TracCloud: Log Listing Message, KIOSK Notices, and Custom KIOSKs

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Profile Preferences

• General

• Centers

• Groups

• Staff & Consultants

   • Staff User Level

• Reasons

Prefs

   • Log In/Out

   • Log Listing Customization

   • Log Listing Message, etc

   • Schedule

   • Appointment Display

   • Emails

   • Center Description

   • Advanced Prefs

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• Twig Guide

Log Listing Message, KIOSK Notices, and Custom KIOSKs

This section of your profile preferences contains additional options relating to the Log Listing, KIOSKs, and more. Go to Other ➜ Other Options ➜ Profiles ➜ [Your profile] ➜ Prefs ➜ Log Listing Message, KIOSKS Notices, and Custom KIOSKs.

Messages

• Notices on KIOSK

This message will display on kiosks/log listings above the QR code/ID box. This field supports Twig (center tags only) and HTML. If your center has a limit on the number of students that can be logged in at a time, there are two unique Twig tags that may be of use in this field. {{Center.Settings.MaxStudentsActive}} is the center's visit limit and {{Center.NumStudentsActive}} is the number of students who are currently in the center.

• Message to Display as student logs a visit into/out of a center

These are custom, Twig and HTML-supported messages that can be displayed during the login and logout process on the kiosk/log listing. This allows you to display information to the student such as details of their upcoming appointment or contact info for the consultant.

Auto Terminate

• Terminate all still logged in

This feature can be used to automatically conclude ongoing visits, so that if a student is not logged out, their visits don't continue indefinitely. If enabled, any ongoing visits by Time for Nightly Termination will be concluded and set to the duration set below.

• Auto set these visits time to (minutes)

If an ongoing visit is terminated, this is the duration it will be set to in minutes. If this is set to 0 minutes, a terminated visit will be deleted instead.

• Open visit terminations applies to Work Visits

If checked, the above logic also applies to consultant work visits as well.

• Auto terminate visits longer than (minutes)

This is an additional process that can also correct visits that are too long, even if they were concluded. If this is a feature you wish to use, the the value should be set to your maximum possible visit duration to prevent accurate visits from being automatically modified. Leave this and the option below blank to disable this component of auto termination.

• Auto set visits time to (minutes)

This is the duration visits will be changed to in the above scenario. If this is set to 0 minutes, a terminated visit will be deleted instead.

• Time for Nightly Termination

This is the specific time the auto termination process runs each day. This should be set to a later time in the day, such as 11pm, to prevent actual in-progress visits from being logged out in the middle of a session.

• Send Email Notification to Student/Center Admin

Toggling these options will send an email to the student or center admin letting them know that the student wasn’t logged out. If Center Admin is chosen, additional email addresses can be CC'd in the box below. "Center Admin" refers to the email address entered in [Your profile] ➜ Prefs ➜ Emails ➜ Profile Email Address.

• Delete visits waiting (not started)

If a waiting visit hasn't begun by the auto termination time, you can choose if it's terminated normally (unchecked) or deleted (checked).

• Terminations apply to Work Visits

If you would like to also terminate work visits using the duration-limit approach, you can check this box and define a different threshold and adjusted time.

• Termination deletion/modification email

These allow you to override the default email that sends to students when their visit is terminated. You can modify the deletion and the modification email independently of each other. Leaving these blank is safe, TracCloud will use a default template in that case.

Other Log In/Out Preferences

• KIOSK Enter ID label and Batch KIOSK Enter ID label (IDs only)

Changes the text shown in the kiosk/log listing and Batch Visit QR Code "Enter ID" boxes. This is typically changed to align with school branding (e.g., "Redrock ID") or to give more detailed instructions.

• Log out of this profile when student logs in to another profile

If enabled, when a student logs into Center 1, then logs into Center 2, their visit in Center 1 will be automatically concluded.

• Show total visit minutes when logging out

This will show the visit duration in the relevant center during logout.

• Show Other Choice when logging in to single center even with appointment

If enabled, students will be allowed to log into the center for a purpose other than their appointment (e.g., a quick drop-in visit), even if the login is close to the appointment time. Otherwise, TracCloud will assume they are logging in for their appointment and will not allow the student to login for another purpose. The window of time where this applies is based on the Within x minutes options in your missed appointment email settings.

• Warn user if visit time is less than (minutes)

If a duration is entered and a visit under that limit is being concluded by a staff member, they will be shown the warning message from Warning message to display. This message also supports Twig for displaying student data. To give the staff member the ability to cancel the logout as this stage (keeping the student logged in), Allow user to cancel logout should be checked.

• Obscure student ID (***) on login

If enabled, IDs entered on the log listing will be hidden while typing (showing • characters, like a password field).

• Auto lock visits older than (days)

This preference allows you to prevent visit records from being modified after a specified period of time. This restriction applies to all users except SysAdmins.

Custom Kiosks

Custom kiosks can be configured for specific visit scenarios. For example, if you need to track attendance for a specific center and reason combination, you can use a custom kiosk to ensure students are logging in with those fields preselected. You can also predetermine the location, consultant, section, meeting type (Online/In-Person), and even IP address zone.

These custom kiosks can be accessed from the same menu as your standard center kiosks. They will appear in the bottom half of the list, with a preceding icon. The only visual difference within the kiosk is that any fields preselected in the custom kiosk settings won't show up as an option to select during login since they've already been chosen. In addition to the expected kiosk functionality, custom kiosks also allow you to create static QR codes that can be reused with a rotating confirmation code.

• Allow Only Custom KIOSKs for Logging

This disables the regular center kiosks that you would see by default, only allowing you to open custom kiosks.

• Static QR Codes expire

If you're utilizing static QR codes, you can choose how frequently the codes expires. Daily or weekly.

• Previous Codes Overlap Time

This adds a buffer allowing expired QR codes to be used for this amount of time after a new code is generated.

• Round Signin to Nearest

This will automatically round logins to the nearest 15, 30, or 60 minutes. The purpose of this is to emulate batch visits, where the time would be static.

Within each custom kiosk, you will find the Static QR Code button. Clicking this opens the following form.

• Activate Static QR Code

Enable or disable this QR code.

• Confirmation Code

This is the current confirmation code for this QR code. Students will need to enter this value after scanning. This value will expire based on your above preferences. If you're creating a QR code for the first time, this code (and expiration date) will need to be set manually. Going forward, it will be updated daily or weekly automatically. If a consultant is linked to the custom kiosk, they will automatically receive new confirmation codes in an email.

• Expiration Date

The expiration date of the corresponding code. This code will not be automatically updated until this date is reached (or if the code will expire within the next date period), a manual expiration date can be set further into the future than 1 day/week if needed.

After a student scans the QR code, they will be prompted to enter the confirmation code followed by their ID. The login process is the same as a normal kiosk from this point onward.

Time Check

• Time check Available

Time Check will allow students (and staff on behalf of students) to view how many visit hours they have accumulated within a given time frame. This feature is typically utilized in athletic centers, where students may have a number of required hours per week or semester. If checked, this will enable the Time Check option for this profile. This adds the Time Check button to the kiosk and log listing pages, which staff or students can utilize.

• Show Semester totals

This will display the student's total time based on the current term's date range.

• Show Week Totals

This will display the student's total time based on a week date range. If checked, an additional drop-down menu will appear to the right titled Week Starts On. This option will allow you to adjust the day of week that the utility will calculate the hours for (e.g., Sunday will count visits from Sun-Sat).

• Show Required Time Per

There are three options available.

• None – Will not display required hours or difference
• Weekly – Will show required hours and difference based on a one-week time frame.
• Semester - Will show required hours and difference based on the active term's date range.

• Required Time Field

To display and use required hours, you will need to set the custom field from student records that contains that value. Required hours can be entered manually or imported.

• Required Time in

Select the format of your required hours field, hours or minutes.

• Show On Login, LogOut, and Student Dashboard

These checkboxes determine where the Time Check utility will appear for students.

• Compute totals for all profiles

By default, Time Check will only compute the total time in centers related to this profile. If this option is checked, that search will be expanded to all profiles' centers.

• Timecheck Message Footer

This message is shown at the top and bottom of the Time Check window. This field supports Twig.