TracCloud: Workshops

Contents

Basics

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Global Preferences

• System Preferences

• Search Availability Options

• General KIOSK Login Options

• Terms

• Student Entry Choices

• Student Photo Files

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• Campus IP Address Blocks

• Student Lists & Watch Lists

• Document Types

• Task Types

• Email Templates

• Public / Admin Docs

• Skills / Accommodations

• Notification Types

• Welcome Messages

• Prospective Student Settings

• Confirm Bio

• Reports Management

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• Announcements

• Custom Fields

• Grade Groups & Assignments

• Tracking Staff Payroll

• Work Plans

• Workshops

Workshops

This article explains how you can create workshops in TracCloud. An advantage to workshops over batch visits is that you can track enrollment and attendance separately. You can view and report on how many students were signed up for the workshop and what percentage of them actually attended.

Access to manage workshops can be provided by going to Other > Other Options > Groups > [The group you want to update] > Admin / Modules > Add 'Workshops' under 'Table Access' > Save.

Workshops can be viewed and managed by going to Other > Other Options > Workshops.

To create a new workshop from the listing, click the hamburger menu and select New Workshop.

General

Fill out the basic details of your workshop such as the date, time, subject, etc.

• Workshop Name

Choose the name of your workshop, which will appear in the workshops listing and can be referenced with Twig in workshop emails.

• Instructor Name

The instructor of the workshop, which like above can be referenced with Twig in workshop emails.

• Linked Consultant or Faculty

Optionally choose an assigned faculty or consultant for this workshop. If a consultant account is selected and your workshop is configured to create visits when attended, the chosen consultant will be assigned to the resulting visits.

• From/To Date/Time of Workshop

Select the date and time of this workshop. If your workshop is configured to create visits when attended, these times will also be used for the resulting visits.

• Subject, Course, Section

Choose the subject, course, and section for this workshop. Similar to batch visits, you can be less specific (just subject, or just subject + course) and TracCloud will attempt to find a matching registration from the student's account. This section will be used in the resulting visit records for attended enrollments if configured in the options tab.

• Workshops Description

Optionally describe the purpose of this workshop or record additional details as needed.

Roster

The roster tab is where you can enroll students in the workshop as well as mark enrolled students as attended.

• Filter Student Search for Enrolling Students by a Linked List

If enabled and a student list is chosen, then only students on that list can be selected from the Enroll Students option.

• Enroll Students

This search box is used to search for and select students to enroll in the workshop.

• Enrolled Student List

After enrolling students, they will appear in the table on the right side of this menu. The left checkbox can be deselected to remove them from the workshop, the right checkbox can be used to mark them as attended. Marking students as attended may have other effects, such as creating visits or completing potential assignments, depending on the options chosen in the next workshop tab.

Options

The options tab allows you to enable additional actions upon student attendance and to enable emails for this workshop.

• Create A Visit For student When Marked As Attended

If enabled, the act of marking a workshop enrollment as attended will additionally create a visit record. You must also choose what center and reason the resulting visit should be linked to. Consultant, section, and date/time will be set according to the choices made under the General tab.

• Credit Assignment For Student When Marked As Attended

If enabled, you will be able to choose the potential assignment to use for this workshop. When a student attends, it will count towards their grade (if grade groups are configured).

• Send Enrollment Confirmation, Cancellation, Reminder Emails

Choose which emails should be sent in relation to this workshop record. The emails themselves are configured in your profile preferences, detailed below.

• Profile Workshop Email Settings to Use

While workshop emails are configured at the profile level, workshops are not inherently linked to a profile. In order to send workshop emails, you must select a profile to use the email preferences from.

Emails (Profile Preferences)

Workshop emails are sent when a student is added to a workshop, removed from a workshop (canceled), and as a reminder the night before or morning of the workshop taking place. These emails can be edited in Other > Other Options > Profiles > [Your profile] > Prefs > Emails > Workshops.

• Workshop enrollment confirmation email subject

This email sends when a student is enrolled in a workshop. Enter the subject line of the email here, supports Twig just like the body below.

• Workshop confirmation email

The body of the workshop enrollment confirmation.

• Workshop enrollment confirmation SMS Msg

A separate message to be sent to the student's phone. Requires TextAlerts module.

• CC the Profile on workshop enrollment confirmation emails

This option will send a copy of this email to your Profile email address if available.

• Workshop enrollment cancellation subject

This email is sent upon a student's enrollment in a workshop being canceled, supports Twig just like the body below.

• Workshop cancellation email

The body of the workshop enrollment cancellation.

• Workshop enrollment cancellation SMS Msg

A separate message to be sent to the student's phone. Requires TextAlerts module.

• CC the Profile on workshop enrollment cancellation emails

This option will send a copy of this email to your Profile email address if available.

• Send Workshop Reminder emails

You can optionally send a reminder the day before or the morning of a workshop taking place to the student's email address and/or phone number. A specific time must be chosen for this email to send.

• Upcoming workshop reminder email subject

The subject like of the workshop reminder email, supports Twig just like the body below.

• Upcoming workshop reminder email

The body of the workshop reminder email.

• Upcoming workshop reminder SMS Msg

A separate message to be sent to the student's phone. Requires TextAlerts module.

• CC the Profile on upcoming workshop reminder emails

This option will send a copy of this email to your Profile email address if available.

Workshop Twig Tags

These Twig tags can be used in the emails above to dynamically include details about your workshops. For more information on Twig, including other tags for relating records (Students, Centers, etc), take a look at our full Twig guide here.

Workshops

Workshop.Name	The name of your workshop
Workshop.Instructor	The instructor of the workshop
Workshop.Description	The description of the workshop
Workshop.DateFrom	The start date and time of the workshop
Workshop.StartDate	The start date of the workshop
Workshop.StartTime	The start time of the workshop
Workshop.DateTo	The end date and time of the workshop
Workshop.EndDate	The end date of the workshop
Workshop.EndTime	The end time of the workshop
Workshop.RosterSubject.Subject	The subject of the workshop (e.g., BIO)
Workshop.RosterSubject.Course	The course of the workshop (e.g., 101)
Workshop.RosterSubject.Section	The section code of the workshop
WorkshopsRoster.EnrolledDate	The date of student enrollment

Workshop Reports

There are three Workshop reports available in TracCloud. Access to these reports can be provided by going to Other > Other Options > Groups > [The group you want to update] > Admin / Modules > Report Access, then add the reports below as needed.

Students Workshops Attendance

This report will show you the total workshop attendance for each student in each workshop, as well as overall totals for both records.

• Centers

Filter report data by center. You can select all centers or only a specific few to narrow down your results. At least one center must be selected.

• Time Frame

The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.

• Sort by

Choose how the selected data is sorted.

• Show Totals Bar Chart

Adds a visual bar chart of totals to your report data.

• Workshop

Only show results for the specific workshop, by name.

• Instructor

Search by the linked faculty/instructor.

• Subject/Course/Section

Only show results for the specific Subject, Course, or Section.

• Reason

Only show results for the specific Reason.

• Reason Category

Only show results for the specific Reason Category.

• Assignment

Search by the linked assignment.

• Student List

Search for the name of the student list you want to filter by.

• Additional fields to show

This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.

• Output format

Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.

• Deliver to

Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).

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HTML


CSV

Workshops Overview

This report will display details about workshops in the date range selected, including their name, linked center, date, time, total enrolled and attended, as well as the attendance rate.

• Centers

Filter report data by center. You can select all centers or only a specific few to narrow down your results. At least one center must be selected.

• Time Frame

The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.

• Sort by

Choose how the selected data is sorted.

• Workshop

Only show results for the specific workshop, by name.

• Instructor

Search by the linked faculty/instructor.

• Subject/Course/Section

Only show results for the specific Subject, Course, or Section.

• Reason

Only show results for the specific Reason.

• Reason Category

Only show results for the specific Reason Category.

• Assignment

Search by the linked assignment.

• Student List

Search for the name of the student list you want to filter by.

• Additional fields to show

This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.

• Output format

Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.

• Deliver to

Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).

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HTML


CSV

Workshops Roster

This report will display a list of students enrolled in your chosen workshop, along with when they enrolled, whether or not they attended, and total attendance details for the workshop overall.

• Workshop

Only show results for the specific workshop, by name.

• Additional fields to show

This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.

• Output format

Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.

• Deliver to

Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).

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HTML


CSV