Log In/Out

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

   • 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


Log In/Out

The first major area of Configuration Options is comprised of your Center Profile Preferences. Center Profile preferences are global per Center Profile, or in other words, the settings put into place here will affect ALL subcenters under the selected Center Profile. All subcenters under a single Center Profile are subject to the rules set for the Center Profile’s Preferences.


To get to your Log in/Out Preferences hover over the Search glass on the right side of the Trac Navigation bar (top left corner of Main Menu). Select Center Profiles, select your Center Profile, and navigate to the Prefs Tab. In the list of subtabs that load underneath, select the Log In/Out tab.



Use a Waiting Room
Activating this preference allows you to collect Wait Time data. This applies in the situation where a student comes in to your center, logs in, and then waits to be assigned a Consultant. After the student logs in, the system places this student in a “Waiting Room” until either a Front Desk worker or Consultant takes the next step and assigns the student a Consultant for the session.

The Waiting Room preference is typically used by Advising Centers. If a student Logs in and is waiting for the “First Available” Advisor, your Log Listing will indicate this student’s status.



At this point, our student is still waiting to be assigned a Consultant. Clicking on the icon of a person sitting looking at the clock will then initiate the beginning of the session, at which point, the “waiting to see” message will change to “being seen by”.



Choose Consultant on Login
Activating this preference allows the user who is signing in to select a Consultant during the Login process. The “# Choices” field just to the right determines the maximum number of Consultants displayed during Login before scrolling down on the list. Consultants displayed in the drop down box during Login will be organized alphabetically.


Set initial status to ‘waiting’ on log in
This preference, if activated, will set the Student’s initial status to ‘Waiting’ upon log in. This preference is designed based on the assumption that Wait Time is a data field that is being collected.


And include wait time in total time for visit
Activating this preference will include wait time with Total Visit Time. If Wait Time and Visit Time need to be separated, do not activate this preference.


Allow “First Available” as a choice
This preference allows “First Available” as a choice for students when selecting a Consultant. The “First Available” choice allows Consultants to then claim a student for a session, or Front desk workers to then assign a student to a Consultant.


Only ‘First Available’ for these subcenters (blank for all):
Activating this preference will only allow the “First Available” choice when users are asked to “Choose a Consultant”.


Choose Consultant on Logout
Activating this preference allows the user who is signing in to select a Consultant during the Logout process. The “# Choices” field in the “Choose Consultant on Login” determines the number of Consultants displayed before scrolling down on the list. The checkbox next to “Required”, if activated, will force students to select a Consultant.


Ask for Subject
Activating this preference asks the user who is signing in to select a Subject for the session. The “Display # Choices” field just to the right determines the number of Subjects displayed during Login before scrolling down on the list.


Format to display Subject:
This preference determine how you want the students subject to display when they log in.


Use section schedule on Logging Visits in
Activating this preference will prompt the system to check a Student’s Class Schedule when the selected Student is logging in. Activating this preference will only ALLOW students to login during class times. Keep in mind that in order for this preference to function properly, student Class Schedule information must be imported or added to your Trac system database (Class start time, end time, Course ID, student name/ID, etc…)


Yes, use time window (___) min before, and (___) min after
The settings entered in this preference determine the tolerance level for both the “Use section Schedule on Logging Visits In” preference above, and the “student may not log in during class time” preference below. For example, let’s say we enter 10 minutes into the “before” field and 10 minutes into “after” field for this preference. If the “Use section Schedule on Logging Visits In” preference above is activated, students will be able to log in up to 10 minutes before class and 10 minutes after class. If the “student may not log in during class time” preference below is activated, students will NOT be able to log in up to 10 minutes before class and past 10 minutes after class ends. If both preferences are checked, the system will disregard the first preference (“Use section Schedule on Logging Visits In”), while still using the time/tolerance parameters defined in this setting.


Ask for Reason
Activating this preference asks the user who is signing in to select a Reason for the visit. The “# Choices” field just to the right determines the number of Reasons displayed before scrolling down on the list.


Conclude related visits when a Consultant concludes a work visit.
A related visit occurs when a Consultant signs in for a Work visit (clocks in), and a student then signs in for a session with said Consultant. This student visit is then defined as a “related visit” for the Consultant. The activation of this preference determines whether these “related visits” will also be concluded when a Consultant signs out of their work visit, or logs off using the “work” reason. Activating this preference will proceed to conclude all related visits (to a Consultant), when said Consultant clocks out.


Student may not login during the student’s class time
Activating this preference will prompt the system to check a Student’s Class Schedule when the selected Student is logging in. If said Student is supposed to be attending a scheduled class at the time of login, the system will deny Access (for the reason of having to attend class). The Time window/tolerance that the system will allow can be set through the preference above “Use Time Window (___) min before, and (___) min after” (for the “use Section schedule on logging visits in” preference). Keep in mind that in order for this preference to function properly, student Class Schedule information must be imported or added to your Trac system database (Class start time, end time, Course ID, student name/ID, etc…)


Delay for welcome / goodbye messages: (__) / (__) seconds
During the login/logout process, 2 brief messages are displayed: a welcome message and goodbye message. This preference determines the length of time which these two messages are displayed. When set to zero or left blank, the welcome and goodbye message will remain on a user’s screen until they click “Continue”. Any value entered greater than 0 will prompt the system to automatically close these messages, after the number of seconds that you specify here.


Delay for log listing refresh: (___) seconds (minimum 60 seconds)
This preference determines the rate at which the Log Listing page automatically refreshes. In the situation, let’s say, where a computer at the Front Desk constantly displays the Log Listing, this preference is designed to keep the list of students currently logged in to your Subcenters as accurate and updated as possible by reloading itself every (____) seconds.


Auto Terminate Visits Longer Than:
The Auto Terminate Preference is designed to handle a few issues regarding the recording of Visit data. First, what happens if a student logs in at 8am to your Subcenter, leaves for class, comes back and logs out at 5pm. Second, what happens if a student forgets to log out after a session? You as an Administrator sign in to the Trac system one day, view the Log Listing, and see a student who has made an 18 hour visit. When looking at the Visit Summary for the previous day, you notice that another student also made a 9 hour Visit (from 8 am to 5 pm). Considering the validity of the Reports you need to run at the end of the month, you turn to the Auto Terminate Preference for redemption. The Auto Terminate Preference works hand in hand with the Auto Termination Automated Event. The Automated Event runs off of the settings that you define in these Auto Terminate Preferences. The Auto Termination Automated Event takes every Visit that is Longer than (___) minutes, and changes the Visit time to (___) minutes. The first preference determines which Visit records will be modified based on the Time settings that are put into place. To activate this preference, enter a number of minutes in the first field. This number will set the Maximum Time for a Visit Duration. Enter a number of minutes in the second field to assign a default Time value to all of the visits that have a duration greater than the Maximum Time for Visit Duration that was set in the first field.


Auto Terminate Visits Longer than (____) minutes, and change visit to (___) minutes.
Let’s say we set the first field to 180 minutes, and the second field to 60 minutes. This signifies that ANY visit longer than 3 hours will be automatically changed to a duration of 1 hour. This change will take place whenever the Automated Event (Auto Termination) takes place (typically nightly). If the second field is blank or set to zero, Visit Records that exceed 180 minutes will be deleted.


Auto Terminate on Log List: and set the visit time to (___) minutes
The Auto Terminate on Log List preference handles the situation in which students forget to log out of your center(s). While the Auto Terminate preference above modifies visit time based on length of visits, the second Auto Terminate preference will remove any students who remain on your Log Listing, and then change their visit time to a value that you determine. These two preferences deal with two different types of Visits. The first preference handles Visits that have been completed, as illustrated in the first example above (student visits from 8am to 5 pm). But in the situation where a student forgets to log out, the Visit has not yet been concluded. The difference between the two students lies in the fact that the second student did NOT sign out. This preference will modify Visits that have not yet been concluded (Student is still on the Log Listing). Basically, when the Automated Event runs, any student who is currently still on your Log Listing will be removed from the Log Listing, and the respective visit duration will be changed to the time you set in the second setting (set the visit time to).


Log out of this center when student logs in to another center
This preference, if activated, will limit a student to only be able to be logged in to one center at a time.


Warn user if visit time less than (____) minutes
This preference, if activated, will display a warning message to Students who log off after a certain length of time (brief). The default value is set to 15 minutes, and so if this preference is activated, students who are attempting to log off before the 15 minute mark, will receive a warning, which you may customize through the next preference.


Warning message to display (…)
The (…) icon, when clicked, will expand to a larger text field, where users can enter the custom Visit Warning message to send to users who may be logging out too early. The message could be something along the lines of, “You haven’t completed a 15 minute visit yet. Are you sure you want to log off?”


Display subject in Log List
Activating this preference will display Subjects for visits shown in the Log Listing. This privilege can be further restricted in the Group Access preferences.


Display reason in Log List
Activating this preference will display Reasons for visits shown in the Log Listing. This privilege can be further restricted in the Group Access preferences.


Display Student ID in Log List
Activating this preference will display Student IDs for visits shown in the Log Listing. This privilege can be further restricted in the Group Access preferences.


Obscure Student ID (****) on Log In
Activating this preference will obscure Student IDs entered in the Log Student Window. This privilege can be further restricted in the Group Access preferences.



Allow creation when ID not found
Activating this preference will allow a User to create a new Student Profile if an ID or Full Name entered in the Log Student Window is not found.



Consultant Choice on Login
Allows for customizations of Consultant choices. Contact Redrock Support for details (support@go-redrock.com)


Center/Subject/Reason Choice Modifier
Allows for customizations of Center choices. Contact Redrock Support for details (helpdesk@go-redrock.com)


Logged in via: (Staff) or (Student)


Show student messages on Login
Activating this preference will display the Student’s recent message history during the Login process.


Login Terms and Conditions
You have the option of adding a Terms and Conditions that students must agree to before logging in to your Center.



Label for Acceptance of Terms: Default (I Accept)
This preference determines the Label for your Acceptance of Terms (



Logged out via: (Staff) or (Student)


Show student messages on Logout
Activating this preference will display the Student’s recent message history during the Logout process.


Enter notes on logout, width (30) height (4) – (default values)
Activating this preference will allow Users to enter Notes during Logout. The Width and Height Fields determine the size of the Text field box that these notes can be entered into.


Enter notes on logout for work visits.
Activating this preference will allow Consultants to enter notes during Logout for Work Visits. Record notes per Work Shift may be beneficial for Payroll purposes or for historical reasons.


Auto lock visits older than: (___) days
Entering a number into the days field will activate this preference and prompt your Trac System to Lock Visit Records older than the number you set. Locking a Visit Record will prevent users from modifying or deleting any data. Groups may be given access to edit Locked Visits.


Time Zone Difference From Server: (___) hours
For example, if your Server is in EST and your Center in CST, the Time Zone Difference FROM Server would be = (-1).




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