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    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.

Click here or expand to see what's new in TracCloud

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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!

TracCloud Technical Documentation Newsletters Admin Preparing for a Semester Switch Setting up Appointment Emails Logging in as Different Users Students & Consultants Custom Student Fields Student View Deactivating Consultants Creating Lists and Watchlists Creating Student Profiles Student Listing Quick Reports Schedule Appointment Rules Center and Reserve Blocks Missed Appointment Restrictions Reset Missed Appointments Visits Auto Termination Function Meeting with Students Remotely

Setting up Emails for Appointments The Trac System has the ability to send out emails to students or tutors confirming appointments, notifying of missed or cancelled appointments, and a wide range of other reasons. There are a couple of steps that we need to walk through in order to get the email settings setup correctly. General Settings First step is to have your Mail Server set up to send emails from your Trac System. This may involve your IT department if the Mail Server has not been set up. In Trac Navigation > Trac Man icon > Utilities and Prefs > System Prefs, click on Mail Settings. This will allow you to fill out the fields for the address of the mail server that will handle all outgoing mail from The Trac System. This needs to be an SMTP mail server in order to work properly. Also, the email address that your students will see as the From address. If you’re not sure if your mail server will work, you can click on the "Email Tool" tab and run a test on your mail server to see if it will send mail. Note: To set up the time that emails are sent out, you’ll need to go to Trac Nav. > Trac Man > Utilities and Prefs > Auto Events. There are preferences named "Send Email Reminders" and "missedAppt". These determine what time emails are sent out. You can click on each event to adjust what time each day those emails are sent out. Profile Settings Now that we have the Mail Server set up, we need to adjust your email settings and create the automatic emails that will be sent out. To do this, navigate back to the Main Menu, go to Trac Nav. > Search Glass > Center Profiles. Choose your Profile, then click on the "Prefs" tab. In the Preferences Tab there is a sub tab named "Emails". Here you need to make sure that all of your preferences are set up to send out the emails that you want to go out to the people you want them to go out to. A. The first three checkboxes deal with emails that will go to Consultants, then there is the first email to be set up. The “Consultant Schedule Summary” email is what will go to the consultant the day before the appointment with a student. Click on the icon to expand the text field, and then type the message that you would like to go to the consultants. B. The student Confirmation and Cancellation email have two checkboxes labeled “create message”, if enabled, these emails will be included in the student’s message history in their student entry window. C. “Student reminder email” is the email that a student receives the day before their appointment, it doubles as the confirmation email for the consultant as well. Because of the nature of this email, it is recommended to keep it as generic as possible since both consultants and students will be receiving it. D. “Center’s email address” is the email address that will show in the “From” field on all emails. The Send Immediate checkbox is the option to send the confirmation emails and cancellation emails immediately, or to wait until the notification time to send those emails out. E. Just to the right of “Send immediate” is a drop-down box which allows you to choose the message type. This can be set to also include an ICAL link in the email, so students and consultants can easily add that appointment to their personal calendars. F. “Email ____ to Center” will send their respective emails to the above center email address as well. G. “Send reminders for repeating appointments”, if checked, students and consultants will receive reminders for recurring appointments. Now that you have your mail server settings placed in TutorTrac/AdvisorTrac and your Mail Preferences have been set up, you are ready to start sending emails. Email Codes You can create a template email and enter in the codes below to personalize the emails. Enter in the code with the hashtags. For example, if you want to send out a reminder email to students, your email could look similar to this: Dear #first#, You have scheduled an appointment with #tutor# on #apptdate# at #appttime#. Everything between the hashtags will be replaced with the appropriate data. Student Fields Field Code Student Full Name (last, first) #student# Student Full Name (first last) #firstlast# Student First Name #first# Student Last Name #last# Student ID #studentID# Student Formatted ID #formattedID# Student Other ID #barcode# Student Handle #Account# Student Street #Address# Student City #City# Student State #State# Student Zip #Zip# Student Street, City, State, Zip #fullAddress# Student Email #studentEmail# Student Home Phone #phone# Student Work Phone #phone2# Student Text Message Address #txtMsgAddress# Student Gender #gender# Student Birthdate #birthdate# Student Ethnicity #ethnicity# Student Class #class# Student College #college# Student Cohort #cohort# Student Major #major# Student Grad_Und #gradund# Student GPA #GPA# Student Accumulated Hours #TotalHours# Student Graduation Date #GradDate# Student Graduation Degree #GradDegree# Student Condition Code #CondCode# Student Flag Text #FlagText# Student Special Status #status# Student ReferredBy #referredby# Student HS Name #HSName# Student Degree Goal #degree# Student Custom Field1 #Field1# Student Custom Field2 #Field2# Student Custom Field3 #Field3# Student Custom Field4 #Field4# Student Custom Field5 #Field5# Student Custom Field6 #Field6# Student Custom Field7 #Field7# Student Custom Field8 #Field8# Student Custom Field9 #Field9# Student Custom Field10 #Field10# Consultant Fields Field Code Consultant Full Name #tutor# Consultant Full Name #advisor# Consultant Full Name #counselor# Consultant Full Name #Staff# Consultant First Name #afirst# Consultant First Name #tfirst# Consultant Last Name #alast# Consultant Last Name #tlast# Consultant Alternate Name #AltName# Consultant Email #tutoremail# Consultant Email #advisoremail# Consultant Email #staffemail# Consultant Phone #tutorPhone# Consultant Phone #advisorPhone# Consultant Phone #staffPhone# Consultant CellPhone #tutorPhone2# Consultant CellPhone #tutorCellPhone# Consultant CellPhone #advisorCellPhone# Consultant CellPhone #staffCellPhone# Consultant WorkPhone #tutorWorkPhone# Consultant WorkPhone #advisorWorkPhone# Consultant Pager #tutorPager# Consultant Pager #advisorPager# Consultant Pager #staffPager# Consultant Location #tLocation# Consultant Location #aLocation# Consultant Location #sLocation# Consultant Notes2 #tutorNotes# Consultant Notes2 #advisorNotes# Consultant Notes2 #staffNotes# Current Date Fields Field Code Current Date #date# Current Time #time# Current Day of Week #apptday# Appointment Fields Field Code Appointment Location #apptlocation# Appointment Status #ApptStatus# Appointment Full Date #apptfulldate# Appointment Date #apptdate# Appointment Time #appttime# Recurring Appointment Start Date #firstApptDate# Recurring Appointment End Date #lastApptDate# Appointment Start Time #apptstarttime# Appointment End Time #apptendtime# Appointment Day of Week #apptday# Appointment Center #apptcenter# Appointment Subject #apptsubject Appointment Notes #apptnotes# Appointment Duration #apptduration# Appointment Custom Field #apptCust1# Appointment Fund #apptfund# Appointment Total Missed #missedApptTotal# Availability Fields Field Code Availability Location #availlocation# Center Fields Field Code Center Name #center# Center Sequence #centerID# Profile Name #profileCenter# Survey Fields Field Code Survey Response Sequence #responseID# Survey Sequence #surveyID# Visits Fields Field Code Visit Date In #dateIn# Visit Date Out #dateOut# Visit Time In #visitTime# Visit Time Out #timeOut# Visit Total Time #duration# Visit Day of Week #visitday# Visit Subject #subject# Visit Reason #reason# Visit Custom Field1 #Custom1# Visit Custom Field2 #Custom2# Visit Custom Field3 #Custom3# Visit Custom Field4 #Custom4# Visit Custom Field5 #Custom5# Visit Custom Field6 #Custom6# Visit Custom Field7 #Custom7# Visit Custom Field8 #Custom8# Visit Notes #visitnotes# Visit Student Remarks #visitStudRemarks# Resources Field Code Resource Barcode #resID# Resource Title #resTitle# Resource Description #resDescrioon# Resource Due Date #resDueDate# Resource LastDateOut #resDateOut# Resource LastTimeOut #resTimeOut# 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 Helpdesk@go-redrock.com or by submitting a ticket. Thank you for your continued support!