NewsMaxApptRules01

    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

Maximum Appointment Rules - Days "Max Appointment Rules" allow you to set flexible rules for student booking while preventing abuse of your scheduling system. This can be found in Trac Navigation > Search Glass > Center Profiles > [Your Center] > Prefs > Scheduling > Max Appointment Rules. In this section we are looking at the Days setting in Max Appointment Rules By entering in a number of Days you are limiting your students booking ability to a set number of appointments that can not be exceeded. In the example below, we are setting our rule as "Maximum of 2 Appointments in 5 Days". If the student attempts to book the a third appointment in a 5 day window, the Trac System will prevent it, displaying an error message informing them as such. When an appointment is booked, the Trac System checks each 5 day window that includes the day being booked. If the number of appointments found exceeds your rule, it will prevent them from booking. Booking Example 1 The Student has appointments on May 1st and May 7th . The Student would like to book on May 5th. The Student would be able to book as there are only 2 appointments total in any single 5 day period that includes May 5th. Booking Example 2 The Student has appointments on May 1st, May 7th and May 9th and would like to book an additional appointment on May 5th. The Student would not be able to book the May 5th appointment as there are two appointment booked within a 5 Day window that includes May 5th. Maximum Appointment Rules - "This Week" and "That Week" In this section we are using “This Week” and “That Week” with the Max Appointment Rules. These preferences can be found in Trac Navigation > Search Glass > Center Profiles > [Your Center] > Prefs > Scheduling > Max Appointment Rules. By entering “This Week” and “That Week” in Max Appointment Rules, you are limiting your students to booking a set number of appointments that cannot be exceeded within a Sunday to Saturday for the current week or upcoming weeks. Booking Example - This Week In the example below we are setting our rule as; Maximum of 2 Appointments since “This Week” This allows the student to book no more than 2 appointments from Sunday to Saturday in the current week. The Student already has appointments booked on Monday and Tuesday. They would like to book another appointment on Friday, but they won't be able to since they've already booked two appointments between the Sunday-Saturday window. Booking Example - That Week In the example below, we've set our rule as; Maximum of 2 Appointments since “This Week” AND Maximum of 2 Appointments since “That Week” The Student has appointments on Monday and Tuesday in the current week, and Wednesday and Saturday booked in the following week. The Student would like to book an appointment This Friday or the next coming Friday but will not be able to do so since they have already booked two appointments with in the Sunday to Saturday window for either week. Maximum Appointment Rules - Combining Max Appointment Rules In this section, we’ll look into how we can restrict student appointment booking based on Subject, Reason, Consultant, Center, Location, Time and even Group Appointments. Additionally, we’ll demonstrate how to combine multiple rules to establish your custom scheduling restrictions. With Max Appointment Rules, you can set restrictions based on multiple categories within a specific number of days or a date range. The rules also allow you to create multiple sets of restrictions, each having to be followed in order for the student to be able to book an appointment. You can have up to four appointment rules at once, these can be combined to create more custom and specific restrictions. These preferences can be found in Trac Navigation > Search Glass > Center Profiles > [Your Center] > Prefs > Scheduling > Max Appointment Rules. Max Appointment Rule 1 - Max Appointments for the Same Type For the first rule, let's prevent students from scheduling more than two appointments with the same subject and the same consultant in the same day. This is a simple restriction, set up easily by entering the maximum allowed number of appointments, checking the consultant and subject boxes, and entering 1 for the number of days as seen in the screenshot below. The student will be blocked from booking the appointment if they meet all the requirements that you’ve set. If the rules are set as above, a student would still be able to book more than two appointments with the same consultant, but each appointment must be for a different subject. Max Appointment Rule 2 - Max Appointments in X Days Now let’s set a second rule in addition to the first rule. Both will be enforced simultaneously. Let's restrict the maximum number of appointments a student can book within a number of days. In the screenshot below, we’re restricting students to a maximum of 5 appointments in any 5 day window. Now the student can only schedule those two appointments a day from rule 1, but they also cannot book more than 5 appointments in 5 days, regardless of the subject or consultant. Max Appointment Rule 3 - Max Appointments Since MM/DD/YYYY For the third rule–in addition to rules 1 & 2–let's restrict the maximum number of appointments since a given date. By entering a maximum of 15 appointments since 01/01/2016, the number of appointments a student can book has been restricted further. The restrictions are now: Students are unable to book more than 2 appointments of the same subject/consultant per day. Students are unable to book more than 5 appointments in any 5-day window. Students are unable to book more than 15 appointments since January 1st 2016. Max Appointment Rules are a powerful tool to enforce rules and restrictions upon students booking appointments. Students may still be given the ability to book an appointment, but may not monopolize the consultant schedules. 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!