TracCloudWhatsNew

What's New?

Prior Releases

Full Changelog

This page highlights some of the recent changes made to the TracCloud platform, and how you can utilize them on your own instance. A list of past changes and a full changelog can be found in the tabs above.

If you have any questions about these changes, feel free to reach out to us on our helpdesk.

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Latest posts

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Search Availability badges can be used to add information and indicators to availability slots. Each badge can appear for certain conditions, based on center, availability section/reason, location, skills/accommodations, etc.

Click "New Availability Badge" to begin. This will open a form where you can enter the details for your badge.

Manually Linked

Rather than the badge automatically appearing based on certain conditions, these badges appear in a menu to be manually selected on the availability itself.

Name

Name of the Badge. This will not be displayed for students

Availability Type

Drop In, 1-on-1, or Group availability

Consultant

Assign a specific Staff

Reason

Assign a specific Reason

Center

Assign a specific Center

Section

Assign a specific Subject

Special Needs

Select if applicable (more information)

Online

Availability Type; Online, In Person, or Optional

Location

Location of the availability

Once you've decided where the badge is needed and have made your selections from the options above, you can now determine which icon, colors, and info work best for the badge created.
Color: Color of Icon
Icon: Choose from the list or use a custom icon
Info Text: Enter text that will display when users hover over the icon

In the example screenshot above, this badge will only appear on availabilities of staff who have been assigned the “ASL” accommodation and are available in the Learning Center. Once saved, your badge will appear in the profile preferences if you need to edit/delete it later.

Any fields left blank will not be considered for where this badge appears, you can be as specific or non-specific as needed. You can also create as many badges as you'd like, more than 1 tag can appear for the same availability. When students search for an availability, the badges will display to the right of the screen as shown below.

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TracCloudWhatsNew2022-02-09 2

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TracCloudWhatsNew2022-01-06 1

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Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

Modules

Listings

• Students

• Attendance

• Appointments

• Availability Blocks

• Courses

• Course Lists

• Documents

• Faculty

• Outstanding Appt Requests

• Referrals (SAGE)

• Registrations

• Sections

• Staff

• Terms & Conditions

• Work Types

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• Custom Views

• Selection Tool

• Saved Searches

• Search Symbols

Terms & Conditions

Terms & Conditions allows you to create a prompt that appears for students when they're logging in or booking an appointment. The prompt will contain a custom message, which the student will have to agree to before continuing. While Terms/Conditions are of course the typical use-case, this feature can also be used for any purpose where a student would need to agree to a statement before having full access to the system.

1. Creating a new Term/Condition

Navigate to Other > Listings > Terms and Conditions. This will take you to the Terms and Conditions listing, where you can view or edit and previous entries. To create a new Term/Condition, click the hamburger icon and select New Terms and Conditions.

If your SysAdmin account doesn't have access to these options, jump to step 2 and apply those same changes to your SysAdmin group.

This will take you to the Terms and Conditions entry screen.

• Name

This will be the title of this Term/Condition. This will be displayed across the top of the prompt when shown to students.

• Responses

This will display a list of students who have accepted these terms/conditions and the date of acceptance.

• Text Entry Area

This is where you can write out the text of this Term/Condition that students will need to agree to before continuing. If you wish to add custom field inputs to be answered by the student, this can be entered as {#custom:field_name#}. See example screenshots below. More information on custom fields can be found here.

• Linked to Student List

Only display these terms/conditions to students on the specified list.

• Linked to Section / Subject

Terms and Conditions can be assigned to a specific subject, section, or all courses, depending on if this term/condition needs to be specific to a certain subject. If selected, an additional entry field will appear where you can choose the section/subject. This will only work with sections that students are registered for; non-enrolled courses will not trigger the terms/conditions to appear.

• Profile / Center

This is where you can assign this Term/Condition to a specific profile or center.

• Valid For

This option allows you to determine how long the Term/Condition agreement is valid for. There are three options.

1. Life – Never resets. Once Confirmed, the student will not see the Terms and Conditions again unless this option is changed.

2. Term – Resets after each semester. When next semester term switches over, the students will be asked again to agree to the Terms and Conditions once again.

3. Days - This option allows you set a custom length (e.g., 30 days, 90 days, etc).

• Displayed When

This option determines where the student will see the Terms and Conditions prompt.

1. None - Inactive. This will deactivate this Term/Condition, and will no longer be displayed to students.

2. Student Main Menu - This will display as soon as the student logs into their account. Students will not be able to continue until the Terms/Conditions prompt has been confirmed.

3. Student Kiosk Login - This prompt will appear when a student attempts to login for a visit via a Kiosk, at which time they will be presented with the Terms and Conditions.

4. Student Booking Appointment - This prompt appears when a student selects an available time from the "Schedule an Appointment" widget on their dashboard. The Terms and Conditions must be confirmed before they can book an appointment.

• Accept Button Label

This allows you to customize the name of the confirm button (e.g., "I agree").

• Require Initials

This requires the student to enter their initials before confirming, as a form of e-signature.

• Allow Enter Notes

This provides students the ability to enter in a note when filling out the Terms and Conditions.

• Notes Instructions

This is additional instructional text that will appear just above the notes field described above.

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2. Group Settings

If you need to allow another set of staff members in your TracCloud instance to access/modify Terms and Conditions, you will need to apply a change to their permission group. Specifically, the Terms and Conditions option will need to be added to Table Access as seen below. This can either be set to View and Edit for full access, or View Only, if you don't want these users making any changes.

Other > Other Options > Groups > [The group you want to edit] > Admin / Modules > Table Access

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3. Example Configuration

The screenshot below shows an example of how Terms and Conditions can be configured, and how it displays to students.

Here's how that prompt looks to a student when logging into their account.

After the student agrees, the record of this agreement will appear in their Time Line as seen below.

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4. Allowing Students to View Accepted Terms and Conditions

In order for students to be able to view terms and conditions that they've previously accepted, a system preference needs to be enabled. Go to Other > Other Options > Preferences > System Preferences > General Appointment Settings > Check "Allow students to view accepted Terms and Conditions on dashboard" > Save. Once enabled, students will see this button on their main menu next to the calendar URL. Clicking it will open a list of terms and conditions they've accepted, where they can see their response and the terms themselves by clicking on the arrow button.

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