TracCloud: Staff and Consultants: Difference between revisions

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This tab is where you will find your staff/consultants that have been assigned to this profile. From this view, we can see the staff names, the centers and group they’re assigned to, and what type of staff member they are (consultant or regular staff).
This tab is where you will find your staff/consultants that have been assigned to this profile. From this view, we can see the staff names, the centers and group they’re assigned to, and what type of staff member they are (consultant or regular staff).


For a complete list of staff, not just staff assigned to this center, go to Other > Other Options > Listings > Staff.
For a complete list of staff, not just staff assigned to this center, go to <i>Other > Other Options > Listings > Staff</i>.
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[[File:9753619.png|800px]]
[[File:9753619.png|800px]]
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Let’s create a staff member as an example. To begin, click on the hamburger button, then select “New Staff Member.”
To create a new staff member, click on the hamburger button, then select “New Staff Member.”
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[[File:5h46h4k46kj46j4.png|300px]]
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==General==
==General==
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[[File:9356843.png|800px]]
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<br><br>
* <b>First Name, Last Name</b>
* <b>First Name, Last Name</b>
::The staff member’s name.
::The staff member’s name. This will display on the staff schedule and in reports. This can also display to students if alias is not being used instead.<br><br>
 


* <b>Username</b>
* <b>Username</b>
::This is the username that this staff member will use to login (or for SSO authentication).
::This is the username that this staff member will use to login (or for [[TracCloudTechSSO|SSO authentication]]). Coordinate with your IT and/or Redrock Software to determine what your username format should be (e.g., ID number, email address, etc).<br><br>
 


* <b>Other ID</b>
* <b>Other ID</b>
::This is the alternate ID of this staff member, can be used for searches or staff work visits.
::This is the alternate ID of this staff member, can be used for searches or [[TracCloudGuideBasicsPayroll#6._Work_Visits_(If_Pay_Basis_is_Work_Time)|staff work visits]].<br><br>
 


* <b>Hired / Terminated & Reason</b>
* <b>Hired / Terminated & Reason</b>
::Hired/Termination dates as well as the reason for termination can be recorded for reference if needed. This does not affect Trac System functionality.
::Hired/Termination dates as well as the reason for termination can be recorded for reference if needed. This does not affect Trac System functionality.<br><br>
 


* <b>Staff Bio Confirmed & Confirmed Date / Time</b>
* <b>Staff Bio Confirmed & Confirmed Date / Time</b>
::When and if this staff member has completed the confirm bio prompt. [[TracCloudGuideGlobalBio|More information on Confirm Bio can be found here]].
::When and if this staff member has completed the confirm bio prompt. [[TracCloudGuideGlobalBio|More information on Confirm Bio can be found here]].<br><br>
 


* <b>Pronouns</b>
* <b>Pronouns</b>
::This staff member's preferred pronouns.
::This staff member's preferred pronouns, this information can be shared with students via [[TracCloudGuideProfilePrefsEmails|Twig tags in emails]] or in [[TracCloudGuideGlobalBio#Staff_Confirm_Bio_Settings|Staff Bio on Search Availability]].<br><br>
 


* <b>Staff BIO</b>
* <b>Staff BIO</b>
::A written bio of this staff account. Can be displayed to students, [[TracCloudGuideGlobalBio|more information.]]
::A written bio of this staff account. Can be displayed to students, [[TracCloudGuideGlobalBio#Staff_Confirm_Bio_Settings|more information.]]<br><br>
 


* <b>Inactive</b>
* <b>Inactive</b>
::We don’t recommend deleting records in TracCloud, as this will also disconnect them from related records (Visits, Appointments, etc). Instead, we recommend deactivating the account by checking this box. This will hide them from view, but the record and related data remains available if needed, for historical reporting.
::We don’t recommend deleting records in TracCloud, as this will also disconnect them from related records (Visits, Appointments, etc). Instead, we recommend deactivating the account by checking this box. This will hide them from view, but the record and related data remains available if needed, for historical reporting or later reactivation.<br><br>
 


* <b>User Level</b>
* <b>User Level</b>
::The user level determines some baseline rules for what this staff member can and can’t access. [[TracCloudNewsUserLevel|More information.]]
::The user level determines some baseline rules for what this staff member can and can’t access. [[TracCloudNewsUserLevel|More information.]]<br><br>
 
 
* <b>Primary Center</b>
::This is the primary center the staff member is assigned to. Also determines which profile they appear under.


* <b>Default Center</b>
::This is the primary center the staff member is assigned to. Also determines which profile's "Staff & Consultants" list they appear in.<br><br>


* <b>Primary Group</b>
* <b>Permission Group</b>
::The permission group that this staff is assigned to. More information on creating and managing these groups can be found in the previous article.
::The permission group that this staff is assigned to. [[TracCloudGuideProfileGroups|More information.]]<br><br>
 
 
* <b>Center Staff Link Field</b>
::This is where you can assign staff members to different centers in TracCloud.


* <b>Linked Centers</b>
::This is where you can assign staff members to different [[TracCloudGuideProfileCenters|centers]] in TracCloud. A center must be assigned here for a consultant to have availabilities in or be assigned to visits for that center.<br><br>


* <b>Notes</b>
* <b>Notes</b>
::A field for any notes that you may want to record relating to this staff member.
::An optional field for any notes that you may want to record relating to this staff member.<br><br>
 


* <b>Consultant</b>
* <b>Consultant</b>
::If this checkbox is selected, they’re marked as a Consultant rather than a normal staff member. This also adds them as an available option on the schedule. Additional consultant-specific options also become available, as detailed below.
::If this checkbox is selected, they’re marked as a Consultant rather than a normal staff member. This also adds them as an available option on the schedule and allows them to be linked to visits. Additional consultant-specific options also become available, as detailed below.<br><br>
 


::&#8226; <b>Alias</b>
::&#8226; <b>Alias</b>
::An alternate name that will appear when searching for appointments. Requires the “Display consultant alias on availability search” option to be enabled in your Profile Scheduling Prefs.
::An alternate name that will appear when searching for appointments. Requires the “Display consultant alias on availability search” option to be enabled in your Profile Scheduling Prefs.<br><br>




Revision as of 14:59, 10 April 2023

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

• Resources


Staff & Consultants
This tab is where you will find your staff/consultants that have been assigned to this profile. From this view, we can see the staff names, the centers and group they’re assigned to, and what type of staff member they are (consultant or regular staff). For a complete list of staff, not just staff assigned to this center, go to Other > Other Options > Listings > Staff.
9753619.png

To create a new staff member, click on the hamburger button, then select “New Staff Member.”
5h46h4k46kj46j4.png

General

9356843.png

  • First Name, Last Name
The staff member’s name. This will display on the staff schedule and in reports. This can also display to students if alias is not being used instead.

  • Username
This is the username that this staff member will use to login (or for SSO authentication). Coordinate with your IT and/or Redrock Software to determine what your username format should be (e.g., ID number, email address, etc).

  • Other ID
This is the alternate ID of this staff member, can be used for searches or staff work visits.

  • Hired / Terminated & Reason
Hired/Termination dates as well as the reason for termination can be recorded for reference if needed. This does not affect Trac System functionality.

  • Staff Bio Confirmed & Confirmed Date / Time
When and if this staff member has completed the confirm bio prompt. More information on Confirm Bio can be found here.

  • Pronouns
This staff member's preferred pronouns, this information can be shared with students via Twig tags in emails or in Staff Bio on Search Availability.

  • Staff BIO
A written bio of this staff account. Can be displayed to students, more information.

  • Inactive
We don’t recommend deleting records in TracCloud, as this will also disconnect them from related records (Visits, Appointments, etc). Instead, we recommend deactivating the account by checking this box. This will hide them from view, but the record and related data remains available if needed, for historical reporting or later reactivation.

  • User Level
The user level determines some baseline rules for what this staff member can and can’t access. More information.

  • Default Center
This is the primary center the staff member is assigned to. Also determines which profile's "Staff & Consultants" list they appear in.

  • Permission Group
The permission group that this staff is assigned to. More information.

  • Linked Centers
This is where you can assign staff members to different centers in TracCloud. A center must be assigned here for a consultant to have availabilities in or be assigned to visits for that center.

  • Notes
An optional field for any notes that you may want to record relating to this staff member.

  • Consultant
If this checkbox is selected, they’re marked as a Consultant rather than a normal staff member. This also adds them as an available option on the schedule and allows them to be linked to visits. Additional consultant-specific options also become available, as detailed below.

• Alias
An alternate name that will appear when searching for appointments. Requires the “Display consultant alias on availability search” option to be enabled in your Profile Scheduling Prefs.


• Online Link
If remote appointments are held via online conferencing platforms, each of your consultants can have a unique URL to their conference room defined in their profile. When a URL is placed here, and their availability is marked as Online, the URL entered in this field will appear in the available location choices.


• Fund
The Fund option assigned here will display as an option when creating availabilities on this consultant’s schedule. More information on Funds and Payroll features in general can be found in our dedicated Payroll article.


• Pay Code
This consultant’s pay code will determine their pay rate when running payroll reports.


• Max Hours
Can be used to limit the number of hours this staff member can be booked per day, even if they have open availabilities on their calendar. More information.


• Location
The Location option assigned here will display as an option when creating availabilities on this consultant’s schedule.


• Do not show on schedule
If checked, this consultant will not show up on the schedule view.


• Course List of Specialties
The course list selected here determines which subjects this consultant can assist with. More information on creating and managing course lists can be found in our Creating Course lists article.


• Accommodations
These are the accommodations that this consultant can assist with. For example, if accommodations are used to specify a preferred language, you could select the languages this consultant can assist with here. More information on configuring these accommodations can be found in our dedicated Accommodations article.


  • KIOSK
If the “KIOSK” checkbox is selected, the account is heavily restricted and many fields are removed. Kiosk accounts can login and are instructed to select a Kiosk to manage, and nothing else. For example, in a scenario where students log themselves in on a Kiosk, this account type would be used on the Kiosk computer.

Contact & Other Data

File:4h35h3j53y2t2f4.png

Most of the options here are self-explanatory, just basic contact information about this staff member, such as their email address, phone number, address, etc. We also have a few custom fields at the bottom of this page. More information on configuring these fields can be found in our Custom Fields article.

Certifications

File:5j4j64tg45h3j43j.png

Here, we can view and manage this consultant’s Certifications. New certifications can also be created by selecting the hamburger icon > New Certification.
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Reason Specialties

File:J46j344g34g35f24.png

This tab allows you to specify which visit reasons this consultant is assigned to. If reason specialties are utilized, this consultant will only be available for the reasons selected here.

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