Group Access-Scheduling

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.

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

[Open in a new tab]

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

• Center Access

• User List

• Scheduling

• Student Entry

• Log In/Out

• Admin/Modules

• Restrictions

• Sections

• Reasons

• Consultants

• Student Records

• Availabilities

• Appointment Scheduling

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac

Group Access - Scheduling

The second major area of Configuration Options for Appointments is located in your Group Access Preferences. Group Access settings determine which Groups of Users are able to Access the Schedule. The Group Access Preferences define in detail specific levels of access.

To get to your Group Access Settings, hover over the Search Glass on the right side of your Trac Navigation bar (top left corner on Main Menu). Select Center Profiles and click on your Center Profile. Select the Group Access tab.

To add access to the Schedule for a particular Group, check the box next to Schedule for the chosen Group. The “Schedule” Function determines whether or not this group has the ability to view the Schedule. Click on the Group Name to access the individual Group’s settings. For this example, we’ve used the Consultant Group.

Trac Navigation > Search Glass > Center Profiles > [Your Profile] > Group Access > [Group] > Scheduling

Allow User to Access Schedule
This preference, when activated, allows the selected Group of users to view and access the Schedule.

Allow User to Create Appointments not linked to Availabilities
This preference, when activated allows the selected Group of users to Create Appointments that do not have any correlation to Availabilities. Similar to Override Privileges, this Preference enables a Group to be able to bend some Scheduling restrictions, in this case, creating appointments not linked to any availabilities.

Allow 'move to' functionality in appointment entry
This preference, when activated, allows the selected Group of users to be able to Move appointments from the Appointment Entry window. This simply allows a group to reschedule an Appointment for a later date if necessary.

Allow 'move to' for moving to other consultants in same center
This preference, when activated, allows the selected Group of users to be able to Move appointments from the Appointment Entry window, but also being able to assign the appointment to other Consultants in the same Center.

Show Consultant Classification on Day Schedule
This preference, when activated, will display for this Group of users the Classifications of Consultants, specifically on the Schedule page. Classifications are typically used for Assigned Advisors, Professional Tutors, Student Tutors, or any sort of classification that separates one Consultant from another, and this preference will display that Classification on the Day Schedule.

Show Consultant Location on Day Schedule
This preference, when activated, will display for this Group of users the Locations of Consultants, specifically on the Schedule page. Typically, Consultant Locations are used for Advising Offices or common Tutoring Areas, but can be used to designate a Location to your Consultants.

Allow User to View Student Phone on Schedule
This preference, when activated, will display for this Group of users the Student Phone number, specifically on the Scheduling page regarding Appointments.

If you hover your mouse over an existing Appointment:

In the Appointment Entry window:

Allow User to View Student Email on Schedule
This preference, when activated, will display for this Group of users the Student email address, specifically on the Scheduling page regarding Appointments.

If you hover your mouse over an existing Appointment:

In the Appointment Entry window:

Group Access-Scheduling

From Redrock Wiki

User Manual Contents