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<div class="pageTitle">Migrating from Trac 4.0 to TracCloud</div>


==Migrating from Trac 4.0 to TracCloud==
If you're switching from an existing TutorTrac or AdvisorTrac System to TracCloud, you have three options of approaching this changeover depending on what will work best for your campus. If you are planning on keeping your current data, a migration process will be needed alongside general setup.


Redrock's goal for all campuses is to ensure minimal downtime with minimal disruption to workflow. We work around your timeline and availability, we have migrated campuses in as little as a few weeks. For <b>Start Fresh</b> and <b>FastTrac</b> campuses, we can get you up and running as soon as we train the administrators and complete a few required integrations with your IT. The TracCloud system is structured similarly to the TutorTrac and AdvisorTrac 4.0 system, allowing your existing knowledge of TutorTrac or AdvisorTrac to give you a head start in TracCloud. Additionally, significant improvements to the interface make learning TracCloud much easier than the 4.0 system. Administrators will need to complete some follow-up tasks (referred to as "homework") after training sessions to facilitate completing the TracCloud setup process.
<span style="color:red">Important Note:</span> If merging multiple Trac 4.0 licenses into a single TracCloud license, the <b>Start Fresh</b> method is required. Only one 4.0 database can be migrated into TracCloud, meaning you do have the option of migrating one license and starting fresh with another if preferred. A complete Visit and Appointment export will be provided in a CSV format for archival purposes.
[[TracCloud:_Training_Resources|Click here to view SysAdmin training resources.]]
<hr style="height:1px;border:none;color:#333;background-color:#333;"/>
<!-------------------------------------------- FastTrac -------------------------------------------->
<div style="float: left; margin-top: 0em"><big><b>FastTrac Migration</b></big>
This migration method is best if you would like to expedite your migration to TracCloud. Only one database migration is performed, and we will work with you to setup your TracCloud instance as quickly as possible.
<b><span style="color:green"><br>
+ Great for campuses migrating in Summer, or during periods of low Trac usage.<br>
+ Faster overall migration time.</span>
<span style="color:red"><br>
- Longer period without full functionality in either Trac System.</b></span>
</div><div class="mw-collapsible mw-collapsed"><br>
[[File:FastTrac.png|800px]]
<hr>
<big><b>Step 1. Planning out the migration process</big></b>
<big><b>Step 1. Planning out the migration process</big></b>


Prior to any of the following steps, we'll want to schedule a quick call with you and your IT to plan out this process. This will include a general timeline for TracCloud setup, as well as migration-specific questions and planning.
A call can be scheduled through our website, here: [https://www.go-redrock.com/help-support/request-training/ https://www.go-redrock.com/help-support/request-training/]
<hr>
<big><b>Step 2. IT Integrations</big></b>
<big><b>Step 2. IT Integrations</big></b>


We will be working with your IT throughout steps 3 and 4 to integrate your campus services with TracCloud. This includes:
We will be working with your IT throughout steps 3 and 4 to integrate your campus services with TracCloud. This includes:


:[https://wiki.go-redrock.com/index.php/TracCloudTechMail Setting up your mail server]
:1. [https://wiki.go-redrock.com/index.php/TracCloudTechMail Setting up your mail server]


:[https://wiki.go-redrock.com/index.php/TracCloudTechImport Importing data from your SIS]
:2. [https://wiki.go-redrock.com/index.php/TracCloudTechImport Importing data from your SIS]


:[https://wiki.go-redrock.com/index.php/TracCloudTechSSO Integrating your campus single sign-on]
:3. [https://wiki.go-redrock.com/index.php/TracCloudTechSSO Integrating your campus single sign-on]


:[https://wiki.go-redrock.com/index.php/TracCloudTechURL Using a custom URL]
:4. [https://wiki.go-redrock.com/index.php/TracCloudTechURL Setting up a custom URL (if preferred)]


:[https://wiki.go-redrock.com/index.php/TracCloudTechBarcode Configuring barcode scanners]
:5. [[TracCloudMigrationFiles|Getting a copy of your Trac 4.0 database for Step 3 (if not already hosted).]]
<hr>
<big><b>Step 3. First migration</big></b>


<big><b>Step 3. First migration, no changes</big></b>
This step is where we bring as much data over as possible from your Trac 4.0 instance. Your Students, Visits, Consultants, Centers, Reasons, and more (see chart below).


<hr>
<big><b>Step 4. SysAdmin Training</big></b>
<big><b>Step 4. SysAdmin Training</big></b>


<big><b>Step 5. Final migration</big></b>
After the data migration, we can start the training process with your SysAdmins. We will be going over the following topics (in roughly this order, and where applicable).
 
1st Training: Creating Centers and Groups.


==What data will be migrated?==
2nd Training: Creating Staff, Reasons, Starting profile prefs.


<b><i>What does it mean if something is included in the first migration, but not the second?</i></b>
3rd Training: Continuing profile prefs.
:This indicates that the data will be brought over, but any modifications made to your Trac 4.0 data relating to this field will not be carried over into the final TracCloud migration. For example, if you create a center after the first migration, it and any associated data will not be brought over.


<b><i>What does it mean if something is included in the first *and* second migration?</i></b>
4th Training: System Prefs and setting up modules (if applicable).
:This indicates that on top of being available during the training process, it will also overwrite any existing data that was created in TracCloud during the training process. For example, if you log visits during the training process (prior to second migration), this data will be lost after said second migration.
 
5th Training: Continuing System Prefs and modules, as well as addressing any final questions before step 5.
 
6th Training: Logging visits, using quick and batch visit utilities.
 
7th Training: Creating schedules and booking appointments.
 
8th Training: Running reports (typically a few weeks after going live).
<hr>
 
<big>What data will be migrated?</big>
 
It's important to understand what data will be brought over from Trac 4.0. In the event that a record type will not be migrated, it will need to be (re)created manually in TracCloud. An example of this would be Permission Groups, as there have been significant changes between the two versions, and it's not possible to create a 1-to-1 replica of a Trac 4.0 group in TracCloud.


{| class="wikitable"
{| class="wikitable"
! Trac 4.0 Data !! Included in First Migration? !! Included in Second Migration?
! Trac 4.0 Data !! Included in Migration?
|-
|-
| Profiles || <span style="color:green">Yes</span> || <span style="color:red">No</span>
| Profiles || <span style="color:green">Yes</span>
|-
|-
| Profile Prefs || <span style="color:red">No</span> || <span style="color:red">No</span>
| Profile Prefs || <span style="color:red">No</span>
|-
|-
| System Prefs || <span style="color:red">No</span> || <span style="color:red">No</span>
| System Prefs || <span style="color:red">No</span>
|-
|-
| Centers/Subcenters || <span style="color:green">Yes</span> || <span style="color:red">No</span>
| Centers/Subcenters || <span style="color:green">Yes</span>
|-
|-
 
| Groups || <span style="color:red">No</span>
| Groups || <span style="color:red">No</span> || <span style="color:red">No</span>
|-
|-
 
| Consultants || <span style="color:green">Yes</span>
| Consultants || <span style="color:green">Yes</span> || <span style="color:red">No</span>
|-
|-
| Users (e.g., SysAdmin accounts) || <span style="color:red">No</span> || <span style="color:red">No</span>
| Users (e.g., SysAdmin accounts) || <span style="color:red">No</span>
|-
|-
| Students || <span style="color:green">Yes</span> || <span style="color:green">Yes</span>
| Students || <span style="color:green">Yes</span>
|-
|-
| Faculty || <span style="color:green">Yes</span> || <span style="color:green">Yes</span>
| Faculty || <span style="color:green">Yes</span>
|-
|-
 
| Reasons || <span style="color:green">Yes</span>
| Reasons || <span style="color:green">Yes</span> || <span style="color:red">No</span>
|-
|-
| Registrations || <span style="color:green">Yes</span> || <span style="color:green">Yes</span>
| Registrations || <span style="color:green">Yes</span>
|-
|-
| Courses || <span style="color:green">Yes</span> || <span style="color:green">Yes</span>
| Courses || <span style="color:green">Yes</span>
|-
|-
| Sections || <span style="color:green">Yes</span> || <span style="color:green">Yes</span>
| Sections || <span style="color:green">Yes</span>
|-
|-
| Class Schedules || <span style="color:red">No</span> || <span style="color:red">No</span>
| Class Schedules || <span style="color:red">No</span>
|-
|-
 
| Visits || <span style="color:green">Yes</span>
 
| Visits || <span style="color:green">Yes</span> || <span style="color:green">Yes</span>
|-
|-
| Appointments || <span style="color:green">Yes</span> || <span style="color:green">Yes</span>
| Appointments || <span style="color:green">Yes</span>
|-
|-
| Availabilities || <span style="color:red">No</span> || <span style="color:red">No</span>
| Availabilities || <span style="color:red">No</span>
|-
|-
 
| Static Student Lists || <span style="color:green">Yes</span>
| Static Student Lists || <span style="color:green">Yes</span> || <span style="color:green">Yes</span>
|-
|-
| Dynamic Student Lists || <span style="color:red">No</span> || <span style="color:red">No</span>
| Dynamic Student Lists || <span style="color:red">No</span>
|-
|-
| Documents || <span style="color:green">Yes</span> || <span style="color:green">Yes</span>
| Documents || <span style="color:red">If Needed</span>
|-
|-
| Messages || <span style="color:green">Yes</span> || <span style="color:green">Yes</span>
| Messages || <span style="color:green">Yes</span>
|-
|-
| Resources || <span style="color:green">Yes</span> || <span style="color:red">No</span>
| Resources || <span style="color:green">Yes</span>
|-
|-
| Resource Checkouts || <span style="color:green">Yes</span> || <span style="color:green">Yes</span>
| Resource Checkouts || <span style="color:green">Yes</span>
|-
|-
 
| SAGE Referral Types || <span style="color:green">Yes</span>
| SAGE Referral Types || <span style="color:green">Yes</span> || <span style="color:red">No</span>
|-
|-
| SAGE Referrals || <span style="color:green">Yes</span> || <span style="color:green">Yes</span>
| SAGE Referrals || <span style="color:green">Yes (no reasons/recommendations, custom question answers, or linked sections)</span>
|-
|-
| SurveyTrac Surveys || <span style="color:green">Yes</span> || <span style="color:red">No</span>
| SurveyTrac Surveys || <span style="color:green">Yes</span>
|-
|-
| SurveyTrac Responses || <span style="color:green">Yes</span> || <span style="color:green">Yes</span>
| SurveyTrac Responses || <span style="color:green">Yes</span>
|-
|-
| Q2 Configs || <span style="color:red">No</span> || <span style="color:red">No</span>
| Q2 Configs || <span style="color:red">No</span>
|-
|-
| Whiteboard Rooms || <span style="color:red">No</span> || <span style="color:red">No</span>
| Whiteboard Rooms || <span style="color:red">No</span>
|}
|}


</div>
<br><br>
<!-------------------------------------------- Start Fresh -------------------------------------------->
<div style="float: left; margin-top: 0em"><big><b>Start Fresh</b>
No migration, and a flexible schedule. No data from Trac 4.0 will be brought into TracCloud, but we can export Visits and Appointments to a CSV file for archival purposes if needed. We will work with your SysAdmins to setup your TracCloud instance from scratch.
<b><span style="color:green"><br>
+ Great for campuses that want to have a fresh start with their Trac System.<br>
+ Most flexible, as you can complete trainings and go live at any time.</span>
<span style="color:red"><br>
- No Trac 4.0 data will be migrated into TracCloud.<br>
</b></span>
</big></div><div class="mw-collapsible mw-collapsed">
[[File:9498519.png|800px]]
<hr>
<big><b>Step 1. Planning Call</big></b>
Prior to the following steps, we'll want to schedule a quick call with you and your IT to plan out this process. This will include a general timeline for TracCloud setup, who we should contact for Step 2 processes, and to answer any general questions before starting.
A call can be scheduled through our website, here: [https://www.go-redrock.com/help-support/request-training/ https://www.go-redrock.com/help-support/request-training/]
<hr>
<big><b>Step 2. IT Integrations</big></b>
We will be working with your IT throughout the training process to integrate your campus services with TracCloud. This includes:


:1. [https://wiki.go-redrock.com/index.php/TracCloudTechMail Setting up your mail server]


|}
:2. [https://wiki.go-redrock.com/index.php/TracCloudTechImport Importing data from your SIS]
{{DISPLAYTITLE:<span style="position: absolute; clip: rect(1px 1px 1px 1px); clip: rect(1px, 1px, 1px, 1px);">{{FULLPAGENAME}}</span>}}
 
[[Category:rsc_internal]]
:3. [https://wiki.go-redrock.com/index.php/TracCloudTechSSO Integrating your campus single sign-on]
 
:4. [https://wiki.go-redrock.com/index.php/TracCloudTechURL Setting up a custom URL (if preferred)]
 
<hr>
<big><b>Step 3. SysAdmin Training</big></b>
 
Once your system is online, we can start the training process with your SysAdmins. We will be going over the following topics (in roughly this order, and where applicable).
 
1st Training: Creating Centers and Groups.
 
2nd Training: Creating Staff, Reasons, Starting profile prefs.
 
3rd Training: Continuing profile prefs.
 
4th Training: System Prefs and setting up modules (if applicable).
 
5th Training: Continuing System Prefs and modules, as well as addressing any final questions before step 5.
 
6th Training: Logging visits, using quick and batch visit utilities.
 
7th Training: Creating schedules and booking appointments.
 
8th Training: Running reports (typically a few weeks after going live).
</div>
<hr style="visibility: hidden;">

Latest revision as of 15:39, 16 October 2026

Return to User Manual

Tech Documentation

Migrating from Trac 4.0 to TracCloud

If you're switching from an existing TutorTrac or AdvisorTrac System to TracCloud, you have three options of approaching this changeover depending on what will work best for your campus. If you are planning on keeping your current data, a migration process will be needed alongside general setup.

Redrock's goal for all campuses is to ensure minimal downtime with minimal disruption to workflow. We work around your timeline and availability, we have migrated campuses in as little as a few weeks. For Start Fresh and FastTrac campuses, we can get you up and running as soon as we train the administrators and complete a few required integrations with your IT. The TracCloud system is structured similarly to the TutorTrac and AdvisorTrac 4.0 system, allowing your existing knowledge of TutorTrac or AdvisorTrac to give you a head start in TracCloud. Additionally, significant improvements to the interface make learning TracCloud much easier than the 4.0 system. Administrators will need to complete some follow-up tasks (referred to as "homework") after training sessions to facilitate completing the TracCloud setup process.

Important Note: If merging multiple Trac 4.0 licenses into a single TracCloud license, the Start Fresh method is required. Only one 4.0 database can be migrated into TracCloud, meaning you do have the option of migrating one license and starting fresh with another if preferred. A complete Visit and Appointment export will be provided in a CSV format for archival purposes.

Click here to view SysAdmin training resources.

FastTrac Migration

This migration method is best if you would like to expedite your migration to TracCloud. Only one database migration is performed, and we will work with you to setup your TracCloud instance as quickly as possible.
+ Great for campuses migrating in Summer, or during periods of low Trac usage.
+ Faster overall migration time.
- Longer period without full functionality in either Trac System.


Step 1. Planning out the migration process

Prior to any of the following steps, we'll want to schedule a quick call with you and your IT to plan out this process. This will include a general timeline for TracCloud setup, as well as migration-specific questions and planning.

A call can be scheduled through our website, here: https://www.go-redrock.com/help-support/request-training/

Step 2. IT Integrations

We will be working with your IT throughout steps 3 and 4 to integrate your campus services with TracCloud. This includes:

1. Setting up your mail server
2. Importing data from your SIS
3. Integrating your campus single sign-on
4. Setting up a custom URL (if preferred)
5. Getting a copy of your Trac 4.0 database for Step 3 (if not already hosted).

Step 3. First migration

This step is where we bring as much data over as possible from your Trac 4.0 instance. Your Students, Visits, Consultants, Centers, Reasons, and more (see chart below).

Step 4. SysAdmin Training

After the data migration, we can start the training process with your SysAdmins. We will be going over the following topics (in roughly this order, and where applicable).

1st Training: Creating Centers and Groups.

2nd Training: Creating Staff, Reasons, Starting profile prefs.

3rd Training: Continuing profile prefs.

4th Training: System Prefs and setting up modules (if applicable).

5th Training: Continuing System Prefs and modules, as well as addressing any final questions before step 5.

6th Training: Logging visits, using quick and batch visit utilities.

7th Training: Creating schedules and booking appointments.

8th Training: Running reports (typically a few weeks after going live).

What data will be migrated?

It's important to understand what data will be brought over from Trac 4.0. In the event that a record type will not be migrated, it will need to be (re)created manually in TracCloud. An example of this would be Permission Groups, as there have been significant changes between the two versions, and it's not possible to create a 1-to-1 replica of a Trac 4.0 group in TracCloud.

Trac 4.0 Data Included in Migration?
Profiles Yes
Profile Prefs No
System Prefs No
Centers/Subcenters Yes
Groups No
Consultants Yes
Users (e.g., SysAdmin accounts) No
Students Yes
Faculty Yes
Reasons Yes
Registrations Yes
Courses Yes
Sections Yes
Class Schedules No
Visits Yes
Appointments Yes
Availabilities No
Static Student Lists Yes
Dynamic Student Lists No
Documents If Needed
Messages Yes
Resources Yes
Resource Checkouts Yes
SAGE Referral Types Yes
SAGE Referrals Yes (no reasons/recommendations, custom question answers, or linked sections)
SurveyTrac Surveys Yes
SurveyTrac Responses Yes
Q2 Configs No
Whiteboard Rooms No



Start Fresh

No migration, and a flexible schedule. No data from Trac 4.0 will be brought into TracCloud, but we can export Visits and Appointments to a CSV file for archival purposes if needed. We will work with your SysAdmins to setup your TracCloud instance from scratch.
+ Great for campuses that want to have a fresh start with their Trac System.
+ Most flexible, as you can complete trainings and go live at any time.
- No Trac 4.0 data will be migrated into TracCloud.

Step 1. Planning Call

Prior to the following steps, we'll want to schedule a quick call with you and your IT to plan out this process. This will include a general timeline for TracCloud setup, who we should contact for Step 2 processes, and to answer any general questions before starting.

A call can be scheduled through our website, here: https://www.go-redrock.com/help-support/request-training/

Step 2. IT Integrations

We will be working with your IT throughout the training process to integrate your campus services with TracCloud. This includes:

1. Setting up your mail server
2. Importing data from your SIS
3. Integrating your campus single sign-on
4. Setting up a custom URL (if preferred)

Step 3. SysAdmin Training

Once your system is online, we can start the training process with your SysAdmins. We will be going over the following topics (in roughly this order, and where applicable).

1st Training: Creating Centers and Groups.

2nd Training: Creating Staff, Reasons, Starting profile prefs.

3rd Training: Continuing profile prefs.

4th Training: System Prefs and setting up modules (if applicable).

5th Training: Continuing System Prefs and modules, as well as addressing any final questions before step 5.

6th Training: Logging visits, using quick and batch visit utilities.

7th Training: Creating schedules and booking appointments.

8th Training: Running reports (typically a few weeks after going live).

Retrieved from "https://wiki.go-redrock.com/index.php?title=TracCloudMigration&oldid=15897"