Advanced Prefs: Difference between revisions

Latest revision as of 10:20, 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.

Click here or expand to see what's new in TracCloud

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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.

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.

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.

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.

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.

Click here to schedule a TracCloud demo!

User Manual Contents

• Introduction

• SysAdmin Preferences

• Custom Utilities

• System Prefs

• Advanced Prefs

• LDAP Tool

• Automated Events

• Center Profile Prefs

• Group Settings

• Sections

• Reasons

• Consultants

• Student Records

• Availabilities

• Appointment Scheduling

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac

Advanced Prefs

The Advanced Preferences are accessible to the Sys Admin users for setting up more advanced or customized global settings for the entire system. These are system-wide settings that control the Trac system regardless of Center Profile, Subcenter, or Group. The Advanced Preferences are found from the Utilities and Prefs… There are many more Advanced Preferences that could be customized for your Trac application. This section will highlight only some more commonly used advanced preferences. Many of these preferences do not exist until entered the first time.

ActivateOnlineLink

The Online link setting will allow you to enter the consultants online session URL in their account.

AdminBCCEmail
If an email in entered in the data text box that email will be BCC in all emails sent from the Trac application.

ALLOWEDUPLOADEXT
This setting will determine what extensions can be uploaded in the Documents for students and consultants.

AllowStudLoc
If Appointment locations are being utilized in your centers, this will allow a student to have a drop down in the Appointment Entry Window to select the Location.

AlsoSendInstrVisEmailTo
If an email in entered in tha data text box that email will be BCC in all emails sent from the Trac application for Faculty Emails.

ApptToleranceFrom
The students will be marked Attended for the appointment as long as they have a visit within the Appointment Tolerance time.

ApptToleranceTo
The students will be marked Attended for the appointment as long as they have a visit within the Appointment Tolerance time.

ApptTolMissed
The students will be marked Attended for the appointment as long as they have a visit within the Appointment Tolerance time.

Learn more about this preference

When a student signs into the Trac System for an appointment, a visit record is created. Then at the end of the night, when an auto event runs, the visit will be linked with the appointment. But how does the Trac System know that the student is logging in for that specific appointment? This is where appointment tolerance comes in. By setting tolerance timings, you can control exactly when visits will be linked with appointments.

Advanced Preferences – The timing tolerance of visits and appointments.

These can be found in Trac Navigation > Trac Man icon > Utilities and Prefs > Advanced Prefs. Search for “ApptTol@”.

This will display three preferences; the values are the tolerance times in minutes.

ApptToleranceFrom – How late a student can login and still be linked to that appointment.

ApptToleranceTo – How early a student can login and still be linked to that appointment

ApptTolMissed – How soon after the appointment starts is it marked as missed if the student doesn’t login.

To modify these settings, simply click on the preference you want to change, set the number to the time you want (in minutes), then click save.

Once the appointment and visit are linked, the next time you look at that appointment in the student’s history or from the consultant’s schedule, you’ll see a “Visit Info” tab where you can quickly switch between the two views.

Auto Event – When the visits and appointments are linked.

Trac Navigation > Trac Man icon > Utilities and Prefs > Auto Events > “missedAppt”.

This is the auto event that automatically sets appointment status’ and links appointments and visits.

is Pending – Enables or disables the auto-event.

Last Performed – When the event last ran, this can be manually changed to force weekly/monthly events to run on specific days.

Schedule – Whether the event runs daily, weekly, monthly, or on a specific date. We recommend leaving this on daily.

Time – The time of day the event runs on, we recommend setting this outside of normal operating hours and not conflicting with any other auto-events.

CampusNameUsedForTitle
The Main Menu title can be edited to not display "TutorTrac Main Menu" or "AdvisorTrac Main Menu"

CreateSectSchedOnImport
This is set to Yes, if you are importing the class start date, end date, class start time, end time and day of week.

Cust1(2-9)Choice
In the Student Entry Window, under the Custom Campus Tab you can add choices in the drop down for the Custom fields you are importing.

Cust1(2-9)Name
In the Student Entry Window, under the Custom Campus Tab you can rename the default titles "Custom#" to match the Custom fields you are importing.

defAvailMaxStud
When you create Available Times, this setting will allow you to set the default for the "Max # Students."

DefBatchVisitDur
In the Batch Visit Entry window the default for the time is set to one hour but can be changed accordingly.

DefQuickVisitDur
In the Quick Visit Entry window the default for the total time can be changed accordingly.

DELETE-STATUS
When staff, consultants or student Cancel/Delete an appointment you can add Cancel options such as "DELETED - CANCELED," "DELETED - CANCELED/MAX Missed," "DELETED - CANCELED/Rescheduled."

documentPostTypes
Various categories of documents that might be posted.

emailImportStatusFrom
After the import is completed it will email the admin and include the From address that has been entered.

emailImportStatusTo
After the import is completed it will email the address listed the Import Status.

FACULTYEMAILPREFS
Redrock staff will create a customization for the fields that will be included in the Faculty Email

formatID
This is the formatting code for controlling the display of student IDs.

GenderChoices
If you would like to override standard Male/Female choice, enter choices like M|Male(ret)F|Female(ret)U|Unknown

GradeCodes
SI Comparison Report grade defaults

GradeCodesNoPass
SI Comparison Report non passing grade defaults

GradeCodesPass
SI Comparison Report passing grade defaults

GradeCodesWithdraw
SI Comparison Report withdraw grade defaults

HTML:AvailResultsGenInstr
This HTML will appear in the Available Time Slots window after clicking "Search" in the Search Criteria.

HTML:InstrVisEmailMsg
This text will appears in the Faculty Email.

HTML:InvalidID
After entering the ID, Name or Handle in the "Log Student" box if there is no record found this message appears in the "Find Student" window.

HTML:logPickCenter
After entering the ID, Name or Handle in the "Log Student" box this will appear in the "Choose A Center" window.

HTML:logPickReason
When logging in a student once a center is selected, this text will appear above the Consultant, Subject and/or Reason box.

HTML:NoAccessMsg
Message is displayed to users on the No Access page.

HTML:searchAvailGenInstr
This HTML will appear in the Available Time Slots window after clicking "Search" in the Search Criteria.

HTML:SelectAdvisor
When logging in a student once a center is selected, this text will appear above the Consultant box.

HTML:SelectCenter
When logging in a student this text will appear to the left when choosing a Center.

HTML:SelectReason
When logging in a student once a center is selected, this text will appear above the Reason box.

HTML:SelectSubject
When logging in a student once a center is selected, this text will appear above the Subject box.

KIOSKBigLogin
KIOSK Mode uses a larger font and hides the announcements area.

KIOSKNewWindow
Entering KIOSK Mode opens a new window.

ListRecsPerPage
This will display the number of records before going to the next page

orderReasonsByActive
Active Reason will display first in the Center Profile, Reasons Tab.

Learn more about this preference

By default, your Reasons are sorted alphabetically. However, the Trac System also has the option to sort them first from active to inactive, then alphabetically. That way, your currently relevant (active) reasons show up first. In this Newsletter, we’ll be going over how to make this change, and the effect thereof.

Modifying the Preference

Go to Trac Navigation > Trac Man icon > Utilities and Prefs > Advanced Prefs > “orderReasonsByActive”

It’s set to blank (No) by default. You can set it to Yes (sort by active) or No (don’t sort by active), click save once you’ve decided.

The Effect of the Preference

orderReasonsByActive = No/Blank, Reasons are only sorted alphabetically.

orderReasonsByActive = Yes, Reasons are sorted active to inactive, then alphabetically.

passLength
Minimum of characters in length

passLower
Must contain number of lower case letters.

passNames
Password cannot include users name.

passNumber
Password must contain a number.

passSymbol
Password must contain a symbol.

passUnique
Password must contain a unique character.

passUpper
Must contain number of UPPER CASE letters.

rrMaintAcct
Disable Redrock Support accounts

sessionExpireDays
Number of days your session will be active before having to sign back in.

sessionExpireDaysKIOSK
Number of days your session will be active before having to sign back in for the Kiosk.

sfx-manualgmtoffset
if "Convert Date/Time to GMT" isn't working for you in Starfish settings, it's possible your server isn't allowing TutorTrac to read/write an offset file. This preference can be used to bypass the file, manually setting an offset in hours. E.g., "4", "7".

SMS_ConsCan
Default the setting for Consultants to get appointment Cancellation text messages.

SMS_ConsCon
Default the setting for Consultants to get appointment Confirmation text messages

SMS_ConsOther
Default the setting for Consultants to get generic text messages

SMS_ConsRem
Default the setting for Consultants to get appointment Reminder text messages

SMS_ConsTime
Default the time that Consultants will get the Reminder appointment text messages.

SMS_StudCan
Default the setting for Students to get appointment Cancellation text messages.

SMS_StudCon
Default the setting for Students to get appointment Confirmation text messages

SMS_StudOther
Default the setting for Students to get generic text messages

SMS_StudRem
Default the setting for Students to get appointment Reminder text messages

SMS_StudTime
Default the time that Students will get the Reminder appointment text messages.

StartWeekDay
This will allow you to change the start of the week day, default is Monday.

StoreStudentPass
This will allow you to change the store and change the students password in the Student Entry Window.

StudKeepApptOpenOnSave
When a student books an appointment, the Appointment Entry window will not disappear. This is used if you want them to attached a document to the appointment.

TIMECHECK
This feature will allow the student to check thier total time for the semester or week(if using "TimeCheckWeekly")

TimeCheckWeekly
This will calculate the total for the students(Sunday to Saturday) when the check the Time Check box when they log in.

WeekEnd
On the Week Schedule this will change the Weekend to a red shade.

@@ Line 1: / Line 1: @@
+{{40EOL}}
 <!-- table for the whole page -->
 {| style="width:100%; vertical-align:top; "
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 The students will be marked Attended for the appointment as long as they have a visit within the Appointment Tolerance time.
+<hr>
+<div style="float: left; margin-top: 0em; margin-bottom: 1em"><b>Learn more about this preference</b></div><div class="mw-collapsible mw-collapsed">
+<br><br>
+When a student signs into the Trac System for an appointment, a visit record is created. Then at the end of the night, when an auto event runs, the visit will be linked with the appointment. But how does the Trac System know that the student is logging in for that specific appointment? This is where appointment tolerance comes in. By setting tolerance timings, you can control exactly when visits will be linked with appointments.
+[[File:4yb6yy6n6.png|border|600px]]
+'''Advanced Preferences''' – The timing tolerance of visits and appointments.
+These can be found in Trac Navigation > Trac Man icon > Utilities and Prefs > Advanced Prefs. Search for “ApptTol@”.
+This will display three preferences; the values are the tolerance times in minutes.
+* ApptToleranceFrom – How late a student can login and still be linked to that appointment.
+* ApptToleranceTo – How early a student can login and still be linked to that appointment
+* ApptTolMissed – How soon after the appointment starts is it marked as missed if the student doesn’t login.
+To modify these settings, simply click on the preference you want to change, set the number to the time you want (in minutes), then click save.
+[[File:gnuyfbd5f5by.png|border|600px]]
+Once the appointment and visit are linked, the next time you look at that appointment in the student’s history or from the consultant’s schedule, you’ll see a “Visit Info” tab where you can quickly switch between the two views.
+[[File:g6ut67tt6.png|border|600px]]
+'''Auto Event''' – When the visits and appointments are linked.
+Trac Navigation > Trac Man icon > Utilities and Prefs > Auto Events > “missedAppt”.
+This is the auto event that automatically sets appointment status’ and links appointments and visits.
+* is Pending – Enables or disables the auto-event.
+* Last Performed – When the event last ran, this can be manually changed to force weekly/monthly events to run on specific days.
+* Schedule – Whether the event runs daily, weekly, monthly, or on a specific date. We recommend leaving this on daily.
+* Time – The time of day the event runs on, we recommend setting this outside of normal operating hours and not conflicting with any other auto-events.
+[[File:fcbcvcn.png|border|600px]]
+</div>
+<hr>
 '''''CampusNameUsedForTitle'''''<BR />

Advanced Prefs: Difference between revisions

From Redrock Wiki

Latest revision as of 10:20, 26 March 2024

User Manual Contents