TracCloudWhatsNew

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TracCloud receives frequent updates that are automatically applied to your instance. Some of these updates are smaller tweaks and improvements, while others bring entirely new features that may benefit your usage of the system. This page highlights some of the recent changes made to the TracCloud platform, and how you can utilize them on your own instance.

Click here to view the full changelog

Click here to view older "What's New" articles.

If you have any questions about these changes, feel free to reach out to us on our helpdesk.

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Latest posts

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TracCloud features and changes from July 2026

Several new reports, class attendance kiosks, Heatmap Generator improvements, and more in TracCloud for the month of July 2026.

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Reports

There are several new reports available in TracCloud

The new Appointments by Faculty and Subject report provides an appointment equivalent to Visits by Faculty and Subject. This offers an easy way to send faculty personalized reports of their students' appointments, all initiated from one staff report.

The new Section Schedule report provides a method of exporting and reporting on class schedule data in TracCloud.

The new Activity Report Summary report provides data on Case Management activity report custom questions.

The new Appointment Invites Unbooked report allows you to identify students who were sent an appointment invite but have not yet scheduled their appointment.

Other Report Changes

• The Heatmap Generator now allows larger reports to be sent via email, rather than requiring more specific criteria.
• The Heatmap Generator has several more tables and presets available.
• Custom questions are now searchable in SAGE Referrals by ??
• An option to include unanswered custom questions has been added to SAGE Referrals by ??
• The Success Plans and Work Plans reports now include hyperlinks to quickly open student and staff accounts respectively.
• The Class Attendance Summary report can now be provided to faculty (which is inherently restricted to their own sections).
• Required hours can now be added to the Class Attendance Summary report.
• Appointment sequence and visit sequence are now available as additional fields in the Students Visits/Appointments by ?? report.

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Class Attendance

Class Attendance Kiosk

The Attendance Tracking feature in TracCloud allows faculty to easily record their class attendance. In addition to the simple status-based interface, a new kiosk mode has been implemented. This allows faculty to record attendance for their classes using a kiosk-like view, which also creates regular visits for a center and reason of your choice.

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Additional Changes

• The Staff Listing has a new "Show These Students" option in the hamburger menu, allowing you to quickly view linked student records (based on matching username).
• A new "Notes on Search" text field has been added to availabilities, allowing for custom notes or instructions that appear on the search availability results screen for students.
• SAGE Referral Types can now be configured to allow document uploads within referrals.
• Surveys can now be sent for asynchronous visits.
• Appointment invites can now be initiated via a Twig action in Success Plans.
• An option to hide the System Audit widget from SysAdmins has been added to Reports Management.
• Custom password reset instructions can now be written for local account logins.
• A site map has been added to the navigation bar for improved accessibility.
• Survey responses are now shown on the staff timeline.
• Referral types are now sorted alphabetically on the student listing and in student actions.
• The appointment expiration warning to students now shows the time in a 12-hour format (e.g., 1:23pm instead of 13:23:00).

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TracCloud features and changes from June 2026

A new report, new dissertation scheduling features, appointment invite improvements, and more in TracCloud for the month of June 2026.

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Additionally, because of the amount of development in TracCloud over the past few months, we have put together a summary of recently added features. Click here to view.

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Case Management

New Report: Activity Report Listing

This new report provides details on Case Management activity reports, grouped by case category and type by default. Additional fields such as persons involved, witnesses, parties notified, etc can be added as needed. More information.

Other Case Management changes

• Cases can now be created for students using the Actions menu in their account.

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Additional Changes

• The additional search menu in reports is now searchable, to make finding the field you're looking for easier.
• The standard questions asked in Report Unable to Find Appointment can now be renamed.
• Dissertation scheduling now allows for multiple program link fields and a college field in appointments for further filtering of faculty appointment searches.
• An option to not record blank responses for surveys without required questions displayed during login/logout has been added to SurveyTrac.
• An option to list related students has been added to the Success Plan Steps report.
• A staff equivalent to the above option has been added to the Work Plan Steps report.
• Consultant and center twig tags can now be used in the subtitle addition field of search appointment links.
• Invites can now be approved for individual students in appointment invites.
• Registration start and end date can now be added as an additional field in the Referrals by ?? report.
• You can now filter by custom fields in the Appointment Invite Schedule report.
• Watch list indicators are now shown next to student names in appointment invites.

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TracCloud features and changes from May 2026

Case management, dissertation scheduling, new custom field types, new reports, and more in TracCloud for the month of May 2026.

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New Feature!

Case Management

TracCloud's Case Management feature allows for quick and effective tracking of user-submitted incidents, maintenance requests, concerns, and more. Different case types and subtypes can be used to ask the right questions during and after submission to ensure your team has all the information you need for the case at hand. Cases can be submitted by students, staff, faculty, or anonymously depending on the case type configuration.

The overall structure of case management can be seen below. The Case is the overall incident, request, or referral which contains Activity Reports that represent actions or follow-ups within the case.

More information about this new feature can be found in its own dedicated article here. For pricing information, reach out to [email protected].

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New Feature!

Dissertation Scheduling

The Dissertation Scheduling feature allows faculty to join existing student appointments for programs other than their own. Faculty will see a view similar to the example below, but this can be customized for your instance. A program custom field will need to be created in both the appointment record and the faculty record to manage this linkage.

From the provided list of appointments, a faculty member will click the one they wish to join. This will send them a confirmation email and will link that appointment to them so that other faculty won't see it in their results.

More information about this new feature can be found in its own dedicated article here. For pricing information, reach out to [email protected].

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SAGE Referrals

• Twig support added to the 'From' email address in SAGE emails.
• New "Roster Instructions" field that allows adding custom instructions to the roster referral screen.
• The "Submit Referral" button can now be renamed for each referral type.
• The Reason and Recommendation labels can now be renamed for each referral type.
• The "Affect all selected and shown" checkbox can now be disabled for each referral type.

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Permission Groups

• New restriction: Prevent users from deleting appointments.
• New restrictions: Prevent users from creating availabilities by modality (Online, Async, Phone)
• New restriction: You can now block a group of consultants from using asynchronous messages (also applies to students who book with them).
• You can now limit consultant groups to not have access to other consultants' linked custom kiosks.

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Appointment Invites

• Rules can now be created to send invites a certain number of days earlier depending on the student list and exam.
• Invites sent by faculty can optionally require approval from staff before any emails send.
• The invite email subject can now be changed.

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SurveyTrac

• New "Initiated Via" option: "Show at exit for first # of visits" will display the survey for every visit up to the number specified during the survey period. E.g., the first 3 visits during the semester.
• The Survey Responses report can now be configured to only include the answers to certain questions.
• Surveys can now be sent for work visits.

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Custom Fields

• You can now create an alias custom field in visits and custom forms, which allows updating a source custom field in a student account while keeping a copy of the current value in the visit or form.
• Custom fields can now be placed in up to 4 different additional tabs in visit records. Those tabs can additionally be renamed in advanced preferences.
• New custom field types: "Date field" and "Date/time field" which provide a date (and time) picker rather than requiring users type in a date manually.
• The student listing right-click menu now groups fields by location to better organize the field list, such as ID, Other_ID, Other_ID2, etc now being grouped under "ID."

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Resources

• You can now track availability of resources by type and sub-type, including automated alerts upon low or high inventory of a particular sub-type.
• New report: Resource Inventory.
• Resource reports have been moved into their own report category (instead of "Management").

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Additional Changes

• An option to create visits for concluded asynchronous appointments has been added in Other Schedule Options.
• The location search box on the staff schedule now supports searching for multiple comma-delimited values. E.g., Room 1,Room 2.
• The search box above now also supports searching for consultant name.
• The right-click field list on various listings now has a search box to allow filtering for the field you want to search by.
• Heatmap Generator cell limit increased from 7000 to 20000.
• Each profile can now override the global default to ask for notes during work visit logout in advanced preferences.

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TracCloud features and changes from April 2026

Appointment invites, new reports, new prospective student settings, and more in TracCloud for the month of April 2026.

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New Feature!

Appointment Invites

TracCloud's new Appointment Invites feature allows staff and faculty to invite students to schedule appointments. The invite can be configured to only show availabilities for a certain duration, reason, section, etc. This feature is primarily designed for testing and proctoring centers, but can also be used for any other center type. More information on this feature can be found in its dedicated article here.

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New Reports

Success/Work Plan Step Reports

There are two new reports, Success Plan Steps and Work Plan Steps. Each allows you to report on the next or past due steps of Success Plans and Work Plans, as shown below. This is in addition to the regular Success/Work Plan report which shows the overall plans and all steps in each.

Other Report Changes

• A "List Students" option has been added to the Class Attendance report to quickly jump to the student listing, filtered by the report results.
  
• An "Additional Fields" option has been added to the Outstanding Appointment Requests report, allowing appointment request custom fields to be added to the report results.
  
• # (not), | (or), and && (and) operators can now be used in the Reasons/Recommendations search fields in the Referrals by ?? and Referrals by Student and Appointments/Visits reports.

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Additional Changes

• Students can now be batch enrolled in Workshops based on their section enrollment, similar to SI Batch Visit.
  
• Specific students can now be blocked from booking with specific consultants with a new field in consultant accounts.
  
• Several search fields on the Student Listing have been grouped together to make it easier to find the field you're looking for.
  
• Twig support has been added to SurveyTrac questions, so you can reference the student, visit, etc within the question.
  
• Completed actions in SAGE referrals are now shown on the Processed/Resolved screen.
  
• Prospective student account creation can now be restricted to only by email or only by phone in Log In/Out prefs.
  
• More label/text overrides are now available for Prospective account creation in Log In/Out prefs.
  
• When selecting a student in Batch Visits: Batch Entry, the student's ID is now shown next to their name.
  
• "Students Cell Phone (Digits Only)" field added to the Student Listing field list, allowing you to search for only the digits of a phone number, ignoring characters like (, ), -, spaces, etc.
  
• Linked consultant in SAGE referrals can now be manually set to blank.

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TracCloud features and changes from March 2026

A new resource report, new filtering options in Survey Snapshot, new additional fields in reports, and more in TracCloud for the month of March 2026.

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New! Checkouts per Visit Report

Resource Checkouts per Visit Report

This new report displays resource usage during visits. Resources are grouped by visit time then by student, showing the total checkouts, total hours, and the individual items the student checked out during that period.

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Survey Snapshot Filtering

New Filtering Options in the Survey Snapshot Report

Similar to the filtering options that were previously added to the Usage Snapshot and Custom Form Summary reports, you can now enable the "Include Filtering and Listing" option in the Survey Snapshot report to allow you to filter by question answers and list respondents straight from the report results.

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Additional Changes

• You can now add Skills/Accommodations specialties to the User Detail report as additional fields.
  
• There's a new access level for SAGE Referrals in Permission Groups, to allow staff to create referrals but not view them.
  
• Reason sort codes now now apply to the reason list displayed during work visit login.
• You can now sort by center on the Log Listing.
  
• Center custom fields can now be added to the Visits by ?? report as additional fields.
  
  

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TracCloud features and changes from February 2026

New SAGE reporting options, new Workshop options, new default Twig templates, and more in TracCloud for the month of February 2026.

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SAGE

Group by and Email Assigned Advisors in SAGE Referrals by ??

In the Referrals by ?? report, you can now group by either Profile Linked Consultant or Custom Linked Consultant. The former will get the student's assigned consultant based on your profile configuration, whereas Custom Linked Consultant allows you to choose the linking fields in the report itself. The latter is useful if you want to group by or send emails to students' secondary advisors or other non-primary linked consultants. With either option, you will be able to send them individualized emails with only their students listed from the report just like the existing option to email the linked consultant/faculty of the referral.

Other SAGE changes:

• SAGE reports such as Referrals by ?? now allow you to filter the results by multiple referral types (rather than only all or one).
  
• SAGE referrals can now be linked to profiles (primarily for the "Profile Linked Consultant" grouping above).

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Email and Plan Templates

New Success/Work Plan Dashboard and Profile Email Templates

The default Dashboard Display in Success Plans and Work Plans has been updated to improve clarity and better accommodate different types and lengths of plans. Additionally, many profile email defaults have also been updated with various minor improvements. Click the clipboard icon in any of these locations to load the new default, if needed.

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Additional Changes

• There's a new QR code in Workshops to allow students to record their own attendance at the event, rather than being logged in by a staff member.
  
• There's a new button in Workshop rosters to quickly mark non-attended students as missed.
  
• The Success Plan Report has a new option to include step prompt notes when "Show Step Details" is enabled.
  
• "Select All" and "Select None" options have been added to the "Students without visits" column of SI Batch Entry.
  
  

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