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!

How to Reset Missed Appointment Rules
Let’s say you want to reset the missed appointment counter, maybe a new semester is starting or you just want to change the missed appointment threshold. Here are the required steps to reset these restrictions.

This is a follow-up to our previous article covering how to configure these preferences in the first place, which can be found here.

Step 1. Resetting Dates

Go to Trac Navigation > Search Glass > Center Profiles > [Your Profile] > Prefs > Scheduling > Appointment Status & Management. Here, you will find the first date to update. Set this to the start of your new semester, or any arbitrary date.


Scroll down further to the “Other Scheduling Blocks” section of the same menu, and update the dates here as well.

Click save once these have been updated.


Student Entry

There are two fields that these preferences affect.

  • Special Status – Their current status at the top of the General Info tab. This is their system wide status. This will only be changed if you have 1 Trac Profile. If you have more than 1, only the center status is changed.
  • Center Status – Their current center status and total missed appointments in the “Center Info” tab. This is their center specific status.

Once they pass the missed threashold, one or both of these statuses will be changed.


Step 2. Resetting Missed Appointment Counter and Center Status

Go to Trac Navigation > Trac Man icon > Utilities and Prefs > Custom Utility > Standard > Reset Center Status / Missed. Choose your center, check the “Reset Total Missed Count” box, check “set Center Status to” (leave it blank or specify a status). Click execute to run the utility.


Step 3. Resetting Global Student Statuses — Only required if you have a single Trac Profile

The above utility only changes their center status, not their special status. For this, we’ll utilize the Change Value utility.

First, we need to get our list of students. Go to Trac Navigation > Search Glass > Students. Then, click on List Options > Search. Change “Status” to whatever status they were changed to (inactive, blocked, etc), then click search.

Once you have your list of students, go to Trac Navigation > Trac Man > Utilities and Prefs > Change Value. Above the tabs, you’ll see “There are [X] student records for processing”, make sure this matches the number found on the student listing. Keep in mind that this is a destructive operation. Take caution as to not accidentally change another field, as this cannot be undone. Ensure that this is the only Trac System tab you have open.

Set “Field” to “Special Status”, set “Value” to or blank (or specify a status), then click “Apply Change”.


The student(s) will now be able to login and book appointments again.

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!