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!

Activating and Deactivating Consultants

Now that we we've Created our Consultant, we are going to look at managing a few other things.

Go to Search Glass Icon > Center Profile > Consultants.

First you will see the Consultants full name. To the right of that you will see a check box.

By un-checking that box, we will be deactivating that record/account. Now they are inactive. If you look again to the right there is a red icon – this will allow you to delete a consultant record.


We strongly recommend that you NEVER delete a record. Doing so will result in deleting ALL data associated with the consultant – it would mess up reports. This means the visits records; appointment records and report will no longer have a consultant link to them What we strongly suggest is that you always make an account that is no longer being used as inactive.

Marking them as inactive will allow all the remaining visit information tied to that visit to stay in the system.

How to I run reports on inactive consultants?

I had a few tutors work in the summer program that no longer work for us during our fall program. Is there a way for me to go back and run reports that include the inactive consultants so we can get the most accurate reporting? The answer is yes!

In order to do this, you will go to the TracNagavation > Reports

When the report chooser opens up you will click on the drop-down arrow and choose “Students By”


You will see there is a blue hyperlink that reads “Consultant Search”

When that is clicked you will see this:


There will be a drop down that reads “Active” – letting you know that the report that is run is only showing active consultants.

If you change the drop down to “Inactive” it will only run the report on inactive consultants for that chosen date range.

If you choose “blank” then you will be running the report for both the active and inactive consultants for that date range.

More Questions?
We hope that you found this article helpful, and as always if you have any questions about this or any other features, please feel free to let us know by emailing or by submitting a ticket.
Thank you for your continued support!