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{{DISPLAYTITLE:<span>User Manual</span>}}
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[[Category:Trac 4]]

Latest revision as of 10:21, 26 March 2024

    The legacy Trac 4.0 version of TutorTrac/AdvisorTrac/FitnessTrac is no longer receiving updates and will be end-of-life in 2025. Click here to schedule a TracCloud demo or reach out to sales@go-redrock.com for migration pricing or contract details.



New, easy to use interface
TracCloud features a modern, easy to use, and mobile-friendly interface, allowing you to easily find and manage your data as you need. Students, staff, and faculty will have a much easier time navigating through the system and accessing the data they need. The new dashboard offers many easy to access widgets to view and manage your data.

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New Features
Export almost any report into Excel. Static and dynamic QR codes for touchless-kiosk environments. Unlimited custom data fields in student records, visits, appointments, and more. Customizable views of listing pages. Student timelines. Twig and HTML-supported emails and system messages. Customizable log listing and kiosk views. Center descriptions. New reports. Student success plans as a new module, along with work plans for staff. The full list of changes couldn't fit in this article, and more is being added all the time. Relating to the schedule specifically, you'll find a new appointments listing, availability badges, custom search appointment links and QR codes, unlimited customizable max appointment rules, asynchronous appointment support, and more.

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Customizable
With Twig support, you can personalize system messages, upcoming appointment lists, emails, and more based on the users who are viewing/receiving them. From simple changes like greeting the user by name to completely changing an email based on if the related appointment was in-person or online, in a certain center, for a certain reason, even if a certain custom field in the student's profile has a specific value. This extends to the log listing and kiosks as well, where you can add or remove fields, rearrange the data that's displayed, and add custom formatting with HTML and Twig.

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Faster
Rewritten from the ground up hosted on AWS, using a MySQL database, TracCloud is faster in every way. This performance increase compared to Trac 4.0 can be noticed throughout the entire system, with reports being especially improved. Even the biggest reports in TracCloud load within a few seconds.

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Migrate Existing Data
Migrate your existing data from Trac 4.0, allowing you to pick up right where you left off. We'll work with you to plan out your migration, coordinating with your IT, and training your system administrators to get you started in TracCloud.

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Click here to schedule a TracCloud demo!


User Manual Contents

• Introduction

• SysAdmin Preferences

• Center Profile Prefs

• Group Settings

• Sections

• Reasons

• Consultants

• Student Records

• Availabilities

• Appointment Scheduling

   • Booking as a user

   • Booking as a student

   • Appointment Status

   • Appointment Custom Question

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac


Appointment Status
Appointment Statuses can be defined in your Center Profile Prefs Tab and fully customized to include any status that your campus deems as necessary. The three major default statuses for Appointments are Attended, Missed, and Cancelled. However, campuses commonly add additional statuses to further differentiate or associate meaning. For example: Student Missed, Tutor Missed, Student Cancelled, Tutor Cancelled, or No Call No Show (NCNS).


Appointment records can be processed in several different areas within your Trac system. As an Administrator, Front Desk Worker, or Consultant with the appropriate privileges, we can access the Schedule (TracMan > Schedule). We can then process Appointment records based on Consultant selection. Click on a Consultant’s name in the Personnel List to bring up their weekly Schedule.


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Click on the time slot of an Appointment that displays as a blue hyperlink to open that Appointment record.


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In the Appointment Entry window, we are able to modify the Status of the Appointment, or any other field (if given sufficient privileges). As a Consultant, the fields that are usually the most important are the Status and Notes fields.


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Click Save to Save the Appointment Record.


As a Consultant, Appointment records can also be accessed through the Schedule Tab in the Center of your Main Menu.


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Appointment records can also be accessed through the Student Record (with appropriate privileges). Student Records can be accessed from the Student Listings (Search Glass > Students) through a Search. If you are searching for one student, a convenient method of searching can be to simply type the last name (comma separated) and first name or ID number in the Trac Navigation bar in the upper left corner, and select the student record as it appears below.


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From the student record, select the History Tab and navigate to the Appointments subtab.

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Tutor Cancel Status

The TUTOR CANCEL status is a special status that can be applied to an appointment so that the availability slot is not freed up, keeping time unavailable. You must add TUTOR CANCEL (or any status beginning with the words TUTOR CANCEL, ie TUTOR CANCELLATION) to the center profile and then you may choose the status from the list of available status while viewing the appointment.


Center Profile Status

Open the center profile and navigate to the Prefs tab and choose Schedule. All statuses available to the appointment must be listed in the associated center profile. This button only appears in the appointment entry if the user's group has the Move To option checked and the appointment is an existing appointment.

Add TUTOR CANCEL to the list of statuses. Click Save to save the preferences.

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Choose the Status

From the appointment entry screen, choose TUTOR CANCEL form the list of status choices and click Save the save the appointment. Add a new status to the list of statuses. All statuses in the center profile displays in the appointment entry screen.

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The appointment will have a strike through line over the student's name on the schedule. Mousing over the appointment will show the TUTOR CANCEL status as well. the strikethrough indicates the appointment has been cancelled.

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Other Special Statuses

The statuses that have special meanings are DELETE@, @CANCEL@, and TUTOR CANCEL@.
The @ indicates wild card character(s).

DELETE appointments do not show on the schedule and do not reserve the availability time.
CANCEL appointments do not show on the schedule and do not reserve the availability time.
TUTOR CANCEL show on the schedule and reserve the availability time.

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