Center Profile-Scheduling: Difference between revisions

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| style="vertical-align:top; font-size:160%; color:#7c1911; " | '''Center Profile Scheduling Preferences''' <HR>
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| style="vertical-align:top; font-size:100%; " | The first major area of Configuration Options for Appointments is located in your Center Profile Preferences. Center Profile preferences are global per Center Profile, or in other words, the settings put into place here will affect ALL subcenters under the selected Center Profile. All subcenters under a single Center Profile are subject to the rules set for the Center Profile’s Preferences. 
''To get to your Scheduling Preferences, hover over the Search Glass to the right side of the Trac Navigation bar (top left corner of Main Menu). Select Center Profiles and click your center profile. Select the Prefs Tab to the right. Select the Scheduling Tab in the subtabs that load beneath.''
[[File:CenterProfileSchedule1.png|border|600px]]
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| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | TIME RESTRICTIONS: <HR>
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| style="vertical-align:top; font-size:100%; " | <br />'''''Schedule no sooner than (7 days) and no later than (24 hours) prior to the Appointment.'''''<BR />
This preference defines the Time range in which Appointments are able to be booked.  The default settings are: Schedule no sooner than (7) days in advance, and no later than (24) hours prior to the appointment. "No later than (HH:MM) prior" counts back from the start <b>and</b> end times of the appointment, so it is recommended to set this to at least your average appointment length or longer.
'''''No cancellations within (24 hours) prior to the Appointment.'''''<BR />
This preference defines the Time range in which Appointments are able to be Cancelled, previous to the Appointment actually occurring.  If this preference was set to, for example, 24:00 hours, students would NOT be able to Cancel an appointment within 24 hours prior to the appointment.   
'''''Appointment Duration Minimum:'''''<BR />
This preference defines the minimum length for ALL appointments, and basically restricts the minimum duration of Appointments that you will allow to occur in your Centers.
'''''Appointment Duration Maximum:'''''<BR />
This preference defines the maximum length for ALL appointments, and basically sets a limit for the maximum duration of Appointments that you will allow to occur in your Centers.
'''''Default Appointment Duration:'''''<BR />
This preference determines the default duration for ALL appointments.
'''''Appt Start in Increments of (00:00)'''''<BR />
This preference defines the Increments of time with which you use to measure Appointment duration. If your Centers use schedules based on 10 minute Intervals (1:50, 2:40, etc), for example, we would enter “00:10” to set up the Appointment Start times appropriately. You can use (00:00) to ignore this setting.
'''''Appt End in Increments of (00:00)'''''<BR />
This preference defines the Increments of time with which you use to measure Appointment duration. If your Centers use schedules based on 10 minute Intervals (1:50, 2:40, etc), for example, we would enter “00:10” to set up the Appointment Start times appropriately.  You can use (00:00) to ignore this setting.
'''''Appt Duration in Increments of (00:00)'''''<BR />
This preference defines the Increments of time with which you use to measure Appointment duration. If your Centers use schedules based on 10 minute Intervals (1:50, 2:40, etc), for example, we would enter “00:10” to set up the Appointment Start times appropriately.  You can use (00:00) to ignore this setting.
'''''Default Multi-Slot Times: _____ minutes'''''<BR />
Multi-Slot Times allow users to book multiple appointment slots. For example, if a Consultant was available for 1 hour appointments Monday Afternoon from 1 to 4 pm, a student could be given the option to book all three appointments: the 1:00 appointment, the 2:00 appointment as well as the 3:00 appointment. This preference determines the Default Slot times (for this example 1 hour) of these additional appointments, if the student wants to book multiple appointments.
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| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | SPECIAL FIELDS (ON SCHEDULE AND ENTERING APPOINTMENTS) <HR>
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| style="vertical-align:top; font-size:100%; " | <br />'''''Reasons: (_) Use Reason Specialties on Search Avail:'''''<BR />
Activating this preference will display the Reason field in the Search Availability Window. When searching for an Availability, the user who is performing the search has the option of entering a Reason to limit the search.  If the activation of this preference is desirable, make sure that during the process of setting up Availabilities.
'''''Reasons: (_)Show on Schedule:'''''<BR />
Activating this preference will display Reason Specialties on the Schedule: specifically next to the Time field on the Availability itself.
[[File:CenterProfileSchedule2.png|border|600px]]
'''''Reasons: (_)Enter in Avail'''''<BR />
Activating this preference will allow Reason to be entered while creating Availabilities. Reason will be displayed in the Availability Entry Window.
[[File:CenterProfileSchedule3.png|border|600px]]
'''''Reasons: (_)Enter in Appt'''''<BR />
Activating this preference will display the Reason Specialties on the Appointment Entry Window.
[[File:CenterProfileSchedule4.png|border|600px]]
'''''Reasons:(_) Required'''''<BR />
Activating this preference will force users to specify Reason Specialties during their search. A search will not be able to be performed without entering a Reason Specialty.
'''''Locations: (_)'''''<BR />
Activating this preference will display the Location field in the Search Availability Window. When searching for an Availability, the user who is performing the search has the option of entering a Location to limit the search.  If the activation of this preference is desirable, make sure that during the process of setting up Availabilities.
'''''Locations: (_)Show on Schedule'''''<BR />
Activating this preference will display Location on the Schedule. When you hover your mouse cursor over an Availability, Location will display.
[[File:CenterProfileSchedule5.png|border|600px]]
'''''Locations:(_) Enter in Avail'''''<BR />
Activating this preference will display Location in the Availability Entry Window (when setting up Availabilities). 
[[File:CenterProfileSchedule6.png|border|600px]]
'''''Locations:(_) as Text'''''<BR />
Activating this preference allows users to, instead of selecting from a Pre-defined list of Locations, enter in Custom Locations as Text. Rather than clicking the Dropdown menu next to Locations and making a selection, users can simply click in the field and Type a Location name (i.e. Room 101). 
[[File:CenterProfileSchedule7.png|border|600px]]
'''''Locations:(_) Enter in Appt'''''<BR />
Activating this preference will display the Location Specialties on the Appointment Entry Window (when booking Appointments).
[[File:CenterProfileSchedule8.png|border|600px]]
'''''Locations:(_) Required'''''<BR />
Activating this preference will force users to specify Location during their search. A search will not be able to be performed without entering a Location.
'''''Sections: (_) '''''<BR />
Activating this preference will display the Section field in the Search Availability Window. When searching for an Availability, the user who is performing the search has the option of entering a Section to limit the search.  If the activation of this preference is desirable, make sure that during the process of setting up Availabilities, Section is defined (See Chapter 5: Sections - Section Specialties).
'''''Sections:(_) Show on Schedule'''''<BR />
Activating this preference will display Subject/Section on the Schedule: specifically next to the Time field on the Availability itself.
[[File:CenterProfileSchedule9.png|border|600px]]
'''''Sections:(_) Enter in Avail'''''<BR />
The (…) icon, when clicked, will expand to a larger text field, where users can enter the custom Visit Warning message to send to users who may be logging out too early. The message could be something along the lines of, “You haven’t completed a 15 minute visit yet. Are you sure you want to log off?”
[[File:CenterProfileSchedule10.png|border|600px]]
'''''Sections:(_) Enter in Appt '''''<BR />
Activating this preference will display the Subject dropdown menu on the Appointment Entry Window (when booking Appointments)
[[File:CenterProfileSchedule11.png|border|600px]]
'''''Sections:(_) Required'''''<BR />
Activating this preference will display Reasons for visits shown in the Log Listing. This privilege can be further restricted in the Group Access preferences.
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| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | OTHER SCHEDULE OPTIONS: <HR>
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| style="vertical-align:top; font-size:100%; " | <br />'''''Allow Student to Cancel Appts'''''<BR />
This preference, when activated, allows students to Cancel Appointments. When logged in as a Student, any upcoming Appointments will appear in the Welcome Window in the Center of your Main Menu. These appointments can be cancelled simply by clicking on the “X” to the right of the Appointment.
[[File:CenterProfileSchedule12.png|border|600px]]
'''''Display Consultant Email:'''''<BR />
This preference, when activated, displays the Consultant’s email address for Students’ reference. The Consultants’ email address will be displayed next to their Name in the Search for Availability Results.
[[File:CenterProfileSchedule13.png|border|600px]]
'''''Check Student Conflict on Save Appointment'''''<BR />
This preference, when activated, will check for any Scheduling Conflicts when students book an Appointment. If a student has another appointment (in any center) at the same allotted time slot, the system will prevent the student from double-booking.
'''''Display Consultant Alias on Availability Search'''''<BR />
This preference, if activated, will display Consultant Alias on the Search for Availability Window. Consultant Alias is typically used if a Consultant does not want to display their Full Name, and instead uses an Alias for identification. 
'''''Display Notes on Appointment Entry, Students may ( _____)'''''<BR />
This preference, if activated, will display any Appointment Notes in the Appointments Entry window. Furthermore, Students may:
*The “Edit” option will allow students to Edit and modify any notes entered.
*The “View” option will only allow students to View Appointment Notes.
*The “Hide” option will hide any Appointment Notes from the student.
'''''Display Consultant Phone on Appointment Entry'''''<BR />
This preference, if activated, displays the Consultant’s phone number in the Appointment Entry Window. The Consultants’ phone number will also be displayed next to their Name in the Search for Availability Results. 
[[File:CenterProfileSchedule14.png|border|600px]]
[[File:CenterProfileSchedule15.png|border|600px]]
'''''Allow User to Enter Visit Notes on Group Roster'''''<BR />
Activating this preference allows Users to enter Visit Notes on Group Rosters for Group Appointments. Attendance can be taken for Multi-person / Group Appointments directly from the Schedule, and as students are marked as Attended or Cancelled, Visit records are created or not created appropriately. If Students are marked as Attended and a Visit Record is created, this preference allows for Users to enter Visit Notes for the Visit Record.
'''''Allow User to Enter Send Emails on Group Roster'''''<BR />
Activating this preference allows Users to be able to send emails on Group Rosters for Group Appointments. Attendance can be taken for Multi-person / Group Appointments directly from the Schedule, and as students are marked as Attended or Cancelled, Visit records are created or not created appropriately. If Students are marked as Attended and a Visit Record is created, this preference allows for Users to Send Emails directly from the Schedule through the Group Roster.
'''''Block Students from Booking Recurring Appointments'''''<BR />
This preference, if activated, will block students from booking Recurring Appointments (Daily, Weekly, Monthly). This is not to be confused with the Multi-Slot function, which will still be available for users to book multiple time slots within the same Availability. 
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| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | APPOINTMENT CUSTOM FIELD: <HR>
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| style="vertical-align:top; font-size:100%; " |'''''Display Custom Field on Appointment Entry'''''<BR />
This preference allows you to place a Custom Field in the Appointments Entry window. This custom field will appear when the Appointment is being booked, along with the Subject, Reason, Location, Fund, and Status fields (if you so choose). 
'''''Appt Custom Field Label'''''<BR />
The default Custom Field is set to (Phone) and allows Users to enter their Phone number into the Appointment Record as the appointment is being booked. 
[[File:CenterProfileSchedule16.png|border|600px]]
'''''Custom Field Required'''''<BR />
This preference forces the Custom Field of your choice to be REQUIRED in order to “Save” or book the Appointment.
'''''Appointment Instructions'''''<BR />
You can enter in this field any appropriate Instructions for users who are booking appointments. These customized instructions will appear on the Appointments Entry Window, just above the Center Selection Field.
[[File:CenterProfileSchedule17.png|border|600px]]
[[File:CenterProfileSchedule18.png|border|600px]]
'''''Custom Choices'''''<BR />
You can define in this field the Choices available for the first preference in this Section: <b>Appt Custom Field Label.</b> Any choices that you enter in this field must be separated by a Return (Enter) character, and will appear in the Appointment Entry Window when a user is booking an Appointment.
[[File:CenterProfileSchedule19.png|border|600px]]
[[File:CenterProfileSchedule20.png|border|600px]]
'''''Display Fund on Appointment Entry'''''<BR />
This preference will Display the Fund field that appears in the Appointment Entry Window. 
[[File:CenterProfileSchedule21.png|border|600px]]
'''''Display Fund on Appointment Entry: Required'''''<BR />
This preference will force the Fund field to be completed in order to “Save” or book the Appointment.
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| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | APPOINTMENT STATUS & MANAGEMENT: <HR>
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| style="vertical-align:top; font-size:100%; " | <br />'''''Appointment Status Choices (________)'''''<BR />
The Appointment Status Choices Field is an area where we can define our Appointment Status Choices.  Here we can designate an unlimited amount of Status types, to accurately classify and process the data of Appointments that occurred. Typical Appointment Statuses include: Attended, Missed, Tutor-Cancelled, Student-Cancelled, or even Student-Missed, Tutor-Missed, Admin Cancelled, Admin Excused, Student Cancelled, etc…Make sure to separate each classification with a Return or Enter character.
'''''Status for Attended (________)'''''<BR />
The Status for Attended field allows a user to rename one of the two most important statuses that need to be defined in the system: Attended and Missed. The desired name should be entered in the text field, and also should be included in the preference #1 above: Appointment Status Choices.
'''''Status for Missed (________)'''''<BR />
The Status for Missed field allows a user to rename the second most important status: Missed. The desired name should be entered in the text field, and also should be included in the preference #1 above: Appointment Status Choices.
'''''Missed Appointments, Change Status to (________) automatically each night'''''<BR />
This preference involves the Automated Event “Missed Appts” mentioned in the Intro / Definitions section. To briefly summarize, the “Missed Appts” automated event basically checks all Visits that have occurred within a time period, and attempts to link these Visits to the correct Appointments. If an appointment, let’s say was set to occur at 12:00 pm on Monday, and the student who booked the appointment logs in at 11:45 am, and signs out at 01:15 pm. Later that night, the “Missed Appts” automated event runs and sees that our student made a visit for an hour and a half. The system also recognizes that the time frame matches that of the Appointment (to a degree of tolerance that you set, i.e. +/- 15 minutes), and therefore successfully matches the Visit to the Appointment, and marks the Appointment status as Attended.
On the other hand, let’s say our student does not show up for the Appointment.  In this case, the system recognizes that there was no Visit made on Monday by said student. Consequently, the system does NOT link the Visit to the Appointment, as no visit occurred. This preference then comes into play, as the system will then modify the Appointment Status to whatever Status you define here, for example, “NO Call NO Show”, if the status of “missed” is insufficient or you want to further define/classify the status of an Appointment
'''''Student Max Missed (_____) appts, since (__________) AND Change Center Student Status to (__________)'''''<BR />
The Student Max Missed Preference determines exactly how many Appointments a student can miss, and if so, what happens to the student’s Status as a result? For instance, let’s say we set a limit at 3 max Appointments missed within a Semester’s date range. Let’s also say if such a situation were to happen, we would then change the students’ status to BANNED.  In this case, if a student were to miss 3 appointments within a semester and subsequently attempted to book another Appointment, the system would return with a message indicating the students current status of BANNED, and the reason (missing 3 appointments). 
'''''Appointment Fund Choices (_________)'''''<BR />
The Appointment Fund Choices Field is an area where we can define the different classifications of Funds.  Here we can designate an unlimited amount of Fund types. Make sure to separate each classification with a Return or Enter character.
'''''Appointment Location Choices (_________)'''''<BR />
The Appointment Location Choices Field is an area where we can define Locations within Appointments.  Location is typically used to further designate a location within a Subcenter – for instance, Writing Center: Location – Room 103.  Make sure to separate each classification with a Return or Enter character.
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| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | OTHER SCHEDULING BLOCKS: <HR>
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| style="vertical-align:top; font-size:100%; " | <br />'''''The “Other Scheduling Blocks” section allows a campus to devise Rules regarding Scheduling. The following parameters will PREVENT a student from booking an appointment, if certain rules are broken. '''''<BR />
'''''Prevent a student from booking an appointment if any of the following is true:'''''<BR />
*<b>Maximum of (__) Appts with Status = (_______) from (______) to (______)</b><BR />
This preference (similar to Preference #4 under Appointment Status & Management above) allows a campus to create a Scheduling Block based off of any Appointment Status. If, for instance, your campus has created an Appointment Status of “Student Cancelled”, and you would like to prevent students who have Cancelled 3 appointments from booking any further appointments, we could set a maximum limit at 3 Appointments with a status of “Student Cancelled” for this semester. 
*<b>Prevent booking when Student Status is (________)</b><BR />
This preference will simply prevent a student from booking if said student’s status is _______.  To use an example from earlier, if a student status is BANNED from missing 3 appointments, and this preference has been set to BANNED, said student will not be able to book appointments for the remainder of the time period that you defined.
*<b>Prevent booking for more than (______) consecutive appointments Same Consultant, (_) for the same student</b><BR />
This preference, if activated, will prevent a user from booking consecutive appointments with the SAME Consultant, OR for the SAME Student.
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| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | SEARCH AVAILABILITIES: <HR>
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| style="vertical-align:top; font-size:100%; " | <br />'''''Center Description/Instruction on search'''''<BR />
The Center Description/Instruction on search field allows a user to enter Custom Instructions on the Search for Availability Window. HTML tags are acceptable in this area. Click on the icon on the bottom right corner of the text box to expand the field.
[[File:CenterProfileSchedule22.png|border|600px]]
[[File:CenterProfileSchedule23.png|border|300px]]
'''''Instructions when no Availabilities Found'''''<BR />
The Instructions when no Availabilities Found field allows a user to enter Custom Instructions in the Search for Availability Window, when no results have been found. HTML tags are acceptable in this area. Click on the icon on the bottom right corner of the text box to expand the field.
[[File:CenterProfileSchedule24.png|border|600px]]
[[File:CenterProfileSchedule25.png|border|600px]]
'''''Show Consultant Choice on Search, if not, use (____________)'''''<BR />
Activating this preference will allow Users to Choose a Consultant when Searching for an Availability. The text field to the right of the word “use” has the ability to define a couple of options. If left blank, ALL consultants will be available in selection. A specific Consultant name can be typed here to display a SINGLE Consultant. Entering in the phrase “CHOICE REQUIRED” will force Users to select a Consultant before a search can be performed. 
'''''Consultant Choices Script (__________)'''''<BR />
Allows for customizations of Consultant choices. Contact Redrock Support for details (helpdesk@go-redrock.com)
'''''Show Reason on Search, if not, use (____________)'''''<BR />
Activating this preference will allow Users to Choose a Reason when Searching for an Availability. The text field to the right of the word “use” has the ability to define a couple of options. If left blank, ALL Reasons will be available in selection. A specific Reason can be typed here to display a SINGLE Reason. Entering in the phrase “CHOICE REQUIRED” will force Users to select a Reason before a search can be performed. If the Reason choice is required, make sure to define Reasons when creating Availabilities and Appointments.
'''''Reason Choices Script (__________)'''''<BR />
Allows for customizations of Reason choices. Contact Redrock Support for details (helpdesk@go-redrock.com)
'''''Show Section on Search, if not, use (____________)'''''<BR />
Activating this preference will allow Users to Choose a Subject/Section when Searching for an Availability. The text field to the right of the word “use” has the ability to define a couple of options. If left blank, ALL Subjects will be available in selection. A specific Subject can be typed here to display a SINGLE Subject/Section. Entering in the phrase “CHOICE REQUIRED” will force Users to choose a Subject before the search can be performed. If the Subject choice is required, make sure to define Subjects when creating Availabilities and Appointments.
'''''Show Location on Search, if not, use (____________)'''''<BR />
Activating this preference will allow Users to Choose a Location when Searching for an Availability. The text field to the right of the word “use” has the ability to define a couple of options. If left blank, ALL Locations will be available in selection. A specific Location can be typed here to display a SINGLE Location. Entering in the phrase “CHOICE REQUIRED” will force Users to select a Location before a search can be performed. If the Location choice is required, make sure to define Locations when creating Availabilities and Appointments.
'''''Allow Dates on Search, Default from (__) to (__) days'''''<BR />
The Allow Dates on Search preference allows a user to enter a Date Range during a Search for Availability. The Default values field will define the values that automatically populate when the Search for Availability page first loads (i.e. 0 to 14 days). 
'''''Allow Days on Search, default: (MONTUEWEDTHUFRI)'''''<BR />
The Allow Days on Search preference allows a user to specify Days of the Week during a Search for Availability. The Default values field will define the values that automatically populate when the Search for Availability page first loads. 
'''''Allow Times on Search, Default from (____) to (____)'''''<BR />
The Allow Times on Search field allows a user to define a Time Range during a Search for Availability. The Default values field will define the values that automatically populate when the Search for Availability page loads (i.e. 08:00 to 21:00).
<B>When searching, all users will find:</B><BR />
*'''''Drop-ins (_)  Multi’s (class/group) (_)  1 on 1’s (_)'''''<BR />
This preference can limit Users Search for Availability to only the Availability Types that you define. Keep in mind though, that this applies to Center Profiles (global to all Subcenters) and not individual Subcenters.  So for instance, if all of your Subcenters under 1 Center Profile did NOT do drop-in availabilities (only appointments), we can uncheck the Drop-ins checkbox for this preference, and these types of availabilities will not appear in the Results of the Search for Availability.
<B>When searching, all students will find:</B><BR />
*'''''Drop-ins (_)  Multi’s (class/group) (_)  1 on 1’s (_)'''''<BR />
This preference can limit STUDENTS’ Search for Availability to only the Availability Types that you define. Keep in mind though, that this applies to Center Profiles (global to all Subcenters) and not individual Subcenters.  So for instance, if all of your Subcenters under 1 Center Profile did NOT do drop-in availabilities (only appointments), we can uncheck the Drop-ins checkbox for this preference, and these types of availabilities will not appear in the Results of the Search for Availability for the  STUDENTS group.
'''''Show Consultant Location on Availability Results'''''<BR />
This preference if activated will display Consultant Location on Availability Results.


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''''' Show Consultant Classification on Availability Results'''''<BR />
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This preference if activated will display Consultant Classification on Availability Results. Consultant Classification is typically used to classify or differentiate Groups of Consultants, for instance, Professional Tutors, Student Tutors, or Assigned Advisors etc..


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

Latest revision as of 10:03, 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

   • Center Profile Activation

   • Creating Subcenters

   • Log In/Out Prefs

   • Scheduling Prefs

   • Locations

   • Visit Custom Fields

   • Email Prefs

   • Notices

• Group Settings

• Sections

• Reasons

• Consultants

• Student Records

• Availabilities

• Appointment Scheduling

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac

Center Profile Scheduling Preferences
The first major area of Configuration Options for Appointments is located in your Center Profile Preferences. Center Profile preferences are global per Center Profile, or in other words, the settings put into place here will affect ALL subcenters under the selected Center Profile. All subcenters under a single Center Profile are subject to the rules set for the Center Profile’s Preferences.


To get to your Scheduling Preferences, hover over the Search Glass to the right side of the Trac Navigation bar (top left corner of Main Menu). Select Center Profiles and click your center profile. Select the Prefs Tab to the right. Select the Scheduling Tab in the subtabs that load beneath.


CenterProfileSchedule1.png


TIME RESTRICTIONS:

Schedule no sooner than (7 days) and no later than (24 hours) prior to the Appointment.

This preference defines the Time range in which Appointments are able to be booked. The default settings are: Schedule no sooner than (7) days in advance, and no later than (24) hours prior to the appointment. "No later than (HH:MM) prior" counts back from the start and end times of the appointment, so it is recommended to set this to at least your average appointment length or longer.


No cancellations within (24 hours) prior to the Appointment.
This preference defines the Time range in which Appointments are able to be Cancelled, previous to the Appointment actually occurring. If this preference was set to, for example, 24:00 hours, students would NOT be able to Cancel an appointment within 24 hours prior to the appointment.


Appointment Duration Minimum:
This preference defines the minimum length for ALL appointments, and basically restricts the minimum duration of Appointments that you will allow to occur in your Centers.


Appointment Duration Maximum:
This preference defines the maximum length for ALL appointments, and basically sets a limit for the maximum duration of Appointments that you will allow to occur in your Centers.


Default Appointment Duration:
This preference determines the default duration for ALL appointments.


Appt Start in Increments of (00:00)
This preference defines the Increments of time with which you use to measure Appointment duration. If your Centers use schedules based on 10 minute Intervals (1:50, 2:40, etc), for example, we would enter “00:10” to set up the Appointment Start times appropriately. You can use (00:00) to ignore this setting.


Appt End in Increments of (00:00)
This preference defines the Increments of time with which you use to measure Appointment duration. If your Centers use schedules based on 10 minute Intervals (1:50, 2:40, etc), for example, we would enter “00:10” to set up the Appointment Start times appropriately. You can use (00:00) to ignore this setting.


Appt Duration in Increments of (00:00)
This preference defines the Increments of time with which you use to measure Appointment duration. If your Centers use schedules based on 10 minute Intervals (1:50, 2:40, etc), for example, we would enter “00:10” to set up the Appointment Start times appropriately. You can use (00:00) to ignore this setting.


Default Multi-Slot Times: _____ minutes
Multi-Slot Times allow users to book multiple appointment slots. For example, if a Consultant was available for 1 hour appointments Monday Afternoon from 1 to 4 pm, a student could be given the option to book all three appointments: the 1:00 appointment, the 2:00 appointment as well as the 3:00 appointment. This preference determines the Default Slot times (for this example 1 hour) of these additional appointments, if the student wants to book multiple appointments.


SPECIAL FIELDS (ON SCHEDULE AND ENTERING APPOINTMENTS)

Reasons: (_) Use Reason Specialties on Search Avail:

Activating this preference will display the Reason field in the Search Availability Window. When searching for an Availability, the user who is performing the search has the option of entering a Reason to limit the search. If the activation of this preference is desirable, make sure that during the process of setting up Availabilities.


Reasons: (_)Show on Schedule:
Activating this preference will display Reason Specialties on the Schedule: specifically next to the Time field on the Availability itself.


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Reasons: (_)Enter in Avail
Activating this preference will allow Reason to be entered while creating Availabilities. Reason will be displayed in the Availability Entry Window.


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Reasons: (_)Enter in Appt
Activating this preference will display the Reason Specialties on the Appointment Entry Window.


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Reasons:(_) Required
Activating this preference will force users to specify Reason Specialties during their search. A search will not be able to be performed without entering a Reason Specialty.


Locations: (_)
Activating this preference will display the Location field in the Search Availability Window. When searching for an Availability, the user who is performing the search has the option of entering a Location to limit the search. If the activation of this preference is desirable, make sure that during the process of setting up Availabilities.


Locations: (_)Show on Schedule
Activating this preference will display Location on the Schedule. When you hover your mouse cursor over an Availability, Location will display.


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Locations:(_) Enter in Avail
Activating this preference will display Location in the Availability Entry Window (when setting up Availabilities).


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Locations:(_) as Text
Activating this preference allows users to, instead of selecting from a Pre-defined list of Locations, enter in Custom Locations as Text. Rather than clicking the Dropdown menu next to Locations and making a selection, users can simply click in the field and Type a Location name (i.e. Room 101).


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Locations:(_) Enter in Appt
Activating this preference will display the Location Specialties on the Appointment Entry Window (when booking Appointments).


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Locations:(_) Required
Activating this preference will force users to specify Location during their search. A search will not be able to be performed without entering a Location.


Sections: (_)
Activating this preference will display the Section field in the Search Availability Window. When searching for an Availability, the user who is performing the search has the option of entering a Section to limit the search. If the activation of this preference is desirable, make sure that during the process of setting up Availabilities, Section is defined (See Chapter 5: Sections - Section Specialties).


Sections:(_) Show on Schedule
Activating this preference will display Subject/Section on the Schedule: specifically next to the Time field on the Availability itself.


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Sections:(_) Enter in Avail
The (…) icon, when clicked, will expand to a larger text field, where users can enter the custom Visit Warning message to send to users who may be logging out too early. The message could be something along the lines of, “You haven’t completed a 15 minute visit yet. Are you sure you want to log off?”


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Sections:(_) Enter in Appt
Activating this preference will display the Subject dropdown menu on the Appointment Entry Window (when booking Appointments)


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Sections:(_) Required
Activating this preference will display Reasons for visits shown in the Log Listing. This privilege can be further restricted in the Group Access preferences.


OTHER SCHEDULE OPTIONS:

Allow Student to Cancel Appts

This preference, when activated, allows students to Cancel Appointments. When logged in as a Student, any upcoming Appointments will appear in the Welcome Window in the Center of your Main Menu. These appointments can be cancelled simply by clicking on the “X” to the right of the Appointment.


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Display Consultant Email:
This preference, when activated, displays the Consultant’s email address for Students’ reference. The Consultants’ email address will be displayed next to their Name in the Search for Availability Results.


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Check Student Conflict on Save Appointment
This preference, when activated, will check for any Scheduling Conflicts when students book an Appointment. If a student has another appointment (in any center) at the same allotted time slot, the system will prevent the student from double-booking.


Display Consultant Alias on Availability Search
This preference, if activated, will display Consultant Alias on the Search for Availability Window. Consultant Alias is typically used if a Consultant does not want to display their Full Name, and instead uses an Alias for identification.


Display Notes on Appointment Entry, Students may ( _____)
This preference, if activated, will display any Appointment Notes in the Appointments Entry window. Furthermore, Students may:

  • The “Edit” option will allow students to Edit and modify any notes entered.
  • The “View” option will only allow students to View Appointment Notes.
  • The “Hide” option will hide any Appointment Notes from the student.


Display Consultant Phone on Appointment Entry
This preference, if activated, displays the Consultant’s phone number in the Appointment Entry Window. The Consultants’ phone number will also be displayed next to their Name in the Search for Availability Results.


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Allow User to Enter Visit Notes on Group Roster
Activating this preference allows Users to enter Visit Notes on Group Rosters for Group Appointments. Attendance can be taken for Multi-person / Group Appointments directly from the Schedule, and as students are marked as Attended or Cancelled, Visit records are created or not created appropriately. If Students are marked as Attended and a Visit Record is created, this preference allows for Users to enter Visit Notes for the Visit Record.


Allow User to Enter Send Emails on Group Roster
Activating this preference allows Users to be able to send emails on Group Rosters for Group Appointments. Attendance can be taken for Multi-person / Group Appointments directly from the Schedule, and as students are marked as Attended or Cancelled, Visit records are created or not created appropriately. If Students are marked as Attended and a Visit Record is created, this preference allows for Users to Send Emails directly from the Schedule through the Group Roster.


Block Students from Booking Recurring Appointments
This preference, if activated, will block students from booking Recurring Appointments (Daily, Weekly, Monthly). This is not to be confused with the Multi-Slot function, which will still be available for users to book multiple time slots within the same Availability.


APPOINTMENT CUSTOM FIELD:
Display Custom Field on Appointment Entry

This preference allows you to place a Custom Field in the Appointments Entry window. This custom field will appear when the Appointment is being booked, along with the Subject, Reason, Location, Fund, and Status fields (if you so choose).


Appt Custom Field Label
The default Custom Field is set to (Phone) and allows Users to enter their Phone number into the Appointment Record as the appointment is being booked.


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Custom Field Required
This preference forces the Custom Field of your choice to be REQUIRED in order to “Save” or book the Appointment.


Appointment Instructions
You can enter in this field any appropriate Instructions for users who are booking appointments. These customized instructions will appear on the Appointments Entry Window, just above the Center Selection Field.


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Custom Choices
You can define in this field the Choices available for the first preference in this Section: Appt Custom Field Label. Any choices that you enter in this field must be separated by a Return (Enter) character, and will appear in the Appointment Entry Window when a user is booking an Appointment.


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Display Fund on Appointment Entry
This preference will Display the Fund field that appears in the Appointment Entry Window.


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Display Fund on Appointment Entry: Required
This preference will force the Fund field to be completed in order to “Save” or book the Appointment.


APPOINTMENT STATUS & MANAGEMENT:

Appointment Status Choices (________)

The Appointment Status Choices Field is an area where we can define our Appointment Status Choices. Here we can designate an unlimited amount of Status types, to accurately classify and process the data of Appointments that occurred. Typical Appointment Statuses include: Attended, Missed, Tutor-Cancelled, Student-Cancelled, or even Student-Missed, Tutor-Missed, Admin Cancelled, Admin Excused, Student Cancelled, etc…Make sure to separate each classification with a Return or Enter character.


Status for Attended (________)
The Status for Attended field allows a user to rename one of the two most important statuses that need to be defined in the system: Attended and Missed. The desired name should be entered in the text field, and also should be included in the preference #1 above: Appointment Status Choices.


Status for Missed (________)
The Status for Missed field allows a user to rename the second most important status: Missed. The desired name should be entered in the text field, and also should be included in the preference #1 above: Appointment Status Choices.


Missed Appointments, Change Status to (________) automatically each night
This preference involves the Automated Event “Missed Appts” mentioned in the Intro / Definitions section. To briefly summarize, the “Missed Appts” automated event basically checks all Visits that have occurred within a time period, and attempts to link these Visits to the correct Appointments. If an appointment, let’s say was set to occur at 12:00 pm on Monday, and the student who booked the appointment logs in at 11:45 am, and signs out at 01:15 pm. Later that night, the “Missed Appts” automated event runs and sees that our student made a visit for an hour and a half. The system also recognizes that the time frame matches that of the Appointment (to a degree of tolerance that you set, i.e. +/- 15 minutes), and therefore successfully matches the Visit to the Appointment, and marks the Appointment status as Attended.

On the other hand, let’s say our student does not show up for the Appointment. In this case, the system recognizes that there was no Visit made on Monday by said student. Consequently, the system does NOT link the Visit to the Appointment, as no visit occurred. This preference then comes into play, as the system will then modify the Appointment Status to whatever Status you define here, for example, “NO Call NO Show”, if the status of “missed” is insufficient or you want to further define/classify the status of an Appointment


Student Max Missed (_____) appts, since (__________) AND Change Center Student Status to (__________)
The Student Max Missed Preference determines exactly how many Appointments a student can miss, and if so, what happens to the student’s Status as a result? For instance, let’s say we set a limit at 3 max Appointments missed within a Semester’s date range. Let’s also say if such a situation were to happen, we would then change the students’ status to BANNED. In this case, if a student were to miss 3 appointments within a semester and subsequently attempted to book another Appointment, the system would return with a message indicating the students current status of BANNED, and the reason (missing 3 appointments).


Appointment Fund Choices (_________)
The Appointment Fund Choices Field is an area where we can define the different classifications of Funds. Here we can designate an unlimited amount of Fund types. Make sure to separate each classification with a Return or Enter character.


Appointment Location Choices (_________)
The Appointment Location Choices Field is an area where we can define Locations within Appointments. Location is typically used to further designate a location within a Subcenter – for instance, Writing Center: Location – Room 103. Make sure to separate each classification with a Return or Enter character.


OTHER SCHEDULING BLOCKS:

The “Other Scheduling Blocks” section allows a campus to devise Rules regarding Scheduling. The following parameters will PREVENT a student from booking an appointment, if certain rules are broken.


Prevent a student from booking an appointment if any of the following is true:


  • Maximum of (__) Appts with Status = (_______) from (______) to (______)

This preference (similar to Preference #4 under Appointment Status & Management above) allows a campus to create a Scheduling Block based off of any Appointment Status. If, for instance, your campus has created an Appointment Status of “Student Cancelled”, and you would like to prevent students who have Cancelled 3 appointments from booking any further appointments, we could set a maximum limit at 3 Appointments with a status of “Student Cancelled” for this semester.


  • Prevent booking when Student Status is (________)

This preference will simply prevent a student from booking if said student’s status is _______. To use an example from earlier, if a student status is BANNED from missing 3 appointments, and this preference has been set to BANNED, said student will not be able to book appointments for the remainder of the time period that you defined.


  • Prevent booking for more than (______) consecutive appointments Same Consultant, (_) for the same student

This preference, if activated, will prevent a user from booking consecutive appointments with the SAME Consultant, OR for the SAME Student.


SEARCH AVAILABILITIES:

Center Description/Instruction on search

The Center Description/Instruction on search field allows a user to enter Custom Instructions on the Search for Availability Window. HTML tags are acceptable in this area. Click on the icon on the bottom right corner of the text box to expand the field.


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Instructions when no Availabilities Found
The Instructions when no Availabilities Found field allows a user to enter Custom Instructions in the Search for Availability Window, when no results have been found. HTML tags are acceptable in this area. Click on the icon on the bottom right corner of the text box to expand the field.


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Show Consultant Choice on Search, if not, use (____________)
Activating this preference will allow Users to Choose a Consultant when Searching for an Availability. The text field to the right of the word “use” has the ability to define a couple of options. If left blank, ALL consultants will be available in selection. A specific Consultant name can be typed here to display a SINGLE Consultant. Entering in the phrase “CHOICE REQUIRED” will force Users to select a Consultant before a search can be performed.


Consultant Choices Script (__________)
Allows for customizations of Consultant choices. Contact Redrock Support for details (helpdesk@go-redrock.com)


Show Reason on Search, if not, use (____________)
Activating this preference will allow Users to Choose a Reason when Searching for an Availability. The text field to the right of the word “use” has the ability to define a couple of options. If left blank, ALL Reasons will be available in selection. A specific Reason can be typed here to display a SINGLE Reason. Entering in the phrase “CHOICE REQUIRED” will force Users to select a Reason before a search can be performed. If the Reason choice is required, make sure to define Reasons when creating Availabilities and Appointments.


Reason Choices Script (__________)
Allows for customizations of Reason choices. Contact Redrock Support for details (helpdesk@go-redrock.com)


Show Section on Search, if not, use (____________)
Activating this preference will allow Users to Choose a Subject/Section when Searching for an Availability. The text field to the right of the word “use” has the ability to define a couple of options. If left blank, ALL Subjects will be available in selection. A specific Subject can be typed here to display a SINGLE Subject/Section. Entering in the phrase “CHOICE REQUIRED” will force Users to choose a Subject before the search can be performed. If the Subject choice is required, make sure to define Subjects when creating Availabilities and Appointments.


Show Location on Search, if not, use (____________)
Activating this preference will allow Users to Choose a Location when Searching for an Availability. The text field to the right of the word “use” has the ability to define a couple of options. If left blank, ALL Locations will be available in selection. A specific Location can be typed here to display a SINGLE Location. Entering in the phrase “CHOICE REQUIRED” will force Users to select a Location before a search can be performed. If the Location choice is required, make sure to define Locations when creating Availabilities and Appointments.


Allow Dates on Search, Default from (__) to (__) days
The Allow Dates on Search preference allows a user to enter a Date Range during a Search for Availability. The Default values field will define the values that automatically populate when the Search for Availability page first loads (i.e. 0 to 14 days).


Allow Days on Search, default: (MONTUEWEDTHUFRI)
The Allow Days on Search preference allows a user to specify Days of the Week during a Search for Availability. The Default values field will define the values that automatically populate when the Search for Availability page first loads.


Allow Times on Search, Default from (____) to (____)
The Allow Times on Search field allows a user to define a Time Range during a Search for Availability. The Default values field will define the values that automatically populate when the Search for Availability page loads (i.e. 08:00 to 21:00).


When searching, all users will find:

  • Drop-ins (_) Multi’s (class/group) (_) 1 on 1’s (_)

This preference can limit Users Search for Availability to only the Availability Types that you define. Keep in mind though, that this applies to Center Profiles (global to all Subcenters) and not individual Subcenters. So for instance, if all of your Subcenters under 1 Center Profile did NOT do drop-in availabilities (only appointments), we can uncheck the Drop-ins checkbox for this preference, and these types of availabilities will not appear in the Results of the Search for Availability.


When searching, all students will find:

  • Drop-ins (_) Multi’s (class/group) (_) 1 on 1’s (_)

This preference can limit STUDENTS’ Search for Availability to only the Availability Types that you define. Keep in mind though, that this applies to Center Profiles (global to all Subcenters) and not individual Subcenters. So for instance, if all of your Subcenters under 1 Center Profile did NOT do drop-in availabilities (only appointments), we can uncheck the Drop-ins checkbox for this preference, and these types of availabilities will not appear in the Results of the Search for Availability for the STUDENTS group.


Show Consultant Location on Availability Results
This preference if activated will display Consultant Location on Availability Results.


Show Consultant Classification on Availability Results
This preference if activated will display Consultant Classification on Availability Results. Consultant Classification is typically used to classify or differentiate Groups of Consultants, for instance, Professional Tutors, Student Tutors, or Assigned Advisors etc..

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