Creating Student Profiles: Difference between revisions

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Latest revision as of 10:04, 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

   • Student Entry Form

   • Creating Student Profiles

   • Searching for Students

    • Student Search

    • Power Search

    • Utility Search

    • Visit Search

    • Registrations Search

   • Post Documents

   • Create Messages

• Availabilities

• Appointment Scheduling

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac


Create a New Student Profile Manually
We can enter Student information into your Trac system either manually or automatically through an Import Process.


To create a Student Profile, we will need to access the Student Listings. To get to your Student Listings, hover over the Search Glass on the right side of your Trac Navigation bar (top left corner of Main Menu) and select Students.


To create a new Student Profile manually, click on List Options and select “New Student”.


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Clicking “New Student” will open a blank Student Entry Form.


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Here any relevant information can be entered for a new Student Record manually.

Importing Students
Student information may also be Imported into your Trac system from your Student Information System. Whether your campus uses Banner, Datatel, Peoplesoft, or even a homegrown system, we can extract data from your Student Information System and Import the appropriate data into your Trac system. This process can be run on a manual or automated basis.


First, based on the Student Entry Form, decide which specific fields need to be extracted from your SIS. For example, Last Name, First Name, Address, Email, Birthday, Ethnicity, Grad/Und, College, Major, or GPA etc..

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Once you have decided which fields would be beneficial or essential, we will need to work with your Campus’ IT department to facilitate the data Extract from your SIS. Create a sample data file and send it to Redrock Software Corporation (support@go-redrock.com). Acceptable data file formats are tab delimited (ASCII), comma delimited (csv), or fixed character position (ASCII). An import map is then created based on the sample file.


After the fields are chosen, the data file is created, and the import map is written, your Trac System can run the import process automatically. First, the data file should be updated and saved to the same location on a daily basis. The campus IT personnel may write a script to automate this process. At this point we will also need to set a time within your Trac system for the Automated Import Event to run. The import will then update each day automatically, providing the most current information from the campus SIS database.


Here is a table detailing Student fields.


Name Type Required Field Description
ID #L Yes The unique numeric ID of the student
Other ID A20 * A secondary ID (or barcode) for the student - may be required if you plan on utilizing a barcode scanner or magnetic card reader to sign in your students
Last Name A40 Yes The last name of the student
First Name A40 Yes The first name of the student
Middle A20 The middle name/initial of the student
Street Address A60 The street address of the student
City A50 City of the student address
State A2 The state code of the student address
Zip A10 The zip code of the student address
Email A80 * The email address of the student - required if you plan to send emails to your students, including automatic appointment reminders
Full Name A80 The student name formatted as Last, First Middle - your Trac product will compute the student full name automatically
Home Phone A20 The student home phone number
Work Phone A20 A secondary phone number for the student
Gender Male B The gender of the student is stored as a boolean - the only options are Male or Female and all students default to Female
Birthdate D The student birthdate
Ethnicity A60 Ethnicity (could be a code or complete name)
Grad Und A80 A code that indicated Graduate or Undergraduate (usually "G" or "U")
College A80 What college the student is attending
Class A80 The student's class: Freshman, Sophomore, etc. or FR, SO, JR, SR or 2003, 2004, etc.
Cohort A80 Used to custom group the student records. Use of this field is determined by the TutorTrac administrator.
Major A80 The student's major. May be a code or complete description.
Handle A20 * The student's username to log in to your Trac application online - required if you plan to log students in through LDAP, Active Directory, or Single Sign-On
Password A20 The student's password to log in to your Trac application online.
ReferredBy A80 Who referred the student to the center.
Degree Goal A80 Either the Degree Earned or the Degree Goal.
Overall GPA #R The Overall GPA for the Student (EMCCGPA)
Total Hours #R Total Accumulated Hours for the Student (BMI1)
HS Name A30 Name of the High School Attended
Custom Field1 A80 A custom field that may be used for any purpose.
Custom Field2 A80 same as above
Custom Field3 A80 same as above
Custom Field4 A80 same as above
Custom Field5 A80 same as above
Custom Field6 A80 same as above
Custom Field7 A80 same as above
Custom Field8 A80 same as above
Custom Field9 A80 same as above
Special Status A80 A student status field: may be a code or description.




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