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Revision as of 16:59, 29 June 2022
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.
2022-06-16 | Search by Location on Schedule
A new System Preference is now available that allows you to search the staff schedule based on location. This is found in Other > Other Options > Preferences > System Preferences > Activate Location Filtering.
Once enabled, you can easily search the schedule by a consultant's assigned location.
Profile Preferences
Prefs
Reasons
Reasons/Services allow your staff and students to provide additional information and reasons for booking an appointment. For example, reasons such as “Counseling,” “Study Plan Help,” or “Exam.” This would let the consultants know what the student needs help with, provide preparation details and information as needed, and gives your staff additional information for reports. Reasons can be managed by going to Other > Other Options > Profiles > [Your Profile] > Reasons.
The hamburger icon contains several management options, detailed below.
- Show Activated
- This will display globally activated reasons (left-side checkbox).
- This will display globally activated reasons (left-side checkbox).
- Activate/Deactivate Found Records
- Activate/Deactivate reasons in bulk, based on your last search result.
- Activate/Deactivate reasons in bulk, based on your last search result.
- New Reason
- Create a new reason.
- Create a new reason.
- Add Multiple Reasons
Creating Reasons
Click on the hamburger button, then select “New Reason” to be brought to the Reason creation menu.
- Profile
- By default, the profile we started creating this reason in will be selected, however, we can change this value or even choose “Available for All Profiles.”
- By default, the profile we started creating this reason in will be selected, however, we can change this value or even choose “Available for All Profiles.”
- Reason
- The name of the reason, this will be what’s selected by students or staff during appointment scheduling and kiosk logins.
- The name of the reason, this will be what’s selected by students or staff during appointment scheduling and kiosk logins.
- Category
- The category this reason is assigned to. More information on this can be found further into this article.
- The category this reason is assigned to. More information on this can be found further into this article.
- Sort Code
- Manually specify how your reasons are sorted during login or appointment search. This can be numeric, or you can simply paste your reason name to sort alphabetically.
- Manually specify how your reasons are sorted during login or appointment search. This can be numeric, or you can simply paste your reason name to sort alphabetically.
- Log Out Method & Visit Time
- There are three Methods available.
- Auto Logout After Time, which will automatically log the student out of the center when the time specified in Visit Time is reached.
- Auto Logout Immediately will log the student out immediately after they’re logged in and create a visit record of the length specified in Visit Time.
- Notify Time Expired, which will send out an email based on the checkboxes used when the time limit is reached. The contents of this email will be determined by your 'Visit Duration Notification' email in your Profile Prefs.
- There are three Methods available.
- Inactive
- We never recommend deleting records in TracCloud, as this removes them from reports and related records. In the event that you are no longer utilizing a reason, you’ll want to check the Inactive box instead of deleting it to keep the records available and accurate.
- We never recommend deleting records in TracCloud, as this removes them from reports and related records. In the event that you are no longer utilizing a reason, you’ll want to check the Inactive box instead of deleting it to keep the records available and accurate.
- Work Reason
- Work reasons allow consultants to login to TracCloud and track their work hours. This data will then be available to users with appropriate permissions via payroll reports. For more information on payroll tracking in general, click here.
- Work reasons allow consultants to login to TracCloud and track their work hours. This data will then be available to users with appropriate permissions via payroll reports. For more information on payroll tracking in general, click here.
- Ignore Section Specialties when Searching Availabilities with this Reason
- This functions similarly to the 'Ignore Specialties' options in Centers. If a student is searching for availabilities and selects a Reason with this checkbox enabled, they will see all consultants assigned to this Reason regardless of subject chosen. Typically used for Writing or Coaching-related Reasons.
- This functions similarly to the 'Ignore Specialties' options in Centers. If a student is searching for availabilities and selects a Reason with this checkbox enabled, they will see all consultants assigned to this Reason regardless of subject chosen. Typically used for Writing or Coaching-related Reasons.
- Do NOT SHOW for Students (staff only)
- If checked, this Reason will only appear for staff who are booking appointments on behalf of students. Students themselves will not see this Reason.
- If checked, this Reason will only appear for staff who are booking appointments on behalf of students. Students themselves will not see this Reason.
- Do NOT SHOW for Appointments
- Do NOT SHOW for KIOSKS
- Do NOT SHOW for Batch Visits
- Don’t show this reason under these specific circumstances.
- Don’t show this reason under these specific circumstances.
Assigning Reasons to Centers
There are two ways to assign Reasons to your Centers, first is directly from this tab in your Profile. The checkbox button on the right-side allows you to activate/deactivate reasons for the center selected in the top-left corner, or display all activated reasons for the selected center. This can also be used with “All centers” selected, allowing you to quickly add or remove a reason from all of your centers.
Reasons can also be assigned from your Center directly. From your Profile, click on the Centers tab followed by the Center you want to update. The very last option on this page is 'Active Reasons,' allowing you to add or Remove reasons for this specific Center.
Reason Categories
Categories allow you to group different reasons together. If you have several reasons available, it can be beneficial to group them into categories that staff and students can select when booking appointments.
These Categories will appear followed by “…”, which when clicked will prompt you to choose a Reason within the category.
As an example, a “Placement Assessment” category that contains different assessment reasons for each course. A “Note-Taker” category, “Make-Up,” etc. If you have multiple reasons that would be better grouped together, putting them in the same category allows for improved organization and an easier appointment booking process for staff and students.
See Also
- Log In/Out Preferences - To require users select reason during visit login.
- Search Availability Options - To require users select reason during appointment searches.
- Staff & Consultants - Assigning reason specialties to staff.
- Choose to Block Students on List
- Show resources widget on the student dashboard
- Allow students to reserve a resource via the dashboard
- Expands the above functionality to allow students to reserve resources for themselves.
- Expands the above functionality to allow students to reserve resources for themselves.
- Maximum # outstanding reservations overall
- How many total outstanding reservations can a student hold for your resources?
- How many total outstanding reservations can a student hold for your resources?
- Maximum # outstanding reservations for one resource
- How many total outstanding reservations can a student hold for a single resource?
- How many total outstanding reservations can a student hold for a single resource?
- Maximum # of days for an individual reservation
- How many days can a student reserve a resource for? For example, allowing the student to reserve the resource from the 11th of the month to the 17th, but no longer, would mean this preference needs to be set to 7.
- How many days can a student reserve a resource for? For example, allowing the student to reserve the resource from the 11th of the month to the 17th, but no longer, would mean this preference needs to be set to 7.
- Minimum time needed (days hrs:min) prior to reservation
- Choose the minimum amount of time in advance needed in order to reserve a resource. This is to prevent students from reserving items in the very near future.
- Choose the minimum amount of time in advance needed in order to reserve a resource. This is to prevent students from reserving items in the very near future.
2022-05-18 | Show Work Visits on Staff Schedule
Work visits can now be displayed on the staff schedule, allowing you to see at a glance when a staff member logged in for work compared to their availabilities and appointments. This will display as a vertical red line overlaying availabilities.
This option can be enabled on a per-Group basis by going to Other > Other Options > Groups > [The Group you want to edit] > Log In/Out > Allow staff to view work visits on schedule. This can be set to allow users in this group to view All work visits on the schedule, or only their own.
Students Listing
Student data is one of the most important parts of your Trac System, on top of being the record that all their visits, appointments, documents, and more are assigned to, you also have the student's information directly. You can run reports on visits grouped by student majors, or send emails to students of a certain class, cohort, or any other field you have available. This article goes over some of the ways you can search for these records.
The Students Listing itself (found by clicking 'Students' in the Navigation Bar) contains all student records uploaded to your Trac System. From this page, we're able to manage student data in bulk, creating lists, sending emails, or submitting SAGE referrals, or we can open a specific student record and manage just one student profile at a time.
Each column of information displayed has a clickable header that will sort the listing accordingly. Clicking once sorts ascending, a second click will sort descending.
Using the Search Bar on this screen, we can easily perform quick searches to find specific students. Right clicking in the search bar (shown below) will provide a list of available student fields to search, click any of these to auto-fill the search bar.
Example Searches:
- Find a student by a single value, such as ID. Specifying 'Students.ID=' actually isn't required for ID or Name searches, but it works well as an example.
- Students.ID=1931
- Students.ID=1931
- ...or name. Names should be formatted as 'Last, First' or 'First M Last'. 'First Last' will also work if middle names are not being imported.
- Day, Rob
- Day, Rob
- Search multiple fields at once, separate your searches by a space.
- Students.Major=Mathematics Students.Class=Sophomore
- Students.Major=Mathematics Students.Class=Sophomore
- 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.
- Students.Major="Chemical Engineering" Students.Status=Active
- Students.Major="Chemical Engineering" Students.Status=Active
- 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:InState#=Yes
- #sql:InState#=Yes
- Date searches such as this are required to be formatted as YYYY-MM-DD
- Students.BirthDate=1993-07-16
- Students.BirthDate=1993-07-16
Students Search
The Student Listing also has a unique Search utility found in the hamburger menu . This utility has the ability to search related tables to find relevant students. This includes the ability to run searches such as "students who have had appointments in the last 7 days" or "students who have ongoing referrals."
- Search Type
- This can be set to New Search, Search Selection, Remove found from Selection, or Add found to Selection, depending on the desired effect of this search.
- General Info tab
- This tab is where you can search for basic information about the student. ID, Status, Name, etc.
- Appointments
- This tab allows you to search for students by appointment information. For example, "students who had an appointment from 02/10 to 02/20 with a status of Missed."
- Visits
- This tab allows you to search for students by visit info. For example, "students who visited more than 2 times from 02/10 to 02/20 where the subject was MAT100."
- Registration
- This tab allows you to search for students by registration info. For example, "students who are actively enrolled in more than one math course."
- Documents
- This allows you to search for students by documents. "Students who have a document of a certain filename uploaded in the last month."
- Surveys
- Students who have received or responded to a survey in a certain time period. Requires SurveyTrac.
- SAGE Referrals
- Students who have ongoing or completed referrals of a specific type in a specified date range. Requires SAGE.
- Resources
- This tab allows you to search for students by their resource usage, whether they have certain items checked out or overdue.
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.
- List All
- This option will show all records on the current listing. Some listings have an additional toggle for only showing "Active" records, such as Students and Registrations, which will still override a "List All" search if checked.
- This option will show all records on the current listing. Some listings have an additional toggle for only showing "Active" records, such as Students and Registrations, which will still override a "List All" search if checked.
- 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. In the case of the Student Listing, you could use this to search related records, such as 'Students who have at least 2 Visits in the Learning Center' or 'Students with a recent Document upload in their timeline.'
- 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 ().
- Search by Term Enrollment
- Lists
- See Student Lists and Watch Lists for more information.
- See Student Lists and Watch Lists for more information.
- Saved Searches
- See Saved Searches for more information.
- See Saved Searches for more information.
- 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.
- 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.
- Find by Values
- 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.
- 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.
- 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.
- See Views for more information.
- Send Survey
- Allows you to send a survey to the current user list. More information.
- Allows you to send a survey to the current user list. More information.
- Register In
- Allows you to quickly enroll a student in a new registration. Depending on your import configuration, manually recreated registrations may be deactivated during your auto-import.
- Allows you to quickly enroll a student in a new registration. Depending on your import configuration, manually recreated registrations may be deactivated during your auto-import.
- Assign Success Plan
- Allows you to assign a new Success Plan to the current student list. More information.
- Allows you to assign a new Success Plan to the current student list. More information.
- Create Referral
- Allows you to create a batch referral through SAGE. More information.
- Allows you to create a batch referral through SAGE. More information.
- Create Task
- Allows you to send a task to the current student list. More information.
- Allows you to send a task to the current student list. More information.
- Toggle Photos
- Enable or disable student photos on the Student Listing.
- Enable or disable student photos on the Student Listing.
- Create Chart
- Based on the data currently being viewed a chart can be generated to visually illustrate the relationships in the data.
- Based on the data currently being viewed a chart can be generated to visually illustrate the relationships in the data.
- Export CSV
- Export current listing contents to a CSV file.
- Export current listing contents to a CSV file.
- Send Email
- Allows you to send an email directly to a list of users.
- Allows you to send an email directly to a list of users.
- Send Email to Faculty
- This email utility allows you to email faculty linked to student registrations. The faculty recipients can be determined by subject, status, and grade. One email will be sent per linked registration, so if there are 3 students listed enrolled in MAT100 with Dave Smith, Dave Smith will receive 3 emails. Faculty recipients can also be filtered by scheduled day/time if section schedule is being imported.
- 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.
- 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.
- 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.
- 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.
- Allows you to create a new record based on your selected listing.
See Also
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
Name
- Name of the Badge. This will not be displayed for students
- Name of the Badge. This will not be displayed for students
Availability Type
- Drop In, 1-on-1, or Group availability
- Drop In, 1-on-1, or Group availability
Consultant
- Assign a specific Staff
- Assign a specific Staff
Reason
- Assign a specific Reason
- Assign a specific Reason
Center
- Assign a specific Center
- Assign a specific Center
Section
- Assign a specific Subject
- Assign a specific Subject
Special Needs
- Select if applicable (more information)
- Select if applicable (more information)
Online
- Availability Type; Online, In Person, or Optional
- Availability Type; Online, In Person, or Optional
Location
- Location of the availability
- 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: Color of Icon
Icon: Choose from the list or use a custom icon
Info Text: Enter text that will display when users 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.
2022-04-28 | Resend Student Emails
You can now resend student emails. From the student timeline, click on the email you want to resend, then click "Resend this Email."