Custom Fields for Visit

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

   • 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


Custom Fields for Visit

Custom Fields can be used to receive input from your students. You can have up to 8 custom fields per Center Profile. These custom fields/questions can be integrated into your Login process or in your Visit Records to gather feedback from your Students.

To create a custom field, Click on a Custom Field Visit # option or click Create new and fill out the fields on the following screen.

Trac Navigation > Search Glass > Center Profiles > [Your Profile] > Prefs > Custom Fields
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  • Active
The Active field determines whether this Custom Field is actively being utilized by the system. If this Custom field is set to Inactive, the information saved here will be available to view and edit, but will not be functional.


  • Name / Prompt
Enter the Name/Question for your Custom field.


  • Type
This field controls the type of field that populates for your Custom field question. Selecting Alpha will load a drop-down box. If Alpha is selected, make sure to enter the choices that you want to populate in the drop-down box in the Choices field below (separated by enter/return character).
If Text is selected, a text field will appear next to the Custom field, allowing students/users to type answers into the text field. If Text is selected, the Choices field below does not apply.


  • Choices
This field contains the available choices your users can choose from, this only applies if the question is set to alpha. Place each answer on it's own line as seen in the screenshot above.


  • Appears
The Appears field determines where this custom field appears: At Login, At Logout, or Student Entry Only.
If At Login is selected the Custom question will appear during the Login process.
If At Logout is selected the Custom question will appear during the Logout process.
If Student Entry Only is selected, the Custom field will appear in the Student Entry form or Student Record, in the Center Info Tab.


  • Required
Checking the Required box will force users to fill in and answer your Custom question before continuing their login or logout process.


  • Display on LogList
The Display on LogList preference, if activated, will display your custom field on the Log Listing along with each student's answer. Only access groups assigned in the "Access Options" preference below will be able to view this information.
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  • Access Options
The Access Options field determines which groups are able to access these custom questions. To add a group, click on the blue drop-down arrow and select the appropriate group(s).


  • Sorting Code
The sorting code field allows users to enter a keyword used to categorize this custom field. This only applies to Center-Based Student Custom Fields.


Click Save to save your new Visit Custom Field.

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