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!

Trac System users may also utilize Starfish to track and report their retention. In order to assist with that reporting, the Starfish Export module provides a simple interface for users to set up an export from the Trac System that meets the Starfish specifications. If you utilize the Trac System and Starfish at your campus, you may need this module to facilitate communication between the two systems.
Starfish Settings

To access your Starfish settings, go to Trac Navigation > Trac Man icon > Utilities and Prefs > System Prefs > Search for “star” > Click on ‘Starfish Export Settings’.


This is where you’ll set your desired fields.

ID Export Field – This can be ID, Barcode, Handle, or Email.

Location Export Field – This can be location or subcenter.

File Location – This is where the exported file will be placed.

File Name – This is the name of the exported file.

Number of Days or… – Date range of export.

Semicolon Separated List… – If you wanted to exclude centers from the export, you would set them here (formatted as: subcenter1;subcenter2).

Date Sort Field – The visit sequence number or visit date.

Provider Name Format – Consultant name formatting

Course Format – SectionTerm, Subject, or Subject Section.

Here’s what the export will look like.


Running the Export and Managing the Auto Event

From the same Utilities and Prefs window, click on the “Auto Events” tab. Towards the bottom you’ll see “Starfish Module Export”. If wanted to manually run the event, click on the green gear icon on the right side, and the event will be run. Otherwise, click on the hyperlinked name of the event, “Starfish Module Export”, to access settings.


Once in the event settings, there’s really only a couple options here you'll need to utilize.

Is Pending – Enables or Disables the event running automatically.
Last Performed – When the event ran last, this can be manually changed so that the event will run at the next scheduled time.
Schedule – How frequently the event runs
Time – The exact time the event will run. Make sure this time doesn’t conflict with other Auto Events, or during normal operating hours.

Save once you have it configured correctly.


Advanced Prefs
  • sfx-manualgmtoffset, if "Convert Date/Time to GMT" isn't working for you, it's possible your server isn't allowing TutorTrac to read/write an offset file. This preference can be used to bypass the file, manually setting an offset in hours. E.g., "4", "7".

Trac Navigation > Trac-Man > Utilities and Prefs > Advanced Prefs > sfx-manualgmtoffset