Center Profile-Scheduling

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.

Click here or expand to see what's new in TracCloud

[Open in a new tab]

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

• Center Profile Activation

• Creating Subcenters

• Log In/Out Prefs

• Scheduling Prefs

• Locations

• Visit Custom Fields

• Email Prefs

• Notices

• Group Settings

• Sections

• Reasons

• Consultants

• Student Records

• Availabilities

• Appointment Scheduling

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac

Center Profile Scheduling Preferences

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.

To get to your Scheduling Preferences, hover over the Search Glass to the right side of the Trac Navigation bar (top left corner of Main Menu). Select Center Profiles and click your center profile. Select the Prefs Tab to the right. Select the Scheduling Tab in the subtabs that load beneath.

TIME RESTRICTIONS:

Schedule no sooner than (7 days) and no later than (24 hours) prior to the Appointment.

This preference defines the Time range in which Appointments are able to be booked. The default settings are: Schedule no sooner than (7) days in advance, and no later than (24) hours prior to the appointment. "No later than (HH:MM) prior" counts back from the start and end times of the appointment, so it is recommended to set this to at least your average appointment length or longer.

No cancellations within (24 hours) prior to the Appointment.
This preference defines the Time range in which Appointments are able to be Cancelled, previous to the Appointment actually occurring. If this preference was set to, for example, 24:00 hours, students would NOT be able to Cancel an appointment within 24 hours prior to the appointment.

Appointment Duration Minimum:
This preference defines the minimum length for ALL appointments, and basically restricts the minimum duration of Appointments that you will allow to occur in your Centers.

Appointment Duration Maximum:
This preference defines the maximum length for ALL appointments, and basically sets a limit for the maximum duration of Appointments that you will allow to occur in your Centers.

Default Appointment Duration:
This preference determines the default duration for ALL appointments.

Appt Start in Increments of (00:00)
This preference defines the Increments of time with which you use to measure Appointment duration. If your Centers use schedules based on 10 minute Intervals (1:50, 2:40, etc), for example, we would enter “00:10” to set up the Appointment Start times appropriately. You can use (00:00) to ignore this setting.

Appt End in Increments of (00:00)
This preference defines the Increments of time with which you use to measure Appointment duration. If your Centers use schedules based on 10 minute Intervals (1:50, 2:40, etc), for example, we would enter “00:10” to set up the Appointment Start times appropriately. You can use (00:00) to ignore this setting.

Appt Duration in Increments of (00:00)
This preference defines the Increments of time with which you use to measure Appointment duration. If your Centers use schedules based on 10 minute Intervals (1:50, 2:40, etc), for example, we would enter “00:10” to set up the Appointment Start times appropriately. You can use (00:00) to ignore this setting.

Default Multi-Slot Times: _____ minutes
Multi-Slot Times allow users to book multiple appointment slots. For example, if a Consultant was available for 1 hour appointments Monday Afternoon from 1 to 4 pm, a student could be given the option to book all three appointments: the 1:00 appointment, the 2:00 appointment as well as the 3:00 appointment. This preference determines the Default Slot times (for this example 1 hour) of these additional appointments, if the student wants to book multiple appointments.

SPECIAL FIELDS (ON SCHEDULE AND ENTERING APPOINTMENTS)

Reasons: (_) Use Reason Specialties on Search Avail:

Activating this preference will display the Reason field in the Search Availability Window. When searching for an Availability, the user who is performing the search has the option of entering a Reason to limit the search. If the activation of this preference is desirable, make sure that during the process of setting up Availabilities.

Reasons: (_)Show on Schedule:
Activating this preference will display Reason Specialties on the Schedule: specifically next to the Time field on the Availability itself.

Reasons: (_)Enter in Avail
Activating this preference will allow Reason to be entered while creating Availabilities. Reason will be displayed in the Availability Entry Window.

Reasons: (_)Enter in Appt
Activating this preference will display the Reason Specialties on the Appointment Entry Window.

Reasons:(_) Required
Activating this preference will force users to specify Reason Specialties during their search. A search will not be able to be performed without entering a Reason Specialty.

Locations: (_)
Activating this preference will display the Location field in the Search Availability Window. When searching for an Availability, the user who is performing the search has the option of entering a Location to limit the search. If the activation of this preference is desirable, make sure that during the process of setting up Availabilities.

Locations: (_)Show on Schedule
Activating this preference will display Location on the Schedule. When you hover your mouse cursor over an Availability, Location will display.

Locations:(_) Enter in Avail
Activating this preference will display Location in the Availability Entry Window (when setting up Availabilities).

Locations:(_) as Text
Activating this preference allows users to, instead of selecting from a Pre-defined list of Locations, enter in Custom Locations as Text. Rather than clicking the Dropdown menu next to Locations and making a selection, users can simply click in the field and Type a Location name (i.e. Room 101).

Locations:(_) Enter in Appt
Activating this preference will display the Location Specialties on the Appointment Entry Window (when booking Appointments).

Locations:(_) Required
Activating this preference will force users to specify Location during their search. A search will not be able to be performed without entering a Location.

Sections: (_)
Activating this preference will display the Section field in the Search Availability Window. When searching for an Availability, the user who is performing the search has the option of entering a Section to limit the search. If the activation of this preference is desirable, make sure that during the process of setting up Availabilities, Section is defined (See Chapter 5: Sections - Section Specialties).

Sections:(_) Show on Schedule
Activating this preference will display Subject/Section on the Schedule: specifically next to the Time field on the Availability itself.

Sections:(_) Enter in Avail
The (…) icon, when clicked, will expand to a larger text field, where users can enter the custom Visit Warning message to send to users who may be logging out too early. The message could be something along the lines of, “You haven’t completed a 15 minute visit yet. Are you sure you want to log off?”

Sections:(_) Enter in Appt
Activating this preference will display the Subject dropdown menu on the Appointment Entry Window (when booking Appointments)

Sections:(_) Required
Activating this preference will display Reasons for visits shown in the Log Listing. This privilege can be further restricted in the Group Access preferences.

OTHER SCHEDULE OPTIONS:

Allow Student to Cancel Appts

This preference, when activated, allows students to Cancel Appointments. When logged in as a Student, any upcoming Appointments will appear in the Welcome Window in the Center of your Main Menu. These appointments can be cancelled simply by clicking on the “X” to the right of the Appointment.

Display Consultant Email:
This preference, when activated, displays the Consultant’s email address for Students’ reference. The Consultants’ email address will be displayed next to their Name in the Search for Availability Results.

Check Student Conflict on Save Appointment
This preference, when activated, will check for any Scheduling Conflicts when students book an Appointment. If a student has another appointment (in any center) at the same allotted time slot, the system will prevent the student from double-booking.

Display Consultant Alias on Availability Search
This preference, if activated, will display Consultant Alias on the Search for Availability Window. Consultant Alias is typically used if a Consultant does not want to display their Full Name, and instead uses an Alias for identification.

Display Notes on Appointment Entry, Students may ( _____)
This preference, if activated, will display any Appointment Notes in the Appointments Entry window. Furthermore, Students may:

The “Edit” option will allow students to Edit and modify any notes entered.
The “View” option will only allow students to View Appointment Notes.
The “Hide” option will hide any Appointment Notes from the student.

Display Consultant Phone on Appointment Entry
This preference, if activated, displays the Consultant’s phone number in the Appointment Entry Window. The Consultants’ phone number will also be displayed next to their Name in the Search for Availability Results.

Allow User to Enter Visit Notes on Group Roster
Activating this preference allows Users to enter Visit Notes on Group Rosters for Group Appointments. Attendance can be taken for Multi-person / Group Appointments directly from the Schedule, and as students are marked as Attended or Cancelled, Visit records are created or not created appropriately. If Students are marked as Attended and a Visit Record is created, this preference allows for Users to enter Visit Notes for the Visit Record.

Allow User to Enter Send Emails on Group Roster
Activating this preference allows Users to be able to send emails on Group Rosters for Group Appointments. Attendance can be taken for Multi-person / Group Appointments directly from the Schedule, and as students are marked as Attended or Cancelled, Visit records are created or not created appropriately. If Students are marked as Attended and a Visit Record is created, this preference allows for Users to Send Emails directly from the Schedule through the Group Roster.

Block Students from Booking Recurring Appointments
This preference, if activated, will block students from booking Recurring Appointments (Daily, Weekly, Monthly). This is not to be confused with the Multi-Slot function, which will still be available for users to book multiple time slots within the same Availability.

APPOINTMENT CUSTOM FIELD:

Display Custom Field on Appointment Entry

This preference allows you to place a Custom Field in the Appointments Entry window. This custom field will appear when the Appointment is being booked, along with the Subject, Reason, Location, Fund, and Status fields (if you so choose).

Appt Custom Field Label
The default Custom Field is set to (Phone) and allows Users to enter their Phone number into the Appointment Record as the appointment is being booked.

Custom Field Required
This preference forces the Custom Field of your choice to be REQUIRED in order to “Save” or book the Appointment.

Appointment Instructions
You can enter in this field any appropriate Instructions for users who are booking appointments. These customized instructions will appear on the Appointments Entry Window, just above the Center Selection Field.

Custom Choices
You can define in this field the Choices available for the first preference in this Section: Appt Custom Field Label. Any choices that you enter in this field must be separated by a Return (Enter) character, and will appear in the Appointment Entry Window when a user is booking an Appointment.

Display Fund on Appointment Entry
This preference will Display the Fund field that appears in the Appointment Entry Window.

Display Fund on Appointment Entry: Required
This preference will force the Fund field to be completed in order to “Save” or book the Appointment.

APPOINTMENT STATUS & MANAGEMENT:

Appointment Status Choices (________)

The Appointment Status Choices Field is an area where we can define our Appointment Status Choices. Here we can designate an unlimited amount of Status types, to accurately classify and process the data of Appointments that occurred. Typical Appointment Statuses include: Attended, Missed, Tutor-Cancelled, Student-Cancelled, or even Student-Missed, Tutor-Missed, Admin Cancelled, Admin Excused, Student Cancelled, etc…Make sure to separate each classification with a Return or Enter character.

Status for Attended (________)
The Status for Attended field allows a user to rename one of the two most important statuses that need to be defined in the system: Attended and Missed. The desired name should be entered in the text field, and also should be included in the preference #1 above: Appointment Status Choices.

Status for Missed (________)
The Status for Missed field allows a user to rename the second most important status: Missed. The desired name should be entered in the text field, and also should be included in the preference #1 above: Appointment Status Choices.

Missed Appointments, Change Status to (________) automatically each night
This preference involves the Automated Event “Missed Appts” mentioned in the Intro / Definitions section. To briefly summarize, the “Missed Appts” automated event basically checks all Visits that have occurred within a time period, and attempts to link these Visits to the correct Appointments. If an appointment, let’s say was set to occur at 12:00 pm on Monday, and the student who booked the appointment logs in at 11:45 am, and signs out at 01:15 pm. Later that night, the “Missed Appts” automated event runs and sees that our student made a visit for an hour and a half. The system also recognizes that the time frame matches that of the Appointment (to a degree of tolerance that you set, i.e. +/- 15 minutes), and therefore successfully matches the Visit to the Appointment, and marks the Appointment status as Attended.

On the other hand, let’s say our student does not show up for the Appointment. In this case, the system recognizes that there was no Visit made on Monday by said student. Consequently, the system does NOT link the Visit to the Appointment, as no visit occurred. This preference then comes into play, as the system will then modify the Appointment Status to whatever Status you define here, for example, “NO Call NO Show”, if the status of “missed” is insufficient or you want to further define/classify the status of an Appointment

Student Max Missed (_____) appts, since (__________) AND Change Center Student Status to (__________)
The Student Max Missed Preference determines exactly how many Appointments a student can miss, and if so, what happens to the student’s Status as a result? For instance, let’s say we set a limit at 3 max Appointments missed within a Semester’s date range. Let’s also say if such a situation were to happen, we would then change the students’ status to BANNED. In this case, if a student were to miss 3 appointments within a semester and subsequently attempted to book another Appointment, the system would return with a message indicating the students current status of BANNED, and the reason (missing 3 appointments).

Appointment Fund Choices (_________)
The Appointment Fund Choices Field is an area where we can define the different classifications of Funds. Here we can designate an unlimited amount of Fund types. Make sure to separate each classification with a Return or Enter character.

Appointment Location Choices (_________)
The Appointment Location Choices Field is an area where we can define Locations within Appointments. Location is typically used to further designate a location within a Subcenter – for instance, Writing Center: Location – Room 103. Make sure to separate each classification with a Return or Enter character.

OTHER SCHEDULING BLOCKS:

The “Other Scheduling Blocks” section allows a campus to devise Rules regarding Scheduling. The following parameters will PREVENT a student from booking an appointment, if certain rules are broken.

Prevent a student from booking an appointment if any of the following is true:

Maximum of (__) Appts with Status = (_______) from (______) to (______)

This preference (similar to Preference #4 under Appointment Status & Management above) allows a campus to create a Scheduling Block based off of any Appointment Status. If, for instance, your campus has created an Appointment Status of “Student Cancelled”, and you would like to prevent students who have Cancelled 3 appointments from booking any further appointments, we could set a maximum limit at 3 Appointments with a status of “Student Cancelled” for this semester.

Prevent booking when Student Status is (________)

This preference will simply prevent a student from booking if said student’s status is _______. To use an example from earlier, if a student status is BANNED from missing 3 appointments, and this preference has been set to BANNED, said student will not be able to book appointments for the remainder of the time period that you defined.

Prevent booking for more than (______) consecutive appointments Same Consultant, (_) for the same student

This preference, if activated, will prevent a user from booking consecutive appointments with the SAME Consultant, OR for the SAME Student.

SEARCH AVAILABILITIES:

Center Description/Instruction on search

The Center Description/Instruction on search field allows a user to enter Custom Instructions on the Search for Availability Window. HTML tags are acceptable in this area. Click on the icon on the bottom right corner of the text box to expand the field.

Instructions when no Availabilities Found
The Instructions when no Availabilities Found field allows a user to enter Custom Instructions in the Search for Availability Window, when no results have been found. HTML tags are acceptable in this area. Click on the icon on the bottom right corner of the text box to expand the field.

Show Consultant Choice on Search, if not, use (____________)
Activating this preference will allow Users to Choose a Consultant when Searching for an Availability. The text field to the right of the word “use” has the ability to define a couple of options. If left blank, ALL consultants will be available in selection. A specific Consultant name can be typed here to display a SINGLE Consultant. Entering in the phrase “CHOICE REQUIRED” will force Users to select a Consultant before a search can be performed.

Consultant Choices Script (__________)
Allows for customizations of Consultant choices. Contact Redrock Support for details (helpdesk@go-redrock.com)

Show Reason on Search, if not, use (____________)
Activating this preference will allow Users to Choose a Reason when Searching for an Availability. The text field to the right of the word “use” has the ability to define a couple of options. If left blank, ALL Reasons will be available in selection. A specific Reason can be typed here to display a SINGLE Reason. Entering in the phrase “CHOICE REQUIRED” will force Users to select a Reason before a search can be performed. If the Reason choice is required, make sure to define Reasons when creating Availabilities and Appointments.

Reason Choices Script (__________)
Allows for customizations of Reason choices. Contact Redrock Support for details (helpdesk@go-redrock.com)

Show Section on Search, if not, use (____________)
Activating this preference will allow Users to Choose a Subject/Section when Searching for an Availability. The text field to the right of the word “use” has the ability to define a couple of options. If left blank, ALL Subjects will be available in selection. A specific Subject can be typed here to display a SINGLE Subject/Section. Entering in the phrase “CHOICE REQUIRED” will force Users to choose a Subject before the search can be performed. If the Subject choice is required, make sure to define Subjects when creating Availabilities and Appointments.

Show Location on Search, if not, use (____________)
Activating this preference will allow Users to Choose a Location when Searching for an Availability. The text field to the right of the word “use” has the ability to define a couple of options. If left blank, ALL Locations will be available in selection. A specific Location can be typed here to display a SINGLE Location. Entering in the phrase “CHOICE REQUIRED” will force Users to select a Location before a search can be performed. If the Location choice is required, make sure to define Locations when creating Availabilities and Appointments.

Allow Dates on Search, Default from (__) to (__) days
The Allow Dates on Search preference allows a user to enter a Date Range during a Search for Availability. The Default values field will define the values that automatically populate when the Search for Availability page first loads (i.e. 0 to 14 days).

Allow Days on Search, default: (MONTUEWEDTHUFRI)
The Allow Days on Search preference allows a user to specify Days of the Week during a Search for Availability. The Default values field will define the values that automatically populate when the Search for Availability page first loads.

Allow Times on Search, Default from (____) to (____)
The Allow Times on Search field allows a user to define a Time Range during a Search for Availability. The Default values field will define the values that automatically populate when the Search for Availability page loads (i.e. 08:00 to 21:00).

When searching, all users will find:

Drop-ins (_) Multi’s (class/group) (_) 1 on 1’s (_)

This preference can limit Users Search for Availability to only the Availability Types that you define. Keep in mind though, that this applies to Center Profiles (global to all Subcenters) and not individual Subcenters. So for instance, if all of your Subcenters under 1 Center Profile did NOT do drop-in availabilities (only appointments), we can uncheck the Drop-ins checkbox for this preference, and these types of availabilities will not appear in the Results of the Search for Availability.

When searching, all students will find:

Drop-ins (_) Multi’s (class/group) (_) 1 on 1’s (_)

This preference can limit STUDENTS’ Search for Availability to only the Availability Types that you define. Keep in mind though, that this applies to Center Profiles (global to all Subcenters) and not individual Subcenters. So for instance, if all of your Subcenters under 1 Center Profile did NOT do drop-in availabilities (only appointments), we can uncheck the Drop-ins checkbox for this preference, and these types of availabilities will not appear in the Results of the Search for Availability for the STUDENTS group.

Show Consultant Location on Availability Results
This preference if activated will display Consultant Location on Availability Results.

Show Consultant Classification on Availability Results
This preference if activated will display Consultant Classification on Availability Results. Consultant Classification is typically used to classify or differentiate Groups of Consultants, for instance, Professional Tutors, Student Tutors, or Assigned Advisors etc..

Center Profile-Scheduling

From Redrock Wiki

User Manual Contents