TracCloud: Terminology - Revision history

Redrock at 16:43, 17 June 2026

2026-06-17T16:43:38Z

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Redrock at 22:45, 12 June 2026

2026-06-12T22:45:43Z

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Redrock at 21:56, 12 June 2026

2026-06-12T21:56:17Z

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	<div class="pageTitle">TracCloud Terminology</div>		<div class="pageTitle">TracCloud Terminology</div>

	Understanding the terminology of ~~the Trac System~~ is important, as it can help in communicating concepts to your users and can aid when receiving help from the Redrock team. This article outlines some of the terminology used in TracCloud, with definitions and examples.		Understanding the terminology of TracCloud is important, as it can help in communicating concepts to your users and can aid when receiving help from the Redrock team. This article outlines some of the terminology used in TracCloud, with definitions and examples.

	===TracCloud Instance===		===TracCloud Instance===
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	* <b>FitnessTrac</b>		* <b>FitnessTrac</b>
	::FitnessTrac profiles are more commonly used to track drop-in visits from students, comparing total time in the center to student required hours. ~~The Trac System~~ can even [[TracCloudGuideGlobalGradesAssign\|calculate grades based on total hours and additional assignments.]]<br><br>		::FitnessTrac profiles are more commonly used to track drop-in visits from students, comparing total time in the center to student required hours. TracCloud can even [[TracCloudGuideGlobalGradesAssign\|calculate grades based on total hours and additional assignments.]]<br><br>

	It's important to note that profile types are effectively a set of defaults for how a profile will operate and a label on the profile listing. Choosing one profile type over another will never lock you out of any options. A FitnessTrac profile can be configured to operate just like an Advising profile, if you set it up that way.		It's important to note that profile types are effectively a set of defaults for how a profile will operate and a label on the profile listing. Choosing one profile type over another will never lock you out of any options. A FitnessTrac profile can be configured to operate just like an Advising profile, if you set it up that way.
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	::Registrations are simply a link between students and sections. If a student is enrolled in ACTG100 01 2023SP, they will have a registration linked to that section record. Registrations also contain grade information if available.		::Registrations are simply a link between students and sections. If a student is enrolled in ACTG100 01 2023SP, they will have a registration linked to that section record. Registrations also contain grade information if available.

	===Navigating ~~the Trac System~~===		===Navigating TracCloud===

	<b>Dashboard</b> - The main menu/homepage for all users. The individual boxes on the dashboard (Success Plans, Status Charts, Welcome Message, etc) are called <b>widgets</b>.<br>		<b>Dashboard</b> - The main menu/homepage for all users. The individual boxes on the dashboard (Success Plans, Status Charts, Welcome Message, etc) are called <b>widgets</b>.<br>

Redrock at 21:37, 12 June 2026

2026-06-12T21:37:19Z

← Older revision		Revision as of 21:37, 12 June 2026
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	Understanding the terminology of the Trac System is important, as it can help in communicating concepts to your users and can aid when receiving help from the Redrock team. This article outlines some of the terminology used in TracCloud, with definitions and examples.		Understanding the terminology of the Trac System is important, as it can help in communicating concepts to your users and can aid when receiving help from the Redrock team. This article outlines some of the terminology used in TracCloud, with definitions and examples.

	~~<hr>~~		===TracCloud Instance===
	==TracCloud Instance==
	~~<br>~~
	* <b>License</b>		* <b>License</b>
	::Your entire system, accessible with one URL. This includes your [[TracCloud:_System_Preferences\|global preferences]], student population, and [[TracCloudTech\|IT integrations]] (SSO, Mail, Import). Comes with one profile, but more profiles can be added. Each License can be used as a production site or a test instance.<br><br>		::Your entire system, accessible with one URL. This includes your [[TracCloud:_System_Preferences\|global preferences]], student population, and [[TracCloudTech\|IT integrations]] (SSO, Mail, Import). Comes with one profile, but more profiles can be added. Each License can be used as a production site or a test instance.<br><br>
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	::[[TracCloudGuideProfileCenters\|Centers]] are typically used as locations or departments where visit and appointment data can be collected. Centers are linked to a profile, which are linked to a license. For example, you may have a Math Center and a Biology Center, or a Peer Tutoring Center and a Writing Center. Centers can be created at any time and are not an additional cost.		::[[TracCloudGuideProfileCenters\|Centers]] are typically used as locations or departments where visit and appointment data can be collected. Centers are linked to a profile, which are linked to a license. For example, you may have a Math Center and a Biology Center, or a Peer Tutoring Center and a Writing Center. Centers can be created at any time and are not an additional cost.

	~~<hr>~~		===Profile Types===
	==Profile Types==
	~~<br>~~
	* <b>TutorTrac</b>		* <b>TutorTrac</b>
	::TutorTrac profiles are more commonly used to track visits by subject and reason. Students may be allowed to book with any tutor who is assigned to their enrollment, and tutoring sessions may be hosted as drop-ins, 1-on-1 appointments, or groups.<br><br>		::TutorTrac profiles are more commonly used to track visits by subject and reason. Students may be allowed to book with any tutor who is assigned to their enrollment, and tutoring sessions may be hosted as drop-ins, 1-on-1 appointments, or groups.<br><br>
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	It's important to note that profile types are effectively a set of defaults for how a profile will operate and a label on the profile listing. Choosing one profile type over another will never lock you out of any options. A FitnessTrac profile can be configured to operate just like an Advising profile, if you set it up that way.		It's important to note that profile types are effectively a set of defaults for how a profile will operate and a label on the profile listing. Choosing one profile type over another will never lock you out of any options. A FitnessTrac profile can be configured to operate just like an Advising profile, if you set it up that way.

	~~<hr>~~		===Account Types===
	==Account Types==
	~~<br>~~
	* <b>Student</b>		* <b>Student</b>
	::Student accounts belong to the clients coming in for services. Appointments can be scheduled for these accounts, and visits can be created for them. Student accounts are inherently very restricted in terms of permissions.<br><br>		::Student accounts belong to the clients coming in for services. Appointments can be scheduled for these accounts, and visits can be created for them. Student accounts are inherently very restricted in terms of permissions.<br><br>
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	::A consultant (or advisor, tutor, etc) is a Staff account that has been marked as a consultant. Permissions are managed in the same way, but consultants can be assigned availabilities and appointments on the schedule, and they can be assigned to student attendance records.		::A consultant (or advisor, tutor, etc) is a Staff account that has been marked as a consultant. Permissions are managed in the same way, but consultants can be assigned availabilities and appointments on the schedule, and they can be assigned to student attendance records.

	~~<hr>~~		===Visits, Appointments, and Availabilities===
	==Visits, Appointments, and Availabilities==
	~~<br>~~
	* <b>Availabilities</b>		* <b>Availabilities</b>
	::Availabilities are pre-determined time slots for consultants letting the students know when they are available to meet. Availabilities can be configured as 1-on-1, Group, or Drop-in. The latter latter cannot be booked as an appointment, students would be expected to drop into the center at the designated time to start their visit. Availabilities may be viewed by staff or students based on permission group.<br><br>		::Availabilities are pre-determined time slots for consultants letting the students know when they are available to meet. Availabilities can be configured as 1-on-1, Group, or Drop-in. The latter latter cannot be booked as an appointment, students would be expected to drop into the center at the designated time to start their visit. Availabilities may be viewed by staff or students based on permission group.<br><br>
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	::A visit represents that the student was present at your center at X time, for Y subject, Z reason, etc. This can include the student attending the center for their appointment (online or in-person), attending for a drop-in availability they found, or simply visiting for independent study (not linked to an availability or appointment at all). If a student misses their appointment, no visit record will be created as they did not attend for that session. Visit time may also differ from appointment time. If a student is visiting for their appointment from 9am to 10am, and gets there a couple minutes early and leaves a few minutes late, the visit will record that. 8:58am to 9:49am, for example.		::A visit represents that the student was present at your center at X time, for Y subject, Z reason, etc. This can include the student attending the center for their appointment (online or in-person), attending for a drop-in availability they found, or simply visiting for independent study (not linked to an availability or appointment at all). If a student misses their appointment, no visit record will be created as they did not attend for that session. Visit time may also differ from appointment time. If a student is visiting for their appointment from 9am to 10am, and gets there a couple minutes early and leaves a few minutes late, the visit will record that. 8:58am to 9:49am, for example.

	~~<hr>~~		===Options to Record Attendance===
	==Options to Record Attendance==
	~~<br>~~
	* <b>Kiosks</b>		* <b>Kiosks</b>
	::Kiosks are student-facing sign-in stations, on a computer or tablet. Students would be expected to log themselves in by typing their ID/username, swiping their barcode, or scanning the QR code on the screen depending on which options you offer. When accessing a kiosk, you (as a staff member) will be logged out of your account for security.<br><br>		::Kiosks are student-facing sign-in stations, on a computer or tablet. Students would be expected to log themselves in by typing their ID/username, swiping their barcode, or scanning the QR code on the screen depending on which options you offer. When accessing a kiosk, you (as a staff member) will be logged out of your account for security.<br><br>
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	::Batch Visits allow you to record visits for a group of students, rather than individually creating multiple quick visits. Additional utilities are also available to quickly create visits based on student enrollments (SI Batch Entry), QR Codes (Batch Code), or even a text field where you can paste a list of IDs or Emails to record visits for (Batch Scan). Batch Visits are frequently used for Workshops and SI Sessions.		::Batch Visits allow you to record visits for a group of students, rather than individually creating multiple quick visits. Additional utilities are also available to quickly create visits based on student enrollments (SI Batch Entry), QR Codes (Batch Code), or even a text field where you can paste a list of IDs or Emails to record visits for (Batch Scan). Batch Visits are frequently used for Workshops and SI Sessions.

	~~<hr>~~		===Courses, Sections, Registrations, and Terms===
	==Courses, Sections, Registrations, and Terms==
	~~<br>~~
	* <b>Courses</b>		* <b>Courses</b>
	::A course would be a subject, course number, and title. E.g.,<b>ACTG100</b>. [[TracCloudGuideBasicsNonEnrolled\|Generic, or non-enrolled courses]] can also be created for any student to select, regardless of enrollment.<br><br>		::A course would be a subject, course number, and title. E.g.,<b>ACTG100</b>. [[TracCloudGuideBasicsNonEnrolled\|Generic, or non-enrolled courses]] can also be created for any student to select, regardless of enrollment.<br><br>
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	::Registrations are simply a link between students and sections. If a student is enrolled in ACTG100 01 2023SP, they will have a registration linked to that section record. Registrations also contain grade information if available.		::Registrations are simply a link between students and sections. If a student is enrolled in ACTG100 01 2023SP, they will have a registration linked to that section record. Registrations also contain grade information if available.

	~~<hr>~~		===Navigating the Trac System===
	==Navigating the Trac System==
	~~<br>~~
	<b>Dashboard</b> - The main menu/homepage for all users. The individual boxes on the dashboard (Success Plans, Status Charts, Welcome Message, etc) are called <b>widgets</b>.<br>		<b>Dashboard</b> - The main menu/homepage for all users. The individual boxes on the dashboard (Success Plans, Status Charts, Welcome Message, etc) are called <b>widgets</b>.<br>
	[[File:1948349.png\|600px]]<br><br>		[[File:1948349.png\|600px]]<br><br>

Redrock at 18:54, 31 March 2026

2026-03-31T18:54:12Z

← Older revision		Revision as of 18:54, 31 March 2026
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	Understanding the terminology of the Trac System is important, as it can help in communicating concepts to your users and can aid when receiving help from the Redrock team. This article outlines some of the terminology used in TracCloud, with definitions and examples.		Understanding the terminology of the Trac System is important, as it can help in communicating concepts to your users and can aid when receiving help from the Redrock team. This article outlines some of the terminology used in TracCloud, with definitions and examples.

	<~~div class="line"></div~~>		<hr>
	==TracCloud Instance==		==TracCloud Instance==
	<br>		<br>

Redrock at 23:19, 30 March 2026

2026-03-30T23:19:26Z

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Redrock: Removed protection from "TracCloud: Terminology"

2026-03-30T21:47:47Z

Removed protection from "TracCloud: Terminology"

← Older revision	Revision as of 21:47, 30 March 2026
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Redrock at 16:59, 12 November 2025

2025-11-12T16:59:32Z

← Older revision		Revision as of 16:59, 12 November 2025
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	* <b>Staff</b>		* <b>Staff</b>
	::Staff accounts cover all other account types in the system. This includes administrators, front desk workers, consultants, and more. All permissions are based on [[TracCloudGuideProfileGroups\|Permission Group]] and [[TracCloud:_Staff_User_Level\|User Level]]. The latter option sets baseline rules for the account. <b>Staff</b> provides no administrative access, <b>Profile Admin</b> provides some administrative access to profiles (reasons, appointment restrictions, groups, etc), and <b>SysAdmin</b> provides all administrative access (global preferences, bulk changes, etc). For more information, [[TracCloud:_Staff_User_Level\|click here.]]<br><br>		::Staff accounts cover all other account types in the system. This includes administrators, front desk workers, consultants, and more. All permissions are based on [[TracCloudGuideProfileGroups\|Permission Group]] and [[TracCloud:_Staff_User_Level\|User Level]]. The latter option sets baseline rules for the account. <b>Staff</b> provides no administrative access, <b>Profile Admin</b> provides some administrative access to profiles (reasons, appointment restrictions, groups, etc), <b>Super Admin</b> provides limited access to global preferences, and <b>SysAdmin</b> provides all administrative access (global preferences, bulk changes, etc). For more information, [[TracCloud:_Staff_User_Level\|click here.]]<br><br>

	* <b>Staff (Consultant)</b>		* <b>Staff (Consultant)</b>

Redrock at 16:21, 29 July 2025

2025-07-29T16:21:35Z

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	==TracCloud Terminology==		<div class="pageTitle">TracCloud Terminology</div>

	Understanding the terminology of the Trac System is important, as it can help in communicating concepts to your users and can aid when receiving help from the Redrock team. This article outlines some of the terminology used in TracCloud, with definitions and examples.		Understanding the terminology of the Trac System is important, as it can help in communicating concepts to your users and can aid when receiving help from the Redrock team. This article outlines some of the terminology used in TracCloud, with definitions and examples.

Redrock at 18:50, 25 November 2024

2024-11-25T18:50:46Z

← Older revision		Revision as of 18:50, 25 November 2024
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	[[Category:TracCloud]]		[[Category:TracCloud Manual]]
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