TracCloud: Schedule Management - Revision history

Redrock at 16:45, 17 June 2026

2026-06-17T16:45:35Z

← Older revision		Revision as of 16:45, 17 June 2026
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	* [[TracCloudGuideProfilePrefsEmails\|Emails]] - Appointment confirmations, reminders, etc.		* [[TracCloudGuideProfilePrefsEmails\|Emails]] - Appointment confirmations, reminders, etc.

	[[Category:TracCloud Manual]]		[[Category:TracCloud Manual]]
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Redrock at 22:03, 12 June 2026

2026-06-12T22:03:11Z

← Older revision		Revision as of 22:03, 12 June 2026
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	<!-------------------------------------------- Navigating Schedule -------------------------------------------->		<!-------------------------------------------- Navigating Schedule -------------------------------------------->
	<div class='collapsible'><b>Navigating the Staff Schedule</b></div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Navigating the Staff Schedule</b></div><div class="mw-collapsible mw-collapsed"><br><br>
	Navigating the staff schedule is a crucial part of managing ~~your Trac System~~ if you host appointment-based sessions. This is where you can create new availabilities/time slots, review past and future appointments, and even book new appointments on behalf of students.		Navigating the staff schedule is a crucial part of managing TracCloud if you host appointment-based sessions. This is where you can create new availabilities/time slots, review past and future appointments, and even book new appointments on behalf of students.

	[[File:4062955.png\|900px]]<br><br>		[[File:4062955.png\|900px]]<br><br>

Redrock at 21:35, 12 June 2026

2026-06-12T21:35:38Z

Show changes

Redrock at 15:08, 7 May 2026

2026-05-07T15:08:28Z

← Older revision		Revision as of 15:08, 7 May 2026
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	[[File:4613107.png\|400px]]<br><br>		[[File:4613107.png\|400px]]<br><br>

	Lastly, the "All of this center" view also has a ~~location~~ search field in the top bar, allowing you to filter by the location field [[TracCloud:_Staff_and_Consultants\|in ~~staff~~ records]]. Preceding your search with "=" will look for an exact match. E.g., "red" will return "red" and "redrock", but "=red" will only return "red."		Lastly, the "All of this center" view also has a search field in the top bar, allowing you to filter by consultant names or the location field [[TracCloud:_Staff_and_Consultants\|in consultant records]]. Preceding your search with "=" will look for an exact match. E.g., "red" will return "red" and "redrock", but "=red" will only return "red." You can also search for multiple values with commas (when not using '='), such as "dave,jane" to return both Dave and Jane's schedules. The latter is commonly used if you need to click-and-drag an appointment between their calendars.
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Redrock at 23:41, 17 April 2026

2026-04-17T23:41:44Z

← Older revision		Revision as of 23:41, 17 April 2026
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	\| STUDENT CANCELED \|\| Used when a student cancels their own appointment.		\| STUDENT CANCELED \|\| Used when a student cancels their own appointment.
	\|-		\|-
	\| In Progress \|\| Default status for asynchronous appointments.		\| In Progress \|\| Default status for on-going asynchronous appointments.
	\|-		\|-
	\| Concluded \|\| ~~Available to select in~~ asynchronous appointments.		\| Concluded \|\| Status for concluded/archived asynchronous appointments.
	\|}		\|}

Redrock at 21:55, 17 April 2026

2026-04-17T21:55:25Z

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 <b>Still having trouble getting the results you expect? Reach out to us using the 'Support' tab at the very top of this page, we'd be happy to help.</b>
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Redrock at 18:39, 7 April 2026

2026-04-07T18:39:06Z

Redrock at 23:05, 2 April 2026

2026-04-02T23:05:39Z

← Older revision		Revision as of 23:05, 2 April 2026
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	Once you've started creating your reserve block, you will find a few options that don't exist in normal availabilities which have been detailed below.<br>		Once you've started creating your reserve block, you will find a few options that don't exist in normal availabilities which have been detailed below. If only one center is chosen, the block will only apply to availabilities in that one center.<br>

	[[File:9957871.png\|600px]]<br><br>		[[File:9957871.png\|600px]]<br><br>

Redrock at 23:19, 30 March 2026

2026-03-30T23:19:39Z

← Older revision		Revision as of 23:19, 30 March 2026
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Redrock: Removed protection from "TracCloud: Schedule Management"

2026-03-30T21:48:49Z

Removed protection from "TracCloud: Schedule Management"

← Older revision	Revision as of 21:48, 30 March 2026
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← Older revision		Revision as of 18:39, 7 April 2026
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	<!-------------------------------------------- Navigating Schedule -------------------------------------------->		<!-------------------------------------------- Navigating Schedule -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Navigating the Staff Schedule</b~~></big~~></div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Navigating the Staff Schedule</b></div><div class="mw-collapsible mw-collapsed"><br><br>
	Navigating the staff schedule is a crucial part of managing your Trac System if you host appointment-based sessions. This is where you can create new availabilities/time slots, review past and future appointments, and even book new appointments on behalf of students.		Navigating the staff schedule is a crucial part of managing your Trac System if you host appointment-based sessions. This is where you can create new availabilities/time slots, review past and future appointments, and even book new appointments on behalf of students.
	[[File:4062955.png\|900px]]		[[File:4062955.png\|900px]]
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	<!-------------------------------------------- Standard Availabilities -------------------------------------------->		<!-------------------------------------------- Standard Availabilities -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Creating Availabilities</b> / 1-on-1, group, and drop-in~~</big>~~</div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Creating Availabilities</b> / 1-on-1, group, and drop-in</div><div class="mw-collapsible mw-collapsed"><br><br>
	After selecting the consultant you want to create an availability for, click-and-drag to begin creating an availability block in an open space on their schedule. Before you let go of left-click, tapping the 'a' key on your keyboard will cycle through different options. Adhoc appointments (white), reserve blocks (red), and standard availabilities (green). Standard availability is what you'll want to select to create a new time slot on your consultant schedule.<br>		After selecting the consultant you want to create an availability for, click-and-drag to begin creating an availability block in an open space on their schedule. Before you let go of left-click, tapping the 'a' key on your keyboard will cycle through different options. Adhoc appointments (white), reserve blocks (red), and standard availabilities (green). Standard availability is what you'll want to select to create a new time slot on your consultant schedule.<br>

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	<!-------------------------------------------- Asynchronous -------------------------------------------->		<!-------------------------------------------- Asynchronous -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Asynchronous Availabilities</b> / Document sharing & asynchronous messaging~~</big>~~</div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Asynchronous Availabilities</b> / Document sharing & asynchronous messaging</div><div class="mw-collapsible mw-collapsed"><br><br>
	<b>Asynchronous</b> is an additional meeting type available for availabilities. These are created like normal availabilities, but appointments are held asynchronously. A text chat will be provided for a student and consultant to communicate with each other, and documents can be uploaded to the appointment for each user to download and review. This functionality must be enabled in your profile before it can be used, go to <i>Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Other Schedule Options > Allow availabilities to be asynchronous</i><br><br>		<b>Asynchronous</b> is an additional meeting type available for availabilities. These are created like normal availabilities, but appointments are held asynchronously. A text chat will be provided for a student and consultant to communicate with each other, and documents can be uploaded to the appointment for each user to download and review. This functionality must be enabled in your profile before it can be used, go to <i>Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Other Schedule Options > Allow availabilities to be asynchronous</i><br><br>

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	<!-------------------------------------------- Reserve Blocks -------------------------------------------->		<!-------------------------------------------- Reserve Blocks -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Reserve Blocks</b> / Prevent booking and cancel appointments~~</big>~~</div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Reserve Blocks</b> / Prevent booking and cancel appointments</div><div class="mw-collapsible mw-collapsed"><br><br>
	<b>Reserve Blocks</b> can be created over existing availabilities and appointments, to prevent booking and automatically cancel conflicting appointments. This is typically used for holiday breaks, sick days, or to block off specific times of the day when a consultant will not be available.<br><br>		<b>Reserve Blocks</b> can be created over existing availabilities and appointments, to prevent booking and automatically cancel conflicting appointments. This is typically used for holiday breaks, sick days, or to block off specific times of the day when a consultant will not be available.<br><br>

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	<!-------------------------------------------- Booking Appointments -------------------------------------------->		<!-------------------------------------------- Booking Appointments -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Booking Appointments</b~~></big~~></div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Booking Appointments</b></div><div class="mw-collapsible mw-collapsed"><br><br>
	Appointments can be booked from the staff schedule directly, or from the dashboard. The former can only be accessed by staff, while the latter can be accessed by both students and staff if their [[TracCloud:_Permission_Groups\|permission group]] allows it. Regardless of which option is used, [[TracCloudGuideProfilePrefsEmails\|emails]] will be sent out as usual and the records will appear in [[TracCloudReports\|reports]] as expected.		Appointments can be booked from the staff schedule directly, or from the dashboard. The former can only be accessed by staff, while the latter can be accessed by both students and staff if their [[TracCloud:_Permission_Groups\|permission group]] allows it. Regardless of which option is used, [[TracCloudGuideProfilePrefsEmails\|emails]] will be sent out as usual and the records will appear in [[TracCloudReports\|reports]] as expected.
	<hr>		<hr>
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	<!-------------------------------------------- Group Roster -------------------------------------------->		<!-------------------------------------------- Group Roster -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Group Roster</b~~></big~~></div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Group Roster</b></div><div class="mw-collapsible mw-collapsed"><br><br>

	<b>Group rosters</b> are exclusive to group availabilities, where multiple appointments need to be viewed or managed at once. This utility offers several unique features compared to the 1-on-1 appointments seen directly on the staff schedule. To open the group roster, you can click on the <b>{{#fas:user}} 0 / 0</b> icon on the availability block.		<b>Group rosters</b> are exclusive to group availabilities, where multiple appointments need to be viewed or managed at once. This utility offers several unique features compared to the 1-on-1 appointments seen directly on the staff schedule. To open the group roster, you can click on the <b>{{#fas:user}} 0 / 0</b> icon on the availability block.
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	<!-------------------------------------------- Moving Appointments -------------------------------------------->		<!-------------------------------------------- Moving Appointments -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Moving Appointments</b~~></big~~></div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Moving Appointments</b></div><div class="mw-collapsible mw-collapsed"><br><br>
	If an appointments needs to be moved, you can either cancel the appointment and book it at a new time, or you can move the appointment record. There are two ways to accomplish this, both will send a new [[TracCloudGuideProfilePrefsEmails\|confirmation email]] to the student and consultant informing them of this change.<br>		If an appointments needs to be moved, you can either cancel the appointment and book it at a new time, or you can move the appointment record. There are two ways to accomplish this, both will send a new [[TracCloudGuideProfilePrefsEmails\|confirmation email]] to the student and consultant informing them of this change.<br>

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	<!-------------------------------------------- Availability Blocks Listing -------------------------------------------->		<!-------------------------------------------- Availability Blocks Listing -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Availability Blocks Listing</b~~></big~~></div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Availability Blocks Listing</b></div><div class="mw-collapsible mw-collapsed"><br><br>

	The <b>Availability Listing</b> can be viewed by going to <i>Other > Listings > Availability Blocks.</i> Access to this listing can be provided by adding "Availability Blocks" table access to a [[TracCloud:_Permission_Groups\|permission group under 'Admin / Modules']]. This listing contains all availability records that you have permission to view, including the ability to make batch changes or simply search for and few individual records. The <span style="color:green">{{#fas:toggle-on}}</span> icon shows if the availability is a reserve block or not.<br><br>		The <b>Availability Listing</b> can be viewed by going to <i>Other > Listings > Availability Blocks.</i> Access to this listing can be provided by adding "Availability Blocks" table access to a [[TracCloud:_Permission_Groups\|permission group under 'Admin / Modules']]. This listing contains all availability records that you have permission to view, including the ability to make batch changes or simply search for and few individual records. The <span style="color:green">{{#fas:toggle-on}}</span> icon shows if the availability is a reserve block or not.<br><br>
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	<!-------------------------------------------- Troubleshooting -------------------------------------------->		<!-------------------------------------------- Troubleshooting -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~>Troubleshooting Availability Searches~~</big>~~</div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'>Troubleshooting Availability Searches</div><div class="mw-collapsible mw-collapsed"><br><br>
	<onlyinclude>		<onlyinclude>
	If you've created a new availability for one of your Consultants and it's not showing up as expected when performing a search for appointment times, there are a few possible causes. This portion of the wiki outlines these possibilities, ordered from most to least likely based on what we at Redrock have experienced working with campuses directly.<br><br>		If you've created a new availability for one of your Consultants and it's not showing up as expected when performing a search for appointment times, there are a few possible causes. This portion of the wiki outlines these possibilities, ordered from most to least likely based on what we at Redrock have experienced working with campuses directly.<br><br>