TracCloud: Recording Visits - Revision history

Redrock at 17:45, 24 June 2026

2026-06-24T17:45:42Z

← Older revision		Revision as of 17:45, 24 June 2026
Line 193:		Line 193:

	</div>		</div>
	~~<hr>~~
	~~<!-------------------------------------------- Workshops -------------------------------------------->~~
	~~<big><b>[[TracCloud:_Workshops\|Workshops {{#fas:arrow-up-right-from-square}}]]</b> / Workshop enrollment and attendance tracking</big>~~
	<hr>		<hr>
	<!-------------------------------------------- Drop-in ad-hoc-------------------------------------------->		<!-------------------------------------------- Drop-in ad-hoc-------------------------------------------->
Line 241:		Line 238:

	* [[TracCloud:_Attendance_Listing\|Attendance/Visits Listing]]		* [[TracCloud:_Attendance_Listing\|Attendance/Visits Listing]]

			* [[TracCloud:_Workshops\|Workshops]]

	* [[TracCloudGuideProfilePrefsLogInOut\|Log In/Out Preferences]]		* [[TracCloudGuideProfilePrefsLogInOut\|Log In/Out Preferences]]

Redrock at 16:47, 17 June 2026

2026-06-17T16:47:13Z

← Older revision		Revision as of 16:47, 17 June 2026
Line 195:		Line 195:
	<hr>		<hr>
	<!-------------------------------------------- Workshops -------------------------------------------->		<!-------------------------------------------- Workshops -------------------------------------------->
	<big><b~~>Workshops</b> / Workshop enrollment and attendance tracking</big> <div style="float:right"~~>[[TracCloud:_Workshops\|Workshops ~~Article~~ {{#fas:arrow-up-right-from-square}}]]</~~div~~>		<big><b>[[TracCloud:_Workshops\|Workshops {{#fas:arrow-up-right-from-square}}]]</b> / Workshop enrollment and attendance tracking</big>
	<hr>		<hr>
	<!-------------------------------------------- Drop-in ad-hoc-------------------------------------------->		<!-------------------------------------------- Drop-in ad-hoc-------------------------------------------->

Redrock at 16:46, 17 June 2026

2026-06-17T16:46:02Z

← Older revision		Revision as of 16:46, 17 June 2026
Line 1:		Line 1:
			<div class="categoryDynamic">
	{{TracCloudGuideTabs}}		{{TracCloudGuideTabs}}
	~~<div class="tcWidgetPage">~~
	~~<div class="categoryDynamic">~~
	{{TracCloudGuideBasicsTOC}}		{{TracCloudGuideBasicsTOC}}
	</div>		</div>
	<div class="pageTitle">Recording Visits</div>		<div class="pageTitle">Recording Visits</div>

	Student [[TracCloud:_Attendance_Listing\|Visits]] allow you to record when your students met with consultants. There are several options available for creating these visits, including real-time options like the <b>Log Listing</b> or <b>Kiosk</b>, used by staff and students respectively. <b>Quick Visits</b> can be used to create visits from scratch, and <b>Batch Visits</b> provides several tools for recording visits in bulk. There are even automated options for online appointments or when a staff mark appointments as attended manually.~~<br><br>~~		Student [[TracCloud:_Attendance_Listing\|Visits]] allow you to record when your students met with consultants. There are several options available for creating these visits, including real-time options like the <b>Log Listing</b> or <b>Kiosk</b>, used by staff and students respectively. <b>Quick Visits</b> can be used to create visits from scratch, and <b>Batch Visits</b> provides several tools for recording visits in bulk. There are even automated options for online appointments or when a staff mark appointments as attended manually.

	This article will be going over the different options available and how you can utilize them for your system. This portion of our guide will not be covering work visits, for more information on those, [[TracCloudGuideBasicsPayroll#6._Work_Visits_(If_Pay_Basis_is_Work_Time)\|take a look at our payroll tracking article.]]		This article will be going over the different options available and how you can utilize them for your system. This portion of our guide will not be covering work visits, for more information on those, [[TracCloudGuideBasicsPayroll#6._Work_Visits_(If_Pay_Basis_is_Work_Time)\|take a look at our payroll tracking article.]]
Line 250:		Line 249:

	* [[TracCloudQ2\|Q2 Study Tables]]		* [[TracCloudQ2\|Q2 Study Tables]]


	[[Category:TracCloud Manual]]		[[Category:TracCloud Manual]]
	~~</div>~~

Redrock at 21:48, 12 June 2026

2026-06-12T21:48:31Z

← Older revision		Revision as of 21:48, 12 June 2026
Line 131:		Line 131:

	* <b>Remember Student</b>		* <b>Remember Student</b>
	::If this is checked, the student field will not be cleared after you create the visit. This is almost always used when recording visits to a generic student account, such as for prospective students who don't yet exist in ~~the Trac System~~.		::If this is checked, the student field will not be cleared after you create the visit. This is almost always used when recording visits to a generic student account, such as for prospective students who don't yet exist in TracCloud.

	As you save visits, they will be displayed at the bottom of the screen under <b>Similar Visits</b>.		As you save visits, they will be displayed at the bottom of the screen under <b>Similar Visits</b>.

Redrock at 21:30, 12 June 2026

2026-06-12T21:30:31Z

Redrock at 18:40, 7 April 2026

2026-04-07T18:40:03Z

Redrock at 23:19, 30 March 2026

2026-03-30T23:19:45Z

← Older revision		Revision as of 23:19, 30 March 2026
Line 1:		Line 1:
	{{TracCloudGuideTabs}}		{{TracCloudGuideTabs}}
	<div class="tcWidgetPage">		<div class="tcWidgetPage">
	<div class="~~categoryWide~~">		<div class="categoryDynamic">
	{{TracCloudGuideBasicsTOC}}		{{TracCloudGuideBasicsTOC}}
	</div>		</div>

Redrock: Removed protection from "TracCloud: Recording Visits"

2026-03-30T21:48:53Z

Removed protection from "TracCloud: Recording Visits"

← Older revision	Revision as of 21:48, 30 March 2026
(No difference)

Redrock at 16:34, 29 July 2025

2025-07-29T16:34:11Z

← Older revision		Revision as of 16:34, 29 July 2025
Line 4:		Line 4:
	{{TracCloudGuideBasicsTOC}}		{{TracCloudGuideBasicsTOC}}
	</div>		</div>
	<~~big~~>~~<b>~~		<div class="pageTitle">Recording Visits</div>
	==Recording Visits==
	~~</b>~~</~~big~~>

	Student [[TracCloud:_Attendance_Listing\|Visits]] allow you to record when your students met with consultants. There are several options available for creating these visits, including real-time options like the <b>Log Listing</b> or <b>Kiosk</b>, used by staff and students respectively. <b>Quick Visits</b> can be used to create visits from scratch, and <b>Batch Visits</b> provides several tools for recording visits in bulk. There are even automated options for online appointments or when a staff mark appointments as attended manually.<br><br>		Student [[TracCloud:_Attendance_Listing\|Visits]] allow you to record when your students met with consultants. There are several options available for creating these visits, including real-time options like the <b>Log Listing</b> or <b>Kiosk</b>, used by staff and students respectively. <b>Quick Visits</b> can be used to create visits from scratch, and <b>Batch Visits</b> provides several tools for recording visits in bulk. There are even automated options for online appointments or when a staff mark appointments as attended manually.<br><br>

Redrock at 22:24, 25 March 2025

2025-03-25T22:24:38Z

← Older revision		Revision as of 22:24, 25 March 2025
Line 251:		Line 251:
	* [[TracCloudGuideProfilePrefsLogEtc\|Log Listing Message, etc]]		* [[TracCloudGuideProfilePrefsLogEtc\|Log Listing Message, etc]]

	* [[TracCloudQ2\|Q2]]		* [[TracCloudQ2\|Q2 Study Tables]]


	[[Category:TracCloud Manual]]		[[Category:TracCloud Manual]]
	</div>		</div>

← Older revision		Revision as of 21:30, 12 June 2026
Line 92:		Line 92:
	<!-------------------------------------------- QUICK VISITS -------------------------------------------->		<!-------------------------------------------- QUICK VISITS -------------------------------------------->
	<div class='collapsible'><b>Quick Visits</b> / Creating visits from scratch & post-visit tracking</div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Quick Visits</b> / Creating visits from scratch & post-visit tracking</div><div class="mw-collapsible mw-collapsed"><br><br>
	Quick Visits allow you to create visits from scratch. For example, if a student forgot to login, or a login station wasn’t available at the time. Maybe even if you wanted to record a phone call or email conversation with the student as attendance in your system. This utility can be found by going to ~~<i>~~Attendance > Quick Visit~~</i>~~, as well as a few other locations listed ~~a little~~ further down.~~<br>~~		Quick Visits allow you to create visits from scratch. For example, if a student forgot to login, or a login station wasn’t available at the time. Maybe even if you wanted to record a phone call or email conversation with the student as attendance in your system. This utility can be found by going to Attendance ➜ Quick Visit, as well as a few other locations listed further down.

	[[File:8531221.png\|500px]]		[[File:8531221.png\|500px]]
	<br><br>		<br><br>
	Choosing this option will open a new visit form, allowing you to enter all visit information from scratch. Select your student, consultant, reason, time, and so on. [[TracCloudGuideGlobalCustom\|Custom fields]] can be created and made visible here as well. You can even upload [[TracCloudGuideGlobalDocs\|documents]] to these visit records after saving, or send [[TracCloudGuideProfilePrefsEmails\|"visit notes" emails]].		Choosing this option will open a new visit form, allowing you to enter all visit information from scratch. Select your student, consultant, reason, time, and so on. [[TracCloudGuideGlobalCustom\|Custom fields]] can be created and made visible here as well. You can even upload [[TracCloudGuideGlobalDocs\|documents]] to these visit records after saving, or send [[TracCloudGuideProfilePrefsEmails\|"visit notes" emails]].
	~~<br>~~
	[[File:9150235.png\|800px]]<br><br>		[[File:9150235.png\|800px]]<br><br>

	Clicking <b>Save</b> will create the new visit record, leaving the tab open if you need to make further adjustments. Alternate save options can be found under the arrow icon next to the save button. <b>Save and Close</b> will create the record and automatically close the tab in your browser. <b>Save and New</b> will create the record and immediately open a new quick visit form so you can start creating another visit.~~<br>~~		Clicking <b>Save</b> will create the new visit record, leaving the tab open if you need to make further adjustments. Alternate save options can be found under the arrow icon next to the save button. <b>Save and Close</b> will create the record and automatically close the tab in your browser. <b>Save and New</b> will create the record and immediately open a new quick visit form so you can start creating another visit.

	[[File:4038016.png\|300px]]<br><br>		[[File:4038016.png\|300px]]<br><br>

	In addition to the <i>Quick Visit</i> option under the <i>Attendance</i> menu, you can also create quick visits from a couple other locations. These all operate the same way, but may be easier to access depending on where you are in the system.~~<br>~~		In addition to the <i>Quick Visit</i> option under the <i>Attendance</i> menu, you can also create quick visits from a couple other locations. These all operate the same way, but may be easier to access depending on where you are in the system.

	From the [[TracCloud:_Attendance_Listing\|Attendance Listing]], you can find a "New Visit" button within the hamburger menu {{#fas:bars}}, and from student records you can find "Create Visit" as the very first option under the "Actions" menu. The latter option will even automatically select the student in the new visit that you create.~~<br>~~		From the [[TracCloud:_Attendance_Listing\|Attendance Listing]], you can find a "New Visit" button within the hamburger menu {{#fas:bars}}, and from student records you can find "Create Visit" as the very first option under the "Actions" menu. The latter option will even automatically select the student in the new visit that you create.

	[[File:1446077.png\|700px]]		[[File:1446077.png\|700px]]
Line 114:		Line 114:
	<!-------------------------------------------- BATCH VISITS -------------------------------------------->		<!-------------------------------------------- BATCH VISITS -------------------------------------------->
	<div class='collapsible'><b>Batch Visits</b> / SI sessions, workshops, and bulk visit tracking</div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Batch Visits</b> / SI sessions, workshops, and bulk visit tracking</div><div class="mw-collapsible mw-collapsed"><br><br>
	The Batch Visit utility is a collection of other visit tracking tools. Some of the most common use cases for these are SI sessions and workshops, but that's not a strict requirement. The visits created here are the same as the visits created from the options above, so you can use these in any scenario where you might find them useful. Batch Visits can be found in ~~<i>~~Attendance > Batch Visits~~</i>~~. ~~<br>~~		The Batch Visit utility is a collection of other visit tracking tools. Some of the most common use cases for these are SI sessions and workshops, but that's not a strict requirement. The visits created here are the same as the visits created from the options above, so you can use these in any scenario where you might find them useful. Batch Visits can be found in Attendance ➜ Batch Visits.

	[[File:6080594.png\|400px]]<br><br>		[[File:6080594.png\|400px]]<br><br>

	When you begin creating a Batch Visit, you will be asked to choose a center. After making your selection, you will be brought to the following screen. Fill out the visit information that you want to record for your students, then choose what batch visit tracking option works best for you, detailed below. If you have any [[TracCloudGuideGlobalCustom\|visit custom fields]], they will appear on this screen as well.~~<br>~~		When you begin creating a Batch Visit, you will be asked to choose a center. After making your selection, you will be brought to the following screen. Fill out the visit information that you want to record for your students, then choose what batch visit tracking option works best for you, detailed below. If you have any [[TracCloudGuideGlobalCustom\|visit custom fields]], they will appear on this screen as well.

	[[File:4776074.png\|800px]]		[[File:4776074.png\|800px]]
	<hr>		<hr>
	<b><big>Batch Entry</b></big><br>		<b><big>Batch Entry</b></big><br>
	The best way to describe Batch Entry is that it's a faster version of <i>Quick Visit</i>. Keeping the visit information entered at the top of your screen, you can repeatedly select new students, enter new notes as needed, and create their visits one after another without having to reenter the time, consultant, reason, etc.~~<br>~~		The best way to describe Batch Entry is that it's a faster version of <i>Quick Visit</i>. Keeping the visit information entered at the top of your screen, you can repeatedly select new students, enter new notes as needed, and create their visits one after another without having to reenter the time, consultant, reason, etc.

	[[File:8932970.png\|800px]]<br><br>		[[File:8932970.png\|800px]]<br><br>

← Older revision		Revision as of 18:40, 7 April 2026
Line 11:		Line 11:
	<hr>		<hr>
	<!-------------------------------------------- LOG LISTING -------------------------------------------->		<!-------------------------------------------- LOG LISTING -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Log Listings</b> / Real-time visit tracking, by staff~~</big>~~</div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Log Listings</b> / Real-time visit tracking, by staff</div><div class="mw-collapsible mw-collapsed"><br><br>

	The Log Listing can be used by staff members to log students into or out of your center, or to review who is currently logged in with on-going visits. If [[TracCloudGuideProfilePrefsLogInOut\|wait time]] is being tracked, this page would also be used to manage visit statuses and coordinate which consultants will be assigned to their visits.<br>		The Log Listing can be used by staff members to log students into or out of your center, or to review who is currently logged in with on-going visits. If [[TracCloudGuideProfilePrefsLogInOut\|wait time]] is being tracked, this page would also be used to manage visit statuses and coordinate which consultants will be assigned to their visits.<br>
Line 53:		Line 53:
	<hr>		<hr>
	<!-------------------------------------------- KIOSKS -------------------------------------------->		<!-------------------------------------------- KIOSKS -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Kiosks</b> / Real-time visit tracking, by students~~</big>~~</div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Kiosks</b> / Real-time visit tracking, by students</div><div class="mw-collapsible mw-collapsed"><br><br>


Line 91:		Line 91:
	<hr>		<hr>
	<!-------------------------------------------- QUICK VISITS -------------------------------------------->		<!-------------------------------------------- QUICK VISITS -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Quick Visits</b> / Creating visits from scratch & post-visit tracking~~</big>~~</div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Quick Visits</b> / Creating visits from scratch & post-visit tracking</div><div class="mw-collapsible mw-collapsed"><br><br>
	Quick Visits allow you to create visits from scratch. For example, if a student forgot to login, or a login station wasn’t available at the time. Maybe even if you wanted to record a phone call or email conversation with the student as attendance in your system. This utility can be found by going to <i>Attendance > Quick Visit</i>, as well as a few other locations listed a little further down.<br>		Quick Visits allow you to create visits from scratch. For example, if a student forgot to login, or a login station wasn’t available at the time. Maybe even if you wanted to record a phone call or email conversation with the student as attendance in your system. This utility can be found by going to <i>Attendance > Quick Visit</i>, as well as a few other locations listed a little further down.<br>

Line 113:		Line 113:
	<hr>		<hr>
	<!-------------------------------------------- BATCH VISITS -------------------------------------------->		<!-------------------------------------------- BATCH VISITS -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Batch Visits</b> / SI sessions, workshops, and bulk visit tracking~~</big>~~</div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Batch Visits</b> / SI sessions, workshops, and bulk visit tracking</div><div class="mw-collapsible mw-collapsed"><br><br>
	The Batch Visit utility is a collection of other visit tracking tools. Some of the most common use cases for these are SI sessions and workshops, but that's not a strict requirement. The visits created here are the same as the visits created from the options above, so you can use these in any scenario where you might find them useful. Batch Visits can be found in <i>Attendance > Batch Visits</i>. <br>		The Batch Visit utility is a collection of other visit tracking tools. Some of the most common use cases for these are SI sessions and workshops, but that's not a strict requirement. The visits created here are the same as the visits created from the options above, so you can use these in any scenario where you might find them useful. Batch Visits can be found in <i>Attendance > Batch Visits</i>. <br>

Line 199:		Line 199:
	<hr>		<hr>
	<!-------------------------------------------- Drop-in ad-hoc-------------------------------------------->		<!-------------------------------------------- Drop-in ad-hoc-------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Drop-in Availabilities</b> / Ad-hoc QR codes & online visit tracking~~</big>~~</div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Drop-in Availabilities</b> / Ad-hoc QR codes & online visit tracking</div><div class="mw-collapsible mw-collapsed"><br><br>

	Drop-in availabilities offer 2 additional visit tracking tools depending on the meeting type (online or in-person). Take a look at our [[TracCloudGuideBasicsSchedule\|schedule management]] wiki article for details on creating these availabilities in the first place.<br><br>		Drop-in availabilities offer 2 additional visit tracking tools depending on the meeting type (online or in-person). Take a look at our [[TracCloudGuideBasicsSchedule\|schedule management]] wiki article for details on creating these availabilities in the first place.<br><br>
Line 220:		Line 220:
	<hr>		<hr>
	<!-------------------------------------------- APPOINTMENTS -------------------------------------------->		<!-------------------------------------------- APPOINTMENTS -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Attended Appointments</b> / Create visits based on appointments~~</big>~~</div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Attended Appointments</b> / Create visits based on appointments</div><div class="mw-collapsible mw-collapsed"><br><br>

	By marking an [[TracCloudGuideListingsAppts\|appointment]] as "Attended," TracCloud will automatically create a visit to match that appointment. This can be useful if your campus doesn't track visits with log listings/kiosks, or even as an alternative to quick visits if your student forgot to login. After saving, you can make further changes to this new visit record by clicking on the {{#fas:pen-to-square}} icon.		By marking an [[TracCloudGuideListingsAppts\|appointment]] as "Attended," TracCloud will automatically create a visit to match that appointment. This can be useful if your campus doesn't track visits with log listings/kiosks, or even as an alternative to quick visits if your student forgot to login. After saving, you can make further changes to this new visit record by clicking on the {{#fas:pen-to-square}} icon.
Line 227:		Line 227:
	</div>		</div>
	<hr>		<hr>
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Online Visits</b> / Automated visit tracking~~</big>~~</div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Online Visits</b> / Automated visit tracking</div><div class="mw-collapsible mw-collapsed"><br><br>

	Online visit tracking is unique compared to the other options here, as no manual actions are required to create these visits. When students join an online appointment in TracCloud, their appointment will be marked as attended and a visit will be created to match the appointment details ([[TracCloudGuideProfileAdvanced\|unless you have specifically disabled this]]).<br>		Online visit tracking is unique compared to the other options here, as no manual actions are required to create these visits. When students join an online appointment in TracCloud, their appointment will be marked as attended and a visit will be created to match the appointment details ([[TracCloudGuideProfileAdvanced\|unless you have specifically disabled this]]).<br>