TracCloud: Recording Visits: Difference between revisions

Revision as of 15:10, 24 March 2022

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Recording Visits
Student Visits allow you to track when your students met with consultants. There are several options available for creating these visits, including real-time options like the log listing or kiosk, or post-meeting options such as quick or batch visits. This article will be going over the different options available and exactly how they work.

1. Logging the student in/out during the visit (Log Listing/KIOSK)

When a student walks into your center, they can be logged in before or as they begin meeting with their consultant. This is performed via the Log Listing or a Kiosk.

The primary difference between the two is permissions, the Log Listing View is accessible by staff, allowing them to quickly see who’s logged in, as well as log students in/out as needed. The Kiosk view on the other hand—which is accessed from the same Attendance tab—will log the staff member out of their normal account and put them in a restricted view where only the kiosk is accessible. This is useful to have available on a student-facing computer, where students are logging themselves in/out. This ensures they don’t have access to any other TracCloud features.

To reach either of these views, go to Attendance > Log Listing/KIOSK for [Profile] / [Center] menu. In the below example, the Learning Center in the TutorTrac profile.
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After you’ve reached the log listing page, you can see the students who are currently logged in. To log another student in, begin typing their ID, name, or scan their barcode into the box in the center of your screen.
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After pressing enter, you will be prompted to choose a consultant, subject, and/or reason for the visit depending on which fields are enabled in your profile. Custom questions can also be configured to appear here, which will be covered in a later article.
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To log the student out, simply enter their ID/Name/Barcode in the Log Listing box again, and click “Log Out of [Center].”
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There are several options available to further utilize the Log Listing and Kiosk views, including a touchless QR-code mode for students, and the ability to customize exactly how students appear while logged in. For more information on these options, take a look at our Log Listing articles in the Profile Prefs portion of our guide.

2. Creating Quick Visits

Quick Visits allow you to create visits after the fact, maybe a student forgot to login, or a login station wasn’t available at the time, or even if you wanted to record a phone call or email conversation. This Option can be found by going to Attendance > Quick Visit.
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Once you’ve reached the Quick Visit entry window, you can fill out some basic information about the visit. Select your student, consultant, reason, time, and so on. We even have a couple custom fields configured in the screenshot below, Comments for Students, Staff Comments, and Tutor Points of Discussion. These fields are completely customizable, and we’ll go over how to configure them in a later article.
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3. Creating Batch Visits

Batch Visits can be thought of as a bulk version of Quick Visits, allowing you to create visits for many students at once. This feature can be found in Attendance > Batch Visits.

When you begin creating a Batch Visit, you will be asked to choose a center. After selecting your center, you’ll be brought to the following screen. The visit information we be entered at the top of the page, where you’ll also see a Batch Code option. Scanning the provided Batch QR Code will bring staff or students to an ID entry screen, where students can log themselves in or staff can enter student IDs as needed, with the visit information being automatically recorded.
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We have three primary options for submitting batch visits, each serving a different use-case.

Batch Entry
Batch Entry allows you to enter basic visit information once (time, tutor, subject), then you can create visits and write notes for one student at a time.

If “Remember Notes” is checked, the visit notes you entered for the previous student will be saved for the next. This way you can easily use the same or similar notes for each student.
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SI Batch Entry
SI Batch Entry provides a list of students enrolled in the course you selected. You can simply highlight the students you want to create the new visit for by clicking on their names. Data is filtered by Students with or without previous visits.
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Batch Scan
Batch Scan allows you to create visits for many students at once from a text file. Simply copy/paste the contents of the file into the “Scanned Data” field, set the Scan Type to ID, Sequence, Email, or Other ID, and type in any notes you want to leave. A visit record will be created for each student in the file.

The Student Listing also has the ability to export a list of student IDs (see the 'Selected' menu under the hamburger icon). Using this, you can easily search for and copy your list of students, and paste that list here to create visits for all of them at once.
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4. Mark Appointments as Attended

Lastly, you can create a visit record by simply marking an existing appointment as “Attended.” If a student logs in for a visit during the appointment time, the appointment will be automatically marked as attended overnight. However, if the student wasn’t logged in in the first place, this can be a faster option compared to quick visits.
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@@ Line 49: / Line 49: @@
 <b><big>Batch Entry</big></b>
 <br>
-Batch Entry allows you to enter basic visit information once (time, tutor, subject), then you can create visits and write notes for one student at a time. You can also create visits for several students at once with the “SELECTED” button, which will use your student listing search results.
+Batch Entry allows you to enter basic visit information once (time, tutor, subject), then you can create visits and write notes for one student at a time.
-<br><br>
 If “Remember Notes” is checked, the visit notes you entered for the previous student will be saved for the next. This way you can easily use the same or similar notes for each student.
 <br>
-[[File:9394644.png|800px]]
+[[File:6310044.png|800px]]
 <br><br>
 <b><big>SI Batch Entry</big></b>
@@ Line 64: / Line 64: @@
 <br>
 Batch Scan allows you to create visits for many students at once from a text file. Simply copy/paste the contents of the file into the “Scanned Data” field, set the Scan Type to ID, Sequence, Email, or Other ID, and type in any notes you want to leave. A visit record will be created for each student in the file.
+The Student Listing also has the ability to export a list of student IDs (see the 'Selected' menu under the hamburger icon). Using this, you can easily search for and copy your list of students, and paste that list here to create visits for all of them at once.
 <br>
 [[File:6232154.png|800px]]