TracCloudWhatsNew

What's New?

Prior Releases

Full Changelog

This page highlights some of the recent changes made to the TracCloud platform, and how you can utilize them on your own instance. A list of past changes and a full changelog can be found in the tabs above.

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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Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

Modules

Global Preferences

• System Preferences

• Search Availability Options

• General KIOSK Login Options

• Terms

• Student Entry Choices

• Student Photo Files

• Dashboard Charts

• 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

Search Availability Options

These preferences allow you to modify the behavior of the Search Availability widget on the dashboard. There are 3 sets of settings by default, as you can have up to 3 Search Availability widgets at once. For example, if you had an AdvisorTrac and a TutorTrac profile in the same instance, you may want reason to be a required search criteria for Advising, but only require Subject for Tutoring. These options allow you to offer a separate widget for each profile. If your campus needs more than 3 widgets, this can be added at an additional cost. Reach out to sales@go-redrock.com for more information.

Search Availability Widgets

• Activate primary/secondary/tertiary search availability option

This allows you to enable additional search widgets when needed. The primary option is enabled by default.

• Search Availability Title

This allows you to modify the name of the Search Availability widget on the dashboard. Also displays within the header of the subsequent search results page.

• Default Search Option

This determines whether the Schedule an Appointment dashboard utility defaults to “First Available” or “Choose Date.” The latter will prompt staff and students to select a Profile, Center, and Date Range for their search results. Hide Search Option will hide this choice, preventing users from using anything but the default. Require Center can be used in combination with Default: Choose Date and Hide Search Option to always require that students select a center to find availabilities.

• Show Profile Option to Student

When “Choose Date” Is used when searching for availabilities, the user is asked which Profile and Center they want to search in. This option provides the ability to disable the Profile choice for students.

• Show Search Center on Widget

If enabled, a center choice will be shown above the subject/reason menus on the search availability widget.

• Show Search Consultant on Widget

If enabled, a consultant choice will be shown below the subject/reason menus on the search widget. Show Search Center on Widget must be enabled first.

• Allow Search Subject/Reasons

Allows you to disable the Subject or Reason search options within the Schedule an Appointment utility.

• Search Subject/Reason Prompt

Allows you to modify the phrasing of these drop-down fields in the Search Availability box on the dashboard. Search Conjunction determines whether the two fields are separated by an And or an Or.

• Allow Special Skills

If enabled, students/staff will see the skills and accommodations search field when searching for availabilities. This should be enabled if using this functionality.

• Linked Special Skills

This allows you to restrict which skills/accommodations are available in this widget. Default is blank (all).

• Allow user to adjust chosen special skills

If checked, users can specify which skills/accommodations they want to search for. If unchecked, all available special skills will be chosen (as determined by Linked Special Skills).

• Load Skills from Student

Automatically select student skills/accommodations based on Linked special needs to student lists detailed above.

• Auto Choose Modality

If a modality is chosen in this field, only availabilities matching that modality will appear in search results. For example, you may have an in-person search availability widget and a separate online search availability widget. Unless this kind of configuration is needed, it's recommended to leave this field blank (i.e., all modalities).

• Search Availability Instructions

A custom message that displays during the Search Availability process for staff/students. This field supports HTML.

• Hide Dropins from Students

If enabled, Drop-in-type availabilities will not appear in availability search results for students.

• Do not stack similar results

By default, TracCloud will stack similar availabilities in search results. This requires that the availabilities have the same meeting type, start time, end time, and center. Clicking on the stack expands the availabilities, where students can choose the consultant they want to work with. Enabling this option disables this functionality, so that availabilities are never stacked.

• Linked Profiles & Linked Centers

This option allows you to only show availabilities from a particular profile or center (or multiple profiles/centers). The default for both is blank, meaning availabilities from all profiles/centers will be shown. Center choice does not override profile choice, if you select Profile 1 and a center from Profile 2, the Profile 2 center will not appear in search results. Profile 2 must also be linked to the widget, or the linked profiles field can be left blank.

• For Students on List

This allows you to only display this search widget to this List of Students. Leave blank to disable.

Additional settings can be found beneath these settings. These apply to all search availability widgets.

Search Availability Preferences

• Additional Instructions

Optional text that appears for those using the 'Choose a Date & Center' option for availability search. "Appointments must be scheduled at least 12 hours in advance" in the example screenshot below.

• Prompt for choosing which profile/center of services and Title for All Profiles/Centers option

Change the phrasing of these choices within the 'Choose a Date & Center' option.

• Default search availability date choice

Sets the default date choice within the 'Choose a Date & Center' option.

• Unbooked availabilities become dropins to students on search availability

If checked, in the event that an in-person availability block is not booked within the allowed limit of your profile scheduling restrictions, the availability block will continue to be shown to students as an in-person drop-in to allow the time slot to still be utilized. You can make exceptions to this rule via permission groups under the "Scheduling" tab.

• Hide number of slots found when the campus rules 'too soon' message is displayed

When searching for availabilities beyond what your "Schedule no sooner than" preference allows, TracCloud will inform the user/student that there are X number of availabilities on that date, and to come back later. If you'd prefer that TracCloud did not give a total number, this preference can be enabled.

Additional Settings

• Master List for Search Availabilities Subject

Allows you to restrict Search Availability to a specific list of sections, overriding the Center and Consultant course lists.

• Name for...

These options allow you to change the phrasing of availabilities types in your Trac System. For example, if your students find 'Multi-person' more clear than 'Group', it can be changed here. Default phrasing will be used if these are left blank.

• Format to display Search Subject

Allows you to modify the format of subjects within the Search Availability widget. E.g., including or excluding Title, Section, Faculty, etc.

• Allow Course Lists to be assigned to availabilities

Allows you to choose a course list in the availability subject field as a form of section group. If a course list is selected on a drop-in availability and the student joins with the ad-hoc QR code, the closest matching section from their registrations will be automatically chosen, similar to SI Batch Visits.

• Allow move appointment to earlier time

This allows you to move appointments to a past availability slot with the "Move" button in appointment records, and how many hours in the past are allowed. The recommended value for this option is 0.

• Relax Availability Reasons restrictions for Specialties (use Center Reasons only)

By default when creating availabilities and appointments from the staff schedule, the consultant's reason specialties are used to filter the list of available reason choices. Checking this box bypasses that filter, showing all reasons for the center regardless of the consultant's specialties. This does not apply to the search availability dashboard widget(s), where reason specialties will still apply.

Report Unable to Find Appointment

More information on this feature can be found in its own dedicated article here.

• Setting for Report Unable to Find Appointment

This adds a utility to the Search for Availability screen allowing staff and students to report that they weren’t able to find an availability that works for them. Button Label can be used to change the student-facing phrasing of this option.

• Off disables this functionality.
  

• Standard provides a standard form where students can write out what they searched for and what they did (or didn’t) find. These reports can later be reviewed and managed by staff with the appropriate permissions.
  

• Custom lets you enter a custom URL that students will be taken to after selecting the “Report Unable to Find an Appointment” button.
  
  

• Button Label

Changes the label of the button that students would click when using this utility. Report Unable to Find Appointment by default.

• Instructions

This text appears within the "Unable to Find Appointment" prompt for students & staff, and can be used for additional instructions or contact methods.

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Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

Modules

Listings

• Students

• Attendance

• Appointments

• Availability Blocks

• Courses

• Course Lists

• Documents

• Faculty

• Outstanding Appt Requests

• Referrals (SAGE)

• Registrations

• Sections

• Staff

• Terms & Conditions

• Work Types

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• Custom Views

• Selection Tool

• Saved Searches

• Search Symbols

Students Listing

Student data is one of the most important parts of your Trac System, on top of being the record that all their visits, appointments, documents, and more are assigned to, you also have the student's information directly. You can run reports on visits grouped by student majors, or send emails to students of a certain class, cohort, or any other field you have available. This article goes over some of the ways you can search for these records.

The Students Listing itself (found by clicking 'Students' in the Navigation Bar) contains all student records uploaded to your Trac System. From this page, we're able to manage student data in bulk, creating lists, sending emails, or submitting SAGE referrals, or we can open a specific student record and manage just one student profile at a time.

Each column of information displayed has a clickable header that will sort the listing accordingly. Clicking once sorts ascending, a second click will sort descending.

Using the Search Bar on this screen, we can easily perform quick searches to find specific students. Right clicking in the search bar (shown below) will provide a list of available student fields to search, click any of these to auto-fill the search bar.

Example Searches:

• Find a student by a single value, such as ID. Specifying 'Students.ID=' actually isn't required for ID or Name searches, but it works well as an example.

Students.ID=1931

• ...or name. Names should be formatted as 'Last, First' or 'First M Last'. 'First Last' will also work if middle names are not being imported.

Day, Rob

• Search multiple fields at once, separate your searches by a space.

Students.Major=Mathematics Students.Class=Sophomore

• When performing multiple searches where at least one field contains a space, make sure to surround the contents you're searching for with quotation marks.

Students.Major="Chemical Engineering" Students.Status=Active

• Search in Custom Fields. It's recommended to use the right-click menu to select these, as it will always auto-fill the correct field name.

#sql:InState#=Yes

• Date searches such as this are required to be formatted as YYYY-MM-DD

Students.BirthDate=1993-07-16

• We also offer a special search to find students where today is their birthday.

birthdaytoday

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Students Search

The Student Listing also has a unique Search utility found in the hamburger menu . This utility has the ability to search related tables to find relevant students. This includes the ability to run searches such as "students who have had appointments in the last 7 days" or "students who have ongoing referrals."

• Search Type

This can be set to New Search, Search Selection, Remove found from Selection, or Add found to Selection, depending on the desired effect of this search.

• General Info tab

This tab is where you can search for basic information about the student. ID, Status, Name, etc.

• Appointments

This tab allows you to search for students by appointment information. For example, "students who had an appointment from 02/10 to 02/20 with a status of Missed."

• Visits

This tab allows you to search for students by visit info. For example, "students who visited more than 2 times from 02/10 to 02/20 where the subject was MAT100."

• Registration

This tab allows you to search for students by registration info. For example, "students who are actively enrolled in more than one math course."

• Documents

This allows you to search for students by documents. "Students who have a document of a certain filename uploaded in the last month."

• Surveys

Students who have received or responded to a survey in a certain time period. Requires SurveyTrac.

• SAGE Referrals

Students who have ongoing or completed referrals of a specific type in a specified date range. Requires SAGE.

• Resources

This tab allows you to search for students by their resource usage, whether they have certain items checked out or overdue.

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Hamburger Menu

Every listing page in the Trac System features a hamburger menu with utilities to search for or interact with your list of records. Some of these options are specific to a certain listing/record-type, others are shared. The following list includes definitions for the hamburger menu options available on this listing, and how they can be utilized.

• List All

This option will show all records on the current listing. Some listings have an additional toggle for only showing "Active" records, such as Students and Registrations, which will still override a "List All" search if checked.

• Search

This utility will open a pop-up window unique to each Listing it's present on, allowing you to search your records by a number of different fields. In the case of the Student Listing, you could use this to search related records, such as 'Students who have at least 2 Visits in the Learning Center' or 'Students with a recent Document upload in their timeline.'

• Power Search

This option provides a simple but powerful search utility to find the records you need. String together multiple searches, adding or removing results for each. Use Search Symbols to include ranges of data, and Save Searches for later use if needed. The search term 'blankornull' can be used to find all records with a value of nothing ("") or null ().

• Search by Term Enrollment

Allows you to search based on the students' enrollment in a specific term or multiple terms. The example search below would show students who are enrolled in a 2023SP registration AND are not enrolled in a 2023FA registration.

• Lists

See Student Lists and Watch Lists for more information.

• Saved Searches

See Saved Searches for more information.

• Find/Merge Duplicates

These utilities can be used to cleanup duplicate records in your Trac System. We highly recommend reaching out to Redrock Support directly for assistance in cleaning up this data.

• Find by Values

This utility can be used to search one field for multiple values. If you have a spreadsheet containing a list of student IDs, this is an easy way to pull up the same list of students in TracCloud by copying the ID column into this search field.

• Change Field Values

This utility allows you to make modifications in to your records in bulk. Similar to the Merge Duplicates utility, we highly recommend coordinating with Redrock Support directly on this setting.

• Selected...

The Selection Tool offers several options to filter and manage your records. More information on this feature can be found in its own dedicated article here.

• Views

See Views for more information.

• Send Survey

Allows you to send a survey to the current user list. More information.

• Register In

Allows you to quickly enroll a student in a new registration. Depending on your import configuration, manually recreated registrations may be deactivated during your auto-import.

• Assign Success Plan

Allows you to assign a new Success Plan to the current student list. More information.

• Create Referral

Allows you to create a batch referral through SAGE. More information.

• Create Task

Allows you to send a task to the current student list. More information.

• Toggle Photos

Enable or disable student photos on the Student Listing.

• Create Chart

Based on the data currently being viewed a chart can be generated to visually illustrate the relationships in the data.

• Export CSV

Export current listing contents to a CSV file.

• Send Email

Allows you to send an email directly to a list of users.

• Send Email to Faculty

This email utility allows you to email faculty linked to student registrations. The faculty recipients can be determined by subject, status, and grade. One email will be sent per linked registration, so if there are 3 students listed enrolled in MAT100 with Dave Smith, Dave Smith will receive 3 emails. Faculty recipients can also be filtered by scheduled day/time if section schedule is being imported.

• Show these <records>

This utility takes your selection of records, finds the related records, and takes you to that listing with the resulting records. For example, on the Registration listing, you can "Show these Students" to display the student records for the registrations that you were viewing.

• Print

Allows you to print the contents of the current listing, by extension this also allows you to export the current list as a PDF file.

• New <Record>

Allows you to create a new record based on your selected listing.

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See Also

• Importing Student Data

• Student Lists

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Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

Modules

Global Preferences

• System Preferences

• Search Availability Options

• General KIOSK Login Options

• Terms

• Student Entry Choices

• Student Photo Files

• Dashboard Charts

• 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

Confirm Bio

Confirm Bio allows students and staff to update their own information, either by following a URL sent to their email address after a KIOSK login, or within a prompt displayed in their browser after signing in. The information they’re allowed to view/edit is up to you. You can also prevent students from starting a visit until their bio has been confirmed, or even add staff bio as an element of search availability.

Each student and staff member has a checkbox in their profile that represents whether or not they have completed the confirm bio prompt. This checkbox can be reset manually or automatically to ensure that users have the most up to date information in their profile, even if the information differs from what is found in your import file. Students and staff can also manually edit their bio at any time via a widget on their dashboard.

Student Confirm Bio Settings

• Confirm Staff Bio Activation

Toggles this functionality on or off.

• Reset Student Confirmations on date and Next Date Time for Reset

Provides the option to reset confirmations on a specific date, prompting students to confirm their bio once again. The confirm bio reset process happens at 1am.

• Reset Student Confirmations after days and Reset after ___ days

Provides the option to automatically reset confirmations after a certain number of days.

• Confirm Bio Instructions

This message appears at the top of the Confirm Bio prompt, typically instructions for the information required or terms to agree to.

• Chosen Fields to Display to Student

These are the editable fields within the Confirm Bio prompt. Each field can be assigned a status:
Editable - This field can be edited by students, but if this field is imported, the import will override the contents of this field.
Editable - Prevent Override - Allows editing like above, but the import process will not override the data saved here. Once the bio confirmed checkbox has been checked, no further changes will be made to this field by the import process.
View Only - The student can view the current contents of this field within Confirm Bio, but the field cannot be modified.

• Allow Upload Photo

This gives students the ability to upload their own photo to their student account, rather than batch or automated alternatives.

• Ask Student to Type Initials when confirming

Students will be prompted to enter their initials before continuing, as a form of e-signature.

• Ask Confirmation on KIOSK Login

If the student's bio hasn't been confirmed, their Kiosk logins can be interrupted with one of the following options. If an email choice is selected, additional settings will be made available (email subject and body). On the kiosk prompts, a QR code will also be available that students can scan instead of checking their email.

• Don't Ask on KIOSK disables this functionality; kiosk logins will be unaffected by Confirm Bio status.

• Show Confirmation Form will display the Confirm Bio form on the screen, prompting the student to fill this out before continuing.

• Send Link via Email - Allow Sign In will cause the Confirm Bio form to be emailed to student, but the student will still be allowed to login.

• Send Link via Email - Required before Sign In will cause the Confirm Bio form to be emailed to the student, and will require it to be filled out prior to visit login.
  
  

• Title of Edit BIO button

Allows you to change the label name of the Confirm Bio button on the student dashboard.

• Title of Confirmation Button

This determines the name of the submit button. E.g., "Save," "I agree," "Submit," etc.

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Staff Confirm Bio Settings

The staff side of these settings starts off similarly with our activation rules.

• Confirm Staff Bio Activation

Toggles this functionality on or off.

• Reset Staff Confirmations on date and Next Date Time for Reset

Provides the option to reset confirmations on a specific date, prompting staff members to confirm their bio once again.

• Reset Staff Confirmations after days and Reset after ___ days

Provides the option to automatically reset confirmations after a certain number of days.

• Confirm Bio Instructions

This message appears at the top of the Confirm Bio prompt, typically instructions for this process.

• Chosen Fields to Display to Staff

These are the editable fields within the Confirm Bio prompt. Each field can be assigned a status:
Editable - This field can be edited by staff, but if this field is imported, it will override the contents of this field.
Editable - Prevent Override - Allows editing like above, but the import process will not override the data saved here.
View Only - The staff member can view the current contents of this field within Confirm Bio, but the field cannot be modified.

• Ask Staff to Type Initials when confirming

Staff will be prompted to enter their initials before continuing, as a form of e-signature.

• Allow Edit Course List Specialties

Provides consultants the ability to edit their linked Course List. This also requires their permission group to have the ability to edit course list records. Go to Other > Other Options > Groups > [the group you want to have this ability] > Admin / Modules, under 'Table Access' add 'Course Lists' and change the access level to Edit (No Listing). This will allow them to edit course lists if linked to them (i.e., from confirm bio) but will not give them the ability to browse and edit all course lists.

• Allow Edit Reason Specialties

Provides consultants the ability to edit their own Reason Specialties.

• Allow Edit Personal BIO Text

Provides consultants the ability to edit their own Staff Bio. This is ties into the Show Staff BIO on Search Availability setting.

• Allow Upload Photo

Provides consultants the ability to upload a photo to their staff record.

• Allow Edit Special Needs / Accommodations

Provides consultants the ability to edit their own skills / accommodations. More information.

• Title of Edit BIO button

Allows you to change the label name of the Confirm Bio button on the staff dashboard.

• Title of Confirmation Button

This determines the name of the submit button. E.g., "Save," "I agree," "Submit," etc.

• Chosen Fields to Auto Update Staff Data

In the event that your consultant is linked to a student account (based on the two records having the same username), you can automatically pull a few data points from their student profile into the consultant profile to save time and to ensure they're up to date based on your SIS import. Phone, Name, Email, etc. Manual changes to student accounts also use this auto update utility.

• Show Staff BIO on Search Availability

This enables Staff Bio to be visible to students when searching for availabilities by clicking on a particular consultant's name from the availability search results.

• Layout of the Staff BIO

If the above option is enabled, this determines what/how consultant information is displayed. By default, their Name, Photo, and Phone will appear on the left, with the written Staff Bio on the right. This grid can be changed/moved as needed. Twig tags are supported.

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• Choose to Block Students on List

This can be utilized to block resource access to certain students based on lists. When a staff member tries to log a resource out to a student on this list, a message will appear informing them that this student has been blocked from checking out resources.

• Show resources widget on the student dashboard

Adds a widget to the student dashboard to review currently reserved or checked out resources.

• Allow students to reserve a resource via the dashboard

Expands the above functionality to allow students to reserve resources for themselves.

• Maximum # outstanding reservations overall

How many total outstanding reservations can a student hold for your resources?

• Maximum # outstanding reservations for one resource

How many total outstanding reservations can a student hold for a single resource?

• Maximum # of days for an individual reservation

How many days can a student reserve a resource for? For example, allowing the student to reserve the resource from the 11th of the month to the 17th, but no longer, would mean this preference needs to be set to 7.

• Minimum time needed (days hrs:min) prior to reservation

Choose the minimum amount of time in advance needed in order to reserve a resource. This is to prevent students from reserving items in the very near future.

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Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

Modules

Profile Preferences

• General

• Centers

• Groups

• Staff & Consultants

   • Staff User Level

• Reasons

Prefs

   • Log In/Out

   • Log Listing Customization

   • Log Listing Message, etc

   • Schedule

   • Appointment Display

   • Emails

   • Center Description

   • Advanced Prefs

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• Twig Guide

• Resources

Reasons
Reasons/Services allow your staff and students to provide additional information and reasons for booking an appointment. For example, reasons such as “Counseling,” “Study Plan Help,” or “Exam.” This would let the consultants know what the student needs help with, provide preparation details and information as needed, and gives your staff additional information for reports. Reasons can be managed by going to Other > Other Options > Profiles > [Your Profile] > Reasons.



The hamburger icon contains several management options, detailed below.

• Show Activated

This will display globally activated reasons (left-side checkbox).

• Activate/Deactivate Found Records

Activate/Deactivate reasons in bulk, based on your last search result.

• New Reason

Create a new reason.

• Add Multiple Reasons

Create multiple reasons at once, each on its own line.

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Creating Reasons

Click on the hamburger button, then select “New Reason” to be brought to the Reason creation menu.

• Profile

By default, the profile we started creating this reason in will be selected, however, we can change this value or even choose “Available for All Profiles.”

• Reason

The name of the reason, this will be what’s selected by students or staff during appointment scheduling and kiosk logins.

• Category

The category this reason is assigned to. More information on this can be found further into this article.

• Sort Code

Manually specify how your reasons are sorted during login or appointment search. This can be numeric, or you can simply paste your reason name to sort alphabetically.

• Log Out Method & Visit Time

There are three Methods available.

• Auto Logout After Time, which will automatically log the student out of the center when the time specified in Visit Time is reached.
• Auto Logout Immediately will log the student out immediately after they’re logged in and create a visit record of the length specified in Visit Time.
• Notify Time Expired, which will send out an email based on the checkboxes used when the time limit is reached. The contents of this email will be determined by your 'Visit Duration Notification' email in your Profile Prefs.

• Inactive

We never recommend deleting records in TracCloud, as this removes them from reports and related records. In the event that you are no longer utilizing a reason, you’ll want to check the Inactive box instead of deleting it to keep the records available and accurate.

• Work Reason

Work reasons allow consultants to login to TracCloud and track their work hours. This data will then be available to users with appropriate permissions via payroll reports. For more information on payroll tracking in general, click here.

• Ignore Section Specialties when Searching Availabilities with this Reason

This functions similarly to the 'Ignore Specialties' options in Centers. If a student is searching for availabilities and selects a Reason with this checkbox enabled, they will see all consultants assigned to this Reason regardless of subject chosen. Typically used for Writing or Coaching-related Reasons.

• Do NOT SHOW for Students (staff only)

If checked, this Reason will only appear for staff who are booking appointments on behalf of students. Students themselves will not see this Reason.

• Do NOT SHOW for Appointments
• Do NOT SHOW for KIOSKS
• Do NOT SHOW for Batch Visits

Don’t show this reason under these specific circumstances.

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Assigning Reasons to Centers

There are two ways to assign Reasons to your Centers, first is directly from this tab in your Profile. The checkbox button on the right-side allows you to activate/deactivate reasons for the center selected in the top-left corner, or display all activated reasons for the selected center. This can also be used with “All centers” selected, allowing you to quickly add or remove a reason from all of your centers.

Reasons can also be assigned from your Center directly. From your Profile, click on the Centers tab followed by the Center you want to update. The very last option on this page is 'Active Reasons,' allowing you to add or Remove reasons for this specific Center.

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Reason Categories

Categories allow you to group different reasons together. If you have several reasons available, it can be beneficial to group them into categories that staff and students can select when booking appointments.

These Categories will appear followed by “…”, which when clicked will prompt you to choose a Reason within the category.



As an example, a “Placement Assessment” category that contains different assessment reasons for each course. A “Note-Taker” category, “Make-Up,” etc. If you have multiple reasons that would be better grouped together, putting them in the same category allows for improved organization and an easier appointment booking process for staff and students.

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See Also

• Log In/Out Preferences - To require users select reason during visit login.

• Search Availability Options - To require users select reason during appointment searches.

• Staff & Consultants - Assigning reason specialties to staff.

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• Choose to Block Students on List

This can be utilized to block resource access to certain students based on lists. When a staff member tries to log a resource out to a student on this list, a message will appear informing them that this student has been blocked from checking out resources.

• Show resources widget on the student dashboard

Adds a widget to the student dashboard to review currently reserved or checked out resources.

• Allow students to reserve a resource via the dashboard

Expands the above functionality to allow students to reserve resources for themselves.

• Maximum # outstanding reservations overall

How many total outstanding reservations can a student hold for your resources?

• Maximum # outstanding reservations for one resource

How many total outstanding reservations can a student hold for a single resource?

• Maximum # of days for an individual reservation

How many days can a student reserve a resource for? For example, allowing the student to reserve the resource from the 11th of the month to the 17th, but no longer, would mean this preference needs to be set to 7.

• Minimum time needed (days hrs:min) prior to reservation

Choose the minimum amount of time in advance needed in order to reserve a resource. This is to prevent students from reserving items in the very near future.

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Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

Modules

Profile Preferences

• General

• Centers

• Groups

• Staff & Consultants

   • Staff User Level

• Reasons

Prefs

   • Log In/Out

   • Log Listing Customization

   • Log Listing Message, etc

   • Schedule

   • Appointment Display

   • Emails

   • Center Description

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Groups
Permission groups determine what kind of access your staff have to various elements of TracCloud. Each group represents a set of permissions. Do you want this group to access the schedule? Which centers? Can they create students? Can they manage resources? These options and many more are available to modify in your permission groups.

From a profile perspective, this tab displays the groups assigned to the profile, allowing you to manage your staff permissions to ensure they only have the information they need, and nothing more. Groups can also be managed from their own dedicated list by going to Other > Other Options > Groups.


We can create a new, or add an existing permission group to the profile by clicking the hamburger icon. New group will prompt us to choose a name and which profile it’s assigned to. After saving, you will be brought to the settings menu where we can configure the permissions of this group.

Within each permission group, you will find multiple tabs to categorize different types of preferences. Details on each of these tabs and the preferences within can be found below.

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Center Access

• Color/Icon Code

Some of these options have multiple permissions based on the icon selected for each field. Click on the icon to cycle through the available options. The key for what each icon represents is within the preference name. For example, “Scheduling: View Sched and Edit All or View Sched…” in the screenshot below.

• Scheduling

These are the center schedules that staff assigned to this group can view/manage.

Schedule Access Options

	View Staff Schedule	Edit Appts on Staff Schedule	Edit Avails on Staff Schedule	Book Avail on Dashboard
View Sched and Edit All	Yes	Yes	Yes	Yes
View Sched - Edit Avail	Yes	No	Yes	No
Search Availability Only	No	No	No	Yes
View Sched - No Edits	Yes	No	No	No
View Sched - Edit Appt	Yes	Yes	No	Yes

• Only access own schedule

Restrict consultants in this group to only being able to access their personal calendar (for the centers they’re assigned to). This also applies to which appointments they can view on the Appointments Listing, if that access is provided via table access.

• Prevent create new appointments

Prevents users in this group from creating new appointments, independent of the center view/edit choice.

• Viewing, Logging, Reporting Visits

This determines which centers the staff in this group can view or record visits in. The View Visit - Hide Notes access option can be used to restrict this group from viewing or editing the notes field in visit records.

• Show the Center Status Tab on Main Menu

The Center Status tab appears on the staff main menu and provides a brief summary of visit/appointment totals as well as how many students are waiting in each of your centers. This checkbox enables or disables this feature for staff in this group.

• Lists

You can choose which student lists this user group can view/edit. Just as with the center options, we can change the color of the squares to determine their level of access to each list (only search or search and edit).

• Task Types

Which task types can this staff member view?

• Notification Types

Which notification types can this staff member view?

• Document Types

Which document types can this staff member view/edit? Editing permissions are required in order to upload documents.

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User List

The User List contains all staff accounts that have been assigned to this profile. At a glance, we can see their name, email, and phone, but we can also click the entry to start editing their staff profile. We’ll go into more detail on this process in another article.

• Move Selected Users to...

Allows you to easily select and move staff members to another permission group.

• Delete Selected User(s)

Allows you to quickly select and delete staff members.

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Scheduling

• Show Consultant Location on Day Schedule

Displays the consultant’s location beneath their name on the day schedule view.

• Show which student contact field on Schedule

Displays the student’s email or phone number in the top-left corner of appointments.

• Allow user to override any scheduling rules

If this is checked, staff in this group will be able to bypass scheduling restrictions to book appointments for students regardless of the scheduling rules in place. A warning will still display notifying the user that they are booking beyond what a max appointment rule allows.

• Allow user to pick repeating schedule dates

If checked, users in this group can modify the included dates when booking a recurring appointment for a student.

• If this is a consultant, do not cause one on one availabilities to be converted to drop in on search results

If the related global preference to convert unbooked 1-on-1s to drop-ins is enabled, this checkbox makes the consultants in this group an exception. These consultants will no longer have their availabilities converted to drop-ins, their availabilities will simply disappear from the available time slots when the schedule no later than threshold is reached.

• Allow user to generate a dynamic search appointment QR Code based on an existing search appointment link

If enabled, users in this group will be allowed to create dynamic QR codes for custom appointment links. More information on this feature can be found in the scheduling prefs article.

• Only allow links for self

Continuing from the option above, this option prevents consultants in this group from creating availability links for other consultant's schedules.

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Student / Visit

Student Access Preferences

• View/Edit Student using form [Standard/Brief]

This option affects what fields are visible in the General > Info tab of student profiles. "Standard" allows these staff members view student profiles as usual, with access to every field (based on global preferences and the options below). While “Brief” limits access to only a handful of fields, as seen in the comparison below. The "Brief" view inherently prevents saving student records even if table editing access is granted. If you need to provide permission to save student records while only showing "Brief" fields, use the "Brief with Save" form instead.

• Allow user to delete student records [Standard Only]

This determines if staff members in this group can delete student profiles. It is recommended to leave this unchecked for non-administrative groups.

• Allow user to create prospective student requests

Allows users in this group to create prospective student records from the students listing. Requires additional configuration in global settings, click here to learn more.

• Prevent mass emailing from Student Listing

This prevents these users from sending batch emails to multiple students at once.

• Prevent Action Send Email to Single Student

This prevents users from sending emails to individual students.

• Hide [field] of student

These options allow you to toggle certain fields on or off depending on what these users should have access to, such as IDs and phone numbers. Some of these are only available if the “View/Edit Student using form” option is set to “Brief.”

• Show Student Flag Information (Flag Text)

This enables a "Flag Information" text field in the "Other Info" tab of student profiles. If data is entered in that field, a grey flag icon will appear next to the student's name on the students listing.

• Hide [tab] of student

These options allow you to disable the additional tabs in student profiles. The "Campus" tab contains some preset fields that have been enabled in Student Entry Choices under Global Preferences, and the custom tabs can be renamed in that same menu. Other Info and all custom tabs exclusively contain custom fields.

• Limit Student listings to the chosen list

This allows you to restrict the students viewable by staff in this group to only students on a specific student list.

Visit Access Preferences

• Allow user to view student visit satisfaction & Allow user to view consultant visit satisfaction

If visit satisfaction questions are enabled in your profile's log in/out preferences, these options allow you to control which groups can access the responses that were recorded. View and Edit allows this group to change the satisfaction rating for visits, while View only allows them to access what was previously saved. No Access hides these fields entirely in visit records. The visit satisfaction question will still appear during logout if View/No Access is selected, these options only affect concluded visit records.

• Allow user to send notes to coach/advisor

Provides these staff members the ability to initiate the Visit Notes email from visit records, and enables automatic sending of the Visit Notes email if it's configured to do so in your Profile Prefs.

• Prevent log in/out from KIOSK and Log Listing

If checked, these staff members will not be able to log students in/out on the Kiosk or Log Listing pages.

• Allow user to save changes to visit records (and which visits)

This controls whether or not these staff members can save changes to visit records. If enabled, you can specify if they can save changes to their own visits or all visits.

• Allow user to delete visit records (and which visits)

This determines if staff members in this group can delete visit records. If enabled, you can specify if they can delete their own visits or all visits.

• Prevent user from accessing Batch Visits

If checked, users in this group will be unable to record visits with the Batch Visits utility.

• User may view which visits

This determines if these staff members can view all visits, only their own, or none.

• User may view which work visits

Similar to student version of this option, but for work visits instead.

• Show the Utilization Tab on Main Menu

Enables the Utilization widget, allowing quick access to recent visits from the dashboard. Consultant accounts will also have the ability to quickly filter to only their own visits. All visit access permissions are still used, this does not provide additional privileges, only faster access to these records.

• Show the Status Charts on Main Menu

Enables access to Status Charts, essentially menu reports that you can run from the dashboard. Click here for more information on Status Charts.

• Show the Watch Lists on Main Menu

Allows access to the Watch Lists from the dashboard. This only displays the lists that this group has access to. Click here for more information on Watch Lists.

• Show the Tasks & Create Task on Main Menu

Enables access to the Create Task widget on the dashboard. Click here for more information.

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Log In/Out

• Allow user to create student when not found in Log in Lookup

If a student record isn’t found based on the ID entered on the Log Listing, staff members can be given the ability to immediately create a new account for the student they’re logging in. This is generally not recommended as it can lead to duplicate students being created if someone was entering the wrong identifier in the first place.

• Show KIOSK for Generic All Profiles option

This adds an additional Kiosk option for these users that allows students to login to any Profile's center from the same Kiosk.

• Lock all KIOSKs and Log Listings to IP Zone for this Group

This option allows you to restrict kiosk/log listing access based on IP address. You can define IP address zones or simply an "On Campus" IP address in system preferences. The default value of blank will not restrict access based on IP.

• Allow user to log resources in and out

This allows these staff members to log resources in/out via a “Log Resource” button within the “Other” tab in the navigation bar.

• Allow user to view what resource the student has logged out

This allows staff members in this profile view resources that students have logged out.

• Allow consultant to login for work at their main menu

Provides consultant accounts the ability to login for work visits from the dashboard. This will appear as a clock icon in the navigation bar where they can initiate or conclude their work visit without going through the log listing or a kiosk.

• Hide 'Is Work' for Quick Visits / Visit Entry

If enabled, these users will not be allowed to create quick work visits. Work visits must be recorded by logging in and logging out.

• Allow consultant to login for work on KIOSK where the user logged in is themself

By default, staff members are not allowed to login for work visits on kiosks that they initiate. If this option is enabled, that restriction is lifted, allowing them to login for work on their own kiosks/log listings.

• Allow staff to view work visits on schedule

If enabled, users in this group can view work time on the staff schedule, visualized as a red line overlaying the schedule. This can be restricted to only their own work visits, or all.

• Log In to Work: On/Off Campus Restriction

Both of these options allow you to restrict whether or not this user can start a work visit from their dashboard depending on their IP address. After you designate an on campus IP address in your system preferences, you can set these preferences to one of 4 values:

No Restriction - No additional restrictions regardless of IP.

Only with Appointments - Can only login for work during an appointment or drop-in availability time, with the allowed login window being determined by No sooner than x minutes before appointment starts and No later than x minutes after appointment starts.

Only with Appointments same modality ('Off Campus' only) - Same as above, but only if the appointment or drop-in availability is online.

Appointments/Availability same Modality ('Off Campus' only) - Same to above, additionally including any availabilities even if unbooked.

Not Allowed - Block work visit login entirely for that IP zone.

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Admin / Modules

• Table Access

This primarily determines which Listings these staff members can access. For example, you could entirely prevent a group from accessing the student listing, course listing, etc. Each table can be set to a different access level:

View Listing and Edit provides full access to this listing, along with editing permissions.

View Listing (No Edit) means that these staff can view the Listing page and the records within it, but can't save any changes.

Edit (No Listing) allows staff to edit records, but not browse the Listing page. A common example here would be Course Lists, where Consultants may be able to edit their own Course List, but you don't want them browsing to or editing others.

View Entry (No Listing) will prevent users from accessing the Listing or applying changes to individual records, but they are allowed to view individual records if provided a link.

• Custom Views

Custom listing views can be shared to groups, allowing staff in this group to select these alternate views when needed.

Normal View will be available to switch to from that listing, but will not be the default.

Default View - will be the default when these staff members open the listing, but they can still switch to other views (or standard).

Only this View will be the only view this group can see for the related listing, they will not be allowed to switch to other views.

• Custom Searches

Custom Saved Searches can be saved and shared to groups.

• Allow user to access reports

This enables or disables access to reports. Some reports are restricted to certain User Levels independent of group, click here for more information. Choose the specific reports that users in this group can generate using the menu below.

• Allow user to access payroll reports

This enables or disables access to payroll reports specifically. The above option also needs to be enabled for a staff member to view these reports. These reports are also only available to users designated as "Profile Admin" or higher.

Module Options

• [ SurveyTrac ] SurveyTrac Access

Controls which surveys these accounts have access to.

• [ SAGE ] Allow user to view referrals on Dashboard

Adds a Referrals tab on the Dashboard providing quick access to referrals assigned to themselves, including information such as the Type, Date created, Date Followed-up, and Date Processed.

• [ SAGE ] User may view which referrals

This option allows you to choose whether staff members can view all referrals or exclusively referrals they personally created.

• [ SAGE ] User may DELETE which referrals

Choose which referrals staff in this group can delete. All, their own, or none.

• [ SAGE ] Referral Type Access

This determines which referrals these staff members can access, including editing permission.

• [ Q2 ] Q2 Module Group Access

This determines which Q2 Configs these staff members can access.

• [ Text Alerts ] Allow user to view and edit the student field ‘Receive Text Alerts’

This option gives staff in this group the ability to enable or disable text alerts for students from the student’s profile.

• [ Text Alerts ] Allow user to send SMS messages to students

This option provides staff the ability to send students messages directly, either from the Log Listing or the Student’s Profile under the “Actions” tab.

• [ Text Alerts ] Allow user to send SMS messages to staff

Just like students, staff can also be sent SMS messages from their profile via the “Actions” tab. This option determines whether or not this option is available for staff in this group.

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Restrictions

• Prevent User from Creating Staff Records

If checked, these staff members will not be able to create additional staff accounts.

• Prevent User from Editing Staff/Student Passwords

If checked, these users will not be allowed to set new passwords for students/staff.

• Prevent User Viewing Grades

If checked, these users will be unable to view the grade field in registration records.

• Disable Notifications

By default, staff will receive notifications about visits, appointments, tasks, outstanding appointment requests, and more in a bell icon in their navigation bar. This box can be checked to disable this feature for staff in this group.

• Override Required Field Validation (SysAdmin only)

If checked, SysAdmins will be allowed to save records without filling out required fields (standard or custom fields). This option can only be enabled in the SysAdmin group.

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Add existing group

If you already have a group assigned to another profile (or no profile at all) that you want to provide profile access to, you can use the "Add existing group" utility. This allows us to provide staff members assigned to that group the ability to schedule and manage visits in centers outside of their own profile.

To accomplish this, click the hamburger icon again, and choose “Add Existing Group.” Next, select the group you want to add, which adds it to the list of groups. When clicking on this group (that still primarily exists in another profile), we’re given a restricted set of options, as it’s only displaying options relevant to this secondary profile.

• Group Name

Changing the name here will also change its name in the primary profile.

• Profile

This shows the primary profile this group is assigned.

• Scheduling and Visits access

This is exactly the same as assigning center permissions in standard groups. This controls which centers staff members can view/edit visits and schedules in.

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