Appointment Scheduling

The legacy Trac 4.0 version of TutorTrac/AdvisorTrac/FitnessTrac is no longer receiving updates and will be end-of-life in 2025. Click here to schedule a TracCloud demo or reach out to sales@go-redrock.com for migration pricing or contract details.

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New, easy to use interface
TracCloud features a modern, easy to use, and mobile-friendly interface, allowing you to easily find and manage your data as you need. Students, staff, and faculty will have a much easier time navigating through the system and accessing the data they need. The new dashboard offers many easy to access widgets to view and manage your data.

New Features
Export almost any report into Excel. Static and dynamic QR codes for touchless-kiosk environments. Unlimited custom data fields in student records, visits, appointments, and more. Customizable views of listing pages. Student timelines. Twig and HTML-supported emails and system messages. Customizable log listing and kiosk views. Center descriptions. New reports. Student success plans as a new module, along with work plans for staff. The full list of changes couldn't fit in this article, and more is being added all the time. Relating to the schedule specifically, you'll find a new appointments listing, availability badges, custom search appointment links and QR codes, unlimited customizable max appointment rules, asynchronous appointment support, and more.

Customizable
With Twig support, you can personalize system messages, upcoming appointment lists, emails, and more based on the users who are viewing/receiving them. From simple changes like greeting the user by name to completely changing an email based on if the related appointment was in-person or online, in a certain center, for a certain reason, even if a certain custom field in the student's profile has a specific value. This extends to the log listing and kiosks as well, where you can add or remove fields, rearrange the data that's displayed, and add custom formatting with HTML and Twig.

Faster
Rewritten from the ground up hosted on AWS, using a MySQL database, TracCloud is faster in every way. This performance increase compared to Trac 4.0 can be noticed throughout the entire system, with reports being especially improved. Even the biggest reports in TracCloud load within a few seconds.

Migrate Existing Data
Migrate your existing data from Trac 4.0, allowing you to pick up right where you left off. We'll work with you to plan out your migration, coordinating with your IT, and training your system administrators to get you started in TracCloud.

Click here to schedule a TracCloud demo!

User Manual Contents

• Introduction

• SysAdmin Preferences

• Center Profile Prefs

• Group Settings

• Sections

• Reasons

• Consultants

• Student Records

• Availabilities

• Appointment Scheduling

• Booking as a user

• Booking as a student

• Appointment Status

• Appointment Custom Question

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac

Appointment Scheduling

Appointments can be scheduled by filling a consultant availability or by scheduling a standalone appointment. Those appointments and availabilities can then be viewed on the Schedule or through the Appointment view, and reminders can be set to keep students and consultants informed.

Booking an Appointment (as a user)

As a Consultant, Front Desk Worker, or Administrator, we can book an Appointment from our Administrator’s view of the Schedule.

Booking an Appointment (as a student)

As a Student, we can book Appointments using the Search for Availability Window, which allows users to Search for Time slots that indicate when Consultants are available. By simply searching for Availabilities, students are unable to access any sensitive data such as existing appointments with other students, Consultants, or any irrelevant contact info.

Center Prefs - Appointment Options

The first major area of Configuration Options for Appointments is located in your Center Profile Preferences. Center Profile preferences are global per Center Profile, or in other words, the settings put into place here will affect ALL subcenters under the selected Center Profile. All subcenters under a single Center Profile are subject to the rules set for the Center Profile’s Preferences.

Group Access - Appointment Options

The second major area of Configuration Options for Appointments is located in your Group Access Preferences. Group Access settings determine which Groups of Users are able to Access the Schedule. The Group Access Preferences define in detail specific levels of access.

Appointment Status

Appointment Statuses can be defined in your Center Profile Prefs Tab and fully customized to include any status that your campus deems as necessary. The three major default statuses for Appointments are Attended, Missed, and Cancelled. However, campuses commonly add additional statuses to further differentiate or associate meaning. For example: Student Missed, Tutor Missed, Student Cancelled, Tutor Cancelled, or Admin Excused.

Appointment Scheduling

From Redrock Wiki

User Manual Contents