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!

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.