Create Messages

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

• Group Settings

• Sections

• Reasons

• Consultants

• Student Records

• Student Entry Form

• Creating Student Profiles

• Searching for Students

• Registrations Search

• Post Documents

• Create Messages

• Availabilities

• Appointment Scheduling

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac

Creating Messages

In Trac 4.0, you have the ability to create notes to add to a student’s profile, and also to send them messages through your Trac product.

Creating a Note/Message

Before we can begin to create notes/messages for students, we need to identify the different types of notes/messages that can be created. This is used to identify which users have access to different types of notes (for example, you may only want Administrators to see disciplinary notes on a student’s profile. Creating these notes as an Administrator type of note can prevent other users from seeing these notes).

To identify the different note types, click on the Trac Man icon, and choose Utilities and Prefs. In the System Prefs tab, click on the MessageTypes preference. Here you will enter the different types of notes/messages that can be created.

To create a note or message for a student, you’ll first need to access their Student Profile. On the History tab of the Student profile, there is a Messages tab. Here, you may click on Send Mesg to create the note or message for the student.

From: This will display who is creating the note/message

Subject: Enter the Subject for the Note/Message

Message: Here you can enter the note/message for the student.

Type: Choose between creating a Note on the student’s profile, sending them a message, or both
Note Type: This is where you indicate what type of note/message this is.

If you need to create a note for a Group of Students, you can first search for the list of Students, then click on List Options and choose Send Note. This will allow you to create a Note for all of the Students at once.

Viewing Notes/Messages

Viewing as a Student

In order for a student to see a note/message, it needs to be given a type of either blank, Student Msg, or Message. Any other note/message type will be restricted from student view. Here are the ways that a student can view their messages:

Through email: When a message is sent to a student, it is sent to them through an email. They can then read the message on their own time

Main Menu: If you allow students to log in to their accounts in order to book appointments or perform other tasks, then they would be able to view any notes/messages on their main menu.

Login for Visit: When a student logs in for a visit to a Center, the Confirmation page of the login will display any notes or messages for the student that have not been marked as read.

Viewing as a Consultant/User

Groups that Consultants and Users are assigned to have the access preference that determines which Message types their Group is allowed to see.

Consultants and Users may then access a Student’s profile, and view Messages of the same Message type.