TracCloudTechMoreImports

Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

Modules

Importing Additional Data into TracCloud

TracCloud can import more than just student and registration data, but other record types require very specific formatting to prevent inaccurate or duplicated data from being created. We generally recommend against importing the records below if possible, as if anything in the import file is entered incorrectly, it can create more work cleaning up the records compared to manually creating them in TracCloud in the first place.

• Import files must be in a flat-text format (.csv or .txt), comma or tab delimited, UTF-8.
• Comma delimited files 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.
• If you anticipate section's linked faculty changing, let us know, as this may require additional changes to your import process.
• Lab courses should be designated in the course information rather than the section. For example, "BIO100L".

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

Description of Import fields

Type	Description
A##	Alphanumeric field with a specified maximum length
#B	Big Integer, maximum value of about 9 quintillion, or a 16-digit numeric value
Date	Date, formatted as YYYY-MM-DD
Double	Decimal # with up to 12 digits precision
Time	A specific time using a 24-hour format (HH:MM:SS), e.g., 13:45:00
Duration	A duration stored in number of minutes, e.g., 90

---

Explanation on Required Fields

The TracCloud import process can be fairly flexible, but some fields are absolutely required, some are conditionally required, and others aren't required but are highly recommended.

Type	Description
Yes	Required.
[Yes]	Required only if you're importing that data. E.g., Faculty.First_Name is required only if you're importing faculty in the first place. These groups of fields will have matching colors when necessary.
(Yes)	Technically not required, but highly recommended. Functionality will be lost if this field isn't imported. E.g., you don't need to import student email addresses, but students will not be able to receive emails without it.
{Yes}	Conditionally required based on whether or not you're importing other fields. For example, Section.Title and Course.Title. You can import both, you can import one or the other, but you cannot import neither.

---

Importing Visits

For information on recording visits within the Trac System, click here. Click the button below to download a sample import file.

Download Visit File

Visit 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.	CHEM
Course.Course	A20	[Yes]	The course number of the visit.	100
Section.Code	A80	[{Yes}]	The section number of the visit. Required if Section.CRN is not being imported.	A01
Section.CRN	A80	[{Yes}]	The section CRN of the visit. Required if Section.CRN is not being imported.	12345
Term.TermCode	A80	[Yes]	The term code of the visit.	2023SP
Reason.Reason	A80	[Yes]	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"

---

Importing Resources

For information on creating resources within the Trac System, click here. Click the button below to download a sample import file.

Download Resource File

Resource Import Fields

Name	Type	Required	Field Description	Example
Title	A80	Yes	The name of the resource, non-unique titles are allowed.	TI-84 Calculator
Barcode	A20	Yes	The unique identifier for this resource.	A12345
Description	Text		The description of this resource.	This is an item that does XYZ
Keywords	A80		Keywords that can be used to find this resource during checkout or returns.	Calculator, Texas Instruments
MaxDaysOut	#B	Yes*	The number of days this item can be checked out for before it must be returned.	14
Type	A80	Yes	The category for this resource.	Calculators
Profile	A80	Yes*	The profile this resource is linked to. Must match your existing profile name in TracCloud.	The Learning Center
AlwaysAvailable	1/0	Yes*	1 = No return tracking, multiple students can check this item out without TracCloud sending confirmation or overdue emails (e.g., Towels). 0 = One student can checkout the item at a time, with overdue tracking and emails (e.g., Calculators, Laptops)	0
MaxRenews	#B		The number of times a user can renew their checkout, receiving another X days until overdue (based on MaxDaysOut).	2
CollateralLogic	1/0	Yes*	1 = The user must provide an item to staff in order to check the item out. Staff will be prompted to return the item to the student upon resource check-in. 0 = The user can check the item out without providing a collateral item.	1

*If this field is unavailable from the source or will be the same for all imported items, let us know and we can automatically assign a single value to all records in the file on our end. E.g., if all of your items can only be checked out for 7 days, we can set that field to 7 for all items in the file and you don't have to provide the column.

---

Importing Staff/Consultants

For information on creating staff within the Trac System, click here. Click the button below to download a sample import file.

Important: Course Lists, Reason Specialties, and Linked Centers must be assigned manually within TracCloud and cannot be imported.

Download Staff File

Staff Import Fields

Name	Type	Required	Field Description	Example
First_Name	A80	Yes	The staff member's first name.	David
Last_Name	A80	Yes	The staff member's last name.	Smith
Alias	A120		The staff member's alias or alternative name.	Dave
Email	A120	{(Yes)}	The staff member's email address. Required for staff to receive emails from TracCloud. Required if another identifier such as username or ID is not provided.	dsmith@example.edu
UserName	A80	{(Yes)}	The staff member's username. Required for authentication. Required if another identifier such as email or ID is not provided.	dsmith
UserLevel	0/1/2	Yes*	The user level of this staff member. 0 = Staff 1 = SysAdmin 2 = Profile Admin	1
Group	A80	Yes*	The permission group that the user should be linked to. Must exactly match the name of an existing group in TracCloud.	Front Desk Admin
isConsultant	1/0	Yes*	1 = This staff is a consultant and can be linked to visits, availabilities, and appointments (e.g., tutors, advisors). 0 = This staff is not a consultant and cannot be linked to those records (e.g., front desk workers, administrators).	1
Phone	A30		The staff member's phone number.	555-555-5555
CellPhone	A80	(Yes)	The staff member's cell phone number. Required for staff to receive TextAlerts.	555-555-5555
WorkPhone	A80		The staff member's work phone number.	555-555-5555
Address	A80		The staff member's address.	1234 W Something St.
City	A120		The staff member's city.	Tempe
State	A80		The staff member's state.	AZ
Zip	A20		The staff member's zip code.	85210
Location	A512		The consultant's assigned on-campus location.	Room 15
OnlineLink	A512		The consultant's assigned online link.	https://zoom.us/example
Fund	A80		The consultant's assigned payroll fund.	Perkins
PayCode	A80		The consultant's assigned pay code. Must exactly match an existing pay code in TracCloud.	Tier 2
Hired	Date		The date this staff member was hired.	2024-01-01
Center	A80		The default center for this consultant. Must exactly match an existing center in TracCloud.	Learning Center
Notes	Text		Optional notes for any additional information.	Information about Dave Smith
OtherID	A80	{Yes}	An ID or alternate identifier which can be used for work visit logins. Required if another identifier such as email or username is not provided.	A1234567
Pronouns	A80		The staff member's preferred pronouns.	He/Him

*If this field is unavailable from the source or will be the same for all imported staff, let us know and we can automatically assign a single value to all records in the file on our end. E.g., if all of your staff are going to be tutors, we can set 'isConsultant' to 1 for all staff in the file and you don't have to provide the column.

---

Importing Availabilities

For information on creating availabilities within the Trac System, click here. Click the button below to download a sample import file.

Download Availability File

Staff Import Fields

Name	Type	Required	Field Description	Example
FromDT	DateTime	Yes	The start date and time of this availability.	2024-04-01 13:00:00
ToDT	DateTime	Yes	The end date and time of this availability.	2024-04-30 14:00:00
Increments		Yes*	The increments of the availability in minutes (i.e., appointment length).	25
Breaks			Breaks between increments in minutes	5
Days	A30	Yes	The days this availability is active on, formatted as SUNMONTUEWEDTHUFRISAT	MONWEDFRI
MaxStudents	#B	Yes*	The maximum number of students that can be scheduled on each time slot. 0 = Drop-in 1 = 1-on-1 2 = Multi-person	1
ConsultantUsername	A80	Yes	The consultant hosting this availability. Alternate identifiers can be used if preferred, such as Other ID or email.	dsmith
Reason	A80		The name of the reason this availability is linked to. Must exactly match an existing reason name in TracCloud.	General Math Help
AvailSubj	A80		The subjects this availability is linked to. Formatted as SubjectCourse Section Term. Wildcards supported.	CHEM100*
Center	A80	Yes*	The name of the center this availability takes place in. Must exactly match an existing center name in TracCloud.	Learning Center
Location	A512		The location for in-person availabilities.	Room 15
OnlineURL	A512	(Yes)	The meeting URL for online appointments. Required for online availabilities.	https://zoom.us/example
isInperson	1/0	Yes*	Whether or not this availability is in-person. Multiple meeting types may be enabled.	1
isOnline	1/0	Yes*	Whether or not this availability is online.	1
isAsynch	1/0	Yes*	Whether or not this availability is asynchronous.	0
isAvail	1/0	Yes*	Whether this time is an availability or not. 1 = Availability 0 = Reserve block	1

*If this field is unavailable from the source or will be the same for all imported availabilities, let us know and we can automatically assign a single value to all records in the file on our end. E.g., if all of your availabilities are going to be in-person, we can set 'isInperson' to 1 for all records in the file and you don't have to provide the column.

---