Group Access-Student Entry

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. 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.



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

• 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 - Student Entry

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


Allow User to View Student Visit History
This preference, when activated, will allow this Group of users to view Student Profiles, specifically the Visit Records under the History Tab. A student’s Visit History includes a detailed description of each Visit that the student made to your subcenters, including Date, Time, Duration, Location, Consultant, and any notes that either student or Consultant had entered into the record.


Allow User to View Student Appointment History
This preference, when activated, will allow this Group of users to view the Appointment History of a Student’s Profile. A student’s Appointment History includes a detailed description of each Appointment that the student has made, whether these appointments occurred in the past, present, or will occur in the future. Any past appointments will include an Appointment Status (Attended, Missed, Cancelled) as well as any Visit Data Associated with the Appointment – i.e. Date, Time, Duration, Center, Location, Consultant, etc..


Allow User to View Student Resource Usage
This preference, when activated, will allow this Group of users to view the Resources Usage History within a student’s profile. History of Resources contains records of any resources the student may have borrowed or checked out from any of your subcenters, including Item ID #s, Item Title, Time checked out and Time returned.


Allow User to View Student Message History
This preference, when activated, will allow this Group of users to view the Message History of a Student’s Profile. These messages are typically Appointment Confirmations, Reminders, Cancellation emails, or any global notifications sent out from the Subcenters within your Profile. Any messages sent to a student are recorded and tracked in their profile, and this preference allows a Group of users to be able to access these records.


Allow User to View Student Progress Rpts
This preference, when activated, will allow this Group of users to view the Progress Reports Tab of a Student’s Profile. The progress reports tab allows a history of Grades to be stored in the student’s record, and this preference enables a Group of Users to be able to access these records.


Allow User to Save Changes to Student Progress Rpts
This preference, when activated, will allow this Group of users to save changes and be able to edit Student Progress Reports.


Allow User to Access Student Document Postings
This preference, when activated, will allow this Group of users to view and access the Document Postings within a Student’s Profile. The Documents Tab keeps a record of any documents uploaded to the student’s Profile. These documents could be assignments, graduation checksheets, tutoring applications, or any electronic document that is relevant to a student’s record.


Allow User to View Condition Code/Flag Text
This preference, when activated, will allow this Group of users to view the Condition Code/Flag Text that is pulled from your SIS.


Allow User to Access Student Semester History
This preference, when activated, will allow this Group of users to access previous semesters in the Registrtions Tab.


Allow User to Access Administrative Document Postings (in Utilities)
This preference, when activated, will allow this Group of users to view and access the Administrative Document Postings within a Student’s Profile.


Allow User to Save changes to Student records
This preference, when activated, will allow this Group of users to be able to SAVE changes to a student’s Profile. Any modifications made to a student record, whether it be contact info, visit records or appointment history, must be saved, and so disabling this preference will thus prevent or restrict this Group of Users from editing Student records.


Allow User to Delete Students
This preference, when activated, will allow this Group of users to be able to delete a student’s profile. Deletion should not be confused with inactivation, as the former completely removes a student’s record, while the latter simply disables the profile. This preference allows a User to completely remove a student’s record via deletion.


Restrict To:
The Restrict To preference allows an Administrator to restrict a Group from viewing Student Entry Screens or Student Records. This restriction only allows the selected group to be able to view records of Students who are members of a List. The Restrict To preference simply allows the selected Group to be able to ONLY view student records if students are on the List that is chosen through this preference.


Student Entry Form:

  • FULL: Standard Admin Access: Full Standard Admin Access gives this group of users FULL access to a student’s record. This includes all additional modules that may be available: SAGE, Whiteboard and Text Alerts, as well as full access to the student’s history of records: Visits, Appointments, Registrations, Resources, and Messages.
  • VIEW1: ViewOnly, No Modify: This preference removes the “Save” button on student records for the selected Group, effectively removing this group’s ability to change or modify any student records. This preference will only allow this group to View student records.
  • BRIEF1: ViewOnly, No Modify: This preference, similar to the VIEW1 preference above, removes the “Save” button on student records for the selected group, again removing this group’s ability to Save any changes or modify student records. The difference between this preference and the one above mainly involves the “General Info” tab of a student record, where the majority of contact/demographic information is stored. This preference limits the amount of information that can be viewed, only showing Name, ID, Barcode #, and Email address.
  • BRIEF2: View Only, Name Only, NO EMAIL, no custom fields: This preference, similar to the BRIEF1 preference above, only allows the selected Group to view student name, ID, and Barcode #, removing Email from display.
  • BARONLY: View/Save Barcodes: This preference allows the selected Group to only be able to View and Save Barcode numbers within a student Record.


Allow User to Edit Student Passwords (all sysAdmins may edit)
This preference, when activated, will allow this Group of users to edit Student Passwords on a Student’s Profile.


Student Search Screens: Allow access
This preference, when activated, allows this Group of users to access the Students Listing. The Students Listing is accessible from the Search Glass on the right side of the Trac Navigation bar. Deactivating this preference removes the Students option from the Search Glass Menu, for the selected Group.


Show Custom Fields on Student Search
This preference, when activated, will display any Custom fields when searching for a Student.


Show Progress Rpts Fields on Student Search
This preference, when activated, will display Progress Report fields when searching for a Student.


Allow user to search Visits
This preference, when activated, allows this Group to be able to access the Visits Listing. The Visits Listing is accessible from the Search Glass on the right side of the Trac Navigation bar. Deactivating this preference removes the Visits option from the Search Glass Menu, for the selected Group.


Show Visit Fields on Student Search
This preference, if activated, will display Visit Fields when performing a Search within Student Listings. This allows users to run searches for Students based on Visit criteria, for example, time of visit, total number of visits, visit Center, visit Reason, and visit Section.


Visit Entry Screens: Allow User to Save changes to Visit records
This preference, if activated, allows the selected Group of users to be able to Save changes to Visit Records, effectively allowing this group to modify Visit records.


Allow User to send notes to coach/advisor from Visit Entry
This preference gives a group the ability to “Send Notes” to a coach or advisor from the Visit Entry window, or directly from the Visit Record. The “Send Notes” function allows a user to send any Notes recorded for a visit.


Allow User to Delete Visits
This preference allows a group to Delete Visits or remove Visit Records from the system.


Allow User to Enter a Custom Reason
This preference, when activated, will allow this Group of users to enter a Custom Reason in Visit Records and Appointment Records. Custom Reasons may be created when existing Reasons are not sufficient to complete a Visit Record. In these situations, a User may need to create a new Custom Reason, in which case this preference will enable this privilege.


Allow User to Enter a Custom Section
This preference, when activated, will allow this Group of users to enter a Custom Section in Visit Records and Appointment Records. Custom Sections may be created when existing Sections are not sufficient to complete a Visit Record. In these situations, a User may need to create a new Custom Section, in which case this preference will enable this privilege.


User may view visits. (Visit Listing)

  • OWN – User may view their OWN visits.
  • NONE – User may view NO visits
  • ALL – User may view ALL visits


Utilization Tab on Main Menu
This preference, when activated, will display the Utilization Tab for this Group of Users on their Main Menu. The Utilization Tab allows you to quickly view any Visit records that may have occurred in specific date ranges, for example, last week, this month, today, etc…A history of total visits that took place will appear, and users can click on individual visits to access that specific record.


SAGE Referrals Tab on Main Menu
This preference, when activated, will display the SAGE Tab for this Group of Users on their Main Menu. T


Allow User to edit visit notes from Utilization tab using form:

  • Include – allows users to to view the Visit record but can not make any changes to it.
  • Standard – allows users to Edit Visit Records from the Utilization Tab and the Mini Log List on the Main Menu.
  • editNotes – allows users to only edit visit Notes on Visit Records from the Utilization Tab and Mini Log List on the Main Menu.


View custom visit fields in student history visit list
This preference, when activated, will display for this Group of users the Visit Custom Fields included in a student’s Visit History.


Lock Visits older than days old
This preference, if activated, will lock any Visit Records older than _____ days old. Locking a visit Record will successfully prevent any users from editing the record, with the exception of the case in which a user has sufficient Override privileges (System Administrators). If this preference is activated, Visit Records will lock after the number of days that you set in the “____ days old” field.


Lock Appointments (all but status & notes)
This preference, if activated, will lock any Appointment Records older than _____ days old. Locking an Appointment Record will successfully prevent any users from editing the record, with the exception of the case in which a user has sufficient Override privileges (System Administrators). The Appointment status and Notes fields still be available to edit, as in some cases such as Future appointments, this information will need to be added “after the fact”. Appointment Records will lock after the number of days that you set in the “____ days old” field.


Lock status as well
This preference, if activated, will lock Appointment Statuses as well, for the selected Group of users.


Lock notes as well
This preference, if activated, will lock Appointment Notes as well, for the selected Group of users.


Lock SAGE referrals older than days old
This preference, if activated, will lock SAGE Referrals for the selected Group of users after the number of days set in the blank field to the left of “days old”.



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