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Importing Additional Data into TracCloud

TracCloud can import more than just student and registration data, but other record types require very specific formatting to prevent inaccurate or duplicated data from being created. We generally recommend against importing the records below if possible, as if anything in the import file is entered incorrectly, it can create more work cleaning up the records compared to manually creating them in TracCloud in the first place.

• Import files must be in a flat-text format (.csv or .txt), comma or tab delimited.
• UTF-8 is preferred.
• The file must have quotes surrounding every field.
• A header row is required.
• Custom fields must be coordinated with Redrock Software to ensure assignment to the correct data field.
• File names must be static, with each import upload overwriting the previous copy of the file(s).

There are no restrictions on column order, and optional columns can safely be excluded from your file.

Description of Import fields

Type	Description
A##	Alphanumeric field with a specified maximum length
Text	Text fields with a maximum length of over 60,000 characters.
#B	Big Integer, maximum value of about 9 quintillion, or a 16-digit numeric value
DateTime	Date and time, formatted as YYYY-MM-DD HH:MM:SS
Duration	A duration stored in number of minutes, e.g., 90

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Importing Visits

For information on recording visits within the Trac System, click here. Click the button below to download an sample import file.

Download Visit File

Visit Import Fields

Name	Type	Required	Field Description	Example
Student.ID	#B	Yes	The unique numeric ID of the student, OtherID can be used instead if preferred.	19310045
Center.Name	A80	Yes	The name of the center that the visits will be saved to, must already exist in TracCloud and be spelled correctly.	Learning Center
Visit.TimeIn	datetime	Yes	The start time of the visit, must be formatted as YYYY-MM-DD 23:59:00.	2023-05-01 13:00:00
Visit.EnteredDT	datetime		The time that the student entered the center (i.e., for wait time tracking), must be formatted as YYYY-MM-DD 23:59:00.	2023-05-01 12:59:34
Visit.TimeOut	datetime	Yes	The end time of the visit, must be formatted as YYYY-MM-DD 23:59:00.	2023-05-01 14:00:00
Visit.Duration	duration	Yes	The duration of the visit in minutes.	60
Course.Subject	A40	Maybe	The subject of the visit, only required if section data is being imported.	CHEM
Course.Course	A20	Maybe	The course number of the visit, only required if section data is being imported.	100
Section.Code	A80	Maybe	The section number of the visit, only required if section data is being imported. CRN may be needed instead depending on your existing import configuration.	A01
Term.TermCode	A80	Maybe	The term code of the visit, only required if section data is being imported.	2023SP
Reason.Reason	A80		The reason for this visit, must already exist in TracCloud and be spelled correctly.	Writing Help
Consultant.Username	A80	Yes	The consultant that the student met with, must already exist in TracCloud and be spelled correctly. Another unique identifier such as email or other ID can be used instead if preferred.	dsmith1234
Visit.CtrNotes	text		The consultant notes for this session.	"Worked on this and that, etc"

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Importing Resources

For information on creating resources within the Trac System, click here. Click the button below to download an sample import file.

Download Resource File

Resource Import Fields

Name	Type	Required	Field Description	Example
Title	A80	Yes	The name of the resource, non-unique titles are allowed.	TI-84 Calculator
Barcode	A20	Yes	The unique identifier for this resource.	A12345
Description	Text		The description of this resource.	This is an item that does XYZ
Keywords	A80		Keywords that can be used to find this resource during checkout or returns.	Calculator, Texas Instruments
MaxDaysOut	#B	Yes*	The number of days this item can be checked out for before it must be returned.	14
Type	A80	Yes	The category for this resource.	Calculators
Profile	A80	Yes*	The profile this resource is linked to. Must match your existing profile name in TracCloud.	The Learning Center
AlwaysAvailable	1/0	Yes*	1 = No return tracking, multiple students can check this item out without TracCloud sending confirmation or overdue emails (e.g., Towels). 0 = One student can checkout the item at a time, with overdue tracking and emails (e.g., Calculators, Laptops)	0
MaxRenews	#B		The number of times a user can renew their checkout, receiving another X days until overdue (based on MaxDaysOut).	2
CollateralLogic	1/0		1 = The user must provide an item to staff in order to check the item out. Staff will be prompted to return the item to the student upon resource check-in. 0 = The user can check the item out without providing a collateral item.	1

*If this field is unavailable from the source or will be the same for all imported items, let us know and we can automatically assign a single value to all records in the file on our end. E.g., if all of your items can only be checked out for 7 days, we can set that field to 7 for all items in the file and you don't have to provide the column.

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Importing Staff/Consultants

For information on creating staff within the Trac System, click here. Click the button below to download an sample import file.

Important: Course Lists, Reason Specialties, and Linked Centers must be assigned manually within TracCloud and cannot be imported.

Download Staff File

Staff Import Fields

Name	Type	Required	Field Description	Example
First_Name	A80	Yes	The staff member's first name.	David
Last_Name	A80	Yes	The staff member's last name.	Smith
Alias	A120		The staff member's alias or alternative name.	Dave
Email	A120	Yes	The staff member's email address.	dsmith@example.edu
UserName	A80	Yes	The staff member's username, used for SSO authentication.	dsmith
UserLevel	0/1/2	Yes*	The user level of this staff member. 0 = Staff 1 = SysAdmin 2 = Profile Admin	1
Group	A80	Yes*	The permission group that the user should be linked to. Must exactly match the name of an existing group in TracCloud.	Front Desk Admin
isConsultant	1/0	Yes*	1 = This staff is a consultant and can be linked to visits, availabilities, and appointments (e.g., tutors, advisors). 0 = This staff is not a consultant and cannot be linked to those records (e.g., front desk workers, administrators).	1
Phone	A30		The staff member's phone number.	555-555-5555
CellPhone	A80		The staff member's cell phone number.	555-555-5555
WorkPhone	A80		The staff member's work phone number.	555-555-5555
Address	A80		The staff member's address.	1234 W Something St.
City	A120		The staff member's city.	Tempe
State	A80		The staff member's state.	AZ
Zip	A20		The staff member's zip code.	85210
Location	A512		The consultant's assigned on-campus location.	Room 15
OnlineLink	A512		The consultant's assigned online link.	https://zoom.us/example
Fund	A80		The consultant's assigned payroll fund.	Perkins
PayCode	A80		The consultant's assigned pay code. Must exactly match an existing pay code in TracCloud.	Tier 2
Hired	Date		The date this staff member was hired.	2024-01-01
Center	A80		The default center for this consultant. Must exactly match an existing center in TracCloud.	Learning Center
Notes	Text		Optional notes for any additional information.	Information about Dave Smith
OtherID	A80		An ID or alternate identifier which can be used for work visit logins.	A1234567
Pronouns	A80		The staff member's preferred pronouns.	He/Him

*If this field is unavailable from the source or will be the same for all imported staff, let us know and we can automatically assign a single value to all records in the file on our end. E.g., if all of your staff are going to be tutors, we can set 'isConsultant' to 1 for all staff in the file and you don't have to provide the column.

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