TracCloudWhatsNew: Difference between revisions

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

Appointments Listing

An Appointment represents the reservation of a time slot (availability) between a student and a consultant. The student intends to show up at your center at X date & time, for Y subject, Z reason, etc. If the student attends this appointment, a visit record will be created. If they do not attend, no visit will be created, and the status will be recorded as cancelled or missed as needed. Appointments can additionally contain custom fields that both students and staff can fill out, as well as documents that need to be shared between the two parties.

The Appointments Listing can be viewed by going to Other > Listings > Appointments. Access to this listing can be provided by adding "Appointments" table access to a permission group under 'Admin / Modules'. This listing contains all appointment records that you have permission to view, including the ability to make batch changes, create custom views, or simply search for and few individual appointments. The icon shows if the registration that the appointment was booked for is still active.

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 appointment records. Right clicking in the search bar (shown below) will provide a list of available appointment fields to search, click any of these to auto-fill the search bar.

Example Searches:

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

Students.ID=1931

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

Students.ID=1931 Appointments.Online=1

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.ID=1931 Reasons.Reason="Paper Writing"

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

Appointments.StartDT=2023-04-27

You can also search by a date range with ... (quote protected)

Appointments.StartDT="2023-04-20...2023-04-30"

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.

All Appointments, Today, Recent Appointments, etc

These options allow you to quickly search for a specific date range for your appointment records. Recent Appointments is the default, showing the past 6 months of data.

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.

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 ().

Saved Searches

See Saved Searches for more information.

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.

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.

Create Chart

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

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.

See Also

Schedule Management

Custom Fields - Custom fields can be placed in appointment records.

Search Availability badges can be used to add information and indicators to availability slots. Each badge can appear for certain conditions, based on center, availability section/reason, location, skills/accommodations, etc.

Click "New Availability Badge" to begin. This will open a form where you can enter the details for your badge.

Manually Linked

Rather than the badge automatically appearing based on certain conditions, these badges appear in a menu to be manually selected on the availability itself.

Name

Name of the Badge. This will not be displayed for students

Availability Type

Drop In, 1-on-1, or Group availability

Consultant

Assign a specific Staff

Reason

Assign a specific Reason

Center

Assign a specific Center

Section

Assign a specific Subject

Special Needs

Select if applicable (more information)

Online

Availability Type; Online, In Person, or Optional

Location

Location of the availability

Once you've decided where the badge is needed and have made your selections from the options above, you can now determine which icon, colors, and info work best for the badge created.
Color: Color of Icon
Icon: Choose from the list or use a custom icon
Info Text: Enter text that will display when users hover over the icon

In the example screenshot above, this badge will only appear on availabilities of staff who have been assigned the “ASL” accommodation and are available in the Learning Center. Once saved, your badge will appear in the profile preferences if you need to edit/delete it later.

Any fields left blank will not be considered for where this badge appears, you can be as specific or non-specific as needed. You can also create as many badges as you'd like, more than 1 tag can appear for the same availability. When students search for an availability, the badges will display to the right of the screen as shown below.

Contents

Basics

Listings

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

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

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.

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.

See Also

Importing Student Data

Student Lists

Contents

Basics

Listings

Tech Docs

Modules

Profile Preferences

Prefs

Centers
The Centers tab contains all of the Centers created in this profile. A center can represent a physical center, department, or any other division that you may want to designate. From this menu, we can also see the linked course list and the color designation.

Creating a Center

The hamburger icon button contains the option to create a new center. Once selected, you will be taken to a General tab where you can start configuring your center.

Inactive

We never recommend deleting centers in TracCloud, as this will remove the related records (Visits/Appointments/etc) from reports and student/staff histories. Instead, we recommend setting these records to Inactive, which will hide it from view, but keeps the records available for reports or reactivation.

Profile

All of your centers are assigned to profiles; this field displays which profile this particular center has been assigned to. This will default to whichever profile you started creating the center from.

Center Color

The accent color for this center. This color will be shown in the center list and on the schedule.

Name

The name of the center, which is typically displayed to all user types in regards to visit tracking and scheduling.

Fund

The optional fund or payment source for this center. Click here for more information on funds and payroll tracking.

Ignore consultant specialties for this center (ie Writing Center)

When searching for availabilities, only consultants who are assigned to the selected subject will appear. For example, when a staff member or student selects “MATH101”, only consultants who can assist with MATH101 will be displayed. This checkbox disables that, allowing consultants in this center to assist with any course, regardless of their assigned course list. This is typically used for writing centers, and only applies when searching for availabilities from the dashboard, and does not have an effect when booking appointments from the staff schedule. The center course list still applies as usual.

Utilize Students/Consultant Link for this Center (if Defined in Profile)

If configured in your profile options, students can be linked with advisors/consultants based on a field in their profile. When that student logs in, they will only see advisors that match their linked field. Checking this box enables this feature in this center. For example, students would only see advisors assigned to their major, etc.

Students with Null or Blank Values in Linking field can book with anyone

This option expands on the above, so that if a student does not have any data in their assigned advisor/major/etc field, they are allowed to see all consultants in search results. Otherwise, no results will be returned from this center.

Hide on Log / KIOSK Listing Menu

Enabling this option will remove this Center as a choice in the KIOSK and Log Listing menu, as well as from the available Center choices when logging into a Profile-wide Kiosk.

Hide for Work Visits on Consultant Work Login

Enabling this option will remove this Center as a choice when staff members are logging in for work visits.

Course List for this Center

This setting determines which courses are assigned and available in this center. Click here For more information on Course Lists in general.

Allow/Prevent Students

Allow or block students on a specific list from logging into or booking appointments in this center. If a list is selected in an "allow" field, all other students would be automatically prevented from scheduling/logging in.

Active Reasons Allowed for This Center

The reasons assigned to this center. This controls which reasons are displayed when searching for and booking appointments, as well as the options available during kiosk logins.

Additional tab

The Additional tab contains information about the center that can be accessed from the Searching for Appointments screen. If preferred, a profile-wide default can be set rather than entering a unique description for every center. The center description takes priority if both are used.

When searching for an appointment, you can click the info icon/center name, and the additional information will be displayed.

This information can contain a center description, map location, written location, additional info, hours of operation, and even photos. More information on configuring this screen can be found in our dedicated Locations, Hours, and Descriptions article.

Description

This text field appears in the top-right corner of the Center Info window.

Picture 1 URL

A direct link to an image of your choice, this will appear in the top-left corner of Center Info.

Map Coordinates

This will be the location displayed in the Google Maps box, and how far zoomed in/out the default view is. Formatted as Latitude, Longitude, default zoom level.

For the default zoom, 12 would be fairly zoomed out, giving people a highway/main road reference, 15 would be a typical street-level view, and 18 would be a zoomed in campus-level view.

Location/Address

This will appear above the Google Maps box, providing the written address.

Hours of Operation

Your center hours, displayed on the left-side of the Center Info box.

Picture 2 URL

A direct link to an image that will appear in the lower-left corner of the Center Info box.

Additional Information

An additional text field that displays at the very bottom of the Center Info box.

Any field left blank will simply not appear in Center Info at all.

Contents

Basics

Listings

Tech Docs

Modules

Profile Preferences

Prefs

Staff & Consultants
This tab is where you will find your staff/consultants that have been assigned to this profile. From this view, we can see the staff names, the centers and group they’re assigned to, and what type of staff member they are (consultant or regular staff).

For a complete list of staff, not just staff assigned to this profile, go to Other > Other Options > Listings > Staff.

To create a new staff member, click on the hamburger button, then select “New Staff Member.”

General / Name, Photo, Permissions, etc.

First Name, Last Name

The staff member’s name. This will display on the staff schedule and in reports. This can also display to students if alias is not being used instead.

Username

This is the username that this staff member will use to login (or for SSO authentication). Coordinate with your IT and/or Redrock Software to determine what your username format should be (e.g., ID number, email address, etc).

Other ID

This is the alternate ID of this staff member, can be used for searches or staff work visits.

Hired / Terminated & Reason

Hired/Termination dates as well as the reason for termination can be recorded for reference if needed. This does not affect Trac System functionality.

Staff Bio Confirmed & Confirmed Date / Time

When and if this staff member has completed the confirm bio prompt. More information on Confirm Bio can be found here.

Pronouns

This staff member's preferred pronouns, this information can be shared with students via Twig tags in emails or in Staff Bio on Search Availability.

Sort Code on KIOSK Login / Scheduler (A-Z)

During visit login/logout or on the staff schedule, where a list of consultants are shown, the results will be sorted alphabetically by last name. You can enter text in this field to override this. For example, Hans Zimmer would typically be at the very end of the list, but if you enter "AAA" in this field, they would be displayed towards the very top instead. The opposite is also true, you can enter "ZZZ" for Dave Anderson to push him towards the bottom of the list.

Staff BIO

A written bio of this staff account. Can be displayed to students, more information.

Inactive

We don’t recommend deleting records in TracCloud, as this will also disconnect them from related records (Visits, Appointments, etc). Instead, we recommend deactivating the account by checking this box. This will hide them from view and prevent them from logging into TracCloud, but the record and related data remains available if needed, for historical reporting or later reactivation.

Title or Position & Supervisor

This staff member's position title and supervisor for reference if needed. This does not affect Trac System functionality.

User Level

The user level determines some baseline rules for what this staff member can and can’t access. More information.

Default Center

This is the primary center the staff member is assigned to. Also determines which profile's "Staff & Consultants" list they appear in.

Permission Group

The permission group that this staff is assigned to. More information.

Linked Centers

This is where you can assign staff members to different centers in TracCloud. A center must be assigned here for a consultant to have availabilities in or be assigned to visits for that center.

Notes

An optional field for any notes that you may want to record relating to this staff member.

Consultant

If this checkbox is selected, this staff member will be made an available option on the schedule and allows them to be linked to visits. Additional consultant-specific options also become available, as detailed below.

• Alias

An alternate name that will appear when searching for appointments. Requires the “Display consultant alias on availability search” option to be enabled in your Profile Scheduling Prefs.

• Online Link

If remote appointments are held via online conferencing platforms (Zoom, Webex, etc), each of your consultants can have a unique invite link defined in their profile. When a URL is placed here, and their availability is set the online meeting type, the URL entered in this field will appear in the available location choices.

• Fund

This is used as the consultant's assigned fund, if applicable. More information on funds and payroll features in general can be found here.

• Pay Code

This consultant’s pay code will determine their pay rate when running payroll reports. More information.

• Max Hours

Can be used to limit the number of hours this staff member can be booked in a certain range of days, even if they have open availabilities on their calendar. This requires setting up a corresponding max appointment rule, more information here.

• Location

The Location option assigned here will display as an option when creating availabilities on this consultant’s schedule.

• Do not show on schedule

If checked, this consultant will not show up on the schedule.

• Course List of Specialties

The course list selected here determines which subjects this consultant can assist with. More information on creating and managing course lists can be found here.

• Accommodations

These are the skills/accommodations that this consultant can assist with. For example, if accommodations are used to specify a preferred language, you could select the languages this consultant can assist with here. More information on configuring these accommodations can be found here.

KIOSK

If the “KIOSK” checkbox is selected, the account is heavily restricted and many fields are removed. Kiosk accounts can login and select a Kiosk to open, and nothing else. Normal staff members can open kiosks as well, but this can be useful if you need to create a generic account to share with other people to open kiosks in your center.

Contact & Other Data

Most of the options here are self-explanatory, just basic contact information about this staff member, such as their email address, phone number, address, etc. The icon indicates whether or not they're opted into text alerts. Custom fields can also be created on this page as well.

Certifications & Work Plans

This menu allows you to view and manage this consultant’s certifications (e.g., CLRA). New certifications can be created by selecting the hamburger icon > New Certification, which will take you to an empty form to fill out. More information on Work Plans can be found in its own article by clicking here.

Reason Specialties

This tab allows you to specify which reasons this consultant is assigned to. If a user searches for availabilities with a reason that the consultant isn't assigned to, they won't appear in the search results, similar to section specialties.

Timeline

The staff timeline operates similarly to the student timeline, showing a history of their related records. Visits, appointments, tasks, document uploads, etc.

Staff Listing

To view a list of all staff accounts in TracCloud across multiple profiles, go to Other > Listings Staff.

Staff records can be duplicated by clicking the button. This will copy group, user level, default center, linked centers, consultant status, course list (generic course lists only, per-consultant course lists will not be copied), reason specialties, and accommodations to a new staff record and prompt you to replace unique information such as name, address, etc.

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.

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 ().

Saved Searches

See Saved Searches for more information.

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.

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.

Views

See Views for more information.

Batch Create Certifications/Work Visits & Batch Activate/Deactivate

Allows you to create these Staff-specific records in bulk, or change the activation status of many staff members at once.

Export CSV

Export current listing contents to a CSV file.

Send Email

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

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.

Create Task

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

New <Record>

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

Contents

Basics

Listings

Tech Docs

Modules

Profile Preferences

Prefs

Log Listing Message, KIOSK Notices, and Custom KIOSKs

This section of your profile preferences contains additional options relating to the Log Listing, KIOSKs, and more.

Other > Other Options > Profiles > [Your Profile] > Prefs > Log Listing Message, KIOSKS Notices, and Custom KIOSKs

Notices, Welcome, Goodbye messages

A notice can be configured to display on KIOSKs and the Log Listing page. This message can display information that may be useful to staff and students who are trying to login. This message also supports HTML, so you can use bold or italics tags to adjust the visibility of your message.

Here’s an example of a message we can include.

Which displays as:

Kiosk Login Welcome / Goodbye Messages

These are custom, Twig & HTML-supported messages that can be displayed during the login/logout process on the KIOSK or Log Listing. This allows you to display information to the student while they’re logging in, maybe their upcoming appointment information or contact info for the consultant, this is up to you. For more information on Twig, take a look at our dedicated Twig article.

Before these messages can be saved, you will need to select the “Preview” button. This will show you how your message will be displayed using a recent appointment/visit as an example. If there are any errors, you will be notified so you can correct them before saving.

Here’s an example of how the Welcome/Goodbye messages can display:

Auto Terminate

The Auto Termination process can automatically conclude ongoing visits at the end of the night and/or correct visits that have a longer-than-intended duration. There are two parts of this process. The first, Terminate all still logged in, will only conclude visits that are still in-progress by your Time for Nightly Termination. The second, Auto terminate visits longer than, also applies to on-going visits that meet this criteria, however, this additionally applies to concluded visits that same day. For example, if a user created a 10-hour visit for one of your students, this process will change it back to your defined time.

Terminate all still logged in

If enabled, any on-going visits by Time for Nightly Termination will be concluded and set to your defined duration.

Auto set these visits time to (minutes)

If an on-going visit is terminated, this is the duration it will be set to in minutes. If this is set to 0 minutes, a terminated visit will be deleted instead.

Open visit terminations applies to Work Visits

Also apply the above logic to consultant Work Visits as well.

Auto terminate visits longer than (minutes)

This part of the process will also affect concluded visits as described earlier. This should be set to your maximum possible visit duration to prevent accurate visits from being adjusted. Leave this and Auto set visits time to blank to disable this part of Auto Termination.

Auto set visits time to (minutes)

This is the duration visits will be changed to in the above scenario. Leave this and Auto terminate visits longer than blank to disable this part of Auto Termination. If this is set to 0 minutes, a terminated visit will be deleted instead.

Time for Nightly Termination

This is the specific time the Auto Termination process runs each day. This should be set to a later time in the day (e.g., 11:30pm) to prevent actual in-progress visits from being affected.

Send Email Notification to Student / Center Admin

Toggling these options will send an email to the student and/or center admin letting them know that the student wasn’t logged out. If Center Admin is chosen, additional email addresses can be CC'd in the box below. "Center Admin" refers to the email address entered in [Your Profile] > Prefs > Emails > Profile Email Address.

Delete visits waiting (not started)

If a 'Waiting' status visit reaches the auto-termination window, you can choose if it's terminated normally (unchecked) or deleted (checked).

Terminations apply to Work Visits

If you would like to also terminate work visits, you can check this box and define a different threshold and adjusted time.

Termination deletion email & Termination modification email

These allow you to override the default email that sends to students when their visit is automatically terminated. You can modify the deletion and the modification email independently of each other, leaving these blank is also safe as the system will use a default template in that case.

Other Log In/Out Preferences

KIOSK Enter ID label

Changes the text shown in the Log Listing/Kiosk “Enter ID” box.

Batch KIOSK Enter ID label (IDs only)

Changes the text shown in the Batch Visit QR Code "Enter ID" box.

Log out of this profile when student logs in to another profile

If enabled, when a student logs into Center 1, then logs into Center 2, their visit in Center 1 will be automatically concluded.

Show total visit minutes when logging out

This will show the visit duration in the relevant center during logout.

Show Other Choice when logging in to single center even with appointment

If enabled, students will be able to login to the center for a purpose other than their appointment during the login process. Otherwise, TracCloud will assume they are logging in for their appointment (i.e. selecting the first option in the screenshot below automatically).

Warn user if visit time is less than (minutes) & Warning message to display

If enabled, the staff member logging a student out of a visit that hasn’t lasted the specified amount of time will receive a notice as seen in the screenshot below. This message also supports Twig tags for displaying student data (see our dedicated Twig article), and can be previewed with the “Preview” button so you know what your changes will look like.

Allow user to cancel logout

Provides the ability to cancel during the student logout process, to keep the student logged in. This only applies when trying to logout within the time limit set for Warn user if visit timeless than (minutes) when logging out.

Obscure student ID (***) on login

If enabled, IDs entered on the log listing will be obscured.

Auto lock visits older than (days)

This preference allows you to prevent visit records from being modified after a specified period of time. This applies to all user groups modifying visits in this profile, with the exception of SysAdmin users.

Custom Kiosks

Custom kiosks can be configured for specific visit scenarios. For example, if one of your kiosks is only going to be used for a specific Center/Reason combination, you can use a Custom Kiosks to make sure students are logging in with those fields predetermined. You can also select a Location, Consultant, Section, Meeting Type (Online/In-Person), and even IP address zone.

These custom kiosks can be accessed from the same menu as your standard center kiosks. They will appear in the bottom half of the list, separated by a horizontal line. The only visual difference within the kiosk is that any fields preselected in the custom kiosk menu won’t show up during student logins, as the visits will already be assigned to that Center/Reason/Consultant/Location.
Allow Only Custom KIOSKs for Logging disables the preset center kiosk options that you would see by default, only allowing you to open custom kiosks.

In addition to standard kiosk functionality, custom kiosks also allow you to create static QR codes that your staff can reuse with a rotating confirmation code.

Static QR Codes expire

Choose how frequently the QR code expires, daily or weekly.

Previous Codes Overlap Time

Add a buffer allowing "expired" QR codes to be used after a new code is generated.

Round Signin to Nearest

Allows TracCloud to automatically round logins to the nearest 15, 30, or 60 minutes. The purpose of this is to emulate batch visits, where the time would be static.

Within each custom kiosk, you will then find a Static QR Code button. Clicking this opens the following form.

Activate Static QR Code

Enable or disable this QR code.

Confirmation Code

This is the current confirmation code for this QR code. Students will need to enter this value after scanning, and this value will expire based on your preference in Static QR Codes expire. If you're creating a QR code for the first time, this code (and expiration date) will need to be set manually. Going forward, it will be updated daily/weekly automatically. If a consultant is linked to the custom kiosk, they will automatically receive new confirmation codes in an email.

Expiration Date

The expiration date of the related code. This code will not be automatically updated until this date is reached (or if the code will expire within the next date period), a manual expiration date can be set further into the future than 1 day/week.

After a student scans the QR code, they will be prompted to enter the confirmation code followed by their ID. The login process is the same as a normal kiosk from this point onward.

Time Check Preferences

When students log in or out of a center, Time Check will allow them to view how many visit hours they have accumulated within a given time frame. This feature is typically utilized in athletic centers, where students may have a required hours per week or semester. Within these settings, you will be able to manage and adjust the date range of the required hours as well as what totals are displayed to the student, and even a custom message.

Time check Available

If checked, will enable the time check option for the profile. This adds an additional “Time Check” button to the Kiosk login page, which allows users to quickly check their past visit time from a Kiosk.

Show Semester totals

Will display the students total time based on the current terms active date range.

Show Week Totals

Will display the students total time based on a week date range. If checked, an additional drop down will appear to the right titled Week Starts On. This option will allow you to adjust the day of week that the Time Check utility will calculate the hours for. As an example, selecting Tuesday from the drop down will calculate hours from Tuesday to Monday.

Show Required Time Per

There are three options available:
None – Will not display Required Hours or difference
Weekly – Will show Required Hours and difference based on a one-week time frame.
Semester - Will show Required Hours and difference based on the active semesters term date range.

Required Time Field

The Required Hours utility will point to a custom field in the student’s profile. In order to use Required Hours, you will need to point to the custom field designated on the student's profile where their required hours are stored. Required hours can be added to a list of students, or manually added to each individual student’s account. If needed, required time can also be included in your data import.

Required Time in

Select the format of the Required Hours field selected, hours or minutes.

Show On Login, Show On LogOut, Show On Student Dashboard

Determines where the Time Check utility will appear for students.

Compute totals for all profiles

By default, Time Check will only compute the total time in centers related to the linked profile. If this option is checked, that search will be expanded to all profiles.

Timecheck Message Footer

This will allow the profile to customize the message that displays across the bottom of the Time Check screen. This footer can utilize Twig to personalize the message and add in important information as seen below.

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Listings

Tech Docs

Modules

Getting Started / Basics

• TracCloud Terminology

• Training Resources

• Schedule Management

• Recording Visits

• TracCloud Dashboard

Course Lists

Course Lists act as assigned sections or specialties in TracCloud, allowing you to determine which courses each of your consultants can assist with, and which courses are available in each center. Course Lists can additionally be assigned to availabilities as a form of section group, as seen towards the bottom of this article.

Creating & Managing Course Lists

To manage your course lists, go to Other > Listings > Course Lists.

This will bring you to the Course Lists listing.

Process Specialties allows you to re-scan for new courses that fall under the criteria of these lists. For example, if a list was created for Math 100 courses, but only sections 01 and 02 existed when it was created, you would need to re-scan to add the new 03 and 04 sections. This step is part of the TracCloud semester changeover process.

The Hamburger Icon allows you to show all course lists after a search, print the list, or create a new list. Go ahead and click “New Course List” to begin.

After selecting New Course List, we’re brought to the following page, allowing us to name and customize our new list.

Name will be what you’ll select when assigning this course list to your centers or consultants.

Lock to SysAdmin will prevent non-sysadmin accounts from modifying this course list.

Add New Course Item allows us to add a new subject query. We can be as specific as needed here, specifying up to the Subject, Course Number, Section Number, or Term Number, as well as faculty. For example, this allows us to create a course list of all ACTG250 courses, regardless of section/term, or simply all courses for writing center environments.

Each course list item also has additional options, detailed below.

Share will add this item to other selected course lists. More information on this can be found towards the bottom of this article.

Delete will remove this item from the list.

Toggle allows us to include/exclude the queried course(s). For example, you could create a course list of all MATH courses, and then create another Course Item for MATH 204 and set the toggle icon to off . This would result in the list containing all MATH courses except for 204.

Add Other Course List allows us to include/exclude the contents of an entire other course list. Consultant course lists (designated with the sequence number in the name) should not be added to other course lists. Keep in mind that this only relates to the sections that the other course list contains, not the filter items from the copied course list. For example, if Course List A contains +BIOL* and Course List B contains +CHEM*,-BIOL*, and you assign B to A, then A would have all BIOL and CHEM sections despite B excluding them. This is because we are only adding the sections that B contains.

As an example, we’re going to create a course list for one of our consultants. This consultant can assist with all Accounting 100 courses, except for section 386. Here’s how we would write that out.

To start off, we’re including all ACTG 100 courses, ignoring section (wildcard), term, and faculty.

At this point, we can manually add another entry for section 386 and click the toggle icon to exclude the course. Alternatively, we can scroll down to view the sections that will be included in this list, where we can see section 386. We can immediately exclude this course by clicking the remove icon on the right-hand side.

Clicking the icon prompts us to choose how specific we want to be with this exclusion. For our scenario, we would select “Remove ACTG 100 386.”

This will add the new item to the list automatically, excluded by default.

Assigning Course Lists to Centers

Center course lists are used to filter availability searches and affect what section options are available when creating availabilities and booking appointments from the dashboard, in addition to consultant specialties. In your Center entry window, you will see the highlighted options below.

Other > Other Options > Profiles > [Your Profile] > Centers > [Your Center]

Ignore consultant specialties for this center

During the kiosk login or appointment booking process, students are asked what subject they need assistance with. When you select a consultant, the list of available subjects/reasons is restricted based on what the consultant is assigned to. By checking this box, these specialties are ignored, and a student can choose any subject/reason/consultant combination, only restricted by what’s assigned to the center itself. Typically used for writing centers.

Course List for this Center

This option controls the courses assigned to this center. If you have a Math center, you may want to assign a course list containing all MATH courses. A writing center may have all sections assigned, etc.

Assigning Course Lists to Consultants

Managing course lists for consultants is exactly the same as centers, with one exception. Consultants have course lists by default. After you create a new consultant account (Other > Listings > Staff > [Consultant] > Scroll down to "Course List of Specialties"). The consultant's default course list will always be the last option in this drop-down menu, even if you haven't created it manually. After selecting their course list, you can click the Edit button to immediately start modifying it, at which point it's exactly the same as described above.

Sharing Course List Items

Another utility available for Course Lists is the ability to share items to other lists, effectively a way to make bulk changes to your specialties by adding or removing sections as needed. For example, if you recently added a non-enrolled course, this allows you to quickly assign it to everyone without editing every list individually.

First, use the selection buttons on the Course Lists listing to choose which Course Lists you want to share an item with.

Second, open a Course List that contains the item you want to share. Click the arrow button on that item, and you will be shown a confirmation window. Clicking "OK" here will immediately add that item to your selected Course Lists.

Availability Course Lists

Another use for Course Lists is as section groups for availabilities. For example, if you have a tutor who is available for MATH, ACTG, and CHEM, but you want to create an availability for MATH and ACTG exclusively, you would need to use a course list. The ability to link course lists to availabilities must be enabled in global preferences first by going to Other > Other Options > Preferences > Search Availability Options > Additional Settings > Allow Course Lists to be assigned to availabilities.

Once enabled, a new search glass icon will be shown in availabilities. You will be able to choose any course list that is assigned to the same profile that the center of the availability is in. Course lists designated as "All Profiles" will not appear in this list.

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Tech Docs

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Profile Preferences

Prefs

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.

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.

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.

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.

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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