Resources

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. 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.



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!


User Manual Contents

• Introduction

• SysAdmin Preferences

• Center Profile Prefs

• Group Settings

• Sections

• Reasons

• Consultants

• Student Records

• Availabilities

• Appointment Scheduling

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac

Resources
Resources are items that may be checked in and out of your Center(s) and lent to students. The borrowing of resources at your center(s) can be tracked, recorded, and the data collected can be displayed through Reports.
Creating a Resource
To add, edit and manage your resources, hover over the Search glass on the right side of your Trac Navigation bar (top left corner on Main Menu) and select Resources. To add access to the Resource Menu for a Group, see Group Access Prefs.


To add a new resource, click on List Options and select “New Resource”.



In the Resource Entry window that appears we can enter any relevant data for the Resource: Barcode ID, Center, Title, Description, or Keywords (to find by search). We can also regulate the Max days out, Max Time Out, or Max Renewal fields to control the amount of time this resource may be borrowed for.



An important field to note is the Resource Type field. Resources can be classified by Resource Type, for example: Text Books, Headphones, Calculators, etc…Resources can then be granted access to a group or restricted from a group based on the Type of the resource. To manage your Resource Types, go to your Utilities & Prefs > Advanced Prefs > ResourceTypes. Resource types here must be separated by a Enter or Return character.


In the lower half of the Resources Entry page are two sections.



On the left side there is a checkbox next to Available. Check this checkbox to make this resource Available. When students borrow this resource, the “Due In” field will populate according to the rules that you previously set (Max days out or Max Time Out). The “Reserved By” field allows a User to reserve this item for future use by disallowing the item to be checked out to any other student other than the student selected. Click on the search glass icon to reserve this item for a student.



You can enter a student ID or name in the Search field to locate the student who wants to reserve the resource. Hit Enter or Return to execute your search.



Select the student by clicking on their ID number, and the Resource Entry record will update with the student’s new reservation.




On the right side of the lower section there is an area that displays a history of the previous use of the selected Resource. We can see the names of students who checked this resource in and out, and the times that these events occurred.

Checking Resources In / Out
Resources are able to be checked in and checked out from several areas within your Trac System.
  • Resources Listing
  • Log Listing
  • Log Resource


Resources Listing

The Resources Listing displays a list of ALL available resources entered into your Trac system, and also contains the corresponding record for each resource. We can quickly see barcode number, check out times, due in times, the associated center, as well as a description for each resource.



To check a resource out to a student, click on the blue arrow on the far right side.



In the Student ID/Barcode: field, enter our student’s ID number or name to locate the student’s record. Click on the ID number next to the student to check this resource out to our student. Click Check Out to complete the process.



To check a resource in from a student, click on the right arrow on the far right side



If a student wants to renew a checkout, click the Renew Check Out button to extend the date the resource is due.



Click on the Check In button to check this resource back in.



Log Listing

Resources may also be checked in and out to students directly from the Log Listing. Students who are currently logged in to your centers are able to borrow and return resources directly at the Front Desk.



To be able to check resources in and out to your students directly from the Log Listing, you will need to add access per Group of users.



Click on Check resource in/out to Sam Smith? to begin the process of checking a resource out.



Here we can enter the Name, Barcode, or Keyword of a resource to locate the resource for our student.



Click on the barcode ID next to the Resource to populate the field with the appropriate resource. Click “Checkout” to then check the item out to the selected student.



The system then notifies the User that the resource is checked out to our student Sam Smith.



Log Resource

The Log Resource window, similar to the Log Student window, allows users to conveniently check resources in and out using a small window that appears at the top of every page. Access to the Log Resource window can be given through your Group Access preferences. Once sufficient privileges are granted, a user’s MyPrefs may need to be adjusted as well to add the Log Resource function to a user’s account.



A user can enter a Resource barcode, name or keyword in the Log Resource field to locate a Resource to check in/out.



Once the barcode ID# hyperlink is clicked, the system will inquire as to which student is borrowing this resource. Enter a Student ID number or name to locate our student record.



After performing the search and finding your student, click on the blue ID# hyperlink next to our student’s name.



Now click the Check Out button to complete the process.



Alternatively, we may enter a student ID number in the Student ID field of the Log Resource window to locate a student first. Hit Enter or Return after the ID is entered to start the process.




In the Student Resources window that appears we are able to see a list of resources that our student has either on Reserve or Checked Out. To find a resource to check out for this student use the Find Resource field to perform a search.



After entering a barcode number, name, or keyword, click Check Out to check out the resource, or Reserve to reserve the resource for our selected student.



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