Booking an Appointment (as a user)

From Redrock Wiki

    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.



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.

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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.

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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.

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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.

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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.

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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


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

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. Click on a Consultant’s Name in the Personnel Listing on the left hand side to open a specific Consultant’s schedule.


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How to book an Appointment (as a Consultant, Front Desk Worker, or Administrator)


Next to any single person or multi-group Availability created (not Drop-in), there is a Blue dropdown arrow that, when clicked, will open a Search field. In this search field you can search for a Student by Name or ID, and upon clicking on the Student’s name the Availability Entry Window will appear.


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Clicking on Sam’s ID number will begin the process of booking the Appointment by opening the Appointment Entry window.


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Here in the Appointments Entry Window, we can the details of our Appointment. Here in the Appointment Info tab, you can add the appropriate data for the session that will occur. The Center, Date, Time, Duration, Student ID and Consultant Name will automatically populate based on the information entered for the Availability. You can at this point fill in the remaining fields if necessary: Reason, Subject, Location, and any Visit Notes that may apply.


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An essential field that remains is the “Status” field on the right side of the Appointment Entry Window. The “Status” field defines the status of the appointment (Attended, Missed, or Cancelled) and is typically not filled out until after the Appointment has occurred, but we will go over this process (Post Visit/Appointment Data Collection) in more detail further in this Guide.


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