TracCloudWhatsNew: Difference between revisions

Tech Docs

Listings

• Students

• Attendance

• Appointments

• Availability Blocks

• Courses

• Course Lists

• Documents

• Faculty

• Outstanding Appt Requests

• Referrals (SAGE)

• Registrations

• Sections

• Staff

• Terms & Conditions

• Work Types

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

We also offer a special search to find students where today is their birthday.

birthdaytoday

Additionally, it's even possible to search for students who received a batch email from TracCloud. The search below would return all students who received a batch email from TracCloud on 2024-10-23 where the subject contained the phrase "Upcoming Event".

MailQueue.CreatedOn="2024-10-23@" MailQueue.Category=batch_email MailQueue.Subject="@Upcoming Event@"

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." Any fields that support wildcards additionally support the | character for "or."

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." Any fields that support wildcards additionally support the | character for "or."

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." Any fields that support wildcards additionally support the | character for "or."

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. Any fields that support wildcards additionally support the | character for "or."

Assignments

This tab allows you to search by potential assignments. Any fields that support wildcards additionally support the | character for "or."

Resources

This tab allows you to search for students by their resource usage, whether they have certain items checked out or overdue. Any fields that support wildcards additionally support the | character for "or."

Terms & Conditions

Search by accepted terms and conditions. Any fields that support wildcards additionally support the | character for "or."

Success Plans

Search by assigned Success Plans.

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.

See Also

Importing Student Data

Student Lists

Contents

Basics

Listings

Tech Docs

More Course List Information

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

• Twig Guide

Scheduling Preferences

Your scheduling preferences allow you to modify appointment booking rules, controlling exactly when a student can book appointments, how many appointments they can book, and much more. These preferences will apply to all centers within the profile. Your schedule preferences can be found in Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling.

Time Restrictions

Schedule no sooner than...And no later than

This preference controls how early or late a student can book an appointment. The example below visualizes how this preference works, but the time range would typically be larger for a production system (e.g., no later than 12 hours, no sooner than 14 days).

No Cancellation within

Determines how late the student can cancel an appointment. If a student attempts to cancel within this time limit, they will be informed that the appointment will be counted as a missed appointment instead. Internally, the status will be recorded as "Cancel - Missed" (by default).

Minimum and Maximum Appointment Duration

This preference controls the minimum/maximum possible appointment time. If you exclusively offer 30 or 60 minute availabilities, this should be set to match. If an availability is created with time slots outside of the limit specified here, it will not appear in search results to students.

Default appointment duration

The default duration of an appointment. Typically used in an open-schedule environment, where consultants are available for many hours at a time, this will be the default duration when a student goes to book an appointment.

Appointment start in increments of

Increments of time that booked appointments can start at. For example, if this preference is set to 15 minutes, appointments could be booked at 9:15, 9:30, 9:45, and so on. This is not commonly used outside of open-schedule environments.

Appointment duration in increments of

Increments of time that an appointment can be booked for. For example, if this is set to 10 minutes, appointments can be booked for 20 minutes, 30 minutes, 40, and so on. This is not commonly used outside of open-schedule environments.

Restrict duration to intervals

The durations specified here will be used by default in your availabilities. Availabilities can be created with custom multi-slot times which can override this preference.

Prevent students from booking consecutive appointments same student (any consultant)

This prevents students from booking consecutive appointments in TracCloud. For example, a student could book a 10am to 11am appointment, but couldn't book an 11am to 12pm. An appointment counts as consecutive if the start time is within 61 minutes of the end time of the prior appointment. Consecutive also means with same consultant can be used to block consecutive bookings with the same consultant specifically, which would allow a student to book a 10am to 11am with Dave and an 11am to 12pm with Jane. The default consecutive limit is 2 (no back-to-back appointments), but this can be modified if needed. For example, a limit of "3" would allow a student to book a 1pm to 2pm, and 2pm to 3pm, but not a 3pm to 4pm. Warn staff when they attempt to book consecutive appointments can also be enabled so that staff members are shown a warning when booking consecutive appointments on behalf of students.

Allow entry into online appointment session

These preferences control how soon/late a student can join a remote tutoring session by restricting when the Join button is available. If you’d like the student to be able to join 5 minutes prior to the start time through to the end, you would need to set “No sooner than” to 00:05 and set “No later than” to a value such as “1:00” (assuming you’re holding 1-hour appointments). No later than before end of appt counts back from the end time of the appointment rather than the start, and is an alternate option to No later than after start of appt.

QR Codes expire after

This applies to Batch Visit QR Codes and Ad-hoc Drop-in QR codes. If this is left blank, these codes can be used up to the end time of the visit. By setting this to a higher value, you can allow students to retroactively create visits for themselves after the visit has already taken place (e.g., in a recording). This preference counts from the start time of the session.

QR Codes active no sooner than

Similar to above, but in regards to how early a QR code can be used instead. By default (blank), QR codes can be used once they're created even if that visit would be days in the future.

Block student from booking appointments between # and #

This preference allows you to prevent students from booking appointments during a specific time of day. This is more commonly used if Schedule no later than is set to a low value, such as a few hours, allowing students to book close to the start time of the appointment. For example, if you want to prevent a student from booking a morning appointment in the middle of the night so that your tutors have more notice for their upcoming schedule, this is the preference you'll want to change. Default is blank, which does not apply any restrictions based on time of day.

Special Fields

Each group of settings—Reasons, Locations, Sections, Fund—can be precisely adjusted to control where they show up and whether or not they’re required.
Enter in avail determines whether or not the field shows up within the availability entry window.
Enter in appointment determines whether or not the field shows up within the appointment entry window.
Required for Search means that in order for appointments in this profile to appear in search results, this field must not be empty.
Required for Save marks the field as required, so it must be filled out prior to booking the appointment. This applies more-so to Staff, as the above option already requires a student to have this field selected before they have the chance to book.

Appointment Fund Choices

Allows you to customize the funds available to choose from on Availability and Appointment entry. More information on funds and payroll tracking in general can be found here.

Other Schedule Options

Allow students to cancel appointments

Provides students the option to cancel appointments (as long as they’re outside the time range specified in the first menu.)

Display consultant alias on availability search

This will display the consultant’s alias (specified in their staff profile) rather than their full name when students are searching for availabilities. An alias can also be automatically generated based on your System Preferences if preferred (e.g., First Name Last Initial).

Display consultant email/phone on appointment entry

Displays the specified consultant fields within appointment display, the following twig tags will or won't contain data based on these preferences.

{{Consultant.PhoneToStudent}}
{{Consultant.EmailToStudent}}

Allow group availability meeting type to be determined by first scheduled appointment

If this is enabled, the first student booking an optional online/in-person multi-person availability decides if the session will be online or in-person for other students going forward. If this is disabled, each student booking the same time slot can choose online/in-person independently of each other.

Allow group availability to use special skill locking

If enabled, staff will be able to define skills/accommodations in group availabilities that when booked, will lock the availability to the first chosen skill. The typical use case for this is for languages. For example, if you offered the skills "English," "Spanish," "French," and "Extra Time" and the first student books with the "Spanish" skill, you may want to limit all subsequent appointments to Spanish while allowing students to freely choose (or not choose) "Extra Time." To do this, you would simply list out the language skills in the "Group Slot Skill Locks" field in your availability.

With the above in place, Student A may schedule for Spanish (which locks the group to Spanish since they were first), Student B may schedule for Spanish and Extra Time, but Student C will not see this availability in search results if they search for English.

Allow student to upload documents to the appointment

Controls whether or not students can upload documents to the appointment record.

Allow staff to upload documents to the appointment

Controls whether or not staff can upload documents to the appointment record.

Block students from booking recurring appointments

Prevents students from booking recurring appointments for themselves. Staff can still book recurring availabilities on behalf of students if needed.

Prevent Staff from Overriding and allowing students to book recurring

Even if the above option is set to 'Yes,' staff can manually allow students to book recurring on a per availability basis. Setting this option to yes will block this as well.

Default value for availability max students

Determines the default "Max Students" value when creating availabilities. This value can still be overridden when managing your schedule. 0 = drop-in, 1 = one-on-one, 2+ = group.

Warning message to display when appointment modality is changed

When a staff member changes the modality (in-person/online/asynchronous) of an existing appointment, a warning message will appear to confirm that they want to make that change. This text field allows you to add an additional custom message to that warning.

Allow availabilities to be asynchronous

Enables asynchronous availability/appointment functionality. More information.

Allow message to be composed after conclusion

This determines whether or not students are allowed to re-open concluded asynchronous appointments to continue sending messages.

Asynchronous appointment automatic message

The text entered here will be automatically sent as a message at the start time of the asynchronous appointment.

Also send message to recipient as SMS

Optionally notify the asynchronous participants of new messages over SMS text. Requires TextAlerts. Enabling this option can result in a significant increase in emails sent from TracCloud, you may need to review your hourly/daily mail server send limit with your IT to ensure this will not be an issue.

Also send message to recipient as email

Optionally notify the asynchronous participants of new messages over email. Enabling this option can result in a significant increase in emails sent from TracCloud, you may need to review your hourly/daily mail server send limit with your IT to ensure this will not be an issue.

If you additionally or alternatively wish to notify the participants of new document uploads, document upload notifications can be managed separately in system preferences.

When a mentorship communication is sent: Also send message to recipient as SMS/Email

Functionally similar to the above options, but for peer mentorship communications instead.

Appointment Status and Management

Appointment Status Choices

These are the statuses that appointments can be set to. Typically, this would be set to something similar to the above example, with an Attended, Missed, and Canceled status, however, you can modify the choices if needed. Statuses containing the phrase “Cancel” will always cancel the appointment, making it available for other users to book (provided they’re still within the “schedule no later than” time limit.)

Status for missed

This is the status that TracCloud views as “Missed.” This should typically match the status set in your Missed Appointment Emails "Change missed appointment to Status:" preference.

Calc Missed Appointments Since

A student’s total number of missed appointments can be utilized in emails via the Twig tag below. This date determines how far back TracCloud searches for missed appointments. If this preference is blank, the global System Preferences date is used instead. Automatically Use Term Start can be used if you'd like to use the start date of your semester instead.

{{CalcMissedAppointments(Student.Sequence, Center.ProfileID)}}

Additional text message for late cancellation prompt / warning

This is an optional additional message that displays to students when they are cancelling an appointment outside of your time restriction. This appears in addition to the standard "This will be marked as missed" notice.

Max Appointment Rules and Blocks

These preferences allow you to restrict students from booking excessive appointments, or prevent booking/logins altogether. “Max Appointment Rules” allow you to create restrictions that will dynamically block students from booking appointments if their appointment threshold his met, while “Block Students to this Profile” allows you to block access to logging in for visits or booking appointments based whether or not the student is on a specific list.

Max Appointment Rules

Allow a maximum of X [hours/appointments] with:

Choose how many appointments/total hours a student can book within the restrictions assigned below.

ID Number (#1234ABCD)

Unique identifier for this rule, used for twig logic in failure message.

Same: [Consultant / Reason / Center / Profile / Subject / Section / Location]

This allows you to narrow down the restriction to specific fields. Maybe you don’t want a student booking excessively with a specific consultant, or booking too many appointments for a specific reason, this is where you would apply these rules.

add a search clause…

These clauses allow you to be more specific in where this rule applies. For example, you could add a search clause for Appointment Status and set it to "*Missed*" to apply max appointment rules to missed appointments, where a student wouldn't be able to book additional appointments once the limit is reached. You can also select specific Reasons, Centers, Subjects, or Statuses where the rule should apply, to not affect unrelated appointments. The | symbol can be used for "or" and # can be used for "not" in these search clauses.

in X [Minutes / Hours / Days / Weeks / Months / Terms / Years]

The time period for this rule. For example, you may want to restrict students from booking more than 3 appointments per week, or 10 appointments per month. This preference is where you’ll make that decision.

If “X week” is used, you can choose the start day of the week to count from. If “X month” is used, this will be the first to last day of the month. If you would prefer any 7 or 30-day window, you will need to use something like “7 Days” rather than “1 Week”. The maximum value for "Minutes" is 180. If a longer range is desired, hours or days should be used instead.

This rule is active for appointment dates in the time period

The date range that this rule is effective for. Maybe your current semester, or a monthly period.

This rule applies to

All students individually applies to only the student booking the appointment. John Doe (a student) can’t book more than 3 appointments with the same consultant per week.

Students as a collective applies to every student. Jane Smith (a tutor) can’t be booked more than 3 appointments per day (by students).

For student

Allows you to only apply this rule to a certain |list of students (or students not on a specific list).

And also applies to

Which appointment types should this apply do? E.g., only in-person 1-on-1 appointments. If left blank, this rule is applied to all appointment types.

Students that fail this rule may be optionally added to a list

This option requires that Same: and In X time period are both disabled. When the student attempts to book an appointment and is blocked by this rule, they will be added to the student list that you select.

Use Seats (all avails for all consultants)

This option can be used in combination with "Students as a collective" for tracking "seats" rather than "appointments."

For example, if you created a rule such as "Maximum of 2 appointments in 1 hour for students as a collective," that means in the schedule below, appointments can continue to be booked with Dave Smith or Jane Doe, but an appointment cannot be booked with John Smith. I.e., an appointment is a time with a consultant, regardless of how many students are meeting with that consultant at that time.

Alternatively, if you created the rule "Maximum of 10 appointments in 1 hour for students as a collective + use seats," then no further appointments can be booked. 10 total seats have been taken, across all of the available slots.

Consultant	Time	Slots Booked
Dave Smith	1:00pm	5/10
Jane Doe	1:00pm	5/10
John Smith	1:00pm	0/10

Fail Message to Student

This text field can be used to override the automatically generated description that would otherwise be shown to students. If you want to hide the text of the rule that students are limited by, enter your custom description here.

Rule Failure Message

This is an optional custom message that can appear to students if they reach the limit of this rule.

Twig can also be used in this field to display student or consultant information. You can also modify the contents of the message based on which rule was broken. For example:

{% for failRule in failRules %}
{% if failRule.id == "1Y0GYPWS" %}
Sorry, you can only have one upcoming appointment at a time. Please try again later.
{% elseif failRule.id == "HKIEAATS" %}
You can only book 4 appointments per week.
If you think an exception needs to be made, reach out to us at help@school.edu.
{% endif %}
{% endfor %}

In addition to standard maximum appointment rules, you can also utilize these rules to set maximum tutoring/advising hours for your consultants.

In the consultant profile, set 'Max Hours' to your desired limit, e.g., "10".

In your Maximum Appointment Rules, use the phrase "MaxHours" in the "Allow a maximum of [____]" field. When an appointment is booked, TracCloud will check the relevant consultant's maximum hours for use with this rule. If the newly scheduled appointment would be over the maximum number of hours set, it will be blocked.

Block Students to this Profile

Prevent Scheduling is where you will select a list of students that you want to prevent from booking appointments.
Message to Display to a Blocked Student is the message displayed when a student on that list tries to book an appointment.

Prevent Login prevents the student from being logged in on the Log Listing or a Kiosk.
Message to Display to a Blocked Student is the message displayed when the student tries to login on a Kiosk or a staff member tries to log them in on the Log Listing.

Appointment Display

Appt Display Article

Search Availability Badges

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; In Person, Online, Online Optional, or Phone

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:

Choose your preferred color for the badge. Consider contrast when setting this color, availability backgrounds are as follows.

1-on-1: #d3f8de

Group: #F5F5B4

Drop-in: #d0ffff

Async: #d8c7ff

Icon:

Choose from the list of available icons or alternatively click the button to use a custom icon from Font Awesome. In that case, you would copy the class values from the icon you want to use.

Paste them into TracCloud.

Then click 'OK.'

Info Text:

Enter text that will display when students & staff 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.

Search Appointment Links (QR Codes)

Appointment links allow you to create preset search availability widgets that can be easily shared to students with a QR code or a link from the dashboard. These links are assigned to an existing search availability widget, and you can add additional filters such as what subjects or reasons can be selected, which center or consultant will appear in the results, as well as the meeting modality and type.

Click New Search Appointment Link to begin.

Inactive

If checked, this link will not be accessible to those who scan the QR code.

Show on Student Dashboard

Enabling this will add a button to the linked search availability widget to access this appointment link. This is only visible to students, the name of the button will be the Link Name unless overridden.

Show on Student Mentor Widget

If enabled, a button will be added to the student mentorship widget to open this search appointment link. The search results will only include the mentor that the mentee is assigned to. If multiple search appointment links have this option enabled, only the first will be used.

Allow Dynamic Center/Consultant Codes

If a specific center and/or consultant are not selected, you will be able to make those fields dynamic. If checked, a new option called "Show Dynamic Codes" will appear. When clicked, you will be able to select a center/consultant and generate a unique QR code link with those records chosen rather than needing to create a completely new appointment link record.

QR Code

This QR code will direct users to this search availability link. Hover your mouse over it to enlarge the code, click on it to visit the appointment link.

Link Name

The name of this link. This will appear to students if Show on Student Dashboard is enabled. HTML is supported if you want to change the color of the button text or add icons. For example,  Math Workshop would result in Math Workshop. An icon list can be found at fontawesome.com.

Override Name with optional Twig (optional)

Choose custom text for the search availability link button, including Twig support.

Subtitle Additions (optional twig)

Add a custom description to the search availability link widget to provide additional instructions to students. Twig and HTML are supported.

Created

Used to keep track of different appointment links. Doesn't affect link functionality.

Expires

The expiration date of the link (optional).

Section Link

Which subject/section must be selected when searching availabilities using this link. "Subject" allows for wildcard entries, such as "MAT*" for all math courses. "Section" can be used to make a specific selection with a search box. "Course List" can be used to include a variety of different sections based on your existing course lists.

Reason Link

Similar to the above option, but for reason choices instead. "Reason Name" allows for wildcard and "or" entries, while "Reason" allows you to select a specific reason with a search box.

Specific Center

Used to filter search results to only a specific center.

Specific Consultant

Used to filter search results to only a specific consultant.

Modalities to Include

The modalities and meeting types that can be shown in search results. All are selected by default.

Availability Dynamic QR Codes

Another component of appointment links is the ability to create dynamic links directly from availabilities. These links will be automatically assigned to the center and consultant of the availability they were created from. To give staff the ability to generate these appointment links, go to Other > Other Options > Groups > [The group you want to update] > Scheduling, and check Allow user to generate a dynamic search appointment QR Code based on an existing search appointment link. Additionally, you can check Only allow links for self to prevent consultants in this group from creating availability links for other consultant's schedules.

Once this access is provided, this will appear in a new tab in availabilities named "Dynamic QR Code." Choose the link to utilize for this search, and save or click on the QR code to access the search availability menu. Keep in mind that the consultant's section and reason specialties still apply when using these QR codes, so you'll want to ensure that the link used has those sections/reasons available so that this availability can be found in search results.

If you've created a new availability for one of your Consultants and it's not showing up as expected when performing a search for appointment times, there are a few possible causes. This portion of the wiki outlines these possibilities, ordered from most to least likely based on what we at Redrock have experienced working with campuses directly.

1. Center and Consultant Course Lists

The most common cause when an availability isn't appearing in search results is misconfigured Course Lists. Both your Consultant and your Center need to be assigned to the subject you're searching for (unless your Center or Reason is set to ignore Consultant Specialties). Make sure you Process Specialties (Step 2) after applying any changes.

Consultant Course List: Other > Listings > Staff > [Your Staff] > Course List of Specialties
Center Course List: Other > Other Options > Profiles > [Your Profile] > Centers > Course List for this Center

A complete list of Course Lists can also be found by simply going to: Other > Listings > Course Lists

2. Process Specialties

This is always recommended after applying changes to Course Lists, but it may also be the case that the specific section you searched for was imported after you created the Course List for your Center/Consultant, and a Course List refresh alone may resolve this issue. We can setup an automated process to Process Specialties daily if this occurs often, reach out to us using the 'Support' tab above for more information.

3. Reason Assignments

Similar to ensuring that your courses are assigned to the correct Consultant and Center, the same applies for Reasons. This step only applies if you're using Reason as a search criteria.

For Consultants, go to Other > Listings > Staff > [Your Staff] > Reason Specialties
For Centers, go to Other > Other Options > Profiles > [Your Profile] > Centers > [Your Center] > Active Reasons

More Reason Information

4. Availability Subject/Reason

If your availability is assigned to the wrong subject or reason, this can cause it to be unintentionally filtered out of results. Make sure the value entered here is correct, especially if you're using wildcards. If these are blank (i.e., available for all specialties), you can skip this troubleshooting step.

Schedule > [Consultant] > Availability

5. Profile Time Restrictions

If your availability is 60 minutes long, but your profile only allows for a maximum of 50-minute appointments, this can unexpectedly filter out availabilities if you haven't updated your profile preferences to match this new limit. The relevant options to check here are Schedule no sooner than and no later than, ensure that you're searching within an allowed range. As well as Minimum and Maximum Appointment Duration, make sure your availability is within the limits defined by your profile.

Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Time Restrictions

More Scheduling Prefs Information

6. Reason/Subject Required for Search

In the event that you aren't searching for both Reason and Subject, and the previous steps haven't resolved your issue, it's worth double-checking to make sure your Profile hasn't been mistakenly set to require a Subject/Reason to show availabilities. Make sure the highlighted settings match the search you're performing on the dashboard.

Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Special Fields

More Scheduling Prefs Information

7. Skills and Accommodations

If your campus utilizes the Skills/Accommodations feature, with 'Excluded when not chosen' enabled, make sure your consultant/availability is assigned to that Skill/Accommodation.
Consultants: Other > Listings > Staff > [Staff Account] > Special Needs/Skills/Accommodations
Availabilities: Schedule > [Availability] > Special Needs > Special Needs/Skills/Accommodations

Contents

Management

Payroll

Registrations

Scheduling

Security

Students

Other

TracCloud Reports

This portion of our wiki covers the individual reports available in the system, with descriptions and example screenshots showing what you can expect when you run the report on your own data. The list below on the left contains links to all of our available reports. You can also click the report category in the tabs above to begin.

If you have a question about any of these reports, feel free to reach out to us at helpdesk@go-redrock.com or by submitting a ticket.

Management

• Appointments by Assigned Advisor and Student

• Class Attendance

• Class Attendance Summary

• Consultant Certifications

• Consultant Non-Duplicated Visit Time

• Consultant Specialties

• Documents

• Logins by Hour by Day of Week

• Mentorship Activity

• Resources

• Resources Listing

• Students Visits Cleanup Data

• Tasks

• Usage Snapshot

• Visits by Faculty and Subject

• Visits by Assigned Advisor and Student

Payroll

• Consultant Additional Detail Listing

• Payroll

Registrations

• Registrations by ??

• SI Comparison

• SI Session Listing

Scheduling

• Appointment Slot Utilization Date Comparison

• Appointments/Availabilities by Hour by Day of Week

• Appointments/Visits Utilization

• Average Wait Time

• Center Schedule

• Consultant Max Hours and Non-Duplicated Appointment Time

• Group Rosters

• Optional: In-Person vs Online Appointments

• Outstanding Appointment Requests

Security

• Profile Detail

• User Detail

Students

• Appointments by Hour by Day of Week

• Attendance by Hour

• Initial Visit

• Student Fields

• Student Search Availabilities

• Students Visits Center Grid

• Students Visits Summary

• Students Visits/Appointments by ??

• Students and Appointment Status Crosstab

• Students by Appointment Status

• Visits by ??

• Visits by Week by Center

• Faculty Student Visits

• Faculty Student Appointments

Career Center

• Jobs by ??

Q2 Tables

• Q2 Visits by ??

Retention

• Assessments Summary

• Custom Form Responses

• Custom Form Summary

• Custom Form Snapshot

• Heatmap Generator

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

Saving a Report as a Favorite

Find a report that you plan on coming back to? Save it as a favorite for quick access later. From the report results window itself, click the star icon in the top-left corner, choose a name for your favorite, and click save.

Allow Group Access will make this report visible to other staff members in your Permission Group.

This report can then be found from your dashboard under Reports > Favorites at any time. The button can be used to duplicate the favorite report.

Automating a Favorite Report

After saving your report as a favorite, you can automate it to run on a set schedule and be emailed to you or a group of users.

Start by going to Reports > Favorites > Edit Favorites. This will bring you to the following screen. Click on the Pencil icon of the report you want to automate.

Deliver to: should be set to Email in this case.

Email Address(es) is where you'll add your recipients' email addresses. Multiple addresses can be entered, delimited by a semicolon.

Enable Automation will enable automation and make the following options available.

Message to include in the report email will add in some custom messaging to your emailed report.

Automated report frequency. Do you want this report to run daily, weekly, monthly, or once on a specific date?

Time will determine the time that this report will run on your scheduled frequency.

Overwrite This Favorite Report will overwrite your existing report settings with your new automation rules.

Click save to apply your changes.

Reports Management

This utility (found in Other > Other Options > Preferences > Reports Management) allows you to manage and reassign Favorite reports. This can be used if you want to create a report for someone else or to recover existing favorite reports from inactive (or even deleted) accounts. Within this menu, you'll find the name of the report, the current owner, and a icon to delete the report. The owner drop-down will allow you to change ownership to another staff member. Changes are saved immediately.

Any favorite report belonging to the currently-logged-in sysadmin or an account without a known permission group (i.e., deleted accounts) can be reassigned to any active staff. Favorite reports belonging to staff as well as group favorite reports belonging to deleted staff can only be assigned to those also in the permission group of the original staff account.

In any case, reassigning favorite reports does not bypass report security in TracCloud. For example, it's not possible to give a regular staff account access to payroll reports by reassigning a payroll report to them in this menu. Reassigning ownership of a favorite report also does not change group access. Further modifications to the report must be made by editing the favorite report from the new owner's account.

Email reports with the report file attached in a single email

Rather than sending emailed reports as a link and a passcode in two separate emails, enabling this will instead send emailed reports as an attachment. This setting will be ignored if a generated report is greater than 10MB.

Search Operators

When using the 'Additional Search' utility in your report settings, you have additional operators available to better narrow down your results. Operators can be combined as needed to perform a more specific search.

| ('or' operator; search for multiple unique values)

* (wildcard; anything that starts with/ends with/contains a specified string)

# ('not' operator; exclude results that match this search)

&& ('and' operator; typically used alongside 'not' to exclude multiple items at once)

blankornull (this keyword specifically finds records where the chosen field is blank)

Contents

Management

Payroll

Registrations

Scheduling

Security

Students

Other

TracCloud Reports

This portion of our wiki covers the individual reports available in the system, with descriptions and example screenshots showing what you can expect when you run the report on your own data. The list below on the left contains links to all of our available reports. You can also click the report category in the tabs above to begin.

If you have a question about any of these reports, feel free to reach out to us at helpdesk@go-redrock.com or by submitting a ticket.

Management

• Appointments by Assigned Advisor and Student

• Class Attendance

• Class Attendance Summary

• Consultant Certifications

• Consultant Non-Duplicated Visit Time

• Consultant Specialties

• Documents

• Logins by Hour by Day of Week

• Mentorship Activity

• Resources

• Resources Listing

• Students Visits Cleanup Data

• Tasks

• Usage Snapshot

• Visits by Faculty and Subject

• Visits by Assigned Advisor and Student

Payroll

• Consultant Additional Detail Listing

• Payroll

Registrations

• Registrations by ??

• SI Comparison

• SI Session Listing

Scheduling

• Appointment Slot Utilization Date Comparison

• Appointments/Availabilities by Hour by Day of Week

• Appointments/Visits Utilization

• Average Wait Time

• Center Schedule

• Consultant Max Hours and Non-Duplicated Appointment Time

• Group Rosters

• Optional: In-Person vs Online Appointments

• Outstanding Appointment Requests

Security

• Profile Detail

• User Detail

Students

• Appointments by Hour by Day of Week

• Attendance by Hour

• Initial Visit

• Student Fields

• Student Search Availabilities

• Students Visits Center Grid

• Students Visits Summary

• Students Visits/Appointments by ??

• Students and Appointment Status Crosstab

• Students by Appointment Status

• Visits by ??

• Visits by Week by Center

• Faculty Student Visits

• Faculty Student Appointments

Career Center

• Jobs by ??

Q2 Tables

• Q2 Visits by ??

Retention

• Assessments Summary

• Custom Form Responses

• Custom Form Summary

• Custom Form Snapshot

• Heatmap Generator

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

Saving a Report as a Favorite

Find a report that you plan on coming back to? Save it as a favorite for quick access later. From the report results window itself, click the star icon in the top-left corner, choose a name for your favorite, and click save.

Allow Group Access will make this report visible to other staff members in your Permission Group.

This report can then be found from your dashboard under Reports > Favorites at any time. The button can be used to duplicate the favorite report.

Automating a Favorite Report

After saving your report as a favorite, you can automate it to run on a set schedule and be emailed to you or a group of users.

Start by going to Reports > Favorites > Edit Favorites. This will bring you to the following screen. Click on the Pencil icon of the report you want to automate.

Deliver to: should be set to Email in this case.

Email Address(es) is where you'll add your recipients' email addresses. Multiple addresses can be entered, delimited by a semicolon.

Enable Automation will enable automation and make the following options available.

Message to include in the report email will add in some custom messaging to your emailed report.

Automated report frequency. Do you want this report to run daily, weekly, monthly, or once on a specific date?

Time will determine the time that this report will run on your scheduled frequency.

Overwrite This Favorite Report will overwrite your existing report settings with your new automation rules.

Click save to apply your changes.

Reports Management

This utility (found in Other > Other Options > Preferences > Reports Management) allows you to manage and reassign Favorite reports. This can be used if you want to create a report for someone else or to recover existing favorite reports from inactive (or even deleted) accounts. Within this menu, you'll find the name of the report, the current owner, and a icon to delete the report. The owner drop-down will allow you to change ownership to another staff member. Changes are saved immediately.

Any favorite report belonging to the currently-logged-in sysadmin or an account without a known permission group (i.e., deleted accounts) can be reassigned to any active staff. Favorite reports belonging to staff as well as group favorite reports belonging to deleted staff can only be assigned to those also in the permission group of the original staff account.

In any case, reassigning favorite reports does not bypass report security in TracCloud. For example, it's not possible to give a regular staff account access to payroll reports by reassigning a payroll report to them in this menu. Reassigning ownership of a favorite report also does not change group access. Further modifications to the report must be made by editing the favorite report from the new owner's account.

Email reports with the report file attached in a single email

Rather than sending emailed reports as a link and a passcode in two separate emails, enabling this will instead send emailed reports as an attachment. This setting will be ignored if a generated report is greater than 10MB.

Search Operators

When using the 'Additional Search' utility in your report settings, you have additional operators available to better narrow down your results. Operators can be combined as needed to perform a more specific search.

| ('or' operator; search for multiple unique values)

* (wildcard; anything that starts with/ends with/contains a specified string)

# ('not' operator; exclude results that match this search)

&& ('and' operator; typically used alongside 'not' to exclude multiple items at once)

blankornull (this keyword specifically finds records where the chosen field is blank)

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.

Contents

Basics

Listings

Tech Docs

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

• Twig Guide

Appointment Display

Both students and consultants will see upcoming appointments on their dashboard, and staff will see them from the schedule view. The formatting of these appointment info boxes can be customized in your profile settings, allowing you to provide the necessary information in a visually appealing format.

Student View
Students will be able to view their upcoming appointments on the right-side of the dashboard. The fields visible and the format they're in is entirely customizable by modifying the Appointment Display preference.

Consultant View
Consultants have a similar view to students, which can be modified independently.

Schedule View
Lastly, the staff schedule view, which allows us to view and manage our consultants’ availabilities and upcoming appointments. The appointment text is also customizable.

Customization

Within the Appointment Display menu, you will see a text box available for Students, Staff, and the Schedule view for Staff. There's also a preview section beneath each text box allowing you to easily see how your changes will display.

These text boxes support HTML and Twig. HTML support is standard, allowing you to easily make text bold, italic, or underlined, or add hyperlinks. Twig on the other hand allows you to pull data from TracCloud into the message, as well as include logic that determines whether or not a portion text is included. For information on Twig, please take a look at our dedicated Twig article here.

The "Appointment Display to Staff on Schedule" field in particular has a unique Twig tag available for use: {{Appointment.SchedVisitStatusIcon|raw}} which will add a button to start and conclude a visit for that appointment directly on the appointment itself.

Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Appointment Display

If you want to reset to the default configuration, simply click on the clipboard icon on the right, which will confirm if you want to erase the existing configuration in favor of the standard one.

Here are a couple examples of how you can configure the schedule and upcoming appointment views. This is more-so to give you an idea of how this feature works rather than a direct suggestion of what to use (although you’re welcome to copy these as-is if you’d like). Hopefully this gives you an idea of how the feature can be used, and how you can configure it on your own system.

Schedule View
Here’s a configuration that provides basic information about the appointment. The student’s name and appointment time in bold lettering, the subject and reason, and the consultant’s name. The if statement checks if the appointment has a Reason, and if it does, include a comma after the subject then print the reason.

<div style="float:left; width: 75%;">
<p style="font-size:9px">
<b>{{Student.Full_Name}}</b> at <b>{{Appointment.StartTime}}</b><br>
{{Course.SubjectCourse}}

{% if Reason.ReasonName != "" %}
, {{Reason.ReasonName}}
{% endif %}

<br>With {{Consultant.FirstLast}}
</p></div>

Student View
Here’s an example student view configuration. This one reads more like a spoken paragraph, with the important information bolded. Whether the appointment is in-person or online determines the text in the second half.

<div style="float:left; width: 75%;">
{{Appointment.Icon|raw}}
<b>{{Center.Name}}</b><br>
Your appointment with <b>{{Consultant.NameToStudent}}</b> has 
been booked for <b> {{Appointment.StartTime}}. </b><br>
{% if Appointment.Online == "1" %}
This is an online appointment, please select the right arrow icon to join your session.
The icon will only appear within 10 minutes of your appointment start time.
{% else %}
This is an in-person appointment taking place at <b>{{Appointment.Location}}</b>. 
If any assistance is required, please reach out to <u>{{Consultant.Email}}</u>.
{% endif %}<br>
{% if Reason.ReasonName != '' %}
Reason: {{Reason.ReasonName}}<br/>
{% endif %}
{% if Course.Subject != '' %}
Subject: {{Course.Subject}}<br/>
{% endif %}<br>
</div>
<div style="line-height: 2;" >
{{Appointment.CancelLink|raw}}<br/>
{{Appointment.ActionLink|raw}}<br/>
{{Appointment.EnterOnlineLink|raw}}<br/>
</div>
<div style="clear: both;"> </div>

Consultant View
This one has a few more moving parts. Near the top, we’re saying “if the appointment has been cancelled, say “CANCELLED:” and strikethrough the rest of the contents.” We also have a series of “if this field isn’t blank, include it in the list” as well as the time saying the word “Today” rather than a standard date and time.

<div style="float:left; width: 75%;"> 
{{Appointment.Icon|raw}}<br>
{% if Appointment.isCancelled == 'true' %}
	CANCELLED: <span class="linethrough" >
{% endif %}<br>
<b>{{Center.Name}}</b>
<span title="{{Student.ID}}">{{Student.FirstLast}}</span> - {{Student.Email}}<br> 
{% if Reason.ReasonName != '' %}
	Reason: {{Reason.ReasonName}}<br/>
{% endif %}
{% if Course.Subject != '' %} 
	Subject: {{Course.SubjectCourseTitle}}<br/>
{% endif %}
{% if Appointment.Location != '' %}
	Location: {{Appointment.OnlineText}}{{Appointment.Location}}<br/> 
{% endif %}<br>
When: <strong>{{Appointment.DisplayDate|raw}}</strong> at 
<strong>{{Appointment.DisplayTime|raw}}</strong><br/><br>
{% if Appointment.isCancelled == 'true' %}
	</span>
{% endif %}<br>
</div>
<div style="line-height: 2;" >
	{{Appointment.CancelLink|raw}}<br/>
	{{Appointment.ActionLink| raw}}<br/>
	{{Appointment.EnterOnlineLink|raw}}<br/>
</div>
<div style="clear: both;"> </div>

A unique option available in the consultant view is the ability to start and stop a visit directly from the dashboard. This can be implemented by including the {{Appointment.LoginStudentToAppt|raw}} Twig tag in your appointment display configuration. It will display as a clickable button to your staff.

Online appointment link text

Allows you to modify the hyperlink/button visible to students within online appointment records. Default is "The location for this online appointment is here."

Cancel/Edit/Enter session button

Allows you to override the format of these buttons on the appointment display. For example, the following cancel button would have the effect shown in the screenshot below.

Cancel

See Also

Twig Guide

TracCloud Dashboard

Scheduling

Contents

Basics

Listings

Tech Docs