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!

Creating a New Student Profile
As your university continues to grow, it is exciting to have new students enrolling into your programs. However, when first learning to navigate the Trac System, creating new student profiles manually can seem challenging.

The Trac System is user friendly and with this guide you will soon be an expert in no time!

In this Newsletter, I will be walking you through the steps of how to navigate the Trac System and utilizing screenshots as reference.

  • Step 1

Hover your cursor of the magnifying glass.


After the list of options appears select “Students”.


  • Step 2

Click on the “List Options” button toward the top left corner of the new window, and select “New Student”.


  • Step 3

Now you fill in the necessary information for you student, including: Last name (Doe), First name (John), Email Address (, and Handle (Jdoe).

Once these fields have been filled out, click save.


  • Step 4

Once all the information is filled in, you can save the student profile and you will be able to find the student by searching for their name or ID number. You can then go back at any time and fill out the remaining fields in the lower tabs of the window.

Note: If IT is importing students, you will need to make sure your manually created student has the same ID number as the profile that was imported from the student file. The student file can then auto populate with the information from the imported file versus creating a new file and entering the information manually.

Student ID Feature

In order to assign a student the next available ID number, a global preference can be put in place.

To adjust this preference, go to the Trac Man icon and select “Utilities and Prefs”

Note: Only Administrators with this privilege can make the adjustment.



Next, click on the “Advanced Prefs” tab followed by entering “@next” in the search bar. Click the link and enter an ID number your campus is familiar with and can easily find then hit the “Save” button.



Now that the setting is in place Simply type in “NEW” into the student ID field for the new student entry and upon saving they will receive the next available student ID number.



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!