Group Settings

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!

Group Permissions and Settings
The Groups Entry is accessed through the Center Profile and contains settings that apply to the Groups operating within a Center Profile. Because of these Profile-wide implications, the Groups Entry is only accessible to Center Admin and Sys Admin Groups. To access the Groups Entry, first navigate to a Center Profile Entry. The second tab in the Center Profile Entry screens is the Group Access tab. Click on this tab to assign privileges to Groups within this Center.

Groups allow you to establish the access levels for certain individuals and then assign the individuals to the group. You are no longer forced into the Administrator, Student Worker, and Instructor categories. You establish your own groups, as many as you like, and determine how they are named and what access levels they are given. Within the group, you can create the Users who are assigned to this group and share this specific set of privileges

To get to your Group Access Settings, hover your mouse over the search glass on the Trac Navigation search window and click Center Profiles. Click on your Center Profile. Select the “Group Access” Tab.

Assigning Subcenter Privileges: Center Access
The Center Access Tab of the Groups Entry menu allows you to choose which centers and subcenters you want the users in the group to choose from when logging students in, viewing schedules by center, viewing visits by center, and when viewing reports on centers. Note that the name of the group you are working with is located at the top of the window.
Creating a New User: User List
The User List tab allows you to create/delete users and kiosks for the group and view current user/kiosk information.
Group Access-Scheduling
The scheduling tab contains a set of check boxes which allow or restrict access to functions pertaining to scheduling.
Group Access-Student Entry
The students entry tab allows you to choose preferences for the Student Entry screen, Student Entry Form, Student Search screens, and Visit Entry screens. The different check boxes allow you to give users access to many different functions.
Group Access-Log In/Out
The Log In/Out tab contains a set of check boxes which allow or restrict access to functions pertaining to logging students in or out through the log listing, mini log list, or through quick or batch visits.
Group Access-Admin/Modules
The Admin / Modules tab contains a set of check boxes which allow or restrict access to administrative functions and modules. Options are labeled according to their function.
Group Access-Restrictions
The Restrictions tab contains a list of check boxes that restrict access to the group if checked, rather than granting access. Always read the description of each check box carefully. This tab is useful for restricting the group from various functions within the Trac software. Each check box is labeled according to its function.