TracCloud Report: Heatmap Generator

Contents

Management

Payroll

Registrations

Scheduling

Security

Students

Other

Career Center

• Jobs by ??

Q2 Tables

• Q2 Visits by ??

Retention

• Custom Form Responses

• Custom Form Summary

• Custom Form Snapshot

SAGE

• Faculty Referral Activity

• Referrals by Student and Appointments/Visits

• SAGE Referral Snapshot

• SAGE Referrals by ??

SurveyTrac

• Survey Response Rate Comparison

• Survey Responses

• Survey Snapshot

• Unanswered Staff/Faculty Surveys

Success Plans

• Success Plans

Work Plans

• Work Plans

Workshops

• Students Workshops Attendance

• Workshops Overview

• Workshops Roster

Heatmap Generator

The Heatmap Generator report found in the Retention category can be used to tally records by two criterion. A heatmap color scheme will be used to highlight extremes in the data and alerts can be automated to notify a recipient when a condition is met in the data.

• 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.

• Heatmap Presets

Rather than manually selecting fields, you can choose from a list of common presets.

• Tally Field

If you aren't using a preset, choose the field you want to tally. E.g., if you want to count unique visits by X and Y, select Visits.Sequence in this field.

• Criterion

If you aren't using a preset, choose the columns (Criterion 1) and rows (Criterion 2) that you want to tally the above field by.

• Color Scheme

Choose a color for the heatmap.

• Decimal Accuracy

This determines the decimal accuracy of duration data. Defaults to 2, showing a 1-hour session as "1.00".

• Minimum and Maximum Range Value

Optionally set a min/max value for the heatmap colors. For example, if your tallies range from 1 to 100 and you're using a grayscale color scheme, 100 will be black, 1 will be white, everything in between will be a shade of gray. If you set min/max to 40/60, then anything under 40 will be white and anything above 60 will be black.

• Use Student Historical Data

If unchecked, fields such as Major, Class, GPA, etc will be shown as they are right now. If checked, they will be shown as they were in the date range you selected. This can be useful for retroactively running reports on prior semesters even if those fields have since been overwritten with later data. Keep in mind this feature was implemented in May of 2025, older data may not be available.

• Only Active Students

Only include active students for the tallies.

• Only Work Visits

Only include work visits for the tallies.

• Additional Search

Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.

• 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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Alert Settings

Each heatmap report can have up to 3 alerts built into it. These alerts will notify the email address provided if a condition is met. These alerts could be used to send a notification if the total referrals, visits, etc in a given date range exceeds, meets, or falls under a certain threshold. Alerts can be based on the count of tiles, total, or average for all data, any row, or any column. The report does not need to be automated for alerts to be triggered, it only needs to be saved as a favorite. Alerts are processed daily at 6:45am. Additionally, the value for an alert cannot be zero (decimals are allowed).

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HTML

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CSV