Generic Sections: 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

   • Non-enrolled Courses

   • Activating Sections

   • Changing Semesters

   • New Term Activations

   • Consultant Section Specialties

• Reasons

• Consultants

• Student Records

• Availabilities

• Appointment Scheduling

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac


Generic Sections

After both student and course enrollment data are entered, it is in some situations beneficial to create what we call a “generic” section. For example, when our student Sam Smith logs in to a center and is selecting a Subject for his visit, a list of courses that Sam is currently enrolled in (typically 4 - 6 courses) can be displayed in the Subject drop down menu, rather than a complete list of all available courses. However, if Sam is looking for general Writing help in preparation for a Graduate School Essay Application, this need cannot be expressed in his current list of courses. In this situation, we have the option of adding a Generic Section, perhaps entitled “Graduate Prep”, that would be available to ALL students (enrollment NOT required), so that Sam can select a more accurate subject for his visit. You might also create sections that are for generic tutoring subjects that you would like to offer as options to all students, such as Other, Personal, Study Skills, Non-Course Related, etc.


To add a Generic Section, we can navigate to one of two areas: Center Profile – Sections Tab or the Sections listing. For this example, we will go to the Center Profile - Sections Tab. Hover over the Search Glass on the right hand side of your Trac Navigation (top left corner on Main Menu) and select Center Profiles. Select your Center Profile and Navigate to the Sections Tab. Then click on the blue “New” button to the right of the “term” field.

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There are two exceptions within this process that we must adjust in creating a generic section. One involves the “Non Enrolled (Available to All)” preference, and the other involves a term code of 0.

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The “Non Enrolled (Available to All)” preference, if activated, will make this section Available to ALL students regardless of a student’s enrollment in the course. This is very similar to activating a section for ALL subcenters, in that, ANY student who logs in to ANY Subcenter will be able to select this course for their visit. Check the box to the left of “Non Enrolled (Available to All)” to make this section a Generic section.


Setting a term code of 0 is also recommended so that as Semester Term codes change over time, any generic sections with term codes of 0 remain constant. Assigning a term code of 0 to your generic sections also makes it easier to differentiate these courses from actual courses. If this is desirable, set the Term ID to “0”. Click “Save” to save the section record.


Generic Sections are useful in many situations. Often, campuses need a system to facilitate Prospective students, or students who have not yet enrolled at their campus but are in the process of orientation, etc…With Generic sections, prospective students are able to, for example, hold an Advising session and record the data associated with the visit, without having any course enrollment information.


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