Consultants

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.

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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

Consultants

Consultant Profiles, unlike Student Profiles or Faculty Profiles, are not contained in a List or Listing. Consultants are uniquely organized within the Center Profile. There are a few steps we will need to take to begin to setup Consultant Profiles.

Term for “Consultants”

Consultants represent an essential Group of Users for all Trac systems. Consultants are typically Tutors and Advisors, but a Consultant can represent any Group that meets or consults with Students. Consultants, like Students, must be assigned Profiles within your Trac System in order to fully utilize certain functions; for example, access to the Schedule. The only group that is required to have a Schedule is the Consultant Group, or in other words, in order for a User to have their own Schedule, they must be a part of the Consultant Group.

Consultants are able to be referred to with the phrasing of your choice. As examples, typically with TutorTrac profiles, Consultants are named Tutors, and for AdvisorTrac profiles, Consultants are named Advisors. To define this classification we will need to navigate to your Center Profile. Go to Trac Navigation > Search Glass > Center Profiles > [Your Profile] > General > Name for Consultants..

Underneath the "Name for Consultants" field is the “Default Group for Consultants” preference. Here we must define the default Group which Consultants are assigned to.

Creating Consultant Profiles

Consultants may now be linked to multiple Centers and can be shared across multiple profiles. Consultant records are owned by the profile in which they were originally created. While the consultants can be assigned to multiple profiles and have separate privileges within each profile, the consultants can only be removed/deleted from the profile that owns the record. It is not recommended to remove/delete consultants, but to simply mark them as Inactive. This will allow you to continue to run reports identifying which appointments and visits were related to that consultant.

A common question with tutors is: If we know tutors aren't coming back, do we delete them or make them inactive? It's best if you do not delete the Tutors right away and that you set those accounts to inactive. Deleting the Tutor can lead to incomplete visit records, missing Appointment records, etc. This type of information is still available in reports if setting the Tutors to “Inactive”.

Now that we’ve defined the Term and Group for your Consultants, we are able to create individual Consultant Profiles. To do so, we must navigate to the Consultants Tab of your Center Profile.

To get to the Consultants Tab of your Center Profile, hover over the Search Glass on the right side of your Trac Navigation bar (upper left corner of Main Menu). Select Center Profiles and click on your Center Profile. Navigate to the Consultants Tab three tabs to the right of the General Tab selected by default. Keep in mind that the name of this Tab will change if you have changed the Name for Consultants preference previously mentioned (i.e. Tutors, Advisors)

Click on List Options, then select Create New.

The first tab selected in the new Consultant Record is the General Info Tab. Here we can enter information regarding Contact info, Section Specialties, Certifications, or any relevant information for our Consultants. First, let’s enter a First Name and Last Name.

From the Group Privileges drop down menu, select the Group your Consultant will be assigned to. The Group you select will define the set of Privileges assigned to your Consultant.

If your Consultant needs to be further classified, you can use the Classification field to further Group your Consultants (i.e. Assigned Advisor, Professional Tutor).

The location field can designate a sort of “home” location or a common meeting area for your Consultant. Both Location and Classification can be displayed on your Consultant Schedule for users’ reference as they book appointments.

After you have filled out all relevant information, click “Save Consultant” to Create the Consultant Record.

Click on the Contact Info Tab. Here we can enter some basic contact information for your Consultant.

The “Student ID” field towards the bottom of the Contact Info Tab allows a Consultant Profile to be linked to a Student Profile. This is useful for several reasons. First, a Consultant who is both Consultant and Student can consolidate their accounts and only login using one username and one password. Second, a Consultant who is both a Consultant and a Student can differentiate the roles of each account and access unique functions of each role. Third, for a Consultant to login for a Work Reason they must have a linked Student Account to be able to record a Visit. To link a Consultant Profile to a Student profile simply type in a Name or ID to begin a Live search (last, first for names), and click on the Student’s Profile when found.

Subcenter Assignment

Click on the Subcenters Tab. Assign Subcenters for your Consultants by clicking the blue dropdown arrow and selecting the appropriate subcenter(s).

Assigning Subcenters to a Consultant is essential in providing them the access that they need. Select a Subcenter from the List by to assign this Consultant to a Subcenter.

Click on the Certifications Tab. Any type of Certification can be created and recorded here for reference purposes. Click “Create New” to create a New Certification.

Section Specialties

TutorTrac Profile: Click on the Section Specialties Tab. Assign Sections as Specialties for this Consultant by checking the checkbox for the appropriate sections.

You can use the Search field to narrow your search. Clicking on the ALL button will load ALL sections. Clicking on the FIND SEL button will only display the sections the Consultant currently specializes in. If, as an example, you are looking to assign all English sections to a Consultant as specialties, enter “ENG@” in the Search field to include all courses that begin with “ENG”. After performing the search and finding your selection of English courses, click on the SELECT button to assign these courses to the Consultant as specialties.

Let’s say that we search for the term “20112”. The system returns with 180 results, showing 180 sections found. If we click on the SELECT button, the system will assign these 180 sections found to our selected Consultant as Section Specialties. If we click on the DESELECT button, the system will deactivate the selection of courses as section specialties.

To assign ALL available sections as Specialties, type “@” into the Search field and hit enter or return to perform the search. Now click the SELECT button to assign ALL courses as section specialties.

Reason Specialties

AdvisorTrac Profile: Click on the Reason Specialties Tab. Assign Reasons as Specialties for this Consultant by checking the checkbox for the appropriate sections.

You can use the Search field to narrow your search. Clicking on the ALL button will load ALL Reasons.

Click Save Consultant to save the additional settings for this Consultant Record. Click “Return to List” to return to the list of Consultant Records under this Center Profile.

Copy Specialties Utility

The Copy Specialties Utility allows you to copy the same sections from one term to another.

The Copy Specialties option is found in the Utilities and Preferences. Select the Custom Utility Tab and click on Copy Specialties.

The Copy Specialties Utility allows you to specify some options. Specify which term the specialties are copied from and to which term they are copied. Choose whether the previous tutor specialties are removed or are left as tutor specialties. Select if the Copy Specialties Utility will be run for all tutors from all centers, for all tutors from a specific center, or for just a specific tutor. Click Execute to run the Utility.

Consultants

From Redrock Wiki

User Manual Contents