Booking an Appointment (as a student)

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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. Click here to schedule a TracCloud demo or reach out to for migration pricing or contract details.

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.


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.


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!

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.

To Search for an Availability, hover your cursor over the Search Glass Icon on the right side of the Trac Navigation. Click Appointments to access the Search for Availability Window. Keep in mind that this path to the Availability Window is from an Administrator’s perspective. Typically, a student will log in with their student credentials and navigate to the Search for Availability page using the process shown through the following screenshots.

When logged into your Trac system as a student, options are significantly more restricted. Access to a variety of Preferences and Navigational Tools are unavailable; rather, the student has access only to the necessary functions that you as an Administrator deem to be appropriate.


Sam Smith, our sample student for example, is allowed to Search for Availabilities, Confirm his BIO, Search for Resources, View his own Visit History, or Post an electronic Document. All of these links are located on the left side under “Student Options”.


Sam Smith can click on the Search Availability button on the left hand side to open the Search for Availability Window.


Next, Sam is prompted to select a Center. When he has chosen a center, additional search criteria will load below.



Sam can narrow his search by Consultant, Section, or Date Range, depending on the type of Availability that he is looking for. Let’s say for example that Sam was looking for tutoring in his English 101 class on either Monday or Wednesday around 10:00 am. Clicking on the blue dropdown arrow next to Section displays a list of Courses that Sam is currently enrolled in (See Chapter 5: Sections - Course Import).


Sam then selects English 101 as his Subject selection. In the time field just below, Sam adjusts the time to 8:00 am to 12:00 pm. In the Days section beneath the Time, Sam deselects TUE, THU, and FRI, to leave only Monday and Wednesday selected.


After modifying the appropriate fields and clicking “Search”, the system returns with any matching Availabilities.


If any of the resulting Available Time Slots fits in with Sam’s schedule, he can simply click one of the Time Slots to begin the process of booking the Appointment. As an example, let’s say our student Sam clicks on the 10:00 AM – 11:00 AM Appointment with Jane Doe on Monday.


Here in the Appointments Entry window, Sam can enter any appropriate information regarding the Appointment: Subject, Reason, Location, a Phone number for Contact purposes, as well as any Notes that may describe what the session will involve. After entering the Appointment information, Sam can click SAVE to book the Appointment. When Sam clicks Save, appointment Confirmations can be sent to both Student Sam Smith and Tutor Jane Doe.