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Importing Visit Data into TracCloud

TracCloud can import visit data if it's in the correct format. Visit imports are more strict on formatting compared to standard imports to prevent inaccurate or duplicated data from being imported into the system. We generally recommend against importing visits if possible, as if anything in an import file is entered incorrectly, it can create more work cleaning up the records compared to manually creating the visits in the first place. For information on recording visits within the Trac System, click here.

Import files must be in a flat-text format (.csv or .txt), comma or tab delimited, UTF-8 is preferred. The file must have quotes surrounding every field. A header row is required, and custom fields must be coordinated with Redrock Software to ensure assignment to the correct data field. File names must be static, with each import upload overwriting the previous copies of the files.

There are no restrictions on column order, and optional columns can safely be excluded from your file if preferred.

Click the button below to view or download an example file. View Student File

Description of Import fields

Type Description A## Alphanumeric field with a specified maximum length Text Text fields with a maximum length of over 60,000 characters. #B Big Integer, maximum value of about 9 quintillion, or a 16-digit numeric value DateTime Date and time, formatted as YYYY-MM-DD HH:MM:SS Duration A duration stored in number of minutes, e.g., 90

Available Student Import Fields

Name Type Required Field Description Example Student.ID #B Yes The unique numeric ID of the student, OtherID can be used instead if preferred. 19310045 Center.Name A80 Yes The name of the center that the visits will be saved to, must already exist in TracCloud and be spelled correctly. Learning Center Visit.TimeIn datetime Yes The start time of the visit, must be formatted as YYYY-MM-DD 23:59:00. 2023-05-01 13:00:00 Visit.EnteredDT datetime The time that the student entered the center (i.e., for wait time tracking), must be formatted as YYYY-MM-DD 23:59:00. 2023-05-01 12:59:34 Visit.TimeOut datetime Yes The end time of the visit, must be formatted as YYYY-MM-DD 23:59:00. 2023-05-01 14:00:00 Visit.Duration duration Yes The duration of the visit in minutes. 60 Course.Subject A40 Yes* The subject of the visit, only required if section data is being imported. CHEM Course.Course A20 Yes* The course number of the visit, only required if section data is being imported. 100 Section.Code A80 Yes* The section number of the visit, only required if section data is being imported. CRN may be needed instead depending on your existing import configuration. A01 Term.TermCode A80 Yes* The term code of the visit, only required if section data is being imported. 2023SP Reason.Reason A80 The reason for this visit, must already exist in TracCloud and be spelled correctly. Writing Help Consultant.Username A80 Yes The consultant that the student met with, must already exist in TracCloud and be spelled correctly. Another unique identifier such as email or other ID can be used instead if preferred. dsmith1234 Visit.CtrNotes text The consultant notes for this session. "Worked on this and that, etc"