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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Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

Modules

Global Preferences

• System Preferences

• Search Availability Options

• General KIOSK Login Options

• Terms

• Student Entry Choices

• Student Photo Files

• Dashboard Charts

• Campus IP Address Blocks

• Student Lists & Watch Lists

• Document Types

• Task Types

• Email Templates

• Public / Admin Docs

• Skills / Accommodations

• Notification Types

• Welcome Messages

• Prospective Student Settings

• Confirm Bio

• Reports Management

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• Announcements

• Custom Fields

• Grade Groups & Assignments

• Tracking Staff Payroll

• Work Plans

Confirm Bio

Confirm Bio allows students and staff to update their own information, either by following a URL sent to their email address after a KIOSK login, or within a prompt displayed in their browser after signing in. The information they’re allowed to view/edit is up to you. You can also prevent students from starting a visit until their bio has been confirmed, or even add staff bio as an element of search availability.

Each student and staff member has a checkbox in their profile that represents whether or not they have completed the confirm bio prompt. This checkbox can be reset manually or automatically to ensure that users have the most up to date information in their profile, even if the information differs from what is found in your import file. Students and staff can also manually edit their bio at any time via a widget on their dashboard.

Student Confirm Bio Settings

• Confirm Staff Bio Activation

Toggles this functionality on or off.

• Reset Student Confirmations on date and Next Date Time for Reset

Provides the option to reset confirmations on a specific date, prompting students to confirm their bio once again. The confirm bio reset process happens at 1am.

• Reset Student Confirmations after days and Reset after ___ days

Provides the option to automatically reset confirmations after a certain number of days.

• Confirm Bio Instructions

This message appears at the top of the Confirm Bio prompt, typically instructions for the information required or terms to agree to.

• Chosen Fields to Display to Student

These are the editable fields within the Confirm Bio prompt. Each field can be assigned a status:
Editable - This field can be edited by students, but if this field is imported, the import will override the contents of this field.
Editable - Prevent Override - Allows editing like above, but the import process will not override the data saved here. Once the bio confirmed checkbox has been checked, no further changes will be made to this field by the import process.
View Only - The student can view the current contents of this field within Confirm Bio, but the field cannot be modified.

• Allow Upload Photo

This gives students the ability to upload their own photo to their student account, rather than batch or automated alternatives.

• Ask Student to Type Initials when confirming

Students will be prompted to enter their initials before continuing, as a form of e-signature.

• Ask Confirmation on KIOSK Login

If the student's bio hasn't been confirmed, their Kiosk logins can be interrupted with one of the following options. If an email choice is selected, additional settings will be made available (email subject and body). On the kiosk prompts, a QR code will also be available that students can scan instead of checking their email.

• Don't Ask on KIOSK disables this functionality; kiosk logins will be unaffected by Confirm Bio status.

• Show Confirmation Form will display the Confirm Bio form on the screen, prompting the student to fill this out before continuing.

• Send Link via Email - Allow Sign In will cause the Confirm Bio form to be emailed to student, but the student will still be allowed to login.

• Send Link via Email - Required before Sign In will cause the Confirm Bio form to be emailed to the student, and will require it to be filled out prior to visit login.
  
  

• Title of Edit BIO button

Allows you to change the label name of the Confirm Bio button on the student dashboard.

• Title of Confirmation Button

This determines the name of the submit button. E.g., "Save," "I agree," "Submit," etc.

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Staff Confirm Bio Settings

The staff side of these settings starts off similarly with our activation rules.

• Confirm Staff Bio Activation

Toggles this functionality on or off.

• Reset Staff Confirmations on date and Next Date Time for Reset

Provides the option to reset confirmations on a specific date, prompting staff members to confirm their bio once again.

• Reset Staff Confirmations after days and Reset after ___ days

Provides the option to automatically reset confirmations after a certain number of days.

• Confirm Bio Instructions

This message appears at the top of the Confirm Bio prompt, typically instructions for this process.

• Chosen Fields to Display to Staff

These are the editable fields within the Confirm Bio prompt. Each field can be assigned a status:
Editable - This field can be edited by staff, but if this field is imported, it will override the contents of this field.
Editable - Prevent Override - Allows editing like above, but the import process will not override the data saved here.
View Only - The staff member can view the current contents of this field within Confirm Bio, but the field cannot be modified.

• Ask Staff to Type Initials when confirming

Staff will be prompted to enter their initials before continuing, as a form of e-signature.

• Allow Edit Course List Specialties

Provides consultants the ability to edit their linked Course List. This also requires their permission group to have the ability to edit course list records. Go to Other > Other Options > Groups > [the group you want to have this ability] > Admin / Modules, under 'Table Access' add 'Course Lists' and change the access level to Edit (No Listing). This will allow them to edit course lists if linked to them (i.e., from confirm bio) but will not give them the ability to browse and edit all course lists.

• Allow Edit Reason Specialties

Provides consultants the ability to edit their own Reason Specialties.

• Allow Edit Personal BIO Text

Provides consultants the ability to edit their own Staff Bio. This is ties into the Show Staff BIO on Search Availability setting.

• Allow Upload Photo

Provides consultants the ability to upload a photo to their staff record.

• Allow Edit Special Needs / Accommodations

Provides consultants the ability to edit their own skills / accommodations. More information.

• Title of Edit BIO button

Allows you to change the label name of the Confirm Bio button on the staff dashboard.

• Title of Confirmation Button

This determines the name of the submit button. E.g., "Save," "I agree," "Submit," etc.

• Chosen Fields to Auto Update Staff Data

In the event that your consultant is linked to a student account (based on the two records having the same username), you can automatically pull a few data points from their student profile into the consultant profile to save time and to ensure they're up to date based on your SIS import. Phone, Name, Email, etc. Manual changes to student accounts also use this auto update utility.

• Show Staff BIO on Search Availability

This enables Staff Bio to be visible to students when searching for availabilities by clicking on a particular consultant's name from the availability search results.

• Layout of the Staff BIO

If the above option is enabled, this determines what/how consultant information is displayed. By default, their Name, Photo, and Phone will appear on the left, with the written Staff Bio on the right. This grid can be changed/moved as needed. Twig tags are supported.

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2022-06-16 | Search by Location on Schedule

A new System Preference is now available that allows you to search the staff schedule based on location. This is found in Other > Other Options > Preferences > System Preferences > Activate Location Filtering.

Once enabled, you can easily search the schedule by a consultant's assigned location.

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Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

Modules

Profile Preferences

• General

• Centers

• Groups

• Staff & Consultants

   • Staff User Level

• Reasons

Prefs

   • Log In/Out

   • Log Listing Customization

   • Log Listing Message, etc

   • Schedule

   • Appointment Display

   • Emails

   • Center Description

   • Advanced Prefs

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• Twig Guide

• Resources

Reasons
Reasons/Services allow your staff and students to provide additional information and reasons for booking an appointment. For example, reasons such as “Counseling,” “Study Plan Help,” or “Exam.” This would let the consultants know what the student needs help with, provide preparation details and information as needed, and gives your staff additional information for reports. Reasons can be managed by going to Other > Other Options > Profiles > [Your Profile] > Reasons.



The hamburger icon contains several management options, detailed below.

• Show Activated

This will display globally activated reasons (left-side checkbox).

• Activate/Deactivate Found Records

Activate/Deactivate reasons in bulk, based on your last search result.

• New Reason

Create a new reason.

• Add Multiple Reasons

Create multiple reasons at once, each on its own line.

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Creating Reasons

Click on the hamburger button, then select “New Reason” to be brought to the Reason creation menu.

• Profile

By default, the profile we started creating this reason in will be selected, however, we can change this value or even choose “Available for All Profiles.”

• Reason

The name of the reason, this will be what’s selected by students or staff during appointment scheduling and kiosk logins.

• Category

The category this reason is assigned to. More information on this can be found further into this article.

• Sort Code

Manually specify how your reasons are sorted during login or appointment search. This can be numeric, or you can simply paste your reason name to sort alphabetically.

• Log Out Method & Visit Time

There are three Methods available.

• Auto Logout After Time, which will automatically log the student out of the center when the time specified in Visit Time is reached.
• Auto Logout Immediately will log the student out immediately after they’re logged in and create a visit record of the length specified in Visit Time.
• Notify Time Expired, which will send out an email based on the checkboxes used when the time limit is reached. The contents of this email will be determined by your 'Visit Duration Notification' email in your Profile Prefs.

• Inactive

We never recommend deleting records in TracCloud, as this removes them from reports and related records. In the event that you are no longer utilizing a reason, you’ll want to check the Inactive box instead of deleting it to keep the records available and accurate.

• Work Reason

Work reasons allow consultants to login to TracCloud and track their work hours. This data will then be available to users with appropriate permissions via payroll reports. For more information on payroll tracking in general, click here.

• Ignore Section Specialties when Searching Availabilities with this Reason

This functions similarly to the 'Ignore Specialties' options in Centers. If a student is searching for availabilities and selects a Reason with this checkbox enabled, they will see all consultants assigned to this Reason regardless of subject chosen. Typically used for Writing or Coaching-related Reasons.

• Do NOT SHOW for Students (staff only)

If checked, this Reason will only appear for staff who are booking appointments on behalf of students. Students themselves will not see this Reason.

• Do NOT SHOW for Appointments
• Do NOT SHOW for KIOSKS
• Do NOT SHOW for Batch Visits

Don’t show this reason under these specific circumstances.

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Assigning Reasons to Centers

There are two ways to assign Reasons to your Centers, first is directly from this tab in your Profile. The checkbox button on the right-side allows you to activate/deactivate reasons for the center selected in the top-left corner, or display all activated reasons for the selected center. This can also be used with “All centers” selected, allowing you to quickly add or remove a reason from all of your centers.

Reasons can also be assigned from your Center directly. From your Profile, click on the Centers tab followed by the Center you want to update. The very last option on this page is 'Active Reasons,' allowing you to add or Remove reasons for this specific Center.

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Reason Categories

Categories allow you to group different reasons together. If you have several reasons available, it can be beneficial to group them into categories that staff and students can select when booking appointments.

These Categories will appear followed by “…”, which when clicked will prompt you to choose a Reason within the category.



As an example, a “Placement Assessment” category that contains different assessment reasons for each course. A “Note-Taker” category, “Make-Up,” etc. If you have multiple reasons that would be better grouped together, putting them in the same category allows for improved organization and an easier appointment booking process for staff and students.

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See Also

• Log In/Out Preferences - To require users select reason during visit login.

• Search Availability Options - To require users select reason during appointment searches.

• Staff & Consultants - Assigning reason specialties to staff.

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• Choose to Block Students on List

This can be utilized to block resource access to certain students based on lists. When a staff member tries to log a resource out to a student on this list, a message will appear informing them that this student has been blocked from checking out resources.

• Show resources widget on the student dashboard

Adds a widget to the student dashboard to review currently reserved or checked out resources.

• Allow students to reserve a resource via the dashboard

Expands the above functionality to allow students to reserve resources for themselves.

• Maximum # outstanding reservations overall

How many total outstanding reservations can a student hold for your resources?

• Maximum # outstanding reservations for one resource

How many total outstanding reservations can a student hold for a single resource?

• Maximum # of days for an individual reservation

How many days can a student reserve a resource for? For example, allowing the student to reserve the resource from the 11th of the month to the 17th, but no longer, would mean this preference needs to be set to 7.

• Minimum time needed (days hrs:min) prior to reservation

Choose the minimum amount of time in advance needed in order to reserve a resource. This is to prevent students from reserving items in the very near future.

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2022-05-18 | Show Work Visits on Staff Schedule

Work visits can now be displayed on the staff schedule, allowing you to see at a glance when a staff member logged in for work compared to their availabilities and appointments. This will display as a vertical red line overlaying availabilities.

This option can be enabled on a per-Group basis by going to Other > Other Options > Groups > [The Group you want to edit] > Log In/Out > Allow staff to view work visits on schedule. This can be set to allow users in this group to view All work visits on the schedule, or only their own.

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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

Students Listing

Student data is one of the most important parts of your Trac System, on top of being the record that all their visits, appointments, documents, and more are assigned to, you also have the student's information directly. You can run reports on visits grouped by student majors, or send emails to students of a certain class, cohort, or any other field you have available. This article goes over some of the ways you can search for these records.

The Students Listing itself (found by clicking 'Students' in the Navigation Bar) contains all student records uploaded to your Trac System. From this page, we're able to manage student data in bulk, creating lists, sending emails, or submitting SAGE referrals, or we can open a specific student record and manage just one student profile at a time.

Each column of information displayed has a clickable header that will sort the listing accordingly. Clicking once sorts ascending, a second click will sort descending.

Using the Search Bar on this screen, we can easily perform quick searches to find specific students. Right clicking in the search bar (shown below) will provide a list of available student fields to search, click any of these to auto-fill the search bar.

Example Searches:

• Find a student by a single value, such as ID. Specifying 'Students.ID=' actually isn't required for ID or Name searches, but it works well as an example.

Students.ID=1931

• ...or name. Names should be formatted as 'Last, First' or 'First M Last'. 'First Last' will also work if middle names are not being imported.

Day, Rob

• Search multiple fields at once, separate your searches by a space.

Students.Major=Mathematics Students.Class=Sophomore

• When performing multiple searches where at least one field contains a space, make sure to surround the contents you're searching for with quotation marks.

Students.Major="Chemical Engineering" Students.Status=Active

• Search in Custom Fields. It's recommended to use the right-click menu to select these, as it will always auto-fill the correct field name.

#sql:InState#=Yes

• Date searches such as this are required to be formatted as YYYY-MM-DD

Students.BirthDate=1993-07-16

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Students Search

The Student Listing also has a unique Search utility found in the hamburger menu . This utility has the ability to search related tables to find relevant students. This includes the ability to run searches such as "students who have had appointments in the last 7 days" or "students who have ongoing referrals."

• Search Type

This can be set to New Search, Search Selection, Remove found from Selection, or Add found to Selection, depending on the desired effect of this search.

• General Info tab

This tab is where you can search for basic information about the student. ID, Status, Name, etc.

• Appointments

This tab allows you to search for students by appointment information. For example, "students who had an appointment from 02/10 to 02/20 with a status of Missed."

• Visits

This tab allows you to search for students by visit info. For example, "students who visited more than 2 times from 02/10 to 02/20 where the subject was MAT100."

• Registration

This tab allows you to search for students by registration info. For example, "students who are actively enrolled in more than one math course."

• Documents

This allows you to search for students by documents. "Students who have a document of a certain filename uploaded in the last month."

• Surveys

Students who have received or responded to a survey in a certain time period. Requires SurveyTrac.

• SAGE Referrals

Students who have ongoing or completed referrals of a specific type in a specified date range. Requires SAGE.

• Resources

This tab allows you to search for students by their resource usage, whether they have certain items checked out or overdue.

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Hamburger Menu

Every listing page in the Trac System features a hamburger menu with utilities to search for or interact with your list of records. Some of these options are specific to a certain listing/record-type, others are shared. The following list includes definitions for the hamburger menu options available on this listing, and how they can be utilized.

• List All

This option will show all records on the current listing. Some listings have an additional toggle for only showing "Active" records, such as Students and Registrations, which will still override a "List All" search if checked.

• Search

This utility will open a pop-up window unique to each Listing it's present on, allowing you to search your records by a number of different fields. In the case of the Student Listing, you could use this to search related records, such as 'Students who have at least 2 Visits in the Learning Center' or 'Students with a recent Document upload in their timeline.'

• Power Search

This option provides a simple but powerful search utility to find the records you need. String together multiple searches, adding or removing results for each. Use Search Symbols to include ranges of data, and Save Searches for later use if needed. The search term 'blankornull' can be used to find all records with a value of nothing ("") or null ().

• Search by Term Enrollment

Allows you to search based on the students' enrollment in a specific term or multiple terms. The example search below would show students who are enrolled in a 2023SP registration AND are not enrolled in a 2023FA registration.

• Lists

See Student Lists and Watch Lists for more information.

• Saved Searches

See Saved Searches for more information.

• Find/Merge Duplicates

These utilities can be used to cleanup duplicate records in your Trac System. We highly recommend reaching out to Redrock Support directly for assistance in cleaning up this data.

• Find by Values

This utility can be used to search one field for multiple values. If you have a spreadsheet containing a list of student IDs, this is an easy way to pull up the same list of students in TracCloud by copying the ID column into this search field.

• Change Field Values

This utility allows you to make modifications in to your records in bulk. Similar to the Merge Duplicates utility, we highly recommend coordinating with Redrock Support directly on this setting.

• Selected...

The Selection Tool offers several options to filter and manage your records. More information on this feature can be found in its own dedicated article here.

• Views

See Views for more information.

• Send Survey

Allows you to send a survey to the current user list. More information.

• Register In

Allows you to quickly enroll a student in a new registration. Depending on your import configuration, manually recreated registrations may be deactivated during your auto-import.

• Assign Success Plan

Allows you to assign a new Success Plan to the current student list. More information.

• Create Referral

Allows you to create a batch referral through SAGE. More information.

• Create Task

Allows you to send a task to the current student list. More information.

• Toggle Photos

Enable or disable student photos on the Student Listing.

• Create Chart

Based on the data currently being viewed a chart can be generated to visually illustrate the relationships in the data.

• Export CSV

Export current listing contents to a CSV file.

• Send Email

Allows you to send an email directly to a list of users.

• Send Email to Faculty

This email utility allows you to email faculty linked to student registrations. The faculty recipients can be determined by subject, status, and grade. One email will be sent per linked registration, so if there are 3 students listed enrolled in MAT100 with Dave Smith, Dave Smith will receive 3 emails. Faculty recipients can also be filtered by scheduled day/time if section schedule is being imported.

• Show these <records>

This utility takes your selection of records, finds the related records, and takes you to that listing with the resulting records. For example, on the Registration listing, you can "Show these Students" to display the student records for the registrations that you were viewing.

• Print

Allows you to print the contents of the current listing, by extension this also allows you to export the current list as a PDF file.

• New <Record>

Allows you to create a new record based on your selected listing.

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See Also

• Importing Student Data

• Student Lists

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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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