Center Profiles Prefs

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

• 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 Prefs

The Center Profile(s) are only accessible to users in groups with Center Admin level privileges. The Center Profile contains preferences specific to the Center Profile and its related Groups, Users, and Consultants. Because these settings have Profile-wide implications, the Center Profile Entry is only accessible to Center Admin and Sys Admin Groups. Move your cursor to the Trac Navigation Menu and mouse over the search glass in the search bar. Select Centers to access a listing of all Center Profiles. Click on a Center Profile to access the Center Profile Entry screens.

Activating your Center Profile

Center Profile is a setup of unique subcenters, users, consultants, settings, and preferences. A single Trac application comes with a single profile by default; however, additional profiles may be purchased if you have some centers that operate in a slightly different manner from the original profile. A profile is related to a product type (TutorTrac, AdvisorTrac, or FitnessTrac) and will have some unique features enabled for the profile.

Creating Subcenters

A subcenter could represent a physical center, department, unit, or any other division that you might need to separate activities, users, consultants, schedules, and visits. Typical subcenters include Learning Centers, Math Centers, Writing Centers, Advising Centers, but subcenters do not have to be limited to actual physical locations.

Prefs | Log In/Out

The Log In\Out preferences deal with logging students in and out of your center or kiosk. Preferences deal with what is displayed on the log in\out screens and terminating visits.

Prefs | Scheduling

The Scheduling preferences deal with permissions around booking and searching for appointments. Blocking students with excessive missed appointments, timings around booking appointments, and what search criteria options show up and whether or not they're required.

Prefs | Custom Fields

The Visit Custom Fields Tab allow you to create custom questions that appear when the students log in/out or in the Visit Entry window.

These questions are perfect to use in order to get additional feedback from the students when they log in such as “Is this a scheduled appointment?” or “How did you hear about our Advising/Tutoring Services?” You can also ask a question on the log out screen such as “How was your Advisor/Tutor?”

Another option is to have your Advisor/Tutor answer a question when they are entering the visit notes from the Visit Entry Window.

Prefs | Emails

TutorTrac/AdvisorTrac has the ability to send out emails to students or tutors confirming appointments, notifying missed or cancelled appointments, and a whole range of other reasons. There are a couple of steps that we need to walk through in order to get the email settings setup correctly.

Prefs | Notices

The Notices Tab allow you to add a message directly on the Main Menu for the different types of users.

Center Profiles Prefs

From Redrock Wiki

User Manual Contents