TracCloudTA

From Redrock Wiki

TracCloud Modules

• SAGE
• SurveyTrac
• Whiteboard
• Q2 Tables
• TextAlerts


TextAlerts


The TextAlerts module allows students and consultants to receive SMS messages from TracCloud. Text Alerts can be sent automatically when an appointment is booked or cancelled, or be sent manually by staff members. For example, if a student is waiting to meet with their consultant, a front-desk worker can quickly send a text to the student letting them know their appointment is ready to begin.

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After the Text Alerts module has been enabled, there will be a handful of options that you may need to modify, depending on your configuration.

Group Permissions

Each permission group has a tab dedicated to Admin / Modules, this tab contains a couple options relating to Text Alerts, determining if these staff members can send SMS messages or modify a student’s “Receive Text Alerts” status.

Other > Other Options > Groups > [The Group you want to modify] > Admin / Modules > Text Alerts Module Group Access.

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  • Allow user to view and edit the student field ‘Receive Text Alerts’
This option gives staff in this group the ability to enable or disable text alerts for this student from the student’s profile.
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  • Allow user to send SMS messages to students
This option provides staff the ability to send students messages directly, either from the Log Listing or the Student’s Profile under the “Actions” tab.

  • Allow user to send SMS messages to staff
Just like students, staff can also be sent SMS messages from their profile via the “Actions” tab. This option determines whether or not this option is available for staff in this group.
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Confirm Bio

Students can be given the ability to confirm or modify their own information via Confirm Bio, and this extends to text alerts as well. Towards the bottom of your Confirm Bio settings, you can choose which fields are displayed to students. This allows you to add the student’s cell phone number and their Receive SMS status.

Other > Other Options > Preferences > Confirm Bio Settings

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The above configuration displays like this to students who are prompted to confirm their bio information.

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More information on Confirm Bio settings in general can be found in our user manual.

Student Entry Field

In order to make the “Receive SMS Alerts” field (as seen in the Group Permissions example above) appear within student profiles, we need to enable it in our system preferences. This is as simple as checking the “Display Receive SMS” option in our Student Entry Choices. More information on this menu can also be found in our dedicated “Student Entry Fields” chapter.

Other > Other Options > Preferences > Student Entry Choices

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Log Listing

A student SMS button can also be made visible on the log listing. In the event that a front-desk worker needs to text a waiting student letting them know their appointment is ready, this makes this task much easier. Simply head over to your Log Listing settings and add the “Text the Student Button” field. More information on customizing your Log Listing can be found in our user manual.

Other > Other Options > Profiles > [Your Profile] > Prefs > Log In/Out

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This will display as a Phone icon within the listing, which will prompt you to write and send your message when clicked.

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Emails

The automated SMS messages that are sent to students and staff can be customized independently from automated emails. These messages are modified just below your primary email contents, and are able to utilize the same Twig tags available in standard emails. More information on these tags and general email configuration can be found in our Email and Twig Tag chapters.

The following automated message types can be sent via SMS:
Confirmation (Student & Consultant)
Reminder (Student & Consultant)
Cancellation (Student & Consultant)
Missed (Student)


Other > Other Options > Profiles > [Your Profile] > Prefs > Emails

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For information on purchasing the TextAlerts Module, reach out to sales@go-redrock.com
For TextAlerts functionality questions, reach out to helpdesk@go-redrock.com