Custom Utilities

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 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.


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.


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.


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!

Custom Utility

The first tab found in Utilities and Prefs is Custom Utilities. Custom Utilities provide access to special utilities that allow you to execute commands on your Trac system.


Standard Utilities
Import Student Data

Execute to begin the import process on the server.

View Import Status
View the status of your most recent import.

Confirm Student BIO
Set all of your students to confirm their bio on their next login.

Link Consultants to Surveys
Check for surveys that are related to a visit record, but are not assigned to a consultant account and assign the visit consultant to the survey for reporting purposes.

Merge by ID
Allows you to merge two duplicate student records together by ID number.

Merge by Sequence
Allows you to merge two duplicate student records together by unique sequence number.

Reset Center Status/Missed
The utility allows you to reset the Center Status and the Total Missed Appointments counts for the students.

Copy Specialties
Copy specialties from term to term for all consultants in that center.

Resend Appt. Confirmations
Enter a date for the modified appointments and resend confirmation emails for appointments.

Advanced Utilities
Login as User

This process allows you to log in as any student, consultants, user or faculty account without the password.

Sys Admin Utilities
Upload Campus Logo

Upload a new campus logo. Make sure the image height doesn't exceed 75 pixels and the width doesn't exceed 350 pixels for optimal appearance.

Reset Color Data
The utility allows you to set the color data for the campus and then reset all user's color preference to use the campus default color data.

Reset MyPrefs
The utility allows you to reset the values for the 'my Prefs' preferences for user(s).

Clear Survey Responses
Enter the Sequence number of the Survey that you wish to clear responses for. The Survey Sequence number must be exact or the responses won't be cleared. THERE IS NO UNDO FOR THIS UTILITY.

Test Live Anti-Virus
This utility tests the presence of live scanning on a directory by placing a special file that flags the scanner to activate. Live antivirus scanning is a good thing....except when it is scanning a data file on a live database.

Duplicate Group
This utility allows you to duplicate the settings from one group and create up to 10 identical groups. You can assign a new naming scheme for the duplicate groups or leave the name blank to default to the original naming appended with _Copy##. You can choose to copy the Subcenter assignments to the duplicate groups or start with blank subcenter assignments. After the utility has been run, it will report which groups were created. You will have to manage the groups individually from the Center Profile after they have been duplicated.

Move User to New Group
This utility allows you to move a user from one group to another. You can also move users within the Group Entry -> User Listing tab, but this utility may be a quicker method for moving several users