TracCloud: Keeping Past Registrations Active - Revision history

Redrock at 16:55, 17 June 2026

2026-06-17T16:55:42Z

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	[[Category:TracCloud Manual]]		[[Category:TracCloud Manual]]
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Redrock at 21:29, 12 June 2026

2026-06-12T21:29:18Z

← Older revision		Revision as of 21:29, 12 June 2026
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	* <b>"Keep Active" List</b>		* <b>"Keep Active" List</b>
	::It's possible to keep students active by adding them to a list. [[TracCloudGuideGlobalLists\|Details on creating those lists can be found here]]. To keep that list active, go to ~~<i>~~Other > Other Options > Preferences > Terms > Activation / Deactivation Overrides~~</i>~~, then assign that list to "Set to ACTIVE." This will process the next time the import runs. This will work regardless of activation type.		::It's possible to keep students active by adding them to a list. [[TracCloudGuideGlobalLists\|Details on creating those lists can be found here]]. To keep that list active, go to Other ➜ Other Options ➜ Preferences ➜ Terms ➜ Activation / Deactivation Overrides, then assign that list to "Set to ACTIVE." This will process the next time the import runs. This will work regardless of activation type.
	::[[File:1472155.png\|700px]]<br><br>		::[[File:1472155.png\|700px]]<br><br>

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	<div class='collapsible'><b>Registrations</b> \| Activating registrations based on section</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'><b>Registrations</b> \| Activating registrations based on section</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>
	Within every section record (~~<i>~~Other > Listings > Sections~~</i>~~) you will find a checkbox labelled "Ignore Deactivate." If checked, any active registrations linked to this section will remain active, overriding the import. Manually deactivated registrations can still be automatically reactivated, only deactivations are ignored. The benefit of this option is that it requires no changes from your IT and is an easy change to implement. A potential downside is that this applies to all students enrolled in the section. It's not possible to only ignore deactivation for a single registration.		Within every section record (Other ➜ Listings ➜ Sections) you will find a checkbox labelled "Ignore Deactivate." If checked, any active registrations linked to this section will remain active, overriding the import. Manually deactivated registrations can still be automatically reactivated, only deactivations are ignored. The benefit of this option is that it requires no changes from your IT and is an easy change to implement. A potential downside is that this applies to all students enrolled in the section. It's not possible to only ignore deactivation for a single registration.

	[[File:8637877.png\|800px]]<br><br>		[[File:8637877.png\|800px]]<br><br>
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	::<i>Deactivate when not imported</i>: Any<br><br>		::<i>Deactivate when not imported</i>: Any<br><br>

	After checking this box, go to ~~<i>~~Other > Listings > Registrations > [The record you want to activate]~~</i> and~~ uncheck "Inactive." This will not be overwritten when the import next runs.		After checking this box, go to Other ➜ Listings ➜ Registrations ➜ [The record you want to activate], then uncheck "Inactive." This will not be overwritten when the import next runs.

	[[File:4623532.png\|800px]]		[[File:4623532.png\|800px]]
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	<div class='collapsible'><b>Registrations</b> \| Override registration dates</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'><b>Registrations</b> \| Override registration dates</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>
	This option is only available when using <b>Registrations - Date Activations</b>, and allows you to override activation dates for individual registrations by going to ~~<i>~~Other > Listings > Registrations > [The registration you want to update]~~</i>~~ and checking the "Override Activation Date" box. Having this option available is one of the benefits of using date activations. Changes can be made to individual registrations and you can specify exactly how long they should be active for. This setting has no effect when using different activation methods.		This option is only available when using <b>Registrations - Date Activations</b>, and allows you to override activation dates for individual registrations by going to Other ➜ Listings ➜ Registrations ➜ [The registration you want to update] and checking the "Override Activation Date" box. Having this option available is one of the benefits of using date activations. Changes can be made to individual registrations and you can specify exactly how long they should be active for. This setting has no effect when using different activation methods.

	[[File:7234370.png\|800px]]<br><br>		[[File:7234370.png\|800px]]<br><br>
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	<br><br>		<br><br>

	Expanding on the option above, TracCloud can be configured to automatically add these override dates via <b>Day Passes</b> in the section record. Go to ~~<i>~~Other > Listings > Section > [The section you plan to enroll students in].~~</i>~~ In your section record, add the length of the pass to <b>Special Day Pass Course</b>. You can enroll a student in this section by going to ~~<i>~~Students > [The student you want to enroll] > Actions > Register this student > Select the section ~~and click "~~Enroll.~~"</i>~~ The override dates will be applied upon the student's first visit for that section. This will only affect registrations where "Override Activation Date" is not already checked.		Expanding on the option above, TracCloud can be configured to automatically add these override dates via <b>Day Passes</b> in the section record. Go to Other ➜ Listings ➜ Section ➜ [The section you plan to enroll students in]. In your section record, add the length of the pass to <i>Special Day Pass Course</i>. You can enroll a student in this section by going to Students ➜ [The student you want to enroll] ➜ Actions ➜ Register this student ➜ Select the section ➜ Enroll. The override dates will be applied upon the student's first visit for that section. This will only affect registrations where "Override Activation Date" is not already checked.

	[[File:3258475.png\|800px]]<br><br>		[[File:3258475.png\|800px]]<br><br>

Redrock at 22:54, 11 June 2026

2026-06-11T22:54:26Z

Redrock at 23:14, 22 April 2026

2026-04-22T23:14:42Z

← Older revision		Revision as of 23:14, 22 April 2026
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	* <b>Withdraw Codes</b> are the values stored in either Registration Status or Grade (depending on the <b>Withdraw via which field</b> choice below) that cause a registration to be deactivated when the import runs regardless of whether or not it is currently being imported for an active term.		* <b>Withdraw Codes</b> are the values stored in either Registration Status or Grade (depending on the <b>Withdraw via which field</b> choice below) that cause a registration to be deactivated when the import runs regardless of whether or not it is currently being imported for an active term.

	* <b>Deactivate registration record when not imported</b> will, if checked, deactivate registrations as soon as your IT no longer provides them in your registration file. In rare cases, this may be combined with <b>Deactivate after x Days not imported</b> to add a buffer. E.g., a registration can be deactivated if it has not been provided in the registration file for <i>3</i> days.		* <b>Deactivate registration record when not imported</b> will, if checked, deactivate registrations as soon as your IT no longer provides them in your registration file. In rare cases, this may be combined with <b>Deactivate after x Days not imported</b> to add a buffer. E.g., a registration can be deactivated if it has not been provided in the registration file for <i>3</i> days.<br><br>

	Next, go to <i>Other > Other Options > Preferences > Scheduled Daily Imports</i> and look for the "Process" boxes. You will likely see one of three activation processes, other processes can be ignored.		Next, go to <i>Other > Other Options > Preferences > Scheduled Daily Imports</i> and look for the "Process" boxes. You will likely see one of three activation processes, other processes can be ignored.

Redrock at 23:14, 22 April 2026

2026-04-22T23:14:27Z

← Older revision		Revision as of 23:14, 22 April 2026
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	* <b>Deactivate registration record when not imported</b> will, if checked, deactivate registrations as soon as your IT no longer provides them in your registration file. In rare cases, this may be combined with <b>Deactivate after x Days not imported</b> to add a buffer. E.g., a registration can be deactivated if it has not been provided in the registration file for <i>3</i> days.		* <b>Deactivate registration record when not imported</b> will, if checked, deactivate registrations as soon as your IT no longer provides them in your registration file. In rare cases, this may be combined with <b>Deactivate after x Days not imported</b> to add a buffer. E.g., a registration can be deactivated if it has not been provided in the registration file for <i>3</i> days.

	~~{{#lst:TracCloud:_System_Preferences\|ActivationSettings}}~~

	Next, go to <i>Other > Other Options > Preferences > Scheduled Daily Imports</i> and look for the "Process" boxes. You will likely see one of three activation processes, other processes can be ignored.		Next, go to <i>Other > Other Options > Preferences > Scheduled Daily Imports</i> and look for the "Process" boxes. You will likely see one of three activation processes, other processes can be ignored.

Redrock at 18:38, 7 April 2026

2026-04-07T18:38:14Z

← Older revision		Revision as of 18:38, 7 April 2026
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	<hr>		<hr>
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Students</b> \| Do your student accounts also need to be activated?~~</big>~~</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'><b>Students</b> \| Do your student accounts also need to be activated?</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>

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	</div>		</div>
	<hr>		<hr>
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Sections</b> \| Non-enrolled sections, no registration required~~</big>~~</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'><b>Sections</b> \| Non-enrolled sections, no registration required</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>

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	</div>		</div>
	<hr>		<hr>
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Registrations</b> \| Activating registrations based on section~~</big>~~</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'><b>Registrations</b> \| Activating registrations based on section</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>
	Within every section record (<i>Other > Listings > Sections</i>) you will find a checkbox labelled "Ignore Deactivate." If checked, any active registrations linked to this section will remain active, overriding the import. Manually deactivated registrations can still be automatically reactivated, only deactivations are ignored. The benefit of this option is that it requires no changes from your IT and is an easy change to implement. A potential downside is that this applies to all students enrolled in the section. It's not possible to only ignore deactivation for a single registration.		Within every section record (<i>Other > Listings > Sections</i>) you will find a checkbox labelled "Ignore Deactivate." If checked, any active registrations linked to this section will remain active, overriding the import. Manually deactivated registrations can still be automatically reactivated, only deactivations are ignored. The benefit of this option is that it requires no changes from your IT and is an easy change to implement. A potential downside is that this applies to all students enrolled in the section. It's not possible to only ignore deactivation for a single registration.
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	</div>		</div>
	<hr>		<hr>
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Registrations</b> \| Override registration dates~~</big>~~</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'><b>Registrations</b> \| Override registration dates</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>
	This option is only available when using <b>Registrations - Date Activations</b>, and allows you to override activation dates for individual registrations by going to <i>Other > Listings > Registrations > [The registration you want to update]</i> and checking the "Override Activation Date" box. Having this option available is one of the benefits of using date activations. Changes can be made to individual registrations and you can specify exactly how long they should be active for. This setting has no effect when using different activation methods.		This option is only available when using <b>Registrations - Date Activations</b>, and allows you to override activation dates for individual registrations by going to <i>Other > Listings > Registrations > [The registration you want to update]</i> and checking the "Override Activation Date" box. Having this option available is one of the benefits of using date activations. Changes can be made to individual registrations and you can specify exactly how long they should be active for. This setting has no effect when using different activation methods.
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	</div>		</div>
	<hr>		<hr>
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Sections</b> \| Day Passes~~</big>~~</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'><b>Sections</b> \| Day Passes</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>

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	</div>		</div>
	<hr>		<hr>
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Registrations</b> \| Continue importing past registrations~~</big>~~</div><div class="mw-collapsible mw-collapsed">		<div class='collapsible'><b>Registrations</b> \| Continue importing past registrations</div><div class="mw-collapsible mw-collapsed">
	<br><br>		<br><br>
	If your IT are able to continue sending these specific registrations in their import file, the "Deactivate when not imported" option can be leveraged to keep only those registrations active from the prior term. As an alternate but similar option, if your IT can send the entire past semester of data with registration status codes filled in for all of them, that can also be used to only keep specific registrations active. You will need to discuss with your IT to see if this is an option for your system.<br><br>		If your IT are able to continue sending these specific registrations in their import file, the "Deactivate when not imported" option can be leveraged to keep only those registrations active from the prior term. As an alternate but similar option, if your IT can send the entire past semester of data with registration status codes filled in for all of them, that can also be used to only keep specific registrations active. You will need to discuss with your IT to see if this is an option for your system.<br><br>

Redrock at 20:11, 31 March 2026

2026-03-31T20:11:07Z

← Older revision		Revision as of 20:11, 31 March 2026
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	<hr>		<hr>

	<onlyinclude>		<onlyinclude>
	==Understanding Import Activations==		==Understanding Import Activations==

Redrock at 20:11, 31 March 2026

2026-03-31T20:11:00Z

← Older revision		Revision as of 20:11, 31 March 2026
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	A common question we receive is in regards to keeping registrations (and students) from prior semesters active. This may be due to incomplete registrations, grace periods between terms, or simply for testing purposes. There isn't a single answer for this, as there are different solutions depending on how your import is configured and what registrations you're trying to activate. This article will go into detail on some of the options available to accomplish this. If you have additional questions, feel free to reach out to us on our helpdesk using the "Support" tab at the top of the screen.		A common question we receive is in regards to keeping registrations (and students) from prior semesters active. This may be due to incomplete registrations, grace periods between terms, or simply for testing purposes. There isn't a single answer for this, as there are different solutions depending on how your import is configured and what registrations you're trying to activate. This article will go into detail on some of the options available to accomplish this. If you have additional questions, feel free to reach out to us on our helpdesk using the "Support" tab at the top of the screen.

	<~~div class="line"></div~~>		<hr>

	<onlyinclude>		<onlyinclude>
	==Understanding Import Activations==		==Understanding Import Activations==

Redrock at 23:26, 30 March 2026

2026-03-30T23:26:16Z

← Older revision		Revision as of 23:26, 30 March 2026
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Redrock at 21:00, 10 October 2025

2025-10-10T21:00:03Z

← Older revision		Revision as of 21:00, 10 October 2025
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	<div class="line"></div>		<div class="line"></div>
			<onlyinclude>
	==Understanding Import Activations==		==Understanding Import Activations==
	~~Before making any changes, it~~'s important to understand how your system activates students and registrations. ~~Keep these~~ options in mind ~~as you review the workarounds available~~ to ~~activate registrations outside of your current semester~~.		It's important to understand how your system activates students and registrations. These options should be kept in mind when troubleshooting activations, when manually creating students/registrations, or when attempting to reactivate inactive records.

	First, go to <i>Other > Other Options > Preferences > System Preferences > Withdraw Codes and Statuses</i> and ~~review~~ your configuration here.		First, go to <i>Other > Other Options > Preferences > System Preferences > Withdraw Codes and Statuses</i> and take note of your configuration here.

	[[File:1413645.png\|800px]]		[[File:1413645.png\|800px]]<br><br>

			* <b>Withdraw Codes</b> are the values stored in either Registration Status or Grade (depending on the <b>Withdraw via which field</b> choice below) that cause a registration to be deactivated when the import runs regardless of whether or not it is currently being imported for an active term.

			* <b>Deactivate registration record when not imported</b> will, if checked, deactivate registrations as soon as your IT no longer provides them in your registration file. In rare cases, this may be combined with <b>Deactivate after x Days not imported</b> to add a buffer. E.g., a registration can be deactivated if it has not been provided in the registration file for <i>3</i> days.

	{{#lst:TracCloud:_System_Preferences\|ActivationSettings}}		{{#lst:TracCloud:_System_Preferences\|ActivationSettings}}
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	* <b>Registrations - Date Activations</b>		* <b>Registrations - Date Activations</b>
	::This activation method will activate or deactivate registrations by the dates in the registration record itself. This is typically followed by a process to activate all students with active registrations.<br><br>		::This activation method will activate or deactivate registrations by the dates in the registration record itself. This is typically followed by a process to activate all students with active registrations.<br><br>
			</onlyinclude>
	After you've reviewed your current student/registration activation process, you can select which of the options below will work best for your campus. Keep in mind that regardless of which option is chosen, the [[TracCloud:_Terms\|term will still need to be activated]] in order for the registration to be available to select.		After you've reviewed your current student/registration activation process, you can select which of the options below will work best for your campus. Keep in mind that regardless of which option is chosen, the [[TracCloud:_Terms\|term will still need to be activated]] in order for the registration to be available to select.

← Older revision		Revision as of 22:54, 11 June 2026
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	<div class="pageTitle">Keeping Past Registrations Active</div>		<div class="pageTitle">Keeping Past Registrations Active</div>

	A ~~common~~ question ~~we receive~~ is ~~in regards~~ to ~~keeping~~ registrations (and students) from prior semesters active. This may be due to incomplete registrations, grace periods between terms, or simply for testing purposes. There isn't a single answer for this, as there are different solutions depending on how your import is configured and what registrations you're trying to activate. This article will go into detail on some of the options available to accomplish this. If you have additional questions, feel free to reach out to us on our helpdesk using the "Support" tab ~~at the top of the screen~~.		A frequently asked question regarding TracCloud is how to keep registrations (and students) from prior semesters active. This may be due to incomplete registrations, grace periods between terms, or simply for testing purposes. There isn't a single answer for this, as there are different solutions depending on how your import is configured and what registrations you're trying to activate. This article will go into detail on some of the options available to accomplish this. If you have additional questions, feel free to reach out to us on our helpdesk using the <i>Support</i> tab above.

	~~<hr>~~
	~~<onlyinclude>~~
	==Understanding Import Activations==		==Understanding Import Activations==
	It's important to understand how your system activates students and registrations. These options should be kept in mind when troubleshooting activations, ~~when~~ manually creating students/registrations, or ~~when~~ attempting to reactivate inactive records.		It's important to understand how your system activates students and registrations. These options should be kept in mind when troubleshooting activations, manually creating students/registrations, or attempting to reactivate inactive records.

	First, go to ~~<i>~~Other > Other Options > Preferences > System Preferences > Withdraw Codes and Statuses~~</i> and~~ take note of your configuration ~~here~~.		First, go to Other ➜ Other Options ➜ Preferences ➜ System Preferences ➜ Withdraw Codes and Statuses, then take note of your configuration.

	[[File:1413645.png\|800px]]<br><br>		[[File:1413645.png\|800px]]<br><br>

	* <b>Withdraw Codes</b> are the values stored in either Registration Status or Grade (depending on the <b>Withdraw via which field</b> choice below) that cause a registration to be deactivated when the import runs regardless of whether or not it is currently being imported for an active term.		* <b>Withdraw Codes</b> are the values stored in either <i>Registration Status</i> or <i>Grade</i> (depending on the <i>Withdraw via which field</i> choice below) that cause a registration to be deactivated when the import runs regardless of whether or not it is currently being imported for an active term.

	* <b>Deactivate registration record when not imported</b> will, if checked, deactivate registrations as soon as your IT no longer ~~provides~~ them ~~in your registration file~~. In rare cases, this may be combined with <b>Deactivate after x Days not imported</b> to add a buffer. E.g., a registration can be deactivated if it has not been provided in the registration file for <i>3</i> days.<br><br>		* <b>Deactivate registration record when not imported</b> will, if checked, deactivate registrations as soon as your registration import file no longer includes them. In rare cases, this may be combined with <i>Deactivate after x Days not imported</i> to add a buffer. E.g., a registration can be deactivated if it has not been provided in the registration file for <i>3</i> days.<br><br>

	Next, go to ~~<i>~~Other > Other Options > Preferences > Scheduled Daily Imports~~</i> and~~ look for the "Process" boxes. You will likely see one of three activation processes, ~~other processes~~ can be ignored.		Next, go to Other ➜ Other Options ➜ Preferences ➜ Scheduled Daily Imports, then look for the "Process" boxes. You will likely see one of three activation processes, others can be ignored.

	[[File:3273439.png\|800px]]<br><br>		[[File:3273439.png\|800px]]<br><br>

	* <b>Students - Activations</b>		* <b>Students - Activations</b>
	::This is the most common activation method. This will activate <b>~~Registrations~~</b> for the current active term (while following the system preferences ~~configured~~ above). Following this, <b>Students</b> will be activated if they have an active registration assigned to their account.<br><br>		::This is the most common activation method. This will activate <i>registrations</i> for the current active term (while still following the system preferences above). Following this, <i>Students</i> will be activated if they have an active registration assigned to their account.<br><br>

	* <b>Students - Import Activations</b>		* <b>Students - Import Activations</b>
	::If this activation method is used, it typically follows "Students - Activations" as this process doesn't inherently activate or deactivate registrations. When this process runs, all students who have been imported today will be activated. All students who have not been imported today will be deactivated.<br><br>		::If this activation method is used, it typically follows <i>Students - Activations</i> as this process doesn't inherently activate or deactivate registrations. When this process runs, all students who have been imported today will be activated. All students who have not been imported today will be deactivated.<br><br>

	* <b>Registrations - Date Activations</b>		* <b>Registrations - Date Activations</b>
	::This activation method will activate or deactivate registrations by the dates in the registration record itself. This is typically followed by a process to activate all students with active registrations.<br><br>		::This activation method will activate or deactivate registrations by the dates in the registration record itself. This is typically followed by a process to activate all students with active registrations.<br><br>
	~~</onlyinclude>~~
	After you've reviewed your current student/registration activation process, you can select which of the options below will work best for your campus. Keep in mind that regardless of which option is chosen, the [[TracCloud:_Terms\|term will still need to be activated]] in order for the registration to be available to select.		After you've reviewed your current student/registration activation process, you can select which of the options below will work best for your campus. Keep in mind that regardless of which option is chosen, the [[TracCloud:_Terms\|term will still need to be activated]] in order for the registration to be available to select.