TracCloud: Attendance Listing: Difference between revisions

Attendance Listing
A Visit represents the log that the student (or staff for work visits) was present at your center at X time, for Y subject, Z reason, etc. This is different from an appointment, which is represents the reservation. If a student doesn't follow through with an appointment, a visit is never created. Every visit in the Trac System can be viewed on this listing, found under the Attendance tab > Attendance Listing, where they can be viewed, created, or edited.

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

Example Searches:

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

Students.ID=1931

...or by Center Name.

Learning Center

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

Students.ID=1931 Centers.Name=Writing

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

Courses.SubjectCourse=ENG110 Centers.Name="Learning Center"

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

#sql:Student_Remarks#=Great

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

Visits.TimeIn=2022-03-15

Date ranges should be formatted like this, without a specified field.

2022-06-01...2022-07-01

For an exact time, you would format that search like this.

Visits.TimeIn="2022-03-15 15:30:00"

Fields that expect a True or False value can be search with 1 or 0. The search below would show you all work visits.

Visits.IsWork=1

Find visits that conflict with a student's section schedule. This will only function if section schedule data is being imported.

Visits.CustomData/isLoggedDuringClass=1

Clicking on an individual visit record opens the Visit Entry page, seen in the screenshot below. This allows you to review and manually update visits as needed.

Most fields visible here are self-explanatory, with the few that may require some additional clarification listed below.

Entered Center at vs Consultation Started at

If your campus tracks student wait time, these options display the different start times of this visit. For example, if a student logged in for their 9am appointment at 8:55, then met with their consultant at 8:59 onward, the visit record will reflect those times in Entered Center at and Consultation Started at respectively. If your campus does not track wait time, the Entered Center time can be ignored.

Linked Documents

Documents can be uploaded to visit records here, only staff members have the ability to view or upload these. Students can only view or upload documents to appointment records.

Hamburger Menu

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

All Attendance, Today, Recent Attendance, etc

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

Search

This utility will open a pop-up window unique to each Listing it's present on, allowing you to search your records by a number of different fields.

Power Search

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

Saved Searches

See Saved Searches for more information.

Show these <records>

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

Find/Merge Duplicates

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

Change Field Values

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

Selected...

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

Views

See Views for more information.

Create Chart

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

Print

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

New <Record>

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

@@ Line 1: / Line 1: @@
 {{TracCloudGuideTabs}}
+<div class="tcWidgetPage">
+<div class="categoryWide">
 {{TracCloudGuideListingsTOC}}
-<big><b>Visits Listing</big></b><br>
+</div>
-The Visit Listing contains all Student Visit records recorded in your Trac system. Visits can be searched, saved, managed and modified all from this listing. To navigate to your TracClouds Visit Listing simply click on the option “Attendance” and select “Visit Listing” from the dropdown from your home dashboard.
+<big><b>Attendance Listing</b></big><br>
-<br>
+A Visit represents the log that the [[TracCloudGuideListingsStudents|student]] (or staff for work visits) was present at your [[TracCloudGuideProfileCenters|center]] at X time, for Y subject, Z reason, etc. This is different from an [[TracCloud:_Schedule_Management|appointment]], which is represents the reservation. If a student doesn't follow through with an appointment, a visit is never created. Every visit in the Trac System can be viewed on this listing, found under the <i><b>Attendance</b> tab > <b>Attendance Listing</b></i>, where they can be viewed, created, or edited.
-[[File:8271873.png|800px]]
+<div class="line"></div>
+[[File:5380015.png|800px]]
 <br><br>
-In TracCloud the ability to search Visit data has been simplified. At the top of the Visit Listing there is a search bar which will give you the ability to search quickly and efficiently through all Visit data Stored in your TracCloud system. Right click in the Nav Search (the search bar highlighted below) will provide a list of Visit Search Codes that can be searched.  Selecting one of the options will auto fill a Visit Search Code as seen below in the example list.
+Using the Search Bar on this screen, we can easily perform quick searches to find specific visits. Right-clicking in the search bar (shown below) will provide a list of available visit fields to search by, click any of these to auto-fill the search bar.<br><br>
-<br>
-[[File:5227409.png|800px]]
+<div style="float: left; margin-right: 2em; margin-bottom: 1em">
-<br><br>
+[[File:6474022.png|300px]]
-<div style="float: left; margin-top: 0em; margin-right: 35em; margin-bottom: 1em">
-{| class="wikitable"
-|+ Search Symbol Key
-|-
-! <b>Symbol</b> !! <b>Description</b> !! <b>Example</b>
-|-
-| % || Wildcard || Students.First_Name=Jo%
-|-
-| # || Not or Don’t Include || Students.First_Name=#John
-|-
-| [null] || Search for a null value || <nowiki>#sql:In-State#=[null]</nowiki>
-|-
-| <b>Numeric Symbols</b>
-|-
-| > || Greater Than || Duration=>90
-|-
-| < || Less Than || Duration=<90
-|-
-| <= || Equal to or Less Than || Duration=<=90
-|-
-| >= || Equal to or Greater Than || Duration=>=90
-|-
-| ... || Range - (Dates only) || YYYY-MM-DD…YYYY-MM-DD
-|-
-| <b>Combination</b>
-|-
-| # = %% || Don’t Include This Data || Centers.Name=#%Learning%
-|}
 </div>
-<br>
-A full list of Visit search codes can be found below as well as examples of how each search can be accomplished.
-<br>
+<b>Example Searches:</b>
+* Find a Visit by a single value, such as Student ID. Specifying 'Students.ID=' actually isn't required for ID searches, but it works well as an example.
+:::<i>Students.ID=1931</i><br><br>
+* ...or by Center Name.
+:::<i>Learning Center</i><br><br>
+* Search multiple fields at once, separate your searches by a space.
+:::<i>Students.ID=1931  Centers.Name=Writing</i><br><br>
+* When performing multiple searches where at least one field contains a space, make sure to surround the contents you're searching for with quotation marks.
+:::<i>Courses.SubjectCourse=ENG110  Centers.Name="Learning Center"</i><br><br>
+* Search in Custom Fields. It's recommended to use the right-click menu to select these, as it will always auto-fill the correct field name.
+:::<i>#sql:Student_Remarks#=Great</i><br><br>
+* Date searches such as this are required to be formatted as YYYY-MM-DD
+:::<i>Visits.TimeIn=2022-03-15</i><br><br>
+* Date ranges should be formatted like this, without a specified field.
+::<i>2022-06-01...2022-07-01</i><br><br>
+* For an exact time, you would format that search like this.
+::<i>Visits.TimeIn="2022-03-15 15:30:00"</i><br><br>
+* Fields that expect a True or False value can be search with 1 or 0. The search below would show you all work visits.
+::<i>Visits.IsWork=1</i><br><br>
+* Find visits that conflict with a student's section schedule. This will only function if [[TracCloudTechImport|section schedule data]] is being imported.
+::<i>Visits.CustomData/isLoggedDuringClass=1</i>
+<hr>
+Clicking on an individual visit record opens the Visit Entry page, seen in the screenshot below. This allows you to review and manually update visits as needed.<br>
+[[File:9492324.png|800px]]<br><br>
+Most fields visible here are self-explanatory, with the few that may require some additional clarification listed below.<br><br>
-{| class="wikitable"
+* <b>Entered Center at</b> vs <b>Consultation Started at</b>
-|-
+::If your campus tracks student wait time, these options display the different start times of this visit. For example, if a student logged in for their 9am appointment at 8:55, then met with their consultant at 8:59 onward, the visit record will reflect those times in <i>Entered Center at</i> and <i>Consultation Started at</i> respectively. If your campus does not track wait time, the <i>Entered Center</i> time can be ignored.<br><br>
-! NavSearch!!Definition!!NavSearch Codes
-|-
+* <b>Linked Documents</b>
-| General NavSearch Codes||General NavSearch codes are Words, Phrases or Names that can be typed into the NavSearch bar and instantly return results of Visit Records.||Students First Name &#8226; Last Week &#8226; Reason &#8226; All &#8226; Students Last Name &#8226; This Week                        &#8226; Date &#8226; Last Year &#8226; Students ID Number &#8226; Past 10 days &#8226; Date Range &#8226; This Year &#8226; Yesterday &#8226; Today &#8226; Subject &#8226; Month
+::[[TracCloudGuideGlobalDocs|Documents]] can be uploaded to visit records here, only [[TracCloudGuideProfileStaff|staff members]] have the ability to view or upload these. Students can only view or upload documents to appointment records.
-|-
-! SearchCodes!!Definitions!!Examples and Variations
+<hr>
-|-
+{{#lst:Template:TracCloudListingDescriptions|Hamburger_Menu}}
-| Visits.Sequence=||Visit Sequence: Is the internal number a visit record has been assigned.||Found in the upper right-hand corner of each visit record
-|-
+{{#lst:Template:TracCloudListingDescriptions|AllAttendance}}
-| EnteredDT=||Date & Time Entered: Time the student logged and waited to meet with Staff. This information is only recorded if you’re tracking the “Wait Time” of a student’s visit.||EnteredDT=2021-05-12 12:30:10
-|-
+{{#lst:Template:TracCloudListingDescriptions|Search}}
-| TimeIn=||Date & Time In: The Start Date and Time of the students visit.||TimeIn= 2021-05-12 12:30:10
-|-
+{{#lst:Template:TracCloudListingDescriptions|Power_Search}}
-| TimeOut=||Date & Time Out: The End Date and Time of the students visit.||TimeOut=2019-09-30 3:00:00
-|-
+{{#lst:Template:TracCloudListingDescriptions|Saved_Searches}}
-| Duration=||Duration: Is the total time (minutes) of a visit.||Duration=90
-|-
+{{#lst:Template:TracCloudListingDescriptions|Show_these}}
-| IsWork=||isWork: Is the visit a payroll visit (1 or 0) 1 is equal to “True” - 0 is equal to “False”.||IsWork=0
-|-
+{{#lst:Template:TracCloudListingDescriptions|FindMerge_Duplicates}}
-| Students.First_Name=||Students-> First Name: Search for students by their first name.||Students.First_Name=John<br>Students.First_Name=Jo%
-|-
+{{#lst:Template:TracCloudListingDescriptions|Change_Field_Values}}
-| Students.Last_Name=||Students-> Last Name: Search for students Last name||Students.Last_Name=Smith<br>Students.Last_Name=Sm% - Queries every name that starts with “Sm”
-|-
+{{#lst:Template:TracCloudListingDescriptions|Selected}}
-| Students.Sequence=||Students-> Students Sequence: The Internal identification number assigned to each specific student.||Students.Sequence=3674
-|-
+{{#lst:Template:TracCloudListingDescriptions|Views}}
-| Students.ID=||Students-> Students ID: ID Is the Students Campus Identification Number||Students.ID=1901
-|-
+{{#lst:Template:TracCloudListingDescriptions|Create_Chart}}
-| Visits.StudentID=||Students-> Linked Student Sequence: This can be either the Visit Sequence or the student ID number.||Visits.StudentID=3674 (Visit Sequence)<br>Visits.StudentID=1918 (Student ID)
-|-
+{{#lst:Template:TracCloudListingDescriptions|Print}}
-| Courses.SubjectCourse=||Courses-> Subject Course: Will find all visits based on Subject Course||Courses.SubjectCourse=ENG110 (Full Subject/Course: ENG110-777 Creative Writing)
-|-
+{{#lst:Template:TracCloudListingDescriptions|New_Record}}
-| Courses.Subject=||Courses-> Subject Course: Will find all visits based on Subject||Courses.Subject=ENG (Full Subject/Course: ENG110-777 Creative Writing)
-|-
+[[Category:TracCloud]]
-| Courses.Course=||Courses-> Course: Will find all visits based on Course||Courses.Course=110 (Full Subject/Course: ENG110-777 Creative Writing)
-|-
-| Courses.Title=||Courses-> Title: Will find all visits based on Title||Courses.Title= Creative Writing (Full Subject/Course: ENG110-777 Creative Writing)
-|-
-| Sections.Code=||Courses-> Section Code: Title: Will find all visits based on the Section||Sections.Code=777 (Full Subject/Course: ENG110-777 Creative Writing)
-|-
-| Visits.SectionID=||Courses-> Linked Section Sequence: Is the internal ID number that has been assigned to a Section.||Visits.SectionID=30
-|-
-| Reasons.Reason=||Reasons-> Reason: Will find visits based on Reason.||Reasons.Reason=General% - Queries every reason that starts with the word “General”<br>Reasons.Reason=%General% - Queries every reason that contains “General”
-|-
-| Reasons.Category=||Reasons-> Category: Will find all visit based on their designated Category.||Reasons.Category=Accommodation
-|-
-| Centers.Name=||Center-> Center Name: Will find all visit linked to a specific Center.||Centers.Name=Learning Center<br>Centers.Name=#Learning Center – “#” Queries all centers except the Learning Center
-|-
-| Visits.CenterID=||Center-> Linked Center Sequence: Will find all visits linked to a centers sequence number||Visits.CenterID=2<br>Visits.CenterID=#2 – Queries all visit except visits linked to center Sequence number 2
-|-
-| Visits.Location=||Center-> Visit Location: Will find all visit linked to a specific Location||Visits.Location=Room_101<br>Visits.Location=#Room_101 – Queries all visits except visits associated with Room_101
-|-
-| Staff.First_Name=||Staff-> Staff First Name: Will find all visits linked to a Staffs First name.||Staff.First_Name=Dave<br>Staff.First_Name=#Dave – Queries all visits except visits associated with Staff named “Dave”
-|-
-| Staff.Last_Name=||Staff-> Staff Last Name: Will Find all Visit linked to the Staffs Last name||Staff.Last_Name=Smtih<br>Staff.Last_Name=#Smith– Queries all visits except visits associated with Staff named “Dave”
-|-
-| VisitDay=||VisitDay: Will find all visits that happened on a specific day of week.||VisitDay=Monday<br>VisitDay=#Monday – Queries all visit except visits that happened on a Monday
-|}
-<br><br>
-The Search bar can also handle multiple queries at once using any of the search code combinations. For instance, perhaps you would like to search for all students who came in and selected the reason “General Tutoring” who had visits in the “Learning Center” and who Visited on a “Monday”– See the example below of how this query can be accomplished. You will need to place the “&” symbol between SearchCodes here in the example: (Reasons.Reason=General Help&Centers.Name=Learning Center&VisitDay=Monday)
-<br>
-[[File:8165619.png|800px]]
-<br><br>
-Each column of information has a clickable header that will sort the data field.<br>
-Numeric Headers will sort the information from Lowest number to the Highest number value. Doubling clicking a numeric header will sort the header from Highest number to Lowest number value.<br>
-Columns consisting of words will be sorted alphabetically from A-Z, Double clicking this fields header will sort the data alphabetically from Z-A
-<br>
-==Visits Listing Hamburger Drop-down Options ([[File:Hamburger.png|17px]])==
-<div style="float: left; margin-top: 0em; margin-right: 1em; margin-bottom: 100em">
-[[File:4621408.png|220px]]
 </div>
-<b>All Attendance:</b> Show all visits (that you have permission to view).
-<br><br>
-<b>Today:</b> Show today's visits.
-<br><br>
-<b>Recent Attendance:</b> Show the last 6 months of visits.
-<br><br>
-<b>This Week:</b> Show the current week's visits.
-<br><br>
-<b>This Month:</b> Show the current month's visits.
-<br><br>
-<b>Last Month:</b> Show last month's visits.
-<br><br>
-<b>This Year:</b> Show the current year's visits.
-<br><br>
-<b>Search:</b> Allows you to search all visits based on many different criteria.
-<br><br>
-<b>Power Search:</b> Allows you to make multiple queries against the database at one time using "And" & "Or" statements.
-<br><br>
-<b>Saved Searches:</b> Allows you to save and create dynamic searches that will update the results of visits based on new information available at the time of search.
-<br><br>
-<b>Show these Students:</b> Based on your currently queried list of visits, display the related students on the student listing.
-<br><br>
-<b>Find Duplicates:</b> Allows you to find visits that have the same data in a specific field.
-<br><br>
-<b>Find by Values:</b> Here you can provide a list of specific visit data in a text area or provide visit data in a .txt or .csv file and have the system search for that visit data and provide a list of visits that match the criteria.
-<br><br>
-<b>Change Field Values:</b> This function will allow you to change or modify specific fields of Data. This is an Admin Level function only and can be dangerous. Use this function with extreme caution.
-<br><br>
-<b>Selected:</b> Use the selected set of visits for a specific purpose (hide, delete, merge, etc).
-<br><br>
-<b>Views:</b> Allows you to create custom views. [[TracCloudGuideListingsViews|More information.]]
-<br><br>
-<b>Create Chart:</b> Based on the visit data currently being viewed a chart can be generated to visually illustrate the relationships in the data.
-<br><br>
-<b>Print:</b> Will allow you to print the current listing of visits. Will print multiple pages at once.
-<br><br>
-<b>New Visit:</b> Allows you to quickly create a new visit record from the visit listing (similar to the Quick Visit utility).
-{{DISPLAYTITLE:<span style="position: absolute; clip: rect(1px 1px 1px 1px); clip: rect(1px, 1px, 1px, 1px);">{{FULLPAGENAME}}</span>}}

TracCloud: Attendance Listing: Difference between revisions

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Latest revision as of 16:52, 18 November 2024

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