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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2023-08-31 | TracCloud features and changes from August 2023

There are some big changes to asynchronous availabilities and plenty of other noteworthy additions in TracCloud for the month of August 2023. Our full changelog can be found here.

• 2023-08-01: Subject/Course/Section search added to Appointments/Visits Utilization report

For more information on this report, click here.

• 2023-08-02: It's now possible to apply center searches to appointments in the Students Visits Cleanup Data report

More information available here.

• 2023-08-03: "Navigators" phrasing added to "Name for Consultants" preference

More information.

• 2023-08-07: It's now possible to override the linked advisor filter when changing a student's wait status

This is only available to staff members on the log listing. Clicking "Show All" will display all advisors/consultants assigned to your center, instead of only the student's assigned advisor.

• 2023-08-11: It's now possible to hide inactive students/registrations when creating SI Batch Visits

This checkbox will appear directly underneath the "Notes" field.

• 2023-08-11: Set a default value for availability max students

Previously (and still if you haven't modified this preference), availabilities will default to 1-on-1 during creation. It's now possible to change this default by going to Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Other Schedule Options > Default value for availability max students. 0 = drop-in, 1 = one-on-one, 2+ = group, just like in the availabilities themselves.

• 2023-08-11: The additional custom tabs in student profiles can now be independently hidden for each permission group

• 2023-08-15: Group rosters now have an "Add Multiple" utility to book appointments as a batch.

The new "Add Multiple" button is right next to the existing "Add Student" button in Group Rosters. More information on group availabilities and appointments in general can be found here.

• 2023-08-16: The "Student Instructions Email" in Q2 Tables now supports twig tags

More information on Q2 can be found here, and Twig here.

• 2023-08-17: Default profile emails

If you haven't yet setup your TracCloud profile emails, you can now quickly load a basic default template to use by clicking the clipboard icon next to the email body. You can then modify this template further to match your needs, rather than starting from scratch.

• 2023-08-25: Manually choose example records in email previews in profiles

If you've modified your profile emails, you'll be familiar with the "Preview" button which retrieves the most recent record in the system and shows it as an example. It's now possible to choose a different appointment/visit record to use as an example by clicking the "Sequence #" button and entering the sequence number. More information on profile emails in general can be found here.

• 2023-08-25: There's a new option in Q2 to add a "Confirm" step when beginning a table visit with a student

To enable this feature, go to Other > Q2 Tables: Configurations > [Your Q2 Config] > Check "Confirm Start Help on Initial Click" > Save.

• 2023-08-28: Asynchronous availabilities can now be created as one-on-one time slots, and can be optional to give students the choice between In-Person/Online/Asynchronous.

To enable asynchronous functionality, go to Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Other Schedule Options > Check "Allow Availabilities to be Asynchronous" > Save. More information on asynchronous availabilities can be found here.

• 2023-08-30: It's now possible to distinguish between all appointments or with same consultant in consecutive appointment rules

This option can be found in Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Time Restrictions > Consecutive also means with same consultant. If you used this feature previously, the default value for this field would be checked/enabled. Unchecking it means that students won't be able to book consecutive appointments at all, regardless of consultant.

• 2023-08-30: Edit your visit auto termination emails

The default auto termination emails can now be customized by going to Other > Other Options > Profiles > [Your Profile] > Prefs > Log Listing Message[...] > Auto Terminate Visits Longer Than. You will find two emails, one for visits that are modified by the auto termination process (changing the duration) and another for deletions (if "Delete visits waiting" is checked).

• 2023-08-31: Override individual availabilities directly

An appointment override is when there's a break in a repeating availability. For example, if you had an availability running from Monday to Friday, and you moved Wednesday forward an hour, that would make the Wednesday slot an overridden availability. It's now possible to immediately override an availability by hovering over it and clicking the icon. This will allow you to edit that availability without affecting the rest of the series. This cannot be undone.

• 2023-08-31: Assigned Success Plans listing

Similar to the SAGE referrals listing, registrations listing, etc, it's now possible to view a listing of all assigned Success plans. This can be enabled by going to Other > Other Options > Groups > [The group you want to modify] > Admin / Modules > Add "Assigned Success Plans" to Table Access > Save.

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2023-07-31 | TracCloud features and changes from July 2023

Here are some of the noteworthy additions and changes in TracCloud for the month of July 2023. Our full changelog can be found here.

• 2023-07-28: Automatically timeout login sessions after X minutes

With new options available in Other > Other Options > Preferences > Login & Security Settings, you can now automatically log users out if they're inactive for too long. Different lengths of time can be specified for each user type, and a warning message can appear a few minutes before they're logged out giving them the chance to stay logged in.

• 2023-07-27: New Twig tag to CC additional email addresses

More information on using Twig can be found here.

• 2023-07-27: The Utilization widget now has an option to show visits from "Last Month."

• 2023-07-22: In SurveyTrac, the reason/subject fields now have search boxes to make selecting options much easier

• 2023-07-21: Batch send surveys to staff

Previously, surveys set to the Initiated Via type of "Do not auto send" with questions directed to Tutor/Advisor could be individually sent to staff members in the "Actions" tab of their profile. Now, it's also possible to batch send these surveys to multiple staff at once from the staff listing, similar to how this survey type works when directed to students. More information on SurveyTrac can be found here.

• 2023-07-20: Custom text can now be entered above the notes field during work visit logout

This text can be modified by going to Other > Other Options > Preferences > System Preferences > Consultant CourseLists, TimeCheck, Aliases > Prompt for enter work visit notes on conclusion. Notes must be enabled for this text to appear.

• 2023-07-11: New SurveyTrac question format, Range Slider

• 2023-07-10: Start or stop one-on-one visits for appointments from the staff schedule

This can be enabled by adding the {{Appointment.SchedVisitStatusIcon|raw}} Twig tag in Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Appointment Display > Appointment Display to Staff on Schedule. This will appear as an icon on appointments that when clicked, will begin the visit, then conclude the visit when clicked again. Similar to the visit start/stop option found in group rosters, just for one-on-one appointments instead.

• 2023-07-07: It's now possible to preview system colors before saving in System Preferences

• 2023-07-05: New chart options in the Usage Snapshot report

Aside from the default pie chart format, you can now also display your data in a bar or line chart format.

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2023-07-03 | TracCloud features and changes from June 2023

Here are some of the noteworthy additions and changes in TracCloud for the month of June 2023. Our full changelog can be found here.

• 2023-06-30: "Time Out" has been added to the utilization widget

• 2023-06-28: Students with a raised hand now display more prominently in Q2

• 2023-06-27: The Survey Snapshot report can now include pie/bar charts

These can be enabled when choosing your report settings.

• 2023-06-26: A twig tag list is now available in Welcome Messages and SurveyTrac emails

The SurveyTrac tag list can be found in the top-right corner of the navigation bar when configuring your surveys.

• 2023-06-22: Q2 now has an option to play a sound when a student raises their hand

This option can be found in Other > Q2 Tables > [Your Q2 Configuration].

• 2023-06-20: New SurveyTrac initiated via option, Email after # of visits

Rather than sending a survey after the first visit or all visits, this option allows you to send the survey after an arbitrary number of visits.

• 2023-06-14: New options to hide notes from faculty specifically in SAGE

These options can be enabled by going to Other > SAGE Referral Types > [Your Referral] > Check the applicable boxes from the screenshot below.

• 2023-06-14: Static QR codes for custom kiosks

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

• 2023-06-07: Use Course Lists for additional searches in reports

This option can be found in almost every report where you can perform a search based on registrations. Note that course lists only contain active sections, this should not be used when running reports on past semesters.

• 2023-06-07: The Success Plans report can now include visit details

In the report settings, you'll find a new "Show Visit Details" checkbox to include this information in the report results.

• 2023-06-02: New SurveyTrac initiated via option, Email after 1st visit per consultant

As discussed in its own article here.

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2023-06-14 | Static QR codes with custom kiosks

It's now possible to create static QR codes for visit tracking based on your custom kiosks. Go to Other > Other Options > Profiles > [Your Profile] > Prefs > Log Listing Message,[...], and scroll to the bottom of this page to find your custom kiosk options.

In addition to standard custom 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.

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2023-06-02 | New SurveyTrac 'Initiated Via' Option

A new 'Initiated Via' option has been added to SurveyTrac, Email after 1st visit per consultant during survey period. This operates similarly to the existing "1st visit per subject" option, just for consultants instead. Each time a student visits during the survey period, if it's their first visit with a particular consultant, a survey is sent. For the 2nd visits onward, no survey will be sent.

For more information on SurveyTrac, click here!

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2023-05-04 | Asynchronous Availabilities and Appointments

It's now possible to create asynchronous availabilities for your students. These appointments offer a text chat for students and consultants to communicate with each other asynchronously, along with the existing document upload functionality to share files. After booking, these sessions appear in a new widget on the dashboard showing any in-progress asynchronous sessions. These sessions can be concluded and reopened at any time, as opposed to standard synchronous appointments which have a designated start and end time.

For more information on enabling this feature and how to create these availabilities, click here!

These appear as a purple availability block to differentiate them.

Both students and consultants will see in-progress asynchronous appointments on their dashboard.

The text chat appears as an additional tab in the appointment record.

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2023-04-25 | Catching up on the past few weeks of updates

You may have noticed a delay since the last "What's New" article, but that's not because new features haven't been getting added, it's the exact opposite in fact! We're working on updating a large portion of the TracCloud wiki to reflect the new options and capabilities of the system, as well as to provide more in-depth guides where needed. That's still in progress, but this article is to catch up on some of the features that we haven't had the chance to highlight yet. (Asynchronous availabilities are coming soon as well!)

• 2023-04-18: "Consultant" is now an editable field in the Students Visits Cleanup Data report.
  
  

• 2023-04-14: "Send Link via Email" on Student Confirm Bio settings now shows a QR code for the student to quickly scan on the kiosk
  
  

• 2023-04-12: New report, Student Search Availabilities

View information about what subjects and reasons students are searching for, and whether or not they booked an appointment. More information.

• 2023-04-07: An "Advanced Prefs" menu has been added in Profile Prefs to better separate some of the less used and not typically recommended options.
  
  

• 2023-04-06: You can now search the student listing based on whether or not students have confirmed their bio

Use "Students.CustomData/BIOConfirmed=1" to find students who have confirmed their bio, and "Students.CustomData/BIOConfirmed=#1" to find students who haven't.

• 2023-04-06: "Visit" steps in Success Plans can now be configured with a minimum duration.
  
  

• 2023-04-06: Student birthdate has been added as a field to select in Student Confirm Bio.
  
  

• 2023-04-06: Faculty email address added as an available field to the Visits by ?? and Visits by Faculty and Subject Reports.
  
  

• 2023-04-02: New Referrals Listing menu.

A new listing menu has been added for SAGE referrals. This can be added to your permission group by going to Other > Other Options > Groups > [The group you want to modify] > Admin/Modules > Table Access, then add Referrals to that list and save.

• 2023-03-24: Custom views have been added to the Appointments Listing
  
  

• 2023-03-24: New report, Consultant Max Hours and Non-Duplicated Appointment Time

Review how many non-duplicated hours your consultants were booked for, along with their max hours (if applicable).

• 2023-03-21: Date range searches in Visits/Appointments SFTP Export

In the Number of Days to Export field, you can now enter a value such as "14...5" to export the last 14 days of data up to the last 5 days. Some campuses may require more time to clean up recent records before including them in the export, which was the purpose of this addition.

• 2023-03-21: "Remember Student" option in Batch Entry

Depending on when you're reading this, the wiki link above might not have an updated screenshot, but you'll see the new "Remember Student" option right next to "Remember Notes" on the Batch Entry tab. This allows you to repeatedly create visits for the same student account. E.g., a generic student account for prospective students.

• 2023-03-21: SAML Duel Tenant Support

If your campus requires this, reach out to our helpdesk using the support links at the top of your screen and we'd be happy to help you set it up.

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Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

Modules

Getting Started / Basics

• TracCloud Terminology

• Training Resources

• Schedule Management

• Recording Visits

• TracCloud Dashboard

Schedule Management

The TracCloud schedule is where you can create and manage your consultant’s availabilities. The availability blocks created here will appear when staff or students are searching for appointments based on the criteria chosen during the search process. This article will walk you through how to utilize these features, from creating availabilities to booking appointments.

The schedule can be reached by clicking the “Schedule” button at the top of the dashboard. Click the "Expand" options below to view more information on different parts of the schedule management process.

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Navigating the Staff Schedule

Navigating the staff schedule is a crucial part of managing your Trac System if you host appointment-based sessions. This is where you can create new availabilities/time slots, review past and future appointments, and even book new appointments on behalf of students.

Starting at the top of the schedule view, you'll find options for changing your date range and selected consultant. The date field can be clicked on so that you can select a specific day or week (depending on your current consultant selection), and you can cycle through past/upcoming dates using the arrow buttons. The "Today" button will always take you to the current date.

Following this is the consultant menu. Your consultants will be grouped by the centers they're assigned to (or profiles then centers for systems with 5+ profiles). Selecting an individual consultant will display their schedule for the selected week. You can alternatively select "All of this center" to view all of your consultant schedules for a single day. This option also allows you to hide unavailable consultants with a checkbox along the schedule settings bar. You can also choose your selected center, which applies to both the "all of this center" view as well as individual consultants who work across multiple centers.

Lastly, you will find your Schedule Display Options. These can be used to change your visible time on the calendar, as well as hide certain record types. Changes made here will only affect your own account, and only in your current browser session. The icon indicates whether or not you have the ability to modify availabilities, and the icon indicates the same for appointments. Consultant accounts can also see a button, which will return them to their personal calendar.

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Creating Availabilities / 1-on-1, group, and drop-in

After selecting the consultant you want to create an availability for, click-and-drag to begin creating an availability block in an open space on their schedule. Before you let go of left-click, tapping the 'a' key on your keyboard will cycle through different options. Adhoc appointments (white), reserve blocks (red), and standard availabilities (green). Standard availability is what you'll want to select to create a new time slot on your consultant schedule.

Once you release left-click, you will be brought to the availability entry window where you can configure the time slot.

In the top-right corner of the availability, you can choose the block type. Availability is a regular availability linked to a single center. A Stacked Availability can be linked to multiple centers, essentially allowing you to create multiple overlapping availabilities at the same time. When stacking an availability, you can choose which fields are ignored and not shared between stacked blocks. For example, you can ignore the Meeting Type field so that the Learning Center block can be online and the Writing Center block can be in-person, otherwise non-ignored options will be shared across the entire stack. Reserve Blocks are covered further into this article.

Subject and Reason allow you to restrict what this time slot can be utilized for. If left blank, which is a typical choice, the consultant and center course lists will be used. If you wanted to restrict the availability to a specific subject, you can select it from the search menu, or use a wildcard entry (such as "MATH*" for all sections that start with "MATH) or a course list if your preferences allow it.

The following option, Meeting Type, determines if this is a remote/online availability, in-person, or asynchronous. The latter option will be covered in the next portion of this wiki article. Depending on which option you choose, additional Location fields will be made available. In-person availabilities may be assigned to a specific room or building number, while online sessions will be assigned a specific online invite link. That link can be the consultant's specific invite link from their account, a breakout room, or a new invite can be copy/pasted directly into the "Online URL" field. Students can join these online appointments from their dashboard, as TracCloud will provide a hyperlink to them at the appointment start time.

The Max Students option determines the availability type. 0 would be a drop-in event, 1 is a one-on-one meeting, and 2 or more would be a multi-person group.

The date range and days of the week fields allow you to determine how this availability will repeat going forward. By default, just the one day you created the block on will be active, however, you can push the “To” date farther out and deselect the days of the week that this availability shouldn’t be active for to create a schedule such as “Every Monday, Tuesday, and Friday until May 30th.”

Increments and Breaks control how the block is split into different times. If you create a 5-hour block on the schedule, setting the Increments to 60 minutes will split that into 5 1-hour blocks instead. Breaks allow you to schedule breaks for your consultants in-between appointments. For example, you could set Increments to 55 and Breaks to 5 to give your consultants 5-minute breaks in between their 55-minute appointments.

Overrides will show you gaps in the series. For example, if you have an availability that repeats for some time, but a block in that series is removed (maybe the consultant isn't available that week or their time changes on that one day), that will appear as an override date for the rest of the series. An availability can also be manually overridden if you want to make changes to it independently from the rest of the series by clicking the button as seen in the screenshot below.

Documents can be uploaded to the availability, which will automatically be carried through to booked appointments so that students can access them.

Notes is an internal notes field for staff to share information about this availability with each other. This field is not shown to students, and can be used for any purpose.

Group sessions also offer a couple of unique settings for your availabilities, detailed below.

• Group Slot Restriction

This determines what subject students can book compared to the first student's selection. Any Subject means that one student could book for MATH100, and another for ACTG100, any subject is allowed (within consultant and center specialties). Same Subject means that one student could book for MATH100 01, and another for MATH100 02, but not for MATH200. Both Same Subject and Instructor and Same Section can be used to be more strict as needed.

• First booked appt determines online / in person for that time slot on that day

This option only appears if the availability offers both in-person and online meeting types. If checked, the first student who books the appointment decides if it will take replace in-person or online. Otherwise, each individual student can independently select online/in-person for a hybrid environment. This option only appears if "Allow group online/in-person per time slot determined by first person that day and time" is enabled in your profile schedule prefs.

Click “Save” once you’re happy with the availability configuration.

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Asynchronous Availabilities / Document sharing & asynchronous messaging

Asynchronous is an additional meeting type available for availabilities. These are created like normal availabilities, but appointments are held asynchronously. A text chat will be provided for a student and consultant to communicate with each other, and documents can be uploaded to the appointment for each user to download and review. This functionality must be enabled in your profile before it can be used, go to Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Other Schedule Options > Allow availabilities to be asynchronous

This meeting type can be selected just like In-Person or Online, and can be combined with those meeting types to give students more choices when booking appointments.

Asynchronous availabilities are shown on the schedule view as a purple box with a icon. Students will see the same color in their availability searches.

After the appointment has been booked, you will notice a couple differences compared to standard appointments. The Status field now only contains "In Progress" and "Concluded" plus a missed and canceled status, as standard synchronous statuses no longer apply. An additional Messages tab has also been added, which will contain all communications between the consultant and the student.

Students and consultants will primarily be communicating and managing the session from the dashboard. This will display all "In Progress" asynchronous sessions that you (a consultant or student) are a part of. Clicking "Show Previous Concluded" will let you review past asynchronous sessions, download documents, or even reopen the session if needed.

Clicking on one of these entries will open the appointment record with two tabs available. Appointment Information contains the current status of the appointment, any custom fields, as well as uploaded documents. Messages (pictured below) shows the current discussion between the student and their consultant, along with a log of document uploads/deletions. Either party can conclude or reopen the session at any time with the button in the lower-right corner.

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Reserve Blocks / Prevent booking and cancel appointments

Reserve Blocks can be created over existing availabilities and appointments, to prevent booking and automatically cancel conflicting appointments. This is typically used for holiday breaks, sick days, or to block off specific times of the day when a consultant will not be available.

There are two ways to create a reserve block. You can click-and-drag an availability as usual, then tap the 'a' key to cycle to a reserve block, or create a normal availability then change the block type to "Reserve Block" in the top-right corner.

Once you've started creating your reserve block, you will find a few options that don't exist in normal availabilities which have been detailed below.

• All Staff this Center is used to create a block for all consultants across your selected center, rather than exclusively for the consultant account that you had originally selected.

• All Staff for All Centers goes beyond what the "this center" option does, placing this block on all consultant schedules across all centers.

• Show on schedule as meeting will change how this block visually displays on the schedule and will be shared to the consultant's calendar via the "Calendar URL" button on the staff dashboard. This does not have an effect on blocking availabilities or cancelling appointments, that functionality will be the same regardless of if this is checked.

• Do NOT Cancel any intersecting appointments will prevent overlapping/conflicting appointments from being automatically canceled when this block is saved, which is otherwise the default behavior of reserve blocks.

• Description can be used to record why this reserve block exits. For example, "Time off for holiday."

• Status will apply to all overlapping appointments. For example, "Canceled - Holiday" to differentiate these cancellations when running reports. If this field is left blank, a generic "Canceled" status will be used instead.
  
  

The rest of the reserve block is created like a standard availability, set the time and days that should be blocked, then click "Save" to add it to the schedule.

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Booking Appointments

Appointments can be booked from the staff schedule directly, or from the dashboard. The former can only be accessed by staff, while the latter can be accessed by both students and staff if their permission group allows it. Regardless of which option is used, emails will be sent out as usual and the records will appear in reports as expected.

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Staff Schedule
From the staff schedule, there are 3 ways to book an appointment for a students, depending on what's easiest for that particular session.

Ad-hoc appointments can be created by clicking-and-dragging (as if you're creating an availability), but before you let go of left-click, tap the 'a' key on your keyboard to cycle to the appointment option (white). After you let go, TracCloud will prompt you to choose a student before taking you to the appointment entry screen (detailed further into this article).

Booking availabilities can be accomplished by clicking on the start time of the availability (group or 1-on-1) and searching for a student. After making your selection, you will be brought to the appointment entry screen. You can also click on the icon to set a custom start and end time for your appointment.

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Dashboard

Both students and staff have access to the dashboard appointment search widget. The primary difference (aside from the appointment entry page itself) is that staff will need to select a student in the widget, while students do not since they're already logged in on their browser. The exact options available in this widget will be based on your profile preferences and search availability widget settings.

If “Choose a Date & Center” is selected (or was made the default for your system), an additional window will appear after clicking "Search" to choose a center/profile, as well as the specific date of the appointment you want to book. The phrasing of text shown here is based on your search availability widget settings.

After searching, you will be brought to a results screen such as this, allowing you to view the time of the appointment, which center it takes place in, whether it’s a Group, 1 on 1, Drop-In, or Asynchronous time slot, and the consultant. The results will load one day at a time, more results can be loaded by clicking the “Load more for [the following day]” at the bottom of the screen. Clicking on the time slot will open the appointment entry window where you can book that time slot.

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Appointment Entry

After clicking on the availability that you want to book, the appointment entry screen where you can fill out custom fields and confirm your appointment will differ depending on if you're logged in as a staff or a student.

The student view is very restricted. The student can only edit fields that your system (or individual availability, depending on the field) allows to be edited. Student custom fields, meeting type, recurring status, and duration.

The staff perspective shows all appointment fields, including status.

Once the appointment is saved, appointment confirmation emails (and SMS texts via TextAlerts) will be sent to both the student and consultant.

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Group Roster

Group rosters are exclusive to group availabilities, where multiple appointments need to be viewed or managed at once. This utility offers several unique features compared to the 1-on-1 appointments seen directly on the staff schedule. To open the group roster, you can click on the 0 / 0 icon on the availability block.

• /

If a group is locked by a staff member, it cannot be found or booked in availability searches. This feature can be used if you want to reserve the remaining slots or to prevent further appointments at this time to provide more attention to a smaller roster. Staff can still book new appointments from the roster view even if it's locked.

• Documents

If a document is uploaded to the group roster, it will be linked to all appointments at that time. Students will be able to view this document in their appointment record if they have access to the chosen document type.

• Roster List

In the center of the group roster, you'll see a list of students who have appointments at this time. This includes their name, reason, and subject.

/ / / indicates the status of the appointment, and can be clicked to quickly change the status to a different value.

Not logged in / Logged in at can be clicked to start or conclude the student's visit, similar to the functionality of the log listing. This feature can be disabled in system preferences (General Appointment Settings) if preferred.

will open the full appointment record for viewing or editing.

can be clicked to send a text message to the student if they're opted into SMS alerts. Requires the TextAlerts module.

/ can be clicked to select the appointments. This can be used alongside the "Send Email to" and "Add Notes to" options to only affect the selected records.

• Add to Roster

Click this button to search for and immediately book an appointment for a student.

• Add Multiple

This will open a new window where you can add students as a batch process. Search for and select students based on enrollments, name, or a list of IDs. When searching by enrollments, students will only appear if the consultant is assigned to that course in their course list.

• Mark All as Attended

This will mark all appointments in the roster that don't already have a status as attended.

• Send Email to

Send an email to students in the roster. You can choose to send the email to all students, cancels, misses, attended appointments, or selected appointments.

• Add Notes to

This option can be used to enter notes in attended visits or appointment custom fields, either based on status or the selected appointments.

• Send Notes

This option may be labelled differently depending on your profile preferences. Click this button to initiate the Send Visits Notes to email for attended appointments.

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Moving Appointments

If an appointments needs to be moved, you can either cancel the appointment and book it at a new time, or you can move the appointment record. There are two ways to accomplish this, both will send a new confirmation email to the student and consultant informing them of this change.

1. Click-and-drag the top-left corner of an appointment to move it to another time slot on the visible schedule. This can be done from an individual staff schedule or from the "all of this center" view. The latter also allows you to move an appointment to another consultant's schedule.

2. The "Move" button within each appointment can be used to initiate an appointment search, just like on the dashboard. Click on the new time slot you want to book and save your changes.

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Availability Blocks Listing

The Availability Listing can be viewed by going to Other > Listings > Availability Blocks. Access to this listing can be provided by adding "Availability Blocks" table access to a permission group under 'Admin / Modules'. This listing contains all availability records that you have permission to view, including the ability to make batch changes or simply search for and few individual records. The icon shows if the availability is a reserve block or not.

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

Example Searches:

• Find an availability by a single value, such as the consultant's name.

Staff.LastFirst="Smith, Dave"

• Search multiple fields at once, separate your searches by a space. If a value you're searching for contains a space, make sure to surround the value with quotes like with the consultant's name below.

Staff.LastFirst="Smith, Dave" AvailBlocks.isOnline=1

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

#sql:FromDate#=2024-04-16

• You can also search for records where a date is greater than or less than a value like this.

#sql:FromDate#=<2024-04-16

• You can also search by a date range with ...

#sql:FromDate#=2024-04-01...2024-04-30

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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.

• 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.

• Export CSV

Export current listing contents to a CSV file.

• 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.

• 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.

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Troubleshooting Availability Searches

If you've created a new availability for one of your Consultants and it's not showing up as expected when performing a search for appointment times, there are a few possible causes. This portion of the wiki outlines these possibilities, ordered from most to least likely based on what we at Redrock have experienced working with campuses directly.

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1. Center and Consultant Course Lists

The most common cause when an availability isn't appearing in search results is misconfigured Course Lists. Both your Consultant and your Center need to be assigned to the subject you're searching for (unless your Center or Reason is set to ignore Consultant Specialties). Make sure you Process Specialties (Step 2) after applying any changes.

Consultant Course List: Other > Listings > Staff > [Your Staff] > Course List of Specialties
Center Course List: Other > Other Options > Profiles > [Your Profile] > Centers > Course List for this Center

A complete list of Course Lists can also be found by simply going to: Other > Listings > Course Lists

More Course List Information

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2. Process Specialties

This is always recommended after applying changes to Course Lists, but it may also be the case that the specific section you searched for was imported after you created the Course List for your Center/Consultant, and a Course List refresh alone may resolve this issue. We can setup an automated process to Process Specialties daily if this occurs often, reach out to us using the 'Support' tab above for more information.

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3. Reason Assignments

Similar to ensuring that your courses are assigned to the correct Consultant and Center, the same applies for Reasons. This step only applies if you're using Reason as a search criteria.

For Consultants, go to Other > Listings > Staff > [Your Staff] > Reason Specialties
For Centers, go to Other > Other Options > Profiles > [Your Profile] > Centers > [Your Center] > Active Reasons

More Reason Information

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4. Availability Subject/Reason

If your availability is assigned to the wrong subject or reason, this can cause it to be unintentionally filtered out of results. Make sure the value entered here is correct, especially if you're using wildcards. If these are blank (i.e., available for all specialties), you can skip this troubleshooting step.

Schedule > [Consultant] > Availability

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5. Profile Time Restrictions

If your availability is 60 minutes long, but your profile only allows for a maximum of 50-minute appointments, this can unexpectedly filter out availabilities if you haven't updated your profile preferences to match this new limit. The relevant options to check here are Schedule no sooner than and no later than, ensure that you're searching within an allowed range. As well as Minimum and Maximum Appointment Duration, make sure your availability is within the limits defined by your profile.

Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Time Restrictions

More Scheduling Prefs Information

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6. Reason/Subject Required for Search

In the event that you aren't searching for both Reason and Subject, and the previous steps haven't resolved your issue, it's worth double-checking to make sure your Profile hasn't been mistakenly set to require a Subject/Reason to show availabilities. Make sure the highlighted settings match the search you're performing on the dashboard.

Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Special Fields

More Scheduling Prefs Information

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7. Skills and Accommodations

If your campus utilizes the Skills/Accommodations feature, with 'Excluded when not chosen' enabled, make sure your consultant/availability is assigned to that Skill/Accommodation.
Consultants: Other > Listings > Staff > [Staff Account] > Special Needs/Skills/Accommodations
Availabilities: Schedule > [Availability] > Special Needs > Special Needs/Skills/Accommodations

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Still having trouble getting the results you expect? Reach out to us using the 'Support' tab at the very top of this page, we'd be happy to help.

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See Also

• Schedule Preferences

• Search Availability Options

• Appointment Display Preferences

• Emails - Appointment confirmations, reminders, etc.

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2023-03-14 | Notification Menu Improvements

The Notification menu has received an update to make it easier to search, categorize, and hide notifications. The drop-down option at the top of the menu allows you to select the category of notification that you want to filter by (Task, Appointment Request, etc). Additionally, each notification can now be hidden with the eye icon (or you can hide all shown with the button at the bottom). Hidden notifications can be viewed by clicking on the There are X hidden items text.

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