvailBlocks.Breaks
|-
| DAYS || varchar(30) || Which days of the week this availability is available on. || || AvailBlocks.Days
|-
| isAvail || int || 0 = Reserve block, 1 = Regular availability, 2 = Stacked availability. || <nowiki>{{AvailBlock.isAvail}}</nowiki> || AvailBlocks.isAvail
|-
| BlockType || varchar(256) || Reserve block description. || || AvailBlocks.BlockType
|-
| BlockStatus || varchar(80) || Reserve block appointment status. || || AvailBlocks.BlockStatus
|-
| MaxStudents || int || The number of available slots at this time. || <nowiki>{{AvailBlock.MaxStudents}}</nowiki> || AvailBlocks.MaxStudents
|-
| ConsultantID || bigint || Relates to Staff.Sequence. || || AvailBlocks.ConsultantID
|-
| CenterID || bigint || Relates to Centers.Sequence. || || AvailBlocks.CenterID
|-
| ReasonID || bigint || Relates to Reasons.Sequence. || || AvailBlocks.ReasonID
|-
| SectionID || bigint || Relates to Sections.Sequence. || || AvailBlocks.SectionID
|-
| AvailSubj || varchar(256) || The availability subject, including wildcard entries. || || AvailBlocks.AvailSubj
|-
| RecurType || || The type of recurring appointment. The possible options are listed below. None Daily Weekly Bi-Weekly Optional Daily Optional Weekly Optional Bi-Weekly Optional Daily Chosen Optional Weekly Chosen Optional Bi-Weekly Chosen || || AvailBlocks.RecurType
|-
| Location || varchar(512) || The in-person location for this availability. || || AvailBlocks.Location
|-
| OnlineURL || varchar(512) || The online location for this availability. || || AvailBlocks.OnlineURL
|-
| Fund || varchar(80) || The availability fund. || || AvailBlocks.Fund
|-
| isInperson || tinyint || Whether or not the availability is in-person. || || AvailBlocks.isInperson
|-
| isOnline || tinyint || Whether or not the availability is online. || || AvailBlocks.isOnline
|-
| isAsynch || tinyint || Whether or not the availability is asynchronous. || || AvailBlocks.isAsync
|-
| defLocChoice || int || The default location choice. 0 = in-person, 1 = online, 2 = asynchronous. || || AvailBlocks.defLocChoice
|-
| isMeeting</a> || tinyint || Whether or not a reserve block is designated as as meeting block. || || AvailBlocks.isMeeting
|}
</div>
 
</div>


<div style="margin-bottom: 15px">
<div style="float: left;"><big>Course Related (Courses, Sections, Terms, Registrations, Faculty, SectionSchedule)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-5">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-5">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Courses
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || A unique identifier for every course. || || ||
|-
| Subject || varchar(40) || The subject. || <nowiki>{{Course.Subject}}</nowiki> || Courses.Subject || Subject
|-
| Course || varchar(20) || The course number. || <nowiki>{{Course.Course}}</nowiki> || Courses.Course || Course
|-
| Title || varchar(120) || The course title. || <nowiki>{{Course.Title}}</nowiki> || Courses.Title || Title
|-
| ExcludeFromCharts || tinyint || Whether or not this course is configured to be excluded from charts. || || Courses.ExcludeFromCharts ||
|-
| Dept || varchar(40) || The assigned department for this course. || || Courses.Dept ||
|-
| SubjectCourse || varchar(200) || Combination of Subject and Course in one field. || <nowiki>{{Course.SubjectCourse}}</nowiki> || Courses.SubjectCourse ||
|-
| SubjectCourseTitle || varchar || Combination of Subject, Course, and Title in one field. || <nowiki>{{Course.SubjectCourseTitle}}</nowiki> || ||
|-
| _LastImportedDT || datetime || The date and time this record was last imported. || || Courses._LastImportedDT ||
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Course.CustomData.cf_123}}</nowiki> || Courses.CustomData->>``$.cf_123`` || [Field Name]
|-
| RelatedCoursesID || varchar(20) || The course family identifer. || || Courses.RelatedCoursesID ||
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Sections
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || A unique identifier for each section. || || Sections.Sequence ||
|-
| Inactive || tinyint || Whether or not this section is currently inactive. || || Sections.Inactive ||
|-
| Code || varchar(80) || The section code/number. || <nowiki>{{Section.Code}}</nowiki> || Sections.Code || Section
|-
| CourseID || bigint || Relates to Courses.Sequence. || || Sections.CourseID ||
|-
| GradeGroupID || bigint || Relates to GradeGroups.Sequence. || || Sections.GradeGroupID ||
|-
| CRN || varchar(80) || The CRN of this section record. || <nowiki>{{Section.CRN}}</nowiki> || Sections.CRN || CRN
|-
| TermID || bigint || Relates to Terms.Sequence (not Terms.TermCode). || || Sections.TermID ||
|-
| FacultyID || bigint || Relates to Sections.FacultyID (not Faculty.UserID). || || Sections.FacultyID ||
|-
| nonEnrolled || tinyint || Whether or not this is a [[TracCloud:_Non-Enrolled_Courses|non-enrolled course]]. || || Sections.nonEnrolled ||
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Section.CustomData.cf_123}}</nowiki> || Sections.CustomData->>``$.cf_123`` || [Field Name]
|-
| CreatedDT || timestamp || When this section record was initially created. || || Sections.CreatedDT ||
|-
| ignoreRegImportDeactivate || tinyint || Whether or not this section is configured to ignore deactivations. || || Sections.ignoreRegImportDeactivate ||
|-
| Credits || double || The potential credits for this section. || || Sections.Credits ||
|-
| _LastImportedDT || datetime || The latest date and time this record was imported into TracCloud. || || Sections._LastImportedDT ||
|-
| Title || varchar(120) || This optional field overrides Courses.Title if present. || <nowiki>{{Section.Title}}</nowiki> || Sections.Title ||
|-
| SubjectTermCode || || Combination of Courses.SubjectCourse and Terms.TermCode. || <nowiki>{{Section.SubjectTermCode}}</nowiki> || ||
|-
| SubjectTitle || || Combination of Courses.SubjectCourse and Courses.Title. || <nowiki>{{Section.SubjectTitle}}</nowiki> || ||
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Terms
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || A unique identifer for this term record. || || Terms.Sequence ||
|-
| Active || tinyint || Whether or not this term is currently active. || || Terms.Active ||
|-
| TermCode || varchar(80) || The term/semester code. || <nowiki>{{Term.TermCode}}</nowiki> || Terms.TermCode || Term
|-
| ActiveFrom || date || The start date of this term. || || Terms.ActiveFrom ||
|-
| ActiveTo || date || The end date of this term. || || Terms.ActiveTo ||
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Registrations
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence|| bigint || A unique identifier for this registration record. || || Registrations.Sequence ||
|-
| Inactive || tinyint || Whether or not this registration is currently inactive. || || Registrations.Inactive ||
|-
| OverrideDate || tinyint || Whether or not this registration is configured with a date override. || || Registrations.OverrideDate ||
|-
| SectionID || bigint || Relates to Sections.Sequence. || || Registrations.SectionID ||
|-
| StudentID || bigint || Relates to Students.Sequence (not Students.ID). || || Registrations.StudentID ||
|-
| Grade || varchar(40) || The registration grade. || || Registrations.Grade ||
|-
| ValidFromDT || datetime || The start date of this registration. || || Registrations.ValidFromDT ||
|-
| ValidToDT || datetime || The end date of this registration. || || Registrations.ValidToDT ||
|-
| Notes || text || The registration notes field. || || Registrations.Notes ||
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Registration.CustomData.cf_123}}</nowiki> || Registrations.CustomData->>``$.cf_123`` || [Field Name]
|-
| _LastImportedDT || datetime || The latest date and time this record was imported into TracCloud. || || Registrations._LastImportedDT ||
|-
| RegStatus || varchar(40) || The registration status (dropped, withdrawn, enrolled, etc). || || Registrations.RegStatus ||RegistrationStatus
|-
| EarnedCredits || double || The student's earned credits in this enrollment. || || Registrations.EarnedCredits ||
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Faculty
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || Static identifier for faculty, unrelated to UserID. || || Faculty.Sequence ||
|-
| UUID || varchar(36) || Unique identifer for faculty records. || || Faculty.UUID ||
|-
| FirstName || varchar(80) || The faculty member's first name. || <nowiki>{{Faculty.FirstName}}</nowiki>* || Faculty.FirstName || FacultyFirst
|-
| LastName || varchar(80) || The faculty member's last name. || <nowiki>{{Faculty.LastName}}</nowiki>* || Faculty.LastName || FacultyLast
|-
| UserID || varchar(80) || The faculty member's ID number. || <nowiki>{{Faculty.UserID}}</nowiki>* || Faculty.UserID || FacultyUserID
|-
| UserName || varchar(80) || The faculty member's username for authentication. || <nowiki>{{Faculty.UserName}}</nowiki>* || Faculty.UserName || FacultyUserName
|-
| Salutation || varchar(40) || The faculty member's salutation (e.g., Dr.). || <nowiki>{{Faculty.Salutation}}</nowiki>* || Faculty.Salutation || Salutation
|-
| SalutationFullName || || Combination of salutation and full name. || <nowiki>{{Faculty.SalutationFullName}}</nowiki>* || ||
|-
| SalutationLastName || || Combination of salutation and last name. || <nowiki>{{Faculty.SalutationLastName}}</nowiki>* || ||
|-
| Department || varchar(60) || The faculty member's department. || <nowiki>{{Faculty.Department}}</nowiki>* || Faculty.Department || FacultyDepartment
|-
| Inactive || tinyint || Whether or not this faculty is currently inactive. || || Faculty.Inactive ||
|-
| Phone || varchar(80) || The faculty member's phone number. || <nowiki>{{Faculty.Phone}}</nowiki>* || Faculty.Phone ||
|-
| Email || varchar(120) || The faculty member's email address. || <nowiki>{{Faculty.Email}}</nowiki>* || Faculty.Email || FacultyEmail
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Faculty.CustomData.cf_123}}</nowiki>* || Faculty.CustomData->>``$.cf_123`` || [Field Name]
|-
| OtherID || varchar(80) || An alternate hidden identifier for faculty. This is typically left blank. || || Faculty.OtherID ||
|-
| FullName || varchar(255) || Combination of FirstName, LastName, and Saltuation in one field. || <nowiki>{{Faculty.FullName}}</nowiki>* || Faculty.FullName ||
|-
| _LastImportedDT || datetime || The latest date and time this record was imported into TracCloud. || || Faculty._LastImportedDT ||
|}
* To reference the STEP faculty in [[TracCloud:_Work_Plans|work plans]] with Twig, the "StepFaculty" prefix should be used instead (e.g., <nowiki>{{StepFaculty.FirstName}}</nowiki>). The regular "Faculty" prefix shown above should be used everywhere else.

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ SectionSchedule
|-
! Field !! Type !! Description !! API
|-
| Sequence || bigint || A unique identifer for this section schedule record. || SectionSchedule.Sequence
|-
| SectionID || bigint || Relates to Sections.Sequence (not Sections.Code). || SectionSchedule.SectionID
|-
| Days || varchar(30) || Which days this class takes place on. || SectionSchedule.Days
|-
| Time || time || What time the class starts. || SectionSchedule.Time
|-
| Duration || int || The duration of the class in minutes. || SectionSchedule.Duration
|-
| Description || text || The description for this class. || SectionSchedule.Description
|-
| Campus || varchar(80) || The campus. || SectionSchedule.Campus
|-
| Bldg || varchar(80) || The building. || SectionSchedule.Bldg
|-
| Room || varchar(80) || The room. || SectionSchedule.Room
|}
</div>
 
</div>


<div style="margin-bottom: 15px">
<div style="float: left;"><big>Staff/Consultants</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-6">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-6">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || Static identifer for staff. || || Staff.Sequence ||
|-
| UUID || varchar(36) || Unique Identifer for each user. || || Staff.UUID ||
|-
| First_Name || varchar(80) || The staff member's first name. || <nowiki>{{Consultant.First_Name}}</nowiki>* || Staff.First_Name || ConsultantFirst
|-
| Last_Name || varchar(80) || The staff member's last name. || <nowiki>{{Consultant.Last_Name}}</nowiki>* || Staff.Last_Name || ConsultantLast
|-
| LastFirst || varchar(255) || The staff member's full name, formatted as "Last, First". || <nowiki>{{Consultant.LastFirst}}</nowiki>* || Staff.LastFirst ||
|-
| FirstLast || varchar(255) || The staff member's full name, formatted as "First Last". || <nowiki>{{Consultant.FirstLast}}</nowiki>* || Staff.FirstLast ||
|-
| Alias || varchar(120) || The staff member's alias/alternative name. || <nowiki>{{Consultant.Alias}}</nowiki>* || Staff.Alias || ConsultantAlias
|-
| Email || varchar(120) || The staff member's email address. || <nowiki>{{Consultant.Email}}</nowiki>* || Staff.Email || ConsultantEmail
|-
| UserName || varchar(80) || The staff member's username. This typically matches Students.Username if the user has both account types. || <nowiki>{{Consultant.UserName}}</nowiki>* || Staff.UserName || ConsultantUserName
|-
| UserLevel || int || The staff member's [[TracCloud:_Staff_User_Level|user level]]. The possible options are listed below. 0 = Staff 1 = SysAdmin 2 = Profile Admin || || Staff.UserLevel ||
|-
| LastAccess || datetime || Date and time this staff member last logged into TracCloud. || || Staff.LastAccess ||
|-
| GroupID || bigint || The staff member's permission group, relates to Groups.Sequence. || || Staff.GroupID ||
|-
| isKiosk || tinyint || Whether or not this staff account is configured to be a kiosk account. || || Staff.isKiosk ||
|-
| isConsultant || tinyint || Whether or not this staff account is configured to be a consultant account. || || Staff.isConsultant ||
|-
| Inactive || tinyint || Whether or not this account is inactive. || || Staff.Inactive ||
|-
| Phone || varchar(30) || The staff member's phone number. || <nowiki>{{Consultant.Phone}}</nowiki>* || Staff.Phone ||
|-
| CellPhone || varchar(80) || The staff member's cell phone number. || <nowiki>{{Consultant.CellPhone}}</nowiki>* || Staff.CellPhone ||
|-
| WorkPhone || varchar(80) || The staff member's work phone number. || <nowiki>{{Consultant.WorkPhone}}</nowiki>* || Staff.WorkPhone ||
|-
| Address || varchar(80) || The staff member's street address. || || Staff.Address ||
|-
| City || varchar(120) || The staff member's city. || || Staff.City ||
|-
| State || varchar(80) || The staff member's state. || || Staff.State ||
|-
| Zip || varchar(20) || The staff member's zip/post code. || || Staff.Zip ||
|-
| CourseListID || bigint || Relates to CourseList.Sequence || || Staff.CourseListID ||
|-
| Location || varchar(512) || The staff member's assigned in-person location. || || Staff.Location || ConsultantLocation
|-
| OnlineLink || varchar(512) || The staff member's assigned online URL. || || Staff.OnlineLink || ConsultantOnlineLink
|-
| Fund || varchar(80) || The staff member's assigned fund. || || Staff.Fund || ConsultantFund
|-
| PayCodeID || bigint || Relates to PayCodes.Sequence. || || Staff.PayCodeID ||
|-
| Hired || date || The date this staff member was hired. || || Staff.Hired || ConsultantHired
|-
| Terminated || date || The date this staff member's employment was terminated. || || Staff.Terminated || ConsultantTerminated
|-
| ReasonQuit || varchar(220) || The reason for employment termination. || || Staff.ReasonQuit || ConsultantReasonQuit
|-
| Mailbox || varchar(80) || The staff member's mailbox. || || Staff.Mailbox ||
|-
| CenterID || bigint || The staff member's default center. Relates to Centers.Sequence. || || Staff.CenterID || Mailbox
|-
| noShowOnSched || tinyint || Whether or not this staff member has been configured to not show on the schedule. || || Staff.noShowOnSched ||
|-
| Notes || text || The staff member's notes field. || <nowiki>{{Consultant.Notes}}</nowiki>* || Staff.Notes ||
|-
| CustomData || json || All [[TracCloud:_Custom_Fields|custom fields]] are stored in this field. Specify a custom field with its sequence number after "cf_".|| <nowiki>{{Consultant.CustomData.cf_123}}*</nowiki> || Staff.CustomData->>``$.cf_123`` || [Field Name]
|-
| OtherID || varchar(80) || The staff member's alternate/other ID. || || Staff.OtherID || ConsultantOtherID
|-
| StaffBIO || text || The staff member's bio text. || <nowiki>{{Consultant.StaffBIO|raw}}</nowiki>* || Staff.StaffBIO ||
|-
| Pronouns || varchar(80) || The staff member's preferred pronouns. || <nowiki>{{Consultant.Pronouns}}</nowiki>* || Staff.Pronouns || ConsultantPronouns
|-
| CreatedDT || datetime || The date that this staff record was created. || || Staff.CreatedDT ||
|-
| _LastImportedDT || datetime || The date that this staff record was last imported (only applicable if importing staff). || || Staff._LastImportedDT ||
|-
| KioskSort || varchar(10) || The staff member's sort code. || || Staff.KioskSort ||
|-
| SupervisorID || int || The staff member's assigned supervisor. Relates to Staff.Sequence. || || Staff.SupervisorID ||
|-
| TitleOrPosition || varchar(80) || The staff member's title/position. || || Staff.TitleOrPosition ||
|-
| Photo || || The staff member's photo. || <nowiki>{{Consultant.Photo|raw}}</nowiki>* || ||
|}

<nowiki>*</nowiki> Depending on the context, different table prefixes must be used for Twig tags specifically. Most Twig-supported locations throughout TracCloud use the "Consultant" table prefix shown above. Exceptions are listed below. 
* "Staff" (e.g., <nowiki>{{Staff.First_Name}}</nowiki>) should be used in: [[TracCloud:_Workshops|Workshop descriptions and notifications]], [[TracCloud:_Announcements|announcements]], [[TracCloud:_Confirm_Bio|staff bio on search availability]], [[TracCloud:_Work_Plans|Work Plan assignees]], and the [[TracCloud:_Welcome_Messages|staff welcome message]]
* "Supervisor" (e.g., <nowiki>{{Supervisor.First_Name}}</nowiki>) should be used when referencing the assigned supervisor in [[TracCloud:_Work_Plans|Work Plan]] fields.
* "StepSupervisor" (e.g., <nowiki>{{StepSupervisor.First_Name}}</nowiki>) should be used when referencing the STEP supervisor in [[TracCloud:_Work_Plans|Work Plan]] fields.
* "CreatedBy" (e.g., <nowiki>{{CreatedBy.First_Name}}</nowiki>) can be used to reference the staff member who created a referral in [[TracCloud:_SAGE|SAGE emails]].
</div>
 
</div>


<div style="margin-bottom: 15px">
<div style="float: left;"><big>Profile Related (Profiles, Centers, Reasons, Groups)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-7">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-7">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Profiles
|-
! Field !! Type !! Description !! API
|-
| Sequence || bigint || Unique identifer for each profile. || Profiles.Sequence
|-
| Type || int || The type of profile. Possible values are listed below. 1 = TutorTrac 2 = AdvisorTrac 3 = FitnessTrac || Profiles.Type
|-
| Name || varchar(80) || The name of the profile. || Profiles.Name
|-
| Inactive || tinyint || Whether or not this profile is currently inactive. || Profiles.Inactive
|-
| ContactID || bigint || The main contact for this profile. Relates to Staff.Sequence. || Profiles.ContactID
|-
| NameForConsultant || varchar(80) || The name of the "consultant" user type in TracCloud. || Profiles.NameForConsultant
|-
| TimeZone || varchar(120) || This profile's time zone. Uses system time zone if blank (which is common). || Profiles.TimeZone
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Centers
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || Unique identifier for each center. || || Centers.Sequence ||
|-
| Name || varchar(80) || The name of the center. || <nowiki>{{Center.Name}}</nowiki> || Centers.Name || Centers
|-
| CourseListID || bigint || The center's linked course list, relates to CourseList.Sequence. || || Centers.CourseListID ||
|-
| ProfileID || bigint || Which profile this center is linked to, relates to Profiles.Sequence. || || Centers.ProfileID ||
|-
| Inactive || tinyint || Whether or not this center is currently inactive. || || Centers.Inactive ||
|-
| UpdatedDT || datetime || The last time this center record was modified. || || Centers.UpdatedDT ||
|-
| IsWritingCenter || tinyint || Whether or not this center has been configured to ignore consultant specialties. || || Centers.IsWritingCenter ||
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Reasons
|-
! Field !! Type !! Description !! Twig !! API !! SFTP Export
|-
| Sequence || bigint || Unique identifier for each reason. || || Reasons.Sequence ||
|-
| ProfileID || bigint || Which profile this reason is linked to, relates to Profiles.Sequence. || || Reasons.ProfileID ||
|-
| Reason || varchar(80) || The name of the reason. || <nowiki>{{Reason.ReasonName}}</nowiki> <nowiki>{{Reason.Reason}}</nowiki> || Reasons.Reason || Reason
|-
| Inactive || tinyint || Whether or not this reason is inactive. || || Reasons.Inactive ||
|-
| isWork || tinyint || Whether or not this reason is a [[TracCloud:_Payroll|work reason.]] || || Reasons.isWork ||
|-
| SortCode || varchar(40) || The sort code for this reason to override alphabetical sorting. || || Reasons.SortCode ||
|-
| Category || varchar(80) || The reason's category. || <nowiki>{{Reason.Category}}</nowiki> || Reasons.Category ||
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Groups
|-
! Field !! Type !! Description !! API
|-
| Sequence || bigint || Unique identifier for each group. || Groups.Sequence
|-
| GroupName || varchar(80) || The name of the group. || Groups.GroupName
|-
| ProfileID || bigint || Which profile this group is assigned to, relates to Profiles.Sequence. || Groups.ProfileiD
|}
</div>
 
</div>


<div style="margin-bottom: 15px">
<div style="float: left;"><big>SurveyTrac Related (Surveys, SrvyQuestions, Responses, SrvyRespAnswers)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-8">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-8">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Surveys
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each survey. || || Surveys.Sequence
|-
| Name || varchar(80) || The title of the survey. || <nowiki>{{Survey.Name}}</nowiki> || Surveys.Name
|-
| CreatedBy || bigint || The user who created the survey, relates to Staff.Sequence. || || Surveys.CreatedBy
|-
| ProfileID || bigint || Which profile this survey is linked to, relates to Profiles.Sequence. || || Surveys.ProfileID
|-
| AutoSend || varchar(80) || The chosen "Initiated Via" option. || || Surveys.AutoSend
|-
| Active || tinyint || Whether or not this survey is currently active. || || Surveys.Active
|-
| ActiveFrom || date || The start date of the survey period. || || Surveys.ActiveFrom
|-
| ActiveTo || date || The end date of the survey period. || || Surveys.ActiveTo
|-
| Instructions || text || The instructions displayed to the recipient when filling out the survey. || || Surveys.Instructions
|-
| Confirmation || text || The text shown to the recipient after submitting a response. || || Surveys.Confirmation
|-
| HeadText || text || The survey title shown to the recipient above the questions. || || Surveys.HeadText
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ SrvyQuestions
|-
! Field !! Type !! Description !! API
|-
| Sequence || bigint || Unique identifer for each survey question. || SrvyQuestions.Sequence
|-
| Question || text || The question text. || SrvyQuestions.Question
|-
| SurveyID || bigint || Which survey the question is assigned to, relates to Surveys.Sequence. || SrvyQuestions.SurveyID
|-
| Points || double || How many points a correct answer is worth ([[TracCloud:_Grade_Groups_%26_Potential_Assignments|more info.]] || SrvyQuestions.Points
|-
| AnswerChoices || text || The available answers students can select from. || SrvyQuestions.AnswerChoices
|-
| Type || varchar(80) || The format/type of question. || SrvyQuestions.Type
|-
| Number || int || The question number; the value that determines question order. || SrvyQuestions.Number
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Responses
|-
! Field !! Type !! Description !! API
|-
| Sequence || bigint || Unique identifer for each survey response. || Responses.Sequence
|-
| SurveyID || bigint || Which survey this response is linked to, relates to Surveys.Sequence. || Responses.Sequence
|-
| linkedUID || varchar(36) || The UUID of the person who answered this survey. || Responses.linkedUID
|-
| SentByID || varchar(36) || Who/what sent the survey to the recipient. This can be "Dashboard" for dashboard surveys, the name of center for automated surveys, or the UUID of a staff member if manually sent. || Responses.SentByID
|-
| StudentID || bigint || The student recipient, relates to Students.Sequence (not Students.ID). || Responses.StudentID
|-
| SentBy || varchar(80) || Same as SentByID, except in the case of surveys sent by staff this field will display username instead of UUID. || Responses.SentBy
|-
| SentDate || datetime || The date and time this survey was sent to the recipient. || Responses.SentDate
|-
| AnsweredDate || datetime || The date and time the recipient responded to the survey. This will be null if no response has been received. || Responses.AnsweredDate
|-
| StaffID || bigint || The staff recipient, relates to Staff.Sequence. || Responses.StaffID
|-
| FacultyID || bigint || The faculty recipient, relates to Faculty.Sequence. || Responses.FacultyID
|-
| SentManually || tinyint || Whether or not this survey was manually sent to the recipient. || Responses.SentManually
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ SrvyRespAnswers
|-
! Field !! Type !! Description !! API
|-
| Sequence || bigint || Unique identifer for each question response. || SrvyRespAnswers.Sequence
|-
| QuestionID || bigint || Which question this response relates to, relates to SrvyQuestions.Sequence. || SrvyRespAnswers.QuestionID
|-
| ResponseID || bigint || Which survey response this question response relates to, relates to Responses.Sequence. || SrvyRespAnswers.ResponseID
|-
| tAnswer || varchar(80) || The recipient's answer to the question || SrvyRespAnswers.tAnswer
|}
</div>
 
</div>


<div style="margin-bottom: 15px">
<div style="float: left;"><big>Document Related (Documents, DocTypes)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-9">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-9">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Documents
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each document. || || Documents.Sequence
|-
| linkedUID || varchar(36) || The UUID of the user account this document is upload to, for Student/Staff documents. || || Documents.linkedUID
|-
| Usage || varchar(255) || Where this document is uploaded. Possible values are listed below. student staff appointment visit availability group survey || <nowiki>{{Document.Usage}}</nowiki> || Documents.Usage
|-
| StudentID || bigint || Which student record this document is related to, relates to Students.Sequence (not Students.ID). || || Documents.StudentID
|-
| StaffID || bigint || Which staff record this document is related to, relates to Staff.Sequence. || || Documents.StaffID
|-
| DocTypeID || bigint || Which document type this document is related to, relates to DocTypes.Sequence. || || Documents.DocTypeID
|-
| Date || datetime || The date and time this document was uploaded. || || Documents.Date
|-
| Notes || text || The document notes. || <nowiki>{{Document.Notes}}</nowiki> || Documents.Notes
|-
| PostedBy || varchar(255) || The UUID of the user who uploaded the document. || <nowiki>{{Document.PostedBy}}</nowiki> || Documents.PostedBy
|-
| PostedByName || || The user type, sequence, and name of the user who uploaded this document. || <nowiki>{{Document.PostedByName}}</nowiki> ||
|-
| OrigName || varchar(512) || The name of the document. || <nowiki>{{Document.OrigName}}</nowiki> || Documents.OrigName
|-
| LinkedApptID || bigint || Which appointment record this document is related to, relates to Appointments.Sequence. || || Documents.LinkedApptID
|-
| Type || varchar(255) || The document type. || || Documents.Type
|-
| SizeK || double || The file size (in KiB) || || Documents.SizeK
|-
| Inactive || tinyint || Whether or not this document is marked as inactive. || || Documents.Inactive
|-
| LinkedAvailRecID || bigint || Which availability record this document is related to, relates to AvailBlocks.Sequence. || || Documents.LinkedAvailRecID
|-
| LinkedVisitID || bigint || Which visit record this document is related to, relates to Visits.Sequence. || || Documents.LinkedVisitID
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ DocTypes
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each document type. || || DocTypes.Sequence
|-
| Name || varchar(255) || The name of the document type. || <nowiki>{{DocType.Name}}</nowiki> || DocTypes.Name
|-
| Inactive || tinyint || Whether or not this document type is inactive. || || DocTypes.Inactive
|-
|}
</div>
 
</div>


<div style="margin-bottom: 15px">
<div style="float: left;"><big>Resource Related (Resources, ResourceTypes, Checkouts)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-10">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-10">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Resources
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each resource. || || Resources.Sequence
|-
| Title || varchar(80) || The name of the resource. || <nowiki>{{Resource.Title}}</nowiki>
|-
| BarCode || varchar(20) || The barcode value of the resource. || <nowiki>{{Resource.BarCode}}</nowiki> || Resources.BarCode
|-
| Description || text || The description of the resource. || <nowiki>{{Resource.Description}}</nowiki> || Resources.Description
|-
| Keywords || varchar(80) || The keywords for thsi resource, used to find the resource during checkout. || <nowiki>{{Resource.Keywords}}</nowiki> || Resources.Keywords
|-
| Status || int || The status of this resource, possible values are listed below. -1 = Inactive 0 = Checked out 1 = Reserved 2 = Available 3 = Always available || <nowiki>{{Resource.Status}}</nowiki> || Resources.Status
|-
| MaxDaysOut || int || The maximum number of days that an item can be checked out. || <nowiki>{{Resource.MaxDaysOut}}</nowiki> || Resources.MaxDaysOut
|-
| LastDTOut || datetime || The date an time this item was last checked out. || || Resources.LastDTOut
|-
| MaxTimeOut || time || The maximum amount of time that an item can be checked out. || <nowiki>{{Resource.MaxTimeOut}}</nowiki> || Resources.MaxTimeOut
|-
| DueDT || datetime || The date and time this item is due to be returned. This will match Checkouts.DueDT of the most recent checkout. || || Resources.DueDT
|-
| Type || int || The resource type, relates to ResourceTypes.Sequence. || || Resources.Type
|-
| Inactive || tinyint || Whether or not this resource is currently inactive. || || Resources.Inactive
|-
|ProfileID || bigint || Which profile this resource is assigned to, relates to Profiles.Sequence. || || Resources.ProfileID
|-
| AlwaysAvailable || tinyint || Whether or not this resource is designated as always available. || || Resources.AlwaysAvailable
|-
| MaxRenews || int || The maximum number of times a checkout for this resource can be renewed. || || Resources.MaxRenews
|-
| CollateralLogic || tinyint || Whether or not this resource requires collateral to be checked out. || || Resources.CollateralLogic
|-
| LastOutToUUID || varchar(46) || The UUID of the last user to check this resource out. || || Resources.LastOutToUUID
|-
| PickupInstructions || || Instructions for resource pickup. || <nowiki>{{Resource.CustomData.PickupInstructions}}</nowiki> ||
|-
| ReturnInstructions || || Instructions for resource return. || <nowiki>{{Resource.CustomData.ReturnInstructions}}</nowiki> ||
|-
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ ResourceTypes
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each resource type. || || ResourceTypes.Sequence
|-
| Name || varchar(80) || The name of the resource type/category that resources are assigned to. || <nowiki>{{ResourceType.Name}}</nowiki> || ResourceTypes.Name
|-
| Description || varchar(255) || The description of the resource type. || <nowiki>{{ResourceType.Description}}</nowiki> || ResourceTypes.Description
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Checkouts
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each checkout. || || Checkouts.Sequence
|-
| ResourceID || bigint || Which resource this checkout is for, relates to Resources.Sequence. || || Checkouts.ResourceID
|-
| Date || datetime || The date and time of the checkout. || <nowiki>{{Checkout.Date}}</nowiki> || Checkouts.Date
|-
| ReturnedDT || datetime || The date and time the checkout was returned. || || Checkouts.ReturnedDT
|-
| TotalTimeHrs || double || The total number of hours the resource was checked out for. || || Checkouts.TotalTimeHrs
|-
| Collateral || varchar(80) || The collateral for checkout. || <nowiki>{{Checkout.Collateral}}</nowiki> || Checkouts.Collateral
|-
| Notes || text || The notes in the checkout record. || || Checkouts.Notes
|-
| Overdue || tinyint || Whether or not this checkout is overdue. || <nowiki>{{Checkout.Overdue}}</nowiki> || Checkouts.Overdue
|-
| DueDT || datetime || The date and time the checkout is due to be returned. || <nowiki>{{Checkout.DueDT}}</nowiki> || Checkouts.DueDT
|-
| CheckedOutToUUID || varchar(46) || The UUID of the user who checked out this resource. || || Checkouts.CheckedOutToUUID
|-
| CheckedOutToType || varchar(80) || What type of user checked out this resource (Student or Staff). || || Checkouts.CheckedOutToType
|}
</div>
 
</div>


<div style="margin-bottom: 15px">
<div style="float: left;"><big>Workshops</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-11">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-11">
 
<section begin="workshops" />
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each workshop. || || Workshops.Sequence
|-
| CenterID || bigint || Which center this workshop is assigned to, relates to Centers.Sequence. || || Workshops.CenterID
|-
| ReasonID || bigint || Which reason this workshop is assigned to, relates to Reasons.Sequence. || || Workshops.ReasonID
|-
| Name || varchar(255) || The name of the workshop. || <nowiki>{{Workshop.Name}}</nowiki> || Workshops.Name
|-
| Instructor || varchar(255) || The instructor of the workshop. || <nowiki>{{Workshop.Instructor}}</nowiki> || Workshops.Instructor
|-
| {"Course": "100", "Section": "01", "Subject": "ACTG"}</nowiki>'>RosterSubject || json || Contains the subject, course, and section code of the workshop. || || Workshops.RosterSubject
|-
| RosterSubject.Subject || varchar(40) || The workshop subject. || <nowiki>{{Workshop.RosterSubject.Subject}}</nowiki> ||
|-
| RosterSubject.Course || varchar(20) || The workshop course. || <nowiki>{{Workshop.RosterSubject.Course}}</nowiki> ||
|-
| RosterSubject.Section || varchar(80) || The workshop section code. || <nowiki>{{Workshop.RosterSubject.Section}}</nowiki> ||
|-
| StudentLinkedListID || bigint || The list of students this workshop is restricted to, relates to Lists.Sequence. || || Workshops.StudentLinkedListID
|-
| Description || text || The description of the workshop. || <nowiki>{{Workshop.Description}}</nowiki> || Workshops.Description
|-
| AssignmentID || bigint || Which [[TracCloud:_Grade_Groups_%26_Potential_Assignments|potential assignment]] this workshop is assigned to, relates to Assignments.Sequence. || || Workshops.AssignmentID
|-
| CreatedDT || datetime || The date and time this workshop was created. || <nowiki>{{Workshop.CreatedDT}}</nowiki> || Workshops.CreatedDT
|-
| DateFrom || datetime || The start date and time of the workshop. || <nowiki>{{Workshop.DateFrom}}</nowiki> || Workshops.DateFrom
|-
| StartDate || || The start date of the workshop. || <nowiki>{{Workshop.StartDate}}</nowiki> ||
|-
| StartTime || || The start time of the workshop. || <nowiki>{{Workshop.StartTime}}</nowiki> ||
|-
| DateTo || datetime || The end date and time of the workshop. || <nowiki>{{Workshop.DateTo}}</nowiki> || Workshops.DateTo
|-
| EndDate || || The end date of the workshop. || <nowiki>{{Workshop.EndDate}}</nowiki> || Workshops.EndDate
|-
| EndTime || || The end time of the workshop. || <nowiki>{{Workshop.EndTime}}</nowiki> || Workshops.EndTime
|-
| EnrolledDate || || The date of student enrollment. || <nowiki>{{WorkshopsRoster.EnrolledDate}}</nowiki> ||
|}
<section end="workshops" />
</div>
 
</div>


<div style="margin-bottom: 15px">
<div style="float: left;"><big>Custom Fields</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-12">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-12">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Replace '123' in the Twig examples with the sequence of your custom field.
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each workshop. || || CustomDataTypes.Sequence
|-
| DataName || varchar(80) || The internal name of the custom field (different than prompt). || <nowiki>CustomFields.cf_123.DataName</nowiki> || CustomDataTypes.DataName
|-
| Location || varchar(80) || Where the custom field is located. Possible values are listed below. Appointment - Consultant Appointment - Student Availability Certification Consultant Document Faculty Reason Registration Resource Section SI_Session Student - Campus Student - Custom1 Student - Custom2 Student - Custom3 Student - Custom4 Student - Custom5 Student - Other Info Student - QuickStudent Visit - Consultant Visit - Q2 Raise Hand Visit - Student || || CustomDataTypes.Location
|-
| Prompt || text || The visible name of the custom field (what students see). || <nowiki>CustomFields.cf_123.Prompt</nowiki> || CustomDataTypes.Prompt
|-
| Yes\r\nNo</nowiki>">Choices || text || The available list of choices for custom fields with predefined answers. || <nowiki>CustomFields.cf_123.Choices</nowiki> || CustomDataTypes.Choices
|-
| InputType || varchar(80) || What type of custom field this is. Possible values are listed below. field areafield leftcheckfield multicheckfield radiofield radioimagefield toggle menufield imagemenufield imagepopfield signaturefield uploaddocfield popfield labeledhtml infohtml headerhtml group || || CustomDataTypes.InputType
|-
| ProfileID || bigint || Which profile this custom field is linked to, 0 is all. Relates to Profiles.Sequence. || || CustomDataTypes.ProfileID
|}
</div>
 
</div>


<div style="margin-bottom: 15px">
<div style="float: left;"><big>Success Plan Related (SuccessPlan, SPSteps, SPAssigned, SPAssignedSteps)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-13">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-13">
 
<section begin="SPTags" />
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ SuccessPlan
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each success plan. || || SuccessPlan.Sequence
|-
| Name || varchar(120) || The name of the success plan. || <nowiki>{{SuccessPlan.Name}}</nowiki> || SuccessPlan.Name
|-
| ProfileID || bigint || Which profile this success plan is assigned to, relates to Profiles.Sequence. || || SuccessPlan.ProfileID
|-
| Inactive || tinyint || Whether or not this success plan is currently inactive. || || SuccessPlan.Inactive
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ SPSteps
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each success plan step. || <nowiki>{{SPStep.Sequence}}</nowiki> || SPSteps.Sequence
|-
| SuccessPlanID || bigint || Which success plan this step is assgined to. || <nowiki>{{SPStep.}}</nowiki> || SPSteps.SuccessPlanID
|-
| Type || varchar(120) || What type of step this is. Possible values are listed below. Visit Survey Document Task Checkout Notification Prompt|| <nowiki>{{SPStep.Type}}</nowiki> || SPSteps.Type
|-
| DateOrOffset || varchar(36) || When this Step needs to be completed (number of days or static date based on Plan type) || <nowiki>{{SPStep.DateOrOffset}}</nowiki> || SPSteps.DateOrOffset
|-
| isOptional || tinyint || Whether or not the step is optional. || <nowiki>{{SPStep.isOptional}}</nowiki> || SPSteps.isOptional
|-
| isNoSendEmails || tinyint || Whether or not emails are disabled for this step. || <nowiki>{{SPStep.isNoSendEmails}}</nowiki> || SPSteps.isNoSendEmails
|-
| isPromptOnDash || tinyint || Whether or not the prompt is set to display on the dashboard. || <nowiki>{{SPStep.isPromptOnDash}}</nowiki> || SPSteps.isPromptOnDash
|-
| DirectedTo || int || Who the confirmation is directed to. Possible values are listed below. 0 = Student 1 = Plan Staff 2 = Plan Faculty 3 = Step Staff 4 = Step Faculty || <nowiki>{{SPStep.DirectedTo}}</nowiki> || SPSteps.DirectedTo
|-
| OverrideRequireConfirmation || int || Whether or not this step has been overridden to allow/disallow confirmation. || <nowiki>{{SPStep.OverrideRequireConfirmation}}</nowiki> || SPSteps.OverrideRequireConfirmation
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ SPAssigned
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each assigned success plan. || || SPAssigned.Sequence
|-
| SuccessPlanID || bigint || What type of success plan this is, relates to SuccessPlan.Sequence || || SPAssigned.SuccessPlanID
|-
| StudentID || bigint || Which student this plan is assigned to, relates to Students.Sequence (not Students.ID). || || SPAssigned.StudentID
|-
| ConsultantID || bigint || The assigned plan consultant, relates to Staff.Sequence. || || SPAssigned.ConsultantID
|-
| DateStarted || date || The date the plan began. || <nowiki>{{SPAssigned.DateStarted}}</nowiki> || SPAssigned.DateStarted
|-
| DateCompleted || date || The date the plan was completed. || <nowiki>{{SPAssigned.DateCompleted}}</nowiki> || SPAssigned.DateCompleted
|-
| DueDate || date || The date the plan is due for completion. || <nowiki>{{SPAssigned.DueDate}}</nowiki> || SPAssigned.DueDate
|-
| TermID || bigint || The term this plan is linked to, relates to Terms.Sequence. || || SPAssigned.TermID
|-
| Inactive || tinyint || Whether or not this plan is inactive. || || SPAssigned.Inactive
|-
| Status || varchar(120) || The status of the plan. Possible values are listed below. In Progress Complete Overdue || <nowiki>{{SPAssigned.Status}}</nowiki> || SPAssigned.Status
|-
| Percent || int || The completion percentage of the plan. || <nowiki>{{SPAssigned.Percent}}</nowiki> || SPAssigned.Percent
|-
| FacultyID || bigint || The faculty assigned to the plan, relates to Faculty.Sequence (not Faculty.UserID). || || SPAssigned.FacultyID
|-
| DashboardStatus || || The HTML text that would appear on the student's main menu showing their progress in the plan. || <nowiki>{{SPAssigned.DashboardStatus|raw}}</nowiki> ||
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ SPAssignedSteps
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each assigned success plan step. || || SPAssignedSteps.Sequence
|-
| SPAssignedID || bigint || Which assigned success plan this is assigned to, relates to SPAssigned.Sequence. || || SPAssignedSteps.SPAssignedID
|-
| StudentID || bigint || Which student this is assigned to, relates to Students.Sequence (not Students.ID). || || SPAssignedSteps.StudentID
|-
| SPStepID || bigint || Which success plan step this relates to, relates to SPSteps.Sequence || || SPAssignedSteps.SPStepID
|-
| CompletedDate || date || The date this step was completed. || <nowiki>{{SPAssignedStep.CompletedDate}}</nowiki> || SPAssignedSteps.CompletedDate
|-
| DueDate || date || The date this step was due to be completed. || <nowiki>{{SPAssignedStep.DueDate}}</nowiki> || SPAssignedSteps.DueDate
|-
| CompletionOverride || tinyint || Whether or not the completion override option is enabled for this step. || <nowiki>{{SPAssignedStep.CompletionOverride}}</nowiki> || SPAssignedSteps.CompletionOverride
|-
| StaffNotes || text || Any notes entered by the staff for this step. || <nowiki>{{SPAssignedStep.StaffNotes}}</nowiki> || SPAssignedSteps.StaffNotes
|-
| Confirmed || tinyint || Whether or not this step has been confirmed. || <nowiki>{{SPAssignedStep.Confirmed}}</nowiki> || SPAssignedSteps.Confirmed
|-
| StepFacultyID || bigint || Which faculty this step is assigned to, relates to Faculty.Sequence (not Faculty.UserID). || <nowiki>{{SPAssignedStep.StepFacultyID}}</nowiki> || SPAssignedSteps.StepFacultyID
|-
| StepConsultantID || bigint || Which staff record this step is assigned to, relates to Staff.Sequence. || <nowiki>{{SPAssignedStep.StepConsultantID}}</nowiki> || SPAssignedSteps.StepConsultantID
|-
| Index || || The number of the step, based on the order they were created in. || <nowiki>{{SPAssignedStep.Index}}</nowiki> ||
|-
| PartialStepValue || || The progress in the step. For example, you may want to show how many visits they've completed out of a step that requires they complete X visits. || <nowiki>{{SPAssignedStep.CustomData|json_decode.PartialStepValue}}</nowiki> ||
|}
<section end="SPTags" />
</div>
 
</div>


<div style="margin-bottom: 15px">
<div style="float: left;"><big>Work Plan Related (WorkPlan, WPSteps, WPAssigned, WPAssignedSteps)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-14">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-14">
 
<section begin="WPTags" />
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ WorkPlan
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each work plan. || || WorkPlan.Sequence
|-
| Name || varchar(120) || The name of the work plan. || <nowiki>{{WorkPlan.Name}}</nowiki> || WorkPlan.Name
|-
| ProfileID || bigint || Which profile this work plan is assigned to, relates to Profiles.Sequence. || || WorkPlan.ProfileID
|-
| Inactive || tinyint || Whether or not this work plan is currently inactive. || || WorkPlan.Inactive
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ WPSteps
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each work plan step. || <nowiki>{{WPStep.Sequence}}</nowiki> || WPSteps.Sequence
|-
| WorkPlanID || bigint || Which work plan this step is assgined to. || <nowiki>{{WPStep.WorkPlanID}}</nowiki> || WPSteps.WorkPlanID
|-
| Type || varchar(120) || What type of step this is. Possible values are listed below. Work Visit Consultation Visit Appointment Survey Document Task Checkout Notification Prompt|| <nowiki>{{WPStep.Type}}</nowiki> || WPSteps.Type
|-
| DateOrOffset || varchar(36) || When this Step needs to be completed (number of days or static date based on Plan type) || <nowiki>{{WPStep.DateOrOffset}}</nowiki> || WPSteps.DateOrOffset
|-
| isOptional || tinyint || Whether or not the step is optional. || <nowiki>{{WPStep.isOptional}}</nowiki> || WPSteps.isOptional
|-
| isNoSendEmails || tinyint || Whether or not emails are disabled for this step. || <nowiki>{{WPStep.isNoSendEmails}}</nowiki> || WPSteps.isNoSendEmails
|-
| isPromptOnDash || tinyint || Whether or not the prompt is set to display on the dashboard. || <nowiki>{{WPStep.isPromptOnDash}}</nowiki> || WPSteps.isPromptOnDash
|-
| DirectedTo || int || Who the confirmation is directed to. Possible values are listed below. 0 = Consultant 1 = Plan Supervisor 3 = No Prompt || <nowiki>{{WPStep.DirectedTo}}</nowiki> || WPSteps.DirectedTo
|-
| OverrideRequireConfirmation || int || Whether or not this step has been overridden to allow/disallow confirmation. || <nowiki>{{WPStep.OverrideRequireConfirmation}}</nowiki> || WPSteps.OverrideRequireConfirmation
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ WPAssigned
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each assigned work plan. || || WPAssigned.Sequence
|-
| WorkPlanID || bigint || What type of work plan this is, relates to WorkPlan.Sequence || || WPAssigned.WorkPlanID
|-
| ConsultantID || bigint || The assigned plan consultant, relates to Staff.Sequence. || || WPAssigned.ConsultantID
|-
| SupervisorID || bigint || The assigned supervisor for this work plan, relates to Staff.Sequence. || || WPAssigned.SupervisorID
|-
| DateStarted || date || The date the plan began. || <nowiki>{{WPAssigned.DateStarted}}</nowiki> || WPAssigned.DateStarted
|-
| DateCompleted || date || The date the plan was completed. || <nowiki>{{WPAssigned.DateCompleted}}</nowiki> || WPAssigned.DateCompleted
|-
| DueDate || date || The date the plan is due for completion. || <nowiki>{{WPAssigned.DueDate}}</nowiki> || WPAssigned.DueDate
|-
| TermID || bigint || The term this plan is linked to, relates to Terms.Sequence. || || WPAssigned.TermID
|-
| Inactive || tinyint || Whether or not this plan is inactive. || || WPAssigned.Inactive
|-
| Status || varchar(120) || The status of the plan. Possible values are listed below. In Progress Complete Overdue || <nowiki>{{WPAssigned.Status}}</nowiki> || WPAssigned.Status
|-
| Percent || int || The completion percentage of the plan. || <nowiki>{{WPAssigned.Percent}}</nowiki> || WPAssigned.Percent
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ WPAssignedSteps
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each assigned work plan step. || || WPAssignedSteps.Sequence
|-
| WPAssignedID || bigint || Which assigned work plan this is assigned to, relates to WPAssigned.Sequence. || || WPAssignedSteps.WPAssignedID
|-
| ConsultantID || bigint || Which consultant this is assigned to, relates to Staff.Sequence. || || WPAssignedSteps.ConsultantID
|-
| WPStepID || bigint || Which work plan step this relates to, relates to WPSteps.Sequence || || WPAssignedSteps.WPStepID
|-
| CompletedDate || date || The date this step was completed. || <nowiki>{{WPAssignedStep.CompletedDate}}</nowiki> || WPAssignedSteps.CompletedDate
|-
| DueDate || date || The date this step was due to be completed. || <nowiki>{{WPAssignedStep.DueDate}}</nowiki> || WPAssignedSteps.DueDate
|-
| CompletionOverride || tinyint || Whether or not the completion override option is enabled for this step. || <nowiki>{{WPAssignedStep.CompletionOverride}}</nowiki> || WPAssignedSteps.CompletionOverride
|-
| StaffNotes || text || Any notes entered by the staff for this step. || <nowiki>{{WPAssignedStep.StaffNotes}}</nowiki> || WPAssignedSteps.StaffNotes
|-
| Confirmed || tinyint || Whether or not this step has been confirmed. || <nowiki>{{WPAssignedStep.Confirmed}}</nowiki> || WPAssignedSteps.Confirmed
|-
| StepSupervisorID || bigint || Which supervisor this step is assigned to, relates to Staff.Sequence. || <nowiki>{{WPAssignedStep.StepSupervisorID}}</nowiki> || WPAssignedSteps.StepSupervisorID
|}
<section end="WPTags" />
</div>
 
</div>


<div style="margin-bottom: 15px">
<div style="float: left;"><big>SAGE Related (ReferralType, Referrals)</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-15">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-15">
 
<section begin="SAGE" />
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ ReferralType
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each referral type. || || ReferralType.Sequence
|-
| Name || varchar(255) || The name of the referral type. || <nowiki>{{ReferralType.Name}}</nowiki> || ReferralType.Name
|-
| {"Course": "101", "Section": "01", "Subject": "MATH", "CourseList": "", "useCourseList": "0"}</nowiki>'>RosterSubject || json || This array contains information about what subject(s) this referral type is linked to. || || ReferralType.RosterSubject
|-
| StudentLinkedListID || bigint || Which student list this referral type is limited to, relates to Lists.Sequence. || || ReferralType.StudentLinkedListID
|-
| Active || tinyint || Whether or not this referral type is currently active. || || ReferralType.Active
|-
| NotesInstructions || text || The contents of the notes instructions field. || <nowiki>{{ReferralType.NotesInstructions}}</nowiki> || ReferralType.NotesInstructions
|-
| [{"key": "abcdefg12345678", "label": true, "value": "Pick a reason", "active": true}, {"key": "abcdefg12345679", "label": false, "value": "Reason A", "active": true}, {"key": "abcdefg12345680", "label": false, "value": "Reason B", "active": true}, {"key": "abcdefg12345681", "label": false, "value": "Reason C", "active": true}]</nowiki>'>Reasons || json || An array of all of this referral type's reasons. || <nowiki>{{ReferralType.Reasons}}</nowiki> || ReferralType.Reasons
|-
| [{"key": "abcdefg12345678", "label": true, "value": "Pick a Recommendation", "active": true}, {"key": "abcdefg12345679", "label": false, "value": "Recommendation A", "active": true}, {"key": "abcdefg12345680", "label": false, "value": "Recommendation B", "active": true}, {"key": "abcdefg12345681", "label": false, "value": "Recommendation C", "active": true}]</nowiki>'>Recommend || json || An array of all of this referral type's recommendations. || <nowiki>{{ReferralType.Recommend}}</nowiki> || ReferralType.Recommend
|-
| AdditionalNotesInstr || text|| The contents of the additional notes instrucitons field. || <nowiki>{{ReferralType.AdditionalNotesInstr}}</nowiki> || ReferralType.AdditionalNotesInstr
|-
| OtherInstructions || text || The contents of the other instructions field. || <nowiki>{{ReferralType.OtherInstructions}}</nowiki> || ReferralType.OtherInstructions
|}

{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|+ Referrals
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each referral. || || Referrals.Sequence
|-
| RefTypeID || bigint || Which referral type this referral is linked to, relates to ReferralType.Sequence || || Referrals.RefTypeID
|-
| StudentID || bigint || Which student this referral is assigned to, relates to Students.Sequence (not Students.ID). || || Referrals.StudentID
|-
| FacultyID || bigint || Which faculty this referral is linked to, relates to Faculty.Sequence (not Faculty.UserID). || || Referrals.FacultyID
|-
| SectionID || bigint || Which section this referral is linked to, relates to Sections.Sequence. || || Referrals.SectionID
|-
| ConsultantID || bigint || Which consultant this referral is linked to, relates to Staff.Sequence. || || Referrals.ConsultantID
|-
| CenterID || bigint || Which center this referral is linked to, relates to Centers.Sequence. || || Referrals.CenterID
|-
| CreatedDT || datetime || The date and time this referral was created. || <nowiki>{{Referrals.CreatedDT}}</nowiki> || Referrals.CreatedDT
|-
| CreatedBy || varchar(255) || Who created this referral, either a faculty or staff member. || <nowiki>{{Referrals.CreatedBy}}</nowiki> || Referrals.CreatedBy
|-
| NotesInstrData || text || Notes entered while the referral is being submitted. || <nowiki>{{Referrals.NotesInstrData}}</nowiki> || Referrals.NotesInstrData
|-
| [{"key": "abddefgh12345678", "reason": "Submitted work is acceptable"}, {"key": "abddefgh12345679", "reason": "Attendance is unacceptable"}]</nowiki>'>ReasonsData || json || An array of chosen reasons in this referral. || [[TracCloud:_Twig|Reasons*]] || Referrals.ReasonsData
|-
| [{"key": "abddefgh12345678", "reason": "Attendance and Coursework Reasons"}, {"key": "abddefgh12345678", "reason": "Submitted work is acceptable"}, {"key": "abddefgh12345679", "reason": "Attendance is unacceptable"}]</nowiki>'>ReasonsAndLabels || || Same as above, but this array will also include the reason labels. || [[TracCloud:_Twig|ReasonsAndLabels*]] ||
|-
| [{"key": "abddefgh12345678", "recommend": "Meet with Advisor"}, {"key": "abddefgh12345679", "recommend": "Meet with Instructor"}]</nowiki>'>RecommendData || json || An array of chosen recommendations in this referral. || [[TracCloud:_Twig|Recommendations*]] || Referrals.RecommendData
|-
| [{"key": "abddefgh12345678", "recommend": "Meet with..."}, {"key": "abddefgh12345678", "recommend": "Meet with Advisor"}, {"key": "abddefgh12345679", "recommend": "Meet with Instructor"}]</nowiki>'>RecommendationsAndLabels || || Same as above, but this array will also include the recommendation labels. || [[TracCloud:_Twig|RecommendationsAndLabels*]] ||
|-
| AdditionalNotes || text || Additional notes entered during referral submission.|| <nowiki>{{Referrals.AdditionalNotes}}</nowiki> || Referrals.AdditionalNotes
|-
| FollowUpDate || date || The specified follow-up date from the referral. || <nowiki>{{Referrals.FollowUpDate}}</nowiki> || Referrals.FollowUpDate
|-
| FollowUpBy || varchar(255) || The name of the user who followed up on this referral. || <nowiki>{{Referrals.FollowUpBy}}</nowiki> || Referrals.FollowUpBy
|-
| FollowedUp || tinyint || Whether or not this referral has been followed up on.|| <nowiki>{{Referrals.FollowedUp}}</nowiki> || Referrals.FollowedUp
|-
| FollowedUpDT || datetime || The date and time this referral was followed up on. || <nowiki>{{Referrals.FollowedUpDT}}</nowiki> || Referrals.FollowedUpDT
|-
| Processed || tinyint || Whether or not this referral has been processed (resolved). || <nowiki>{{Referrals.Processed}}</nowiki> || Referrals.Processed
|-
| ProcessedDT || datetime || The date and time this referral was processed. || <nowiki>{{Referrals.ProcessedDT}}</nowiki> || Referrals.ProcessedDT
|-
| ProcessedBy || varchar(255) || The user who processed this referral. || <nowiki>{{Referrals.ProcessedBy}}</nowiki> || Referrals.ProcessedBy
|-
| ProcessedNotes || text || Notes entered while the referral was being processed. || <nowiki>{{Referrals.ProcessedNotes}}</nowiki> || Referrals.ProcessedNotes
|-
| StudentContacted || date || The date the student was contacted about this referral. || <nowiki>{{Referrals.StudentContacted}}</nowiki> || Referrals.StudentContacted
|-
| OverrideResend || tinyint || Whether or not the 'Override and resend' feature has been used. || || Referrals.OverrideResend
|-
| AssignedConsultant || varchar(255) || The name of the consultant or advisor assigned to this referral. || <nowiki>{{Referrals.AssignedConsultant}}</nowiki> || Referrals.AssignedConsultant
|-
| AssignedConsultantID || varchar(255) || The sequence number of the assigned consultant, relates to Staff.Sequence. || <nowiki>{{Referral.CustomData.AssignedConsultantID}}</nowiki> ||
|}
<section end="SAGE" />
</div>
 
</div>


<div style="margin-bottom: 15px">
<div style="float: left;"><big>Specialties</big></div><div style="float: right; color: white; background-color: grey; border: 3px solid grey; font-weight: bold; border-radius: 5px" class="mw-customtoggle-16">Toggle Visibility</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-16">
 
{| class="wikitable sortable" style="min-width: 100%; font-size: 15px"
|-
! Field !! Type !! Description !! Twig !! API
|-
| Sequence || bigint || Unique identifer for each specialty. || || Specialties.Sequence
|-
| ConsultantID || bigint || Relates to Staff.Sequence. || || Specialties.ConsultantID
|-
| CenterID || bigint || Relates to Centers.Sequence. || || Specialties.CenterID
|-
| SectionID || bigint || Relates to Sections.Sequence. || || Specialties.SectionID
|-
| ReasonID || bigint || Relates to Reasons.Sequence. || || Specialties.ReasonID
|-
| TermID || bigint || Relates to Terms.Sequence. || || Specialties.TermID
|}
</div>
 
</div>
[[Category:TracCloud Manual]]

TracCloud: Email Templates

2026-06-23T23:24:51Z

Redrock:

<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudGuideGlobalTOC}}
</div>
<div class="pageTitle">Email Templates</div>

Email templates allow you to create pre-written emails that can be easily accessed and modified when needed. These could be used for standard messages that would be frequently sent to students, such as Getting Started guide, a Birthday greeting, or the contents of a notification.

Other ➜ Other Options ➜ Preferences ➜ Email Templates.

[[File:9964886.png|800px]] 

An Automation folder will exist by default, this is used for [https://wiki.go-redrock.com/index.php/TracCloudGuideGlobalNotifications Notification emails specifically]. Additional folders can be manually created as needed.

To create new Email Template, click on New Template. Templates can also be organized into different folders if preferred. 

[[File:9907301.png|400px]] 

* '''Delete'''
: Delete the selected template. This cannot be undone, only delete the template if you’re absolutely sure you won’t be using it anymore.

* '''Rename'''
: Rename the template.

* '''Duplicate'''
: Duplicates the template, allowing you to make changes to separate version without affecting the original.

* '''Move to…'''
: Allows you to move the template into a different folder.

* '''Edit'''
: Takes you to the template editor, as seen below.

When creating your template, you can write out your text, adjust formatting with the tools along the top, and even attach files. [[TracCloud:_Twig|Twig]] is supported, allowing you to pull student information dynamically. For example, you could start your email template with "Hello, <nowiki>{{Student.First_Name}}</nowiki>!" which will become "Hello, Dave!" when the email is sent to Dave. A list of available Twig tags can be found by clicking the <nowiki><></nowiki> button on the right-side of the text editor.

[[File:4342521.png|800px]] 

Additional tags can also be used for different purposes.

* '''{#?FIELD#}'''
: This allows you to prompt a piece of text to be replaced when the template is used. As an example, if your campus closes on certain days each month, but it's not consistent enough to include in the template. In this case, use a tag like this: {#?ClosureDates#}
: The actual text can say whatever you’d like, as long as it's within {#?____#}.
: [[File:2549359.png|500px]]
: When the email is being sent, a prompt will appear requesting that the field contents are specified.
: [[File:3497731.png|500px]]
: Clicking ''Replace Tags'' replaces the tags in the email body with the text you entered. You can then make further modifications to the email as needed before sending.
: [[File:1402674.png|400px]]

==Using an Email Template==

Once you have your email template ready, you can find it within the ''Templates'' tab when sending emails to students.

[[File:4290367.png|800px]] 

Select the template you want to use, make any needed adjustments (such as the student’s name in this example), then send the email.

[[File:8600700.png|600px]] 

[[File:1517738.png|800px]]

<hr>
See Also

* [[TracCloudGuideProfilePrefsEmails|Emails]]

* [[TracCloudGuideProfilePrefsTwig|Twig]]

* [[TracCloudGuideGlobalNotifications|Notification Types]] - Uses email templates to generate emails.

[[Category:TracCloud Manual]]

TracCloud: Email Templates

2026-06-23T23:20:50Z

Redrock:

<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudGuideGlobalTOC}}
</div>
<div class="pageTitle">Email Templates</div>

Email templates allow you to create pre-written emails that can be easily accessed and modified when needed. These could be used for standard messages that would be frequently sent to students, such as Getting Started guide, a Birthday greeting, or the contents of a notification.

Other ➜ Other Options ➜ Preferences ➜ Email Templates.

[[File:9964886.png|800px]] 

An Automation folder will exist by default, this is used for [https://wiki.go-redrock.com/index.php/TracCloudGuideGlobalNotifications Notification emails specifically]. Additional folders can be manually created as needed.

To create new Email Template, click on New Template. Templates can also be organized into different folders if preferred. 

[[File:9907301.png|400px]] 

* '''Delete'''
: Delete the selected template. This cannot be undone, only delete the template if you’re absolutely sure you won’t be using it anymore.

* '''Rename'''
: Rename the template.

* '''Duplicate'''
: Duplicates the template, allowing you to make changes to separate version without affecting the original.

* '''Move to…'''
: Allows you to move the template into a different folder.

* '''Edit'''
: Takes you to the template editor, as seen below.

When creating your template, you can write out your text, adjust formatting with the tools along the top, and even attach files.

[[File:4342521.png|800px]] 

Additional tags can also be used for different purposes.

* '''{#?FIELD#}'''
: This allows you to prompt a piece of text to be replaced when the template is used. As an example, if your campus closes on certain days each month, but it's not consistent enough to include in the template. In this case, use a tag like this: {#?ClosureDates#}
: The actual text can say whatever you’d like, as long as it's within {#?____#}.
: [[File:2549359.png|500px]]
: When the email is being sent, a prompt will appear requesting that the field contents are specified.
: [[File:3497731.png|500px]]
: Clicking ''Replace Tags'' replaces the tags in the email body with the text you entered. You can then make further modifications to the email as needed before sending.
: [[File:1402674.png|400px]]

* '''Twig'''
: Twig tags are also supported, allowing you to pull student information automatically. For example, you could start your email template with “Hello, <nowiki>{{Student.First_Name}}</nowiki>!” which will become “Hello, Dave!” when the email is sent to a student named “Dave.” A list of available Twig tags can be found by clicking the <nowiki><></nowiki> button on the right-side of the text editor. More information on these tags can be found in our [https://wiki.go-redrock.com/index.php/TracCloudGuideProfilePrefsTwig Twig Guide].

==Using an Email Template==

Once you have your email template ready, you can find it within the ''Templates'' tab when sending emails to students.

[[File:4290367.png|800px]] 

Select the template you want to use, make any needed adjustments (such as the student’s name in this example), then send the email.

[[File:8600700.png|600px]] 

[[File:1517738.png|800px]]

<hr>
See Also

* [[TracCloudGuideProfilePrefsEmails|Emails]]

* [[TracCloudGuideProfilePrefsTwig|Twig]]

* [[TracCloudGuideGlobalNotifications|Notification Types]] - Uses email templates to generate emails.

[[Category:TracCloud Manual]]

TracCloud: General Kiosk Login Options / Barcode Scanners

2026-06-23T23:17:25Z

Redrock:

<div class="categoryDynamic">
{{TracCloudGuideTabs}}
{{TracCloudGuideGlobalTOC}}
</div>
<div class="pageTitle">General Kiosk Login Options / Barcode Scanners</div>

Barcode scanners and swipe systems can be utilized in TracCloud to allow students (or staff for work visits) to scan their barcode, ID, etc to log their visit. This article goes over some common barcode scanner examples, your barcode scanner may differ. If the information in this article isn't applying to your scanner, or you simply aren’t 100% sure, reach out to us using the Support tab above.

Barcode scanners are input devices, like keyboards. When an ID is scanned, it almost instantly types the results and returns. Virtually all scanners should work in TracCloud, but some may require additional configuration (either of the scanner itself or in TracCloud). If your scanner only outputs an ID number, it should work out of the box on TracCloud.

Consider that your scanner may have some configuration options available to only send the ID number in the first place, bypassing the need for the additional configuration described below. If not, or if your scanner is difficult to configure, TracCloud can be configured to interpret the results instead. Go to Other ➜ Other Options ➜ Preferences ➜ General KIOSK Login Options.

[[File:3043009.png|800px]] 

* '''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 kiosk/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.” The barcode field will only be used on login if the barcode detection formula recognizes the input as a barcode. Conversely, if the barcode detection formula recognizes an input as a barcode, only the barcode field will be checked.

* '''Barcode Adjust'''
: Transforms the text from the barcode scanner into something that matches the student barcode or staff username/other ID. 

==Configuring your Barcode Scanner==
Start by scanning a user’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 user’s ID is 1931. 

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".

{| class="wikitable"
|-
! Barcode Scanner Contents !! Barcode Detection Formula !! Barcode Adjust
|-
| ABCDEF1931|| {#scan#}='ABCDEF*' || {#WORD:{#scan#}:2:'ABCDEF'#}
|}

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.

{| class="wikitable"
|-
| ;1931000000? || {#scan#}=';*?' || {#SUBSTR:{#scan#}:1:4#}
|}

There are several factors to consider for this example, so we'll combine our Trim and Word functions to grab what we need. The Adjust script is taking the scan, getting the second half delimited by the word "Center" and the Trim function is cutting out the last question mark. We're left with 000001931, a valid ID.

{| class="wikitable"
|-
| ;ROBERTCENTER000001931? || {#scan#}=';*?' || {#trim:{#WORD:{#scan#}:2:'CENTER'#}:'?'#}
|}

No changes needed.

{| class="wikitable"
|-
| 1931 || N/A || N/A
|}
<HR>
[[File:4601010.png|800px]] 

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

* '''Notices On Generic KIOSK'''
: The equivalent of "Notices on KIOSK" found in [[TracCloudGuideProfilePrefsLogEtc|profile preferences]], except for the generic all-profiles kiosk. This message will appear at the top of the kiosk page. Access to the all-profiles kiosk is provided in permission groups under the [[TracCloud:_Permission_Groups|Log In/Out]] tab.

* '''Auto log out of a single center'''
: If checked, the "Log out of center" prompt on [[TracCloud:_Recording_Visits|Kiosks or the Log Listing]] will automatically continue if that is the only option available. This should be enabled if you plan on utilizing a touchless kiosk environment where students scan their ID and are not expected to fill out any additional information.

* '''Reasons are Grouped and Sorted by Categories'''
: If checked, the list of [[TracCloud:_Reasons|reasons]] shown during visit login on kiosks/log listings will be grouped by their category.
: [[File:7269318.png|500px]]

* '''Use SSO KIOSK Logging'''
: If enabled, students will be required to authenticate with single sign-on in order to sign in on a kiosk. This option is not typically recommended.

* '''Do Not Display Name on KIOSK'''
: By default, the student's first name is shown during login/logout (e.g., "Sam, please choose a Subject and Reason"). This preference can be checked to hide student names during the login/logout process.

<hr>
See Also

* [[TracCloudGuideBasicsVisits|Recording Visits]] - More information about kiosks and log listings.

* [[TracCloudGuideBasicsPayroll|Tracking Staff Payroll]]

* [[TracCloudGuideListingsStudents|Students]]

[[Category:TracCloud Manual]]

MediaWiki:Foreground.css

2026-06-23T22:38:35Z

Redrock:

:root {
--darkBG: #2d3034; /* background */
--darkFG: #181a1b; /* foreground */
--darkGR: #a2a9b1;
--darkA: #66b1fa;
--darkAH: #1370cc;
--redrockRed: #610215;
--darkRRRed: #C73149;
--borderColor: #c2c2c2;
}

hr {
clear: left;
}

.mw-ui-button {
color: grey;
}

#content { background-color: #eeeeee; }
#bodyContent { background-color: #eeeeee; }
#catlinks { background-color: #eeeeee; }
body { background-color: #eeeeee; }

/* used to be tcWidgetPage */
.mw-content-ltr {
border-radius: 15px;
border: 1px solid var(--borderColor);
background: #ffffff;
padding: 8px 15px 15px 15px;
}

@media (prefers-color-scheme: dark) {
body, #content, #mw-content-subtitle, #bodyContent, #catlinks, #catlinks .label, .mw-changeslist-legend, .mw-rcfilters-ui-changesListWrapperWidget, .oo-ui-layout, .editOptions, .mw-htmlform-submit-buttons {
background-color: var(--darkBG);
}
.mw-redirectedfrom, #mw-content-text, .mw-specialpagesgroup, #mw-toc-heading, #toc span, .oo-ui-labelElement-label, .cdx-checkbox__label, .cdx-label__label__text, .mw-changeslist h4, .editOptions, #mw-previewheader, .oo-ui-layout {
color: white;
}
#catlinks, footer, #content {
a {color: var(--darkA) !important; }
a:hover {color: var(--darkAH) !important; }
}
#tca a {
color: #0645ad !important;
}
.guideTabs, .newGuideTab {
border-color: var(--darkBG);
background: var(--darkFG);
}
#toc {
label { color: white; }
}
.mw-content-ltr {
background: var(--darkFG);
border-color: var(--darkBG);
p, dd, ul, li, h2, h3, h4, td, th, caption { color: white; }
th, td {
background-color: var(--darkBG) !important;
background: var(--darkBG);
border-color: var(--darkGR) !important;
}
.mw-collapsible-text { color: var(--darkA); }
}
.categoryBox {
h2 { color: var(--darkRRRed); }
border: 1px solid var(--darkBG);
}
.mw-highlight {
filter: invert(1);
color: black;
background-color: #ececec;
}
hr { border-color: var(--darkBG); }
/* this is a temporary solution to keep the main menu looking the same */
.hrMain {
color:#2d3034;
background-color:#2d3034;
}
}

h2 { font-size: 28px; }

/* Link Color */
a {color: #0645ad}
a:hover {color: #03378a;}

/* Hide titles */
.title { display: none; }
#tagline { display: none; }

nav.top-bar,
.top-bar.expanded .title-area {
background: var(--redrockRed);
}

.mw-collapsible-toggle:hover, .mw-collapsible-toggle:focus {
background-color: unset;
}

#navwrapper {
background: var(--redrockRed);
}

ul#top-bar-left li,
ul#top-bar-left li a
{
background: var(--redrockRed);
}

ul#top-bar-right li,
ul#top-bar-right li a {
background: var(--redrockRed);
}

ul#top-bar-left li:hover,
ul#top-bar-left li a:hover,
ul#top-bar-right li:hover:not(.has-form),
ul#top-bar-right li a:hover {
background: #E5E5E5;
color: var(--redrockRed);
}

MediaWiki:Foreground.css

2026-06-23T22:37:48Z

Redrock:

:root {
--darkBG: #2d3034; /* background */
--darkFG: #181a1b; /* foreground */
--darkGR: #a2a9b1;
--darkA: #66b1fa;
--darkAH: #1370cc;
--redrockRed: #610215;
--darkRRRed: #C73149;
--borderColor: #c2c2c2;
}

hr {
clear: left;
}

.mw-ui-button {
color: grey;
}

#content { background-color: #eeeeee; }
#bodyContent { background-color: #eeeeee; }
#catlinks { background-color: #eeeeee; }
body { background-color: #eeeeee; }

/* used to be tcWidgetPage */
.mw-content-ltr {
border-radius: 15px;
border: 1px solid var(--borderColor);
background: #ffffff;
padding: 8px 15px 15px 15px;
}

@media (prefers-color-scheme: dark) {
body, #content, #mw-content-subtitle, #bodyContent, #catlinks, #toc, #catlinks .label, .mw-changeslist-legend, .mw-rcfilters-ui-changesListWrapperWidget, .oo-ui-layout, .editOptions, .mw-htmlform-submit-buttons {
background-color: var(--darkBG);
}
.mw-redirectedfrom, #mw-content-text, .mw-specialpagesgroup, #mw-toc-heading, #toc span, .oo-ui-labelElement-label, .cdx-checkbox__label, .cdx-label__label__text, .mw-changeslist h4, .editOptions, #mw-previewheader, .oo-ui-layout {
color: white;
}
#catlinks, footer, #content {
a {color: var(--darkA) !important; }
a:hover {color: var(--darkAH) !important; }
}
#tca a {
color: #0645ad !important;
}
.guideTabs, .newGuideTab {
border-color: var(--darkBG);
background: var(--darkFG);
}
#toc {
label { color: white; }
}
.mw-content-ltr {
background: var(--darkFG);
border-color: var(--darkBG);
p, dd, ul, li, h2, h3, h4, td, th, caption { color: white; }
th, td {
background-color: var(--darkBG) !important;
background: var(--darkBG);
border-color: var(--darkGR) !important;
}
.mw-collapsible-text { color: var(--darkA); }
}
.categoryBox {
h2 { color: var(--darkRRRed); }
border: 1px solid var(--darkBG);
}
.mw-highlight {
filter: invert(1);
color: black;
background-color: #ececec;
}
hr { border-color: var(--darkBG); }
/* this is a temporary solution to keep the main menu looking the same */
.hrMain {
color:#2d3034;
background-color:#2d3034;
}
}

h2 { font-size: 28px; }

/* Link Color */
a {color: #0645ad}
a:hover {color: #03378a;}

/* Hide titles */
.title { display: none; }
#tagline { display: none; }

nav.top-bar,
.top-bar.expanded .title-area {
background: var(--redrockRed);
}

.mw-collapsible-toggle:hover, .mw-collapsible-toggle:focus {
background-color: unset;
}

#navwrapper {
background: var(--redrockRed);
}

ul#top-bar-left li,
ul#top-bar-left li a
{
background: var(--redrockRed);
}

ul#top-bar-right li,
ul#top-bar-right li a {
background: var(--redrockRed);
}

ul#top-bar-left li:hover,
ul#top-bar-left li a:hover,
ul#top-bar-right li:hover:not(.has-form),
ul#top-bar-right li a:hover {
background: #E5E5E5;
color: var(--redrockRed);
}

MediaWiki:Common.css

2026-06-23T22:37:05Z

Redrock:

/* CSS placed here will be applied to all skins */

:root {
--redrockRed: #610215;
--borderColor: #c2c2c2;
}

.poweredby::after {
content: " — The Redrock Wiki provides documentation for TracCloud™ by Redrock Software Corporation";
}

/* This is used to draw categories on a page */
.categoryDynamic {
max-width: fit-content;
float: right;
padding-bottom: 20px;
padding-left: 20px;
}

/* The category templates use this */
.categoryBox {
border-radius: 5px;
border: 1px solid #c2c2c2;
padding: 3px;
padding-right: 10px;
margin-bottom: -10px;
max-width: 350px;
p {
font-weight: bold;
}
h2 {
margin:3px;
font-size:120%;
color: var(--redrockRed);
font-weight:bold;
cursor:pointer;
}
hr {
margin-top: 0.1em;
margin-bottom: 0.2em;
}
}

.collapsibleList:hover {
/* color: #681D29FA; */
filter: brightness(60%);
}

/* Used for collapsible chapters */
.collapsible {
float: left;
margin-top: 0em;
margin-bottom: 1em;
font-size: 18px;
p {
font-size: 18px;
}
}

.collapsedDefault #list {
display: none !important;
}

/* Used for syntax highlight boxes */
.dashed {
border: 1px dashed black;
}

/* Announcement boxes */
.tcAnnouncement {
padding: 10px 20px 10px 20px;
border-radius: 5px;
margin-bottom: 1em;
margin-top: 0.4em;

p {
font-weight: bold;
}
.fa-solid {
margin-right: 1em;
}
}

.blue {
background-color: #D9EDF7;
border: 1px solid #BCE8F1;
color:#31708F !important;
p { color:#31708F !important; }
}

.green {
background-color: #dff0d8;
border: 1px solid #D6E9C6;
color:#3c763d !important;
p { color:#3c763d !important; }
}

.red {
background-color: #F2DEDE;
border: 1px solid #EBCCD1;
color:#A94442 !important;
p { color:#A94442 !important; }
}

/* alternative to comments */
.keywords, .hide {
display: none;
}

/* title for all articles */
.pageTitle {
font-size: 30px;
text-align: center;
}

/* These are specifically for what's new articles beginning July 2025 */
.newsBlock {
width: 100%;
display: block;
overflow: hidden;
}
.newsCategory {
float:left;
width: 20%;
display: table;
}
.newsContent {
float:right;
width: 80%;
display: table;
}

/* this is used a lot */
.center {
text-align: center;
}

/* Used for the tier bar along top of pages */
.tierBar {
background: var(--redrockRed);
font-weight: bold;
color: white;
border-radius: 15px;
text-align: center;
margin-bottom: 0.5%;
}

/* this is a temporary solution to keep the main menu looking the same */
.hrMain {
height:5px;
border:none;
color:#EEEEEE;
background-color:#EEEEEE;
width: calc(100% + 30px);
margin-left: -15px;
}

.videoBox {
width: 100%;
background-color: #FF0000;
border-radius: 15px;
border: 1px solid #FF0000;
text-align: center;
padding: 1px;
margin-bottom: 0.5em;
}

.scrollImage {
height: 400px;
width: fit-content;
overflow: scroll;
margin-bottom: 1em;
}
.scrollImage::before {
color: grey;
font-style: italic;
content: "Scroll image to see more."
}

#toc {
background-color: unset;
border-radius: 5px;
border: 1px solid;
max-width: 310px;
padding: 5px;
}

/* Cleaning up TracCloud blog category page since it's client-facing now */
.mw-category-generated h2,
.mw-category-generated p,
.mw-category-generated h3 {
display:none;
}

MediaWiki:Common.css

2026-06-23T19:25:23Z

Redrock:

/* CSS placed here will be applied to all skins */

:root {
--redrockRed: #610215;
--borderColor: #c2c2c2;
}

.poweredby::after {
content: " — The Redrock Wiki provides documentation for TracCloud™ by Redrock Software Corporation";
}

/* This is used to draw categories on a page */
.categoryDynamic {
max-width: fit-content;
float: right;
padding-bottom: 20px;
padding-left: 20px;
}

/* The category templates use this */
.categoryBox {
border-radius: 5px;
border: 1px solid #c2c2c2;
padding: 3px;
padding-right: 10px;
margin-bottom: -10px;
max-width: 350px;
p {
font-weight: bold;
}
h2 {
margin:3px;
font-size:120%;
color: var(--redrockRed);
font-weight:bold;
cursor:pointer;
}
hr {
margin-top: 0.1em;
margin-bottom: 0.2em;
}
}

.collapsibleList:hover {
/* color: #681D29FA; */
filter: brightness(60%);
}

/* Used for collapsible chapters */
.collapsible {
float: left;
margin-top: 0em;
margin-bottom: 1em;
font-size: 18px;
p {
font-size: 18px;
}
}

.collapsedDefault #list {
display: none !important;
}

/* Used for syntax highlight boxes */
.dashed {
border: 1px dashed black;
}

/* Announcement boxes */
.tcAnnouncement {
padding: 10px 20px 10px 20px;
border-radius: 5px;
margin-bottom: 1em;
margin-top: 0.4em;

p {
font-weight: bold;
}
.fa-solid {
margin-right: 1em;
}
}

.blue {
background-color: #D9EDF7;
border: 1px solid #BCE8F1;
color:#31708F !important;
p { color:#31708F !important; }
}

.green {
background-color: #dff0d8;
border: 1px solid #D6E9C6;
color:#3c763d !important;
p { color:#3c763d !important; }
}

.red {
background-color: #F2DEDE;
border: 1px solid #EBCCD1;
color:#A94442 !important;
p { color:#A94442 !important; }
}

/* alternative to comments */
.keywords, .hide {
display: none;
}

/* title for all articles */
.pageTitle {
font-size: 30px;
text-align: center;
}

/* These are specifically for what's new articles beginning July 2025 */
.newsBlock {
width: 100%;
display: block;
overflow: hidden;
}
.newsCategory {
float:left;
width: 20%;
display: table;
}
.newsContent {
float:right;
width: 80%;
display: table;
}

/* this is used a lot */
.center {
text-align: center;
}

/* Used for the tier bar along top of pages */
.tierBar {
background: var(--redrockRed);
font-weight: bold;
color: white;
border-radius: 15px;
text-align: center;
margin-bottom: 0.5%;
}

/* this is a temporary solution to keep the main menu looking the same */
.hrMain {
height:5px;
border:none;
color:#EEEEEE;
background-color:#EEEEEE;
width: calc(100% + 30px);
margin-left: -15px;
}

.videoBox {
width: 100%;
background-color: #FF0000;
border-radius: 15px;
border: 1px solid #FF0000;
text-align: center;
padding: 1px;
margin-bottom: 0.5em;
}

.scrollImage {
height: 400px;
width: fit-content;
overflow: scroll;
margin-bottom: 1em;
}
.scrollImage::before {
color: grey;
font-style: italic;
content: "Scroll image to see more."
}

/* Cleaning up TracCloud blog category page since it's client-facing now */
.mw-category-generated h2,
.mw-category-generated p,
.mw-category-generated h3 {
display:none;
}