TracCloudWhatsNew
From Redrock Wiki
TracCloud receives frequent updates that are automatically applied to your instance. Some of these updates are smaller tweaks and improvements, while others bring entirely new features that may benefit your usage of the Trac System. This page highlights some of the recent changes made to the TracCloud platform, and how you can utilize them on your own instance. A list of past articles and a full changelog can be found in the tabs above.
If you have any questions about these changes, feel free to reach out to us on our helpdesk.
SAGE
Group by and Email Assigned Advisors in SAGE Referrals by ??
- In the Referrals by ?? report, you can now group by either Profile Linked Consultant or Custom Linked Consultant. The former will get the student's assigned consultant based on your profile configuration, whereas Custom Linked Consultant allows you to choose the linking fields in the report itself. The latter is useful if you want to group by or send emails to students' secondary advisors or other non-primary linked consultants. With either option, you will be able to send them individualized emails with only their students listed from the report just like the existing option to email the linked consultant/faculty of the referral.
Other SAGE changes:
- SAGE reports such as Referrals by ?? now allow you to filter the results by multiple referral types (rather than only all or one).
- SAGE referrals can now be linked to profiles (primarily for the "Profile Linked Consultant" grouping above).
Email and Plan Templates
New Success/Work Plan Dashboard and Profile Email Templates
- The default Dashboard Display in Success Plans and Work Plans has been updated to improve clarity and better accommodate different types and lengths of plans. Additionally, many profile email defaults have also been updated with various minor improvements. Click the clipboard icon in any of these locations to load the new default, if needed.
Additional Changes
- There's a new QR code in Workshops to allow students to record their own attendance at the event, rather than being logged in by a staff member.
- There's a new button in Workshop rosters to quickly mark non-attended students as missed.
- The Success Plan Report has a new option to include step prompt notes when "Show Step Details" is enabled.
- "Select All" and "Select None" options have been added to the "Students without visits" column of SI Batch Entry.
New! Heatmap Generator
Easily Create Heatmaps from Your Data
- The new Heatmap Generator can be used to create heatmaps based on virtually any combination of fields. A heatmap might tally and highlight what subjects are selected most (or least) for your visits, what day of the week students are more likely to have appointments on by reason, and more. You can choose from a list of presets or select your own criteria. Additionally, this report can include alerts, where if a threshold is met in the results, you can be notified via email the next time the report runs. For pricing information, reach out to sales@go-redrock.com.
Prospective Student URL and QR Code
Allow Prospective Students to Create Accounts by Clicking a Link or Scanning a QR Code
In addition to prospective students creating accounts for themselves from the kiosk or staff initiating the account creation process from the student listing, you can now also generate a link or QR code so prospective students can create their account from anywhere. Once you've enabled this feature in your system preferences, you can immediately begin providing the link to students.
Additional Changes
- More granular options to control what identifiers students can use to login on kiosks have been added in Log In/Out prefs. E.g., you can now restrict students from logging in via Other_ID2 and Username, but allow ID and Other_ID, etc.
- "Static survey URL" surveys now have an option to quickly copy a QR code for that survey.
- An option to require SSO login when a student scans a kiosk QR code has been added in Log In/Out prefs.
- An option to hide question numbers has been added in SurveyTrac.
- "CreatedBy" staff tags can now be used in SAGE emails to reference fields from the account of the staff member who created the referral.
- Max Appointment Rules can now be created to count "Seats," primarily for testing center environments. This allows limiting the total number of students booked at one time, even if some of those appointments are linked to the same multi-person availability.
- Custom Fields can now be created inside center records.
- A "Search Active Only" option has been added to the Resources listing.
- "List Students" option has been added to the Assessments Summary report.
- A button to quickly open/edit student records has been added to the Referral entry screen.
- Staff can now be allowed to set their own "Max Hours" value via Confirm Bio.
New! Announcement Polls
Create simple polls directly on the dashboard
Announcements can now be created will built-in polls. Students, staff, or faculty can answer a question from a list of options (single or multi-choice) and you'll be able to review the results from the announcement settings page.
New! Workshop Reserve Blocks
Automatically block consultant schedules if linked to a reserve block
To prevent conflicting appointments if a consultant is linked to a workshop (and that workshop is linked to a center), a reserve block will automatically be placed on their schedule at the workshop time. This will hide overlapping availabilities from search results just like regular reserve blocks.
Additional Changes
- An option to highlight attendance has been added to the Students Workshops Attendance report.
- Staff custom fields can now be added as additional fields in the User Detail report.
- The Appointments/Visits Utilization report will now show faculty name if "Show Availabilities" is checked.
- If an availability is linked to a specific section, hovering over the symbol will now show the faculty name.
- Searching for centers in reports has been improved. Typing in "Math" or "Lab" will both return "Math Lab," where previously (of those two) only "Math" would work.
New! Faculty Student Appointments Report
An appointment report for faculty
The Faculty Student Appointments report provides a quick way for faculty to retrieve data on their students' appointments. This is an appointment equivalent to the Faculty Student Visits report. Access to this report can be provided in the Faculty permission group.
New! Unanswered Staff/Faculty Surveys Report
Report on unanswered surveys directed to staff or faculty
The Unanswered Staff/Faculty Surveys report displays a list of faculty or staff, along with the number of surveys they were sent and how many were unanswered in your chosen date range.
New! Faculty Referral Activity Report
Reporting on student data by referral and faculty
The Faculty Referral Activity report displays faculty, their sections, and how many referrals their students are assigned to. Additionally, the total registrations linked to each faculty's sections, total registrations overall, and total unique students are shown. A bar chart can optionally be included, shown in the screenshot below.
Additional Changes
- Additional search options (Today, This Semester, Upcoming, etc) have been added to the workshops listing.
- The asynchronous communication portion of the mentorship module can now be disabled in system preferences.
- Additional custom tabs (up to 9) can now be created in student accounts. Reach out to sales@go-redrock.com for pricing information.
- Visit steps in Success Plans can now be linked to multiple reasons.
- Announcements can now be bi-weekly.
- Survey responses can now be deleted.
- "Send Email" option added to staff records.
- If "Show Student Visits" is enabled, the Payroll report will show additional information including total time and percentage of consultant work time spent with students.
- "Other" menu is now more compact, with modules and version info being moved into submenus.
- It's now possible to import files from Temp Import Dir in Public / Admin Docs.
- Super Admins can now use the Log In As utility to login to Student, Faculty, or Staff accounts (Profile Admin or below only).
New! System Audit
The System Audit widget provides warnings about possible configuration issues or missing fields
This new widget highlights possible configuration errors for review, such as missing permissions, duplicate records, and misconfigured emails. This is only accessible to system administrators. It's important to keep in mind that not everything listed in this utility is necessarily a problem; there are valid configurations that may be flagged by this utility. The warnings can be ignored in those cases.
New! Super Admin User Level
The new Super Admin user level offers permissions between a profile and system admin
The next time you're creating staff accounts you'll see a new user level: "Super Admin." Compared to profile admin, this level offers a couple extra permissions such as the ability to manage announcements, create student lists, and manage referral types. The biggest difference however is that you can provide restricted access to global preferences. After you set a staff level to super admin, a new "Preference Allowances" field will appear in their account where you can choose which system preferences they can access.
- You can now duplicate workshops from the workshop listing.
- Staff can now override max enrollments when using the workshop attendance scanner.
- The Calendar URL on the student dashboard will now also sync workshop enrollments.
- The workshops listing will now show workshops from yesterday onward by default.
- When batch enrolling students in a workshop, an option will be available to send confirmation emails to the students.
- Workshop locations will now be copied to the visit location when visits are created via workshops.
Reports
- The SI Comparison report can now be exported to CSV.
- Availability notes has been added as an additional field in the Students Visits/Appointments by ?? report.
- Meeting Type added to Usage Snapshot snapshot fields.
Additional Changes
- Surveys can now be directed to a specific list of students.
- Header custom fields in student records will now add hyperlinks at the top of the page to jump to that section.
- Location can now be made a required field in visit records.
- There are now more fields searchable on the resources listing, to find records based on user type availability, due date type, etc.
- The "Upcoming Appointments" widget on the dashboard will no longer appear for non-consultant accounts.
- SAGE Referrals can now be re-opened by simply unchecking the "Processed" checkbox.
- The Asynchronous Appointments name override now applies to more locations, such as in search availability results.
- There's a new button in SAGE referrals to make the referral entry more compact, showing more information at once.
- The date picker on the staff schedule view now highlights your current day/week and past days will be faded.
New! Assessments
There's a new module available in TracCloud: Assessments
Assessments allow you to create customizable questionnaires that can be used for a variety of purposes, from evaluating learning styles and study habits to exploring cognitive abilities. After completing the questionnaire, students receive personalized feedback and targeted support in areas where they may need improvement. Students and staff can generate a self-assessment from their dashboard with the new Assessments widget, or a link/QR code can be shared with them to initiate an assessment. The dashboard widget additionally allows the recipient to view their past results or edit their responses (if allowed by the assessment type). More documentation on this feature is available here!
To learn more about the pricing of this feature, reach out to sales@go-redrock.com
New! Staff <-> Staff Scheduling
Allowing Staff to Book Appointments with Consultants
TracCloud has a new feature, Staff <-> Staff Scheduling. This allows staff & consultants to have appointments with other consultants. When booking appointments on the schedule, a new button will be available beside the regular search button. This new button will search staff instead of students, allowing you to book an appointment for a specific staff member. In the background, TracCloud automatically generates a linked student account for the consultant with a special "Staff" OtherStatus which will remain active for as long as the staff account is active. Additionally, any appointments booked for a consultant will also appear on their own schedule and will behave as a reserve block to prevent conflicting times. More documentation on this feature will be available soon.
To learn more about the pricing of this feature, reach out to sales@go-redrock.com
Additional Changes
- "Recurring" can now be an ignored field in Stacked Availabilities.
- Student confirm bio can now be initiated if the student clicks a link to the dashboard containing "&confirmBIO=true". For example: https://traccloud.go-redrock.com/demo/trac/entryinc.php?tbl=main&form=dashboard&orl=&srl=&confirmBIO=true
- "Visit Created by" additional field added to the Visits by ?? and Initial Visit reports.
- Center can now be made required in search availability widgets if using "Show Search Center on Widget."
- Setting an "Only Allow" or "Block These" list in an availability will now show an icon on the availability block to more easily identify restricted time slots.
- Drop-in ad-hoc QR codes now also utilize the list restrictions above.
- There's a new option in Permission Groups to further restrict students shown on the student listing to only students who are assigned to the logged in consultant (i.e., their assigned advisor). The group must first be restricted to a list of students before this option appears in the Student / Visit tab.
- Center has been added as a searchable field and column on the Workshops listing.
- Tutor certifications can now be imported from the ACTP Tutor Trainer Tracker.
- The Referrals by Student and Appointments/Visits report has new options to filter the visits/appointments by reason.
- Additional search fields for appointment data added to the Center Schedule report.
- The student OtherStatus "Alumni" will now prevent an account from being automatically deactivated by the import process.
- When concluding a work visit using the "Consultants Currently Logged In" menu on the log listing/kiosk, a confirmation prompt will now be shown to confirm the logout.
- There is a new Advanced Preference to manually override times in appointments.
There's a new module available in TracCloud: Career Center Management
Our new Career Center Management Module allows people to build and generate resumes for themselves with various templates available, search for relevant job listings, and even submit resumes to those listings through TracCloud. Recruiters and organization contacts are then notified when a resume has been submitted for one of their listings so they can review and follow-up with candidates. More documentation on this feature is available here!
To learn more about the pricing of this feature, reach out to sales@go-redrock.com
Peer Mentoring Linkage Expiration
In your term settings, you can now specify an expiration date for peer mentor linkages. When a mentorship is created for this term, its expiration date will be set to this new date value. The mentorship will then remain active until that date, even if the term is deactivated. This allows you to have mentorships that span more than one semester.
Other Mentorship Changes
- TracFlows can now create Mentorships.
Additional Changes
- You can now report on inactive centers in most reports.
- Asynchronous appointments have a new standard status available: "STAFF CANCELED"
- "Reverse Sort by Entered" and "Consultant" sorting option added to the Log Listing.
- Student, Staff, and Faculty unique ID fields can now be configured independently of each other in SSO settings.
- "Campus - Profile" and "Profile" name formats added to Mail Server settings.