TracCloud: Workshops

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• Announcements

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• Work Plans

• Workshops

Workshops

Workshops can be created and managed by going to Other > Other Options > Workshops. Access to manage workshops can be provided by going to Other > Other Options > Groups > [The group you want to update] > Admin / Modules > Add 'Workshops' under 'Table Access' > Save.

To create a new workshop, click the hamburger menu > New Workshop.

Todo: tab 2:

Todo: tab 3:

Todo: Emails (transclude from TracCloud: Emails)

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Workshops

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General

• Workshop Name

Choose the name of your workshop, which will appear in the workshops listing and can be referenced with Twig in workshop emails.

• Instructor Name

• Subject, Course, Section

Choose the subject, course, and section for this workshop. Similar to batch visits, you can be less specific (just subject, or just subject + course) and TracCloud will attempt to find a matching registration from the student's account for the resulting visit.

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Emails

Workshop emails are sent when a student is added to a workshop, removed from a workshop (canceled), and as a reminder the night before or morning of the workshop taking place. These emails can be edited in Other > Other Options > Profiles > [Your profile] > Prefs > Emails > Workshops.

• Workshop enrollment confirmation email subject

This email sends when a student is enrolled in a workshop. Enter the subject line of the email here, supports Twig just like the body below.

• Workshop confirmation email

The body of the workshop enrollment confirmation.

• Workshop enrollment confirmation SMS Msg

A separate message to be sent to the student's phone. Requires TextAlerts module.

• CC the Profile on workshop enrollment confirmation emails

This option will send a copy of this email to your Profile email address if available.

• Workshop enrollment cancellation subject

This email is sent upon a student's enrollment in a workshop being canceled, supports Twig just like the body below.

• Workshop cancellation email

The body of the workshop enrollment cancellation.

• Workshop enrollment cancellation SMS Msg

A separate message to be sent to the student's phone. Requires TextAlerts module.

• CC the Profile on workshop enrollment cancellation emails

This option will send a copy of this email to your Profile email address if available.

• Send Workshop Reminder emails

You can optionally send a reminder the day before or the morning of a workshop taking place to the student's email address and/or phone number. A specific time must be chosen for this email to send.

• Upcoming workshop reminder email subject

The subject like of the workshop reminder email, supports Twig just like the body below.

• Upcoming workshop reminder email

The body of the workshop reminder email.

• Upcoming workshop reminder SMS Msg

A separate message to be sent to the student's phone. Requires TextAlerts module.

• CC the Profile on upcoming workshop reminder emails

This option will send a copy of this email to your Profile email address if available.

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Reports

There are three Workshop reports available in TracCloud. Access to these reports can be provided by going to Other > Other Options > Groups > [The group you want to update] > Admin / Modules > Report Access, then add the reports below as needed.

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Students Workshops Attendance

This report will show you the total workshop attendance for each student in each workshop, as well as overall totals for both records.

• Centers

Filter report data by center. You can select all centers or only a specific few to narrow down your results. At least one center must be selected.

• Time Frame

The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.

• Sort by

Choose how the selected data is sorted.

• Show Totals Bar Chart

Adds a visual bar chart of totals to your report data.

• Workshop

Only show results for the specific workshop, by name.

• Instructor

Search by the linked faculty/instructor.

• Subject/Course/Section

Only show results for the specific Subject, Course, or Section.

• Reason

Only show results for the specific Reason.

• Reason Category

Only show results for the specific Reason Category.

• Assignment

Search by the linked assignment.

• Student List

Search for the name of the student list you want to filter by.

• Additional fields to show

This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.

• Output format

Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.

• Deliver to

Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).

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Workshops Overview

This report will display details about workshops in the date range selected, including their name, linked center, date, time, total enrolled and attended, as well as the attendance rate.

• Centers

Filter report data by center. You can select all centers or only a specific few to narrow down your results. At least one center must be selected.

• Time Frame

The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.

• Sort by

Choose how the selected data is sorted.

• Workshop

Only show results for the specific workshop, by name.

• Instructor

Search by the linked faculty/instructor.

• Subject/Course/Section

Only show results for the specific Subject, Course, or Section.

• Reason

Only show results for the specific Reason.

• Reason Category

Only show results for the specific Reason Category.

• Assignment

Search by the linked assignment.

• Student List

Search for the name of the student list you want to filter by.

• Additional fields to show

This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.

• Output format

Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.

• Deliver to

Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).

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CSV

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Workshops Roster

This report will display a list of students enrolled in your chosen workshop, along with when they enrolled, whether or not they attended, and total attendance details for the workshop overall.

• Workshop

Only show results for the specific workshop, by name.

• Additional fields to show

This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.

• Output format

Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.

• Deliver to

Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).

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HTML


CSV

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