Preparing for a Successful Semester Switch

    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.

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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 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!

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

Preparing for a New Semester We are excited for the new academic year and want to help you prepare your Trac application for the new semester, with this week's Newsletter. You’ll find that it is filled with new information, helpful hints and tips, and even some new feature that you can explore. We want this newsletter to be valuable for you so please, share your feedback and as always please let us know if you have any questions. An important note: Your imports contain student registrations specific to a term, the timing between changing your Term Code and importing your registrations is important. Step 1. Have your IT upload the new Student and Course Files to your server, or the SFTP site if hosted If the format (column layout, delimiter, etc) of the file has changed since the last import, your IT will need to send Redrock a sample file to create or update your import script. Step 2. Change the Term Number As a SysAdmin, update your Term Number in your System Preferences. The term number is always a numeric value (e.g., 201910, 1910). Trac Navigation > Trac-man > Utilities and Prefs -> System Prefs > CurrentTerm > Change to the new term number. Step 3. Change Semester Dates As a SysAdmin, update your Semester Start and End dates in your System Preferences. The correct date format is MM/DD/YYYY. Trac Navigation > Trac-man > Utilities and Prefs > System Prefs > SemesterStart/SemesterEnd Step 4. Run the import As a SysAdmin, run the import utility manually. To view the status of your import, click on View Import Status > Execute. This will also tell you if the import has completed. Trac Navigation -> Trac-man > Utilities and Prefs > Custom Utility > Standard > Import Student Data > Execute. Step 5. Globally Activate Sections As a Center Profile Admin- Go to Trac Navigation > Search Glass > Center Profile > click on your Profile > Sections Tab > List Options > Activate These… That will check the box to the left of the Section Term ID. Step 6. Activate Sections per Subcenter You have two options to add the sections to your subcenter. First Option is to add ALL the sections to ALL Subcenters. From the Profile Sections tab, click on List Options > Subcenter Activation > Choose 'activate' or 'deactivate' and select the centers for which you would like add the all the sections to > Continue. Second Option is to add designated sections to a specific Subcenter. From the Profile Sections tab, select Subcenter Options > Click on the subcenter name > Check box in the middle box to activate the sections one by one. Following either option will check the box to the right of the Section Term ID. Trac Navigation > Search Glass > Center Profile > click on your Profile > Sections Tab The next steps are optional since your center may or may not utilize these preferences Step 7. Consultant Specialties [Optional] As a Center Profile Admin to add new sections or manually to your consultants- Go to the Trac Navigation -> Search Glass -> Center Profile -> Click on your Profile -> Consultants Tab -> Select consultants name-> Section Specialties Tab -> Search for the sections the consultant can meet with a student -> Check box to activate the sections -> Save. As a SysAdmin to copy the consultant specialties from previous term to the new term- Go to the Trac Navigation -> Tracman Icon -> Utilities and Prefs -> Custom Utility -> Standard -> Copy Specialties -> Add the previous Term and the current term -> Execute. Step 8. Reset Center Status [Optional] First Step as a SysAdmin - Go to Trac Navigation > Trac-man > Utilities and Prefs > Custom Utility > Standard > Reset Center Status/Missed > Check the boxes “Reset Total Missed Count” and “Set Center Status to (leave blank)” > Execute. Second Step as a Center Profile Admin - Go to Trac Navigation > Search Glass > Center Profile > Click on your Profile > Prefs Tab > Scheduling Tab > change the date in “Student max missed:” > Save. Third Step as a SysAdmin - Go to Trac Navigation > Search Glass > Students > Search for “Inactive” Students > Trac Navigation > Trac-man > Utilities and Prefs > Change Value > Field: “Special Status” > Value: (Blank) or Active > Execute. Other Settings - Max Appointment Rule As a Center Profile Admin - Go to the Trac Navigation -> Search Glass -> Center Profile -> Click on your Profile -> Prefs Tab -> Scheduling Tab -> Max Appointment Rules -> Update any date that is using the preference -> Save. Other Settings - Other Scheduling Block As a Center Profile Admin - Go to Trac Navigation > Search Glass > Center Profile > Click on your Profile > Prefs Tab > Scheduling Tab > Other Scheduling Block > Update any date that is using the preference > Save. Step 9. Deactivate Prior Semester Sections [Optional] As an admin, go to Trac Navigation > Search Glass > Center Profiles > [Your Profile] > Sections > Search for your prior term number > List Options > Deactivate These. 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!