Availabilities

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    The legacy Trac 4.0 version of TutorTrac/AdvisorTrac/FitnessTrac is no longer receiving updates and will be end-of-life in 2025. All Trac 4.0 customers are encouraged to migrate to TracCloud. TracCloud has been designed from the ground up for speed, power, and security. Click here to schedule a TracCloud demo or reach out to sales@go-redrock.com for migration pricing or contract details. For more details about the migration process, click here.



TracCloud
For over two decades, Redrock’s TutorTrac has been a trusted solution used by thousands of centers worldwide. Now, we have completely redesigned TutorTrac using the latest, most sophisticated development tools to bring you TracCloud. Rebuilt from the ground up, TracCloud has been rigorously tested and proven effective in real-world production environments for over four years.

This transformation began with a fresh foundation — a new database (MySQL), a cutting-edge web hosting platform (AWS on Apache), and a robust development environment (PHP). But the improvements don’t stop there. TracCloud features a sleek, modern user interface designed to be exceptionally intuitive and user-friendly, making it easier than ever to navigate and manage your operations. Plus, TracCloud is fully optimized for mobile devices, allowing users to access and utilize its powerful features seamlessly from anywhere. We are now hosted on Amazon Web Services and we are taking advantage of modern cloud security, alert monitoring, and performance monitoring with automatic scalability for on-demand needs.

We are also excited to introduce new modules designed to enhance your campus’s ability to support students effectively. TracInsights for predictive analysis, Wellness Check-ins, and Reflective Prompts empower your campus to stay connected with students across your district. These tools provide instant alerts when students are struggling, allowing you to respond swiftly. Additionally, our TracFlow Automations can initiate timely interventions and connect students with the appropriate services your campus offers, ensuring no student falls through the cracks.

Guided by invaluable customer feedback, we preserved the features that made TutorTrac and AdvisorTrac so popular while embracing an ambitious vision: How can we elevate every great feature from the 4.0 version to be ten times better in the TracCloud version?

We are confident we achieved that vision. TracCloud is now a more powerful, intuitive, and versatile system while remaining affordable for every level of your institution. Whether you are a small writing center using our software for just $2,500 per year, a large multi-center support services department for under $6,000, or an extensive district with multiple campuses utilizing our comprehensive retention bundle (call for pricing), we have the ideal solution to meet your needs.

Most importantly, we are deeply grateful for the ongoing support and loyalty of our customers over the past 25 years. Your feedback and trust have been instrumental in making TracCloud what it is today. As we look to the future, we are excited to continue innovating and finding new ways to make TracCloud even more powerful and effective as a retention tool for your campus.

Training and Assistance for Your Migration
We understand that migrating from your existing, proven solution to a new platform can feel daunting. To make this transition as smooth as possible, we offer personalized one-on-one training sessions and handle the data migration for you. Our team will seamlessly convert your TutorTrac data into the TracCloud format, scheduling both training and migration to ensure minimal downtime and disruption. More importantly, we will perform the training and migration at no additional cost to you.

Unparalleled Tech Support
Redrock has built a strong reputation for responsiveness and availability. Our team remains dedicated to providing the same top-tier, unlimited support that no other company in this industry can match. Our experienced professionals are ready to assist you via support ticket, email, or phone, often responding within hours—if not minutes—of receiving your request. Over the past 25 years, our reputation for stellar support has been well-proven, and we will continue to earn our place as the leader in higher education software through our unwavering commitment to excellence.

Annual Redrock Conference
We will continue to offer in-person training and exclusive previews of the latest features and modules of our software at our annual conference. Customers have consistently reported that this experience provides a valuable opportunity to connect with Redrock team members, network with peers in their industry, share experiences, and gain insights into best practices for using the TracCloud platform effectively at their campuses.

TracCloud: Enhanced Capabilities and Continuous Innovation
TracCloud has been completely rebuilt from the ground up, retaining all existing features while significantly enhancing their performance and usability. Our comprehensive suite of capabilities includes advanced reporting, intuitive scheduling, feedback surveys, online whiteboard meetings, early alert systems, text messaging, study table management, payroll tracking, resource check-in/out, workshop tracking, task management, success plans, terms and conditions waivers, support for unlimited centers, asynchronous appointments, custom fields, custom forms, custom views, work plans, certifications, instructor attendance tracking, testing center group appointments, watch lists, student photos, batch visits, Supplemental Instruction (SI) visit tracking, email templates, and batch emails. All of these powerful features have been further improved and seamlessly integrated with new functionalities, ensuring a more streamlined user experience.

A Modern, Mobile-Friendly Interface
The enhanced TracCloud system offers a responsive, mobile-friendly interface designed for convenience and accessibility. Students can effortlessly schedule appointments by scanning a QR code and tapping a button. Similarly, they can confirm their attendance at a center by scanning a QR code and pressing a single button, providing a smoother, more enjoyable user experience. Every component of TracCloud is now accessible through this sleek, user-friendly interface, enhancing efficiency for both students and administrators.

TracCloud Reporting System is Second to None
Our reporting system capitalizes on the data we receive and generate from the operations that TracCloud manages. Because of the data capture, our reports can comprehensively indicate what resources are needed and how operations can be streamlined to maximize the help that students receive. Reports can be generated automatically by all staff, and data results may be automatically exported on a daily or weekly basis. Reports may be securely emailed on an automated schedule to the people who need the results regularly and timely. Faculty can receive automated reports on student activities, research departments can obtain raw or summarized data indicating important trends, and center administrators can gather feedback on how students are being assisted. All reports utilize the sleek, user-friendly interface that TracCloud is now known for.

Commitment to Continuous Improvement
Since the launch of TracCloud nearly four years ago, we have remained dedicated to enhancing and expanding the platform. This year, we are introducing several new modules that are easy to incorporate into your existing configuration. The Predictive Analytics module helps identify and monitor at-risk students, while the Wellness Check-In module provides valuable insight into students’ emotional well-being. Additionally, our Reflective Prompts feature encourages students to reflect on their educational journey and the steps they are taking to achieve success. All functionalities can be integrated with our TracFlow automation module, enabling timely early alerts and automated student interventions. The newly introduced AI MoodMeter field links allow proactive identification of students who may require additional support. These enhancements are just the beginning, with many more planned for release throughout the year.

TracCloud: An Enterprise Solution that still works for smaller Centers
TracCloud supports single, small centers with limited budgets while providing powerful scalability for large districts with multiple campuses. Our modular approach allows institutions to add features and functionalities as needed, seamlessly integrating them into a cohesive, robust, and user-friendly system. TracCloud continues to provide a comprehensive solution tailored to meet the evolving needs of institutions of all sizes.

A Commitment to a Holistic Approach to Student Well-Being
TutorTrac has historically been a center operations management tool. Our latest improvements with the new TracCloud have focused on the student experience and how centers truly help students succeed. Future modules of TracCloud will strengthen the connection between centers, students, and faculty, while also providing tools for Deans, Provosts, and VPs to oversee the integration of student support services from a high-level perspective. With our extensive experience in center management and student support, TracCloud is uniquely positioned to provide these essential reporting capabilities, thanks to our ability to gather data directly from the source.

Now, we proudly introduce TracCloud — our latest innovation in student retention and engagement, designed to streamline the management of your learning, writing, advising, or other support centers on your campus.

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 TutorTrac or what we now call 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.



Although we now bid the old TutorTrac a fond farewell this year, we appreciate how successful it was for so many centers around the world. The new, easy to use interface of TracCloud will make our current TutorTrac users happy to move to this new version. Moreover, our support team will make the transition easy and painless!

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

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac


Availabilities
In order to schedule appointments through the Trac system, you need to first define the time slots that the consultants are available. Available times are posted to indicate the date and time that Consultants are available to hold sessions, and also so appointments may be scheduled by several different users, including the students themselves.

A consultant’s availability will establish the date and time range of when the consultant is available for appointments. The availability also sets up session information regarding the number of students that can join an appointment, for what section or reason the consultant is available, and also if the appointment will be scheduled once or repeated on a weekly basis.


Which group(s) of Users will be responsible for setting up Consultant Availabilities (the times that your Consultants are available)?

  • Consultants (Tutors/Advisors)
  • Front Desk Workers
  • Administrators

To access your schedule click the TracMan Icon on the left side of the Trac Navigation. Click Schedule to access the full schedule view for your centers.


Set up your Consultants’ Availabilities

The full view of the schedule has three components:

  • Schedule Grid
  • Date Chooser
  • Personnel Listing



Click on your Center Name to load the schedule for all of the consultants in that center. The Date Chooser allows you to select which date to view on the schedule. The Schedule Grid displays the consultants across the top row and the times of day in the left-hand column.


Click on your Consultant Name to load the week schedule for that specific consultant. The Date Chooser allows you to select which week to view on the schedule. The Schedule Grid displays the days of the week across the top row and the times of day in the left-hand column.


Click on a Start Time for the consultant availability.


Hold your click and drag your mouse down to an End Time. Then release the mouse click.


When you release the mouse click, the Availability Entry window will appear. The Availability Entry window allows you to enter details about the Consultant Availability.


Availability Entry Options
  • Center, Location, Subject, Reason
  • Date from, Date To, Days
  • Drop In (Blue Color)
  • One-on-One (Green Color)
  • Group (Yellow Color)
  • Divide into Slots
  • Breaks
  • Repeating/Recurring
  • Multi-Slot Booking
  • Availability Blocks



Date range

Use the From and To Date calendars to choose a date range for this availability.


Click and highlight the days of the week to create the availability on the selected days.


Availability Types

A Drop-In Availability is set up by creating an availability with a maximum of zero students.


A Single Person Availability is set up by creating an availability with a maximum of one student.


A Multi-Person Availability is set up by creating an availability with a maximum number of students greater than one. Only the specified number of students will be able to schedule an appointment in this time slot.


Divide into Slots

You can break the full time slot into smaller time slots. Click the time entry field to Divide into Slots (HH:MM) and enter a time slot of 01:00. Press the Enter key or click the X to close the HH:MM entry.


Click Save to save this availability. The schedule will update after the Save.

The Single Person Availability (One-on-One) appears on the schedule with a green color.

The availability has been created from 9:00am to 12:00pm on Mondays and Wednesdays.


Breaks

The breaks field can be used to add break periods within an Availability. For example, if a Consultant typically holds 50 minute sessions followed by ten minute break periods, we can set up the Availability by using the Divide into Slots and Break fields. Let’s say we were creating a 5 hour Availability for our Consultant Jane Doe on Monday from 7am to 12pm. From her Schedule, we drag our mouse cursor between the appropriate times.


In the Availability Window that appears, we will set the “Divide into Slots” field to 00:50 hours (50 minutes) by clicking on the Blue Clock to the right of “Divide into Slots”.


We will also set the “Breaks of” field just below to 00:10 hours (10 minutes) by clicking on the Blue Clock to the right of “Breaks of”.


After clicking “Save”, Jane’s Schedule then refreshes to reflect the newly created Drop-in Availability with 50 minute time slots and 10 minute breaks.


Repeating/Recurring

A Repeating or Recurring Availability can be created simply by extending the “Date From” field for an Availability. For example, if our Consultant Jane Doe is available Every Monday at 8:00 am for the entire semester, we would change the date from and date to fields to the appropriate semester start and end dates. The availability would then be created Every Monday for the entire semester.

The option for a Student to book a Recurring appointment (i.e. every Monday at 8am for the entire semester) can be enabled through two fields: the “Autobook: (None)” and the “Allow option to book weekly” fields.


The Autobook: (None) field will automatically book either ALL AVAILABLE appointments, WEEKLY appointments, or NONE. For example, let’s say that Jane added Wednesday at 8am to her Recurring Availability. So now she is available Monday and Wednesday at 8am for the entire semester. If this option is then set to ALL AVAILABLE and a student books the appointment for Monday at 8am, the system would automatically book for the student ALL recurring appointments with Jane Doe under this Availability. In other words, the student would be booked both Mondays and Wednesdays at 8am with Jane Doe for the entire semester. If the Autobook: (None) field is set to WEEKLY, the system would ONLY automatically book the Monday appointment at 8am for the entire semester.


The “Allow option to book weekly” field determines whether or not the Student has the OPTION to book Recurring Appointments. In this case, the system would not automatically book the Recurring appointments. If the student selects the option to book a Recurring appointment, the system will book the Recurring Appointments based on your selection in the previous Autobook: (None) field. If the Autobook: (None) field is set to ALL AVAILABLE, then the system will book ALL available Recurring Appointments. If the Autobook: (None) is set to Weekly, then the system will book a Recurring appointment, but only on the day specified by the Student.


The “default” field determines whether or not the “Option” to book weekly initially appears Checked or Not Checked. We typically recommend setting this default field to “Not Checked”, so that if a Student wants to book a recurring appointment, the Student has to manually check the box. This also prevents students who do NOT want to book recurring appointments from accidentally or unintentionally doing so.

Multi-Slot Booking

The Multi-Slot booking field allows a Student to book multiple time slots in a convenient manner. If Consultant Jane Doe’s five hour Availability is divided into one hour slots, a Student, when booking an appointment with Jane, has the option of booking a single one hour time slot or multiple one hour time slots. In order to activate the Multi-slot option, we need to enter Time Slot intervals in the “Activate multi-slot booking” field. If Consultant Jane Doe divided her Availability into 01:00 hour slots, we can “Activate multi-slot booking” by entering, for example, “60;120” into the “Activate multi-slot booking” field. This will allow students to then be able to book either one hour time slots or two hour time slots.


Availability Blocks

An Availability Block is simply a restriction users can place on their schedules that indicates times when Consultants are NOT available for appointments. These are typically used for Holidays, Lunch Breaks, Meetings, Emergencies, or last-minute Cancellations.

In the Availability Entry Window, simply uncheck the “is Availability” field in the upper right corner to create an Availability Block.


You can modify the date range, duration, days, and Reason appropriately, and add a brief description. Click “Save” to save the Availability Block.


Center Availability Blocks

To add an Availability block for an entire Center, we will need to navigate to the Center Profile page. Hover over the Search Glass on the right side of the Trac Navigation Bar (top left corner of Main Menu) and select Center Profiles. Click on your Center Profile and navigate to the Centers Tab. Find the Subcenter that you would like to create an Availability block for and click on this Subcenter. In the bottom half of the Center Profile window that appears, the system will list any Availability blocks that currently exist for the Subcenter in selection.


You can click on the date under the “date from” field that acts as a hyperlink to the Availability block to access and edit the existing Availability block. If none exist, click on the blue “new” button to create a new Availability block for the subcenter you’ve selected.


Here in the Availability Block window, users can modify the details of the Availability block. Customize your date range through the “Date from” and Date To” fields. Edit the time through the “From” and “to” fields. Select the appropriate days which apply, and add a description in the “description” field if necessary.

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