TracCloudGuideListingsVisits

Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

Modules

Listings

• Students

• Attendance

• Appointments

• Availability Blocks

• Courses

• Course Lists

• Documents

• Faculty

• Outstanding Appt Requests

• Referrals (SAGE)

• Registrations

• Sections

• Staff

• Terms & Conditions

• Work Types

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• Custom Views

• Selection Tool

• Saved Searches

• Search Symbols

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

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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.

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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.

• 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.