Send Visit Notes
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 sales@go-redrock.com 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.
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.
Upon conclusion of a visit, you have the ability to send the notes of the visit via email to a student's Coach, Mentor, or whomever needs to see the results of the visit.
Send Visit Notes Overview
Send Visit Notes feature is used to inform certain interested individuals of a students progress at a center.
Practical Uses for Send Visit Notes
One example of a use of this feature is for athletics. Coaches might want to be informed that a visit at the center occurred and view the notes about the visit. Rather than having the coach log in to the Trac system, the Send Notes button might be displayed on the Visit entry screen, the consultant would simply click this button at the conclusion of the visit.
| When the send notes feature is activated each visit entry screen will display a button that indicates that the user/consultant may click it to send an email to the student's contact person. You must activate the send notes feature for the Visit's center profile and for the user's group. |
Activating the Send Visit Notes Feature
There are two settings that must be adjusted to allow a user access to the Send Notes feature. The first is the center's send notes preferences and the second is the user's Group send notes activation. This allow administrators to turn on the Send Notes feature for a center profile, but only allow certain users in various groups to actually have the ability to send the notes to the student's coach or advisor.
Activating Center Profile Settings
| Go to the Center Profile and choose the Prefs -> Emails tabs: |
Click on the Activate button to activate the setting and enter a message. The message may be any text message and may contain any of the tags referenced in the wiki article email codes.
Enter a Subject title for the email message in the Subject field.
The To Address may be a static email address, or it might be a script tag created by Redrock Software specific to your purposes.
Click Save to save the Center Profile preferences.
Activating a User's Send Notes Preferences
Open the group preference and navigate to the Student Entry tab and scroll down to section entitled 'Visit Entry Screens'.
| Activate the Send Notes feature by click on the 'Allow user to send notes to coach/advisor from Visit Entry' button: |
Click Save to save the Group privileges.
Using the Send Notes Feature
To use this feature, any Visit Entry screen will display a button that allows the user to click to send the email to the coach or advisor. After entering the appropriate visit information, click the Save button for the Visit. When the Send Notes button appears, click it to send an email to the coach or advisor.
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