TracCloudWhatsNew

What's New?

Prior Releases

Full Changelog

This page highlights some of the recent changes made to the TracCloud platform, and how you can utilize them on your own instance. A list of past changes and a full changelog can be found in the tabs above.

If you have any questions about these changes, feel free to reach out to us on our helpdesk.

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Latest posts

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Search Availability badges can be used to add information and indicators to availability slots. Each badge can appear for certain conditions, based on center, availability section/reason, location, skills/accommodations, etc.

Click "New Availability Badge" to begin. This will open a form where you can enter the details for your badge.

Manually Linked

Rather than the badge automatically appearing based on certain conditions, these badges appear in a menu to be manually selected on the availability itself.

Name

Name of the Badge. This will not be displayed for students

Availability Type

Drop In, 1-on-1, or Group availability

Consultant

Assign a specific Staff

Reason

Assign a specific Reason

Center

Assign a specific Center

Section

Assign a specific Subject

Special Needs

Select if applicable (more information)

Online

Availability Type; In Person, Online, Online Optional, or Phone

Location

Location of the availability

Once you've decided where the badge is needed and have made your selections from the options above, you can now determine which icon, colors, and info work best for the badge created.

Color:

Choose your preferred color for the badge. Consider contrast when setting this color, availability backgrounds are as follows.

1-on-1: #d3f8de

Group: #F5F5B4

Drop-in: #d0ffff

Async: #d8c7ff

Icon:

Choose from the list of available icons or alternatively click the button to use a custom icon from Font Awesome. In that case, you would copy the class values from the icon you want to use.

Paste them into TracCloud.

Then click 'OK.'

Info Text:

Enter text that will display when students & staff hover over the icon

In the example screenshot above, this badge will only appear on availabilities of staff who have been assigned the “ASL” accommodation and are available in the Learning Center. Once saved, your badge will appear in the profile preferences if you need to edit/delete it later.

Any fields left blank will not be considered for where this badge appears, you can be as specific or non-specific as needed. You can also create as many badges as you'd like, more than 1 tag can appear for the same availability. When students search for an availability, the badges will display to the right of the screen as shown below.

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If you've created a new availability for one of your Consultants and it's not showing up as expected when performing a search for appointment times, there are a few possible causes. This portion of the wiki outlines these possibilities, ordered from most to least likely based on what we at Redrock have experienced working with campuses directly.

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1. Center and Consultant Course Lists

The most common cause when an availability isn't appearing in search results is misconfigured Course Lists. Both your Consultant and your Center need to be assigned to the subject you're searching for (unless your Center or Reason is set to ignore Consultant Specialties). Make sure you Process Specialties (Step 2) after applying any changes.

Consultant Course List: Other > Listings > Staff > [Your Staff] > Course List of Specialties
Center Course List: Other > Other Options > Profiles > [Your Profile] > Centers > Course List for this Center

A complete list of Course Lists can also be found by simply going to: Other > Listings > Course Lists

More Course List Information

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2. Process Specialties

This is always recommended after applying changes to Course Lists, but it may also be the case that the specific section you searched for was imported after you created the Course List for your Center/Consultant, and a Course List refresh alone may resolve this issue. We can setup an automated process to Process Specialties daily if this occurs often, reach out to us using the 'Support' tab above for more information.

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3. Reason Assignments

Similar to ensuring that your courses are assigned to the correct Consultant and Center, the same applies for Reasons. This step only applies if you're using Reason as a search criteria.

For Consultants, go to Other > Listings > Staff > [Your Staff] > Reason Specialties
For Centers, go to Other > Other Options > Profiles > [Your Profile] > Centers > [Your Center] > Active Reasons

More Reason Information

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4. Availability Subject/Reason

If your availability is assigned to the wrong subject or reason, this can cause it to be unintentionally filtered out of results. Make sure the value entered here is correct, especially if you're using wildcards. If these are blank (i.e., available for all specialties), you can skip this troubleshooting step.

Schedule > [Consultant] > Availability

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5. Profile Time Restrictions

If your availability is 60 minutes long, but your profile only allows for a maximum of 50-minute appointments, this can unexpectedly filter out availabilities if you haven't updated your profile preferences to match this new limit. The relevant options to check here are Schedule no sooner than and no later than, ensure that you're searching within an allowed range. As well as Minimum and Maximum Appointment Duration, make sure your availability is within the limits defined by your profile.

Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Time Restrictions

More Scheduling Prefs Information

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6. Reason/Subject Required for Search

In the event that you aren't searching for both Reason and Subject, and the previous steps haven't resolved your issue, it's worth double-checking to make sure your Profile hasn't been mistakenly set to require a Subject/Reason to show availabilities. Make sure the highlighted settings match the search you're performing on the dashboard.

Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Special Fields

More Scheduling Prefs Information

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7. Skills and Accommodations

If your campus utilizes the Skills/Accommodations feature, with 'Excluded when not chosen' enabled, make sure your consultant/availability is assigned to that Skill/Accommodation.
Consultants: Other > Listings > Staff > [Staff Account] > Special Needs/Skills/Accommodations
Availabilities: Schedule > [Availability] > Special Needs > Special Needs/Skills/Accommodations

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