Emails

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.

Click here or expand to see what's new in TracCloud

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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

• 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

Emails

The Center Profile Prefs: Emails Tab is where the majority of email messages/formats are defined. Each of the following preferences that contain a blue (…) button that when clicked, contains an area where emails can be customized, designed and formatted for different user groups. Use the tables located at the end of this section as reference to format these emails.

Helpful Tip: Each of the fields that contain the actual body of emails being sent out (…) can be expanded by clicking on the triangle in the bottom right corner of the text field.

Email schedule summary to Consultant

If activated, Consultants will receive emails containing their schedule summary or a summary of their scheduled Appointments.

Email confirmation to Consultant

If activated, Consultants will receive individual email confirmations for each of their appointments. The sending of these emails is dependent on the Automated Event “send Email Reminders”. These reminder/confirmation emails will be sent whenever this automated event is set to run (typically on a daily/nightly basis after closing hours).

Email cancellation to Consultant

If activated, Consultants will receive emails in regards to appointments that have been cancelled.

Consultant Schedule Summary (…)
The Consultant Schedule Summary preference contains an area where the Consultant Schedule Summary email message and format can be modified. Here is an example of a correctly formatted Consultant Session Summary:

Dear #tfirst#,

You have the following appointments scheduled for #apptfulldate#.

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#appttime#, #first# #last#, #phone#, #email#

#subject#, #reason#

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Please be sure to enter your evaluation notes following each session.

Thank you,
Student Support Services

The message has 3 clearly identified sections that are separated by the Less Than Greater Than symbols.

When your Consultant Session Summary is formatted correctly, your Consultants will receive nightly emails listing their upcoming appointment schedule.

Consultant email subj:

The Consultant email subj preference will contain the Subject of your Consultant Schedule Summary email message.

Confirmations and Cancellations are BCC (not CC)

This preference, if activated, will send both Confirmation and Cancellations emails as BCC or blind carbon copies, as opposed to CC, or just carbon copies. Activating this preference will proceed to hide email addresses contained in the Address fields.

Note Any preference that includes SMS refers to Text Messaging functions, these functions are available via our Text Alerts module.

Email (and SMS text) reminder to Student, and (_) create message

Activating this preference will allow students to receive Appointment reminder emails for any upcoming appointments the student may have scheduled. The sending of these emails is dependent on the Automated Event “send Email Reminders”. These reminder/confirmation emails will be sent whenever this automated event is set to run (typically on a daily/nightly basis after closing hours). The create message field determines whether this message will also be sent within your Trac system.

Email confirmation (and SMS text) to Student, and (_) create message

Activating this preference will allow students to receive Appointment Confirmation emails as appointments are booked. The system will send emails to the email address listed in the student’s record or profile. The create message field determines whether this message will also be sent within your Trac system.

Student reminder subj:
The Student reminder subj preference will contain the Subject of your Student Reminder email messages. Here is an example from our Redrock Demo site that illustrates the ability to use email codes within the subject line:

Student reminder email (…)

The Student Reminder Email preference contains an area where the Student Reminder email message and format can be modified. Here is a sample Student Reminder email that illustrates the use of the # and everything in between the pound signs will be replaced with the appropriate data.

Dear #first#
You have scheduled an appointment with #tutor# on #apptdate# at #appttime#.

Student reminder SMS (…)

The Student Reminder SMS preference contains an area where the Student Reminder TEXT message and format can be modified. Here is a sample Student Reminder Text message:

Appt Reminder #apptcenter# at #appttime#

Consultant Reminder SMS (…)

The Consultant Reminder SMS preference contains an area where the Consultant Reminder TEXT message and format can be modified. Here is a sample Consultant Reminder Text message:

Appt Reminder #apptcenter# at #appttime# with #student#

Student confirmation SMS (…)

The Student Confirmation SMS preference contains an area where the Student Confirmation TEXT message and format can be modified. Here is a sample Consultant Reminder Text message:

Appt Confirmed #apptcenter# on #apptdate# as #appttime#

Consultant confirmation SMS (…)

The Consultant Confirmation SMS preference contains an area where the Consultant Confirmation TEXT message and format can be modified. Here is a sample Consultant Confirmation Text message:

Appt Confirmed #apptcenter# at #appttime# with #student#

Email cancellation to student, and (_) create message

Activating this preference will determine whether or not Cancellation emails are being sent to students. The create message field determines whether this message will also be sent within your Trac system.

Student cancellation subj:

The Student cancellation subj preference will contain the Subject of your Student cancellation email messages. Here is an example from our Redrock Demo site that illustrates the ability to use email codes within the subject line:

#student# Appointment Cancellation #apptcenter#

Student cancellation email (…)

The Student Cancellation preference contains an area where the Student Cancellation email message and format can be modified. Here is a sample Student cancellation email message:

Dear #first#
You have cancelled an appointment with #tutor# on #apptdate# at #appttime#.

Student Cancellation SMS (…)

The Student Cancellation SMS preference contains an area where the Student Cancellation TEXT message and format can be modified. Here is a sample Consultant Reminder Text message:

Appt CANCELLED #apptcenter# on #apptdates# at #appttime#

Consultant Cancellation SMS (…)

The Consultant Cancellation SMS preference contains an area where the Consultant Cancellation TEXT message and format can be modified. Here is a sample Consultant Cancellation Text message:

Appt CANCELLED #apptcenter# on #apptdates# at #appttime# with #student#

Student Missed email (…)

The Student Missed preference contains an area where the Student Missed email message and format can be modified. Here is a sample Student Missed email message:

Dear #first#
You have missed an appointment with #tutor# on #apptdate# at #appttime#.

Student Missed SMS (…) (…)

The Student Missed SMS preference contains an area where the Student Missed TEXT message and format can be modified. Here is a sample Student Missed Text message:

Appt MISSED #apptcenter# on #apptdates# at #appttime#

Center’s email address

The Center’s email address field may contain an email address assigned for your Center. This email address can be set up to receive all confirmation, cancellation, and missed email notifications for all subcenters under a particular Center Profile.

Send immediate:

The Send Immediate preference, if activated, will send all emails immediately. The dropdown menu to the right of this preference determines the format of all emails sent and received.

1 - TEXT/HTML/ICAL -> This preference will allow emails to be formatted via text, html coding, and lastly via iCal attachments for Appointment Confirmations and Cancellations. The iCal attachment allows your Trac system schedule items to transfer over to a MS Outlook, Google, or Apple Calendar. Keep in mind, however, that this is a one way road, and items from MS Outlook, Google, and Apple cannot be sent to your Trac system calendar as Availabilities cannot be translated.
2 - HTML/TEXT -> This preference will allow for both Text and HTML coding in regards to email formatting.
3 – HTML -> This preference will allow only HTML coding in regards to email formatting.
4 – TEXT -> This preference will allow emails to be sent out only in Text format.

Email summary to Center

Activating this preference will email Consultant Schedule Summaries to the Center email address listed above in the “Center’s email address” field.

Email cancellations to Center

Activating this preference will email Appointment cancellations to the Center email address listed above in the “Center’s email address” field.

Email missed messages to Center

Activating this preference will send Missed Appointment notifications to the Center email address listed above in the “Center’s email address” field.

Send reminders for repeating appointments

Activating this preference will send Email reminders out for repeating or recurring appointments.

Visit Duration Notification

If your center utilizes Reasons that have notification times associated with them (auto-logout or warning after a certain amount of time), this preference contains an area where you can define the email message that is sent to your students. If you want to edit the Reason preferences that determine the length of time and the desired recipient of the message.

Send Visit Notes to Coach or Advisor

Activate send notes option on visit entry (also requires Group Pref: Send Notes)

Activating this preference will proceed to include the “send notes” option during the Visit Entry process or during the Login process. The send notes option will send an email containing any Notes that either consultant or student has entered into the Visit Record.

Activate send notes option on visit exit (also requires Group Pref: Send Notes)

Activating this preference will proceed to include the “send notes” option during the Visit Entry process or during the Login process. The send notes option will send an email containing any Notes that either consultant or student has entered into the Visit Record.

Send notes button will be checked by default

Activating this preference will automatically check the “send notes” option, by default.

Message (…)

The Message preference contains an area where the “send notes” email message can be modified. Here is an example:

Coach,

#student# visited the center on #visitdate# at #visittime#, 
we had a great session and here are the notes for that session:

#visitnotes#

If you have any question , please contact the center

Thank you,

Tutoring Center

Subject
The Subject preference will contain the Subject of your “send notes” email messages. Here is an example:

Message to Coach regarding #student# visit

To Address (…)
The Adress preference will contain the email of who will receive the “send notes” email messages.

‘Who’ Label:
The ‘Who’ Label field determines what follows after the “send notes to” option. If we are sending visit notes to an Advisor or Coach, we can enter for example “Advisor”. The option will then read “Send notes to Advisor” upon Visit Entry or Exit.

Email Tags

Everything in between the pound signs will be replaced with the appropriate data.

Student Fields

Student Full Name (last, first)	#student#
Student Full Name (first last)	#firstlast#
Student First Name	#first#
Student Last Name	#last#
Student ID	#studentID#
Student Formatted ID	#formattedID#
Student Other ID	#barcode#
Student Handle	#Account#
Student Street	#Address#
Student City	#City#
Student State	#State#
Student Zip	#Zip#
Student Street, City, State, Zip	#fullAddress#
Student Email	#studentEmail#
Student Home Phone	#phone#
Student Work Phone	#phone2#
Student Text Message Address	#txtMsgAddress#
Student Gender	#gender#
Student Birthdate	#birthdate#
Student Ethnicity	#ethnicity#
Student Class	#class#
Student College	#college#
Student Cohort	#cohort#
Student Major	#major#
Student Grad_Und	#gradund#
Student GPA	#GPA#
Student Accumulated Hours	#TotalHours#
Student Graduation Date	#GradDate#
Student Graduation Degree	#GradDegree#
Student Condition Code	#CondCode#
Student Flag Text	#FlagText#
Student Special Status	#status#
Student ReferredBy	#referredby#
Student HS Name	#HSName#
Student Degree Goal	#degree#
Student Custom Field1	#Field1#
Student Custom Field2	#Field2#
Student Custom Field3	#Field3#
Student Custom Field4	#Field4#
Student Custom Field5	#Field5#
Student Custom Field6	#Field6#
Student Custom Field7	#Field7#
Student Custom Field8	#Field8#
Student Custom Field9	#Field9#
Student Custom Field10	#Field10#

Consultant Fields

Consultant Full Name	#tutor#	#advisor#	#counselor#	#Staff#
Consultant First Name	#afirst#	#tfirst#
Consultant Last Name	#alast#	#tlast#
Consultant Alternate Name	#AltName#
Consultant Email	#tutoremail#	#advisoremail#	#staffemail#
Consultant Phone	#tutorPhone#	#advisorPhone#	#staffPhone#
Consultant CellPhone	#tutorPhone2#	#tutorCellPhone#	#advisorCellPhone#	#staffCellPhone#
Consultant WorkPhone	#tutorWorkPhone#	#advisorWorkPhone#
Consultant Pager	#tutorPager#	#advisorPager#	#staffPager#
Consultant Location	#tLocation#	#aLocation#	#sLocation#
Consultant Notes2	#tutorNotes#	#advisorNotes#	#staffNotes#

Current Date Fields

Current Date	#date#
Current Time	#time#
Current Day of Week	#apptday#

Appointment Fields

Appointment Location	#apptlocation#
Appointment Status	#ApptStatus#
Appointment Full Date	#apptfulldate#
Appointment Date	#apptdate#
Appointment Time	#appttime#
Recurring Appointment Start Date	#firstApptDate#
Recurring Appointment End Date	#lastApptDate#
Appointment Start Time	#apptstarttime#
Appointment End Time	#apptendtime#
Appointment Day of Week	#apptday#
Appointment Center	#apptcenter#
Appointment Subject	#apptsubject#
Appointment Reason	#apptreason#
Appointment Notes	#apptnotes#
Appointment Duration	#apptduration#
Appointment Custom Field	#apptCust1#
Appointment Fund	#apptfund#
Appointment Total Missed	#missedApptTotal#

Availability Fields

Availability Location	#availlocation#

Center Fields

Center Name	#center#
Center Sequence	#centerID#
Profile Name	#profileCenter#

Survey Fields

Survey Response Sequence	#responseID#
Survey Sequence	#surveyID#

Visits Fields

Visit Date In	#dateIn#
Visit Date Out	#dateOut#
Visit Time In	#visitTime#
Visit Time Out	#timeOut#
Visit Total Time	#duration#
Visit Day of Week	#visitday#
Visit Subject	#subject#
Visit Reason	#reason#
Visit Custom Field1	#Custom1#
Visit Custom Field2	#Custom2#
Visit Custom Field3	#Custom3#
Visit Custom Field4	#Custom4#
Visit Custom Field5	#Custom5#
Visit Custom Field6	#Custom6#
Visit Custom Field7	#Custom7#
Visit Custom Field8	#Custom8#
Visit Notes	#visitnotes#
Visit Student Remarks	#visitStudRemarks#

Resources

Resource Barcode	#resID#
Resource Title	#resTitle#
Resource Description	#resDescription#
Resource Due Date	#resDueDate#
Resource LastDateOut	#resDateOut#
Resource LastTimeOut	#resTimeOut#