TracCloud: Q2 Tables: Difference between revisions

Revision as of 15:59, 24 April 2023

TracCloud Modules

• SAGE

• SurveyTrac

• Success Plans

• Whiteboard

• Q2 Tables

• TextAlerts

Q2 Tables

Q2 Tables dynamically manages study and work table tutoring and advising scenarios, tracking the total time a student spends in the center, while also recording each individual contact—or table visit a student has with staff.

Q2 Tables is a redesign of a log in and out system, specifically for study table centers where students work on their own or study independently, while having the ability to request assistance as needed. No need to have students raise their hand, flag, or use another physical option to notify that they need some help – it is completely digital and web-based. Smartphones and tablets drive the queuing system for students that need assistance, and for staff to see the queue from their device and record each individual contact with students.

How does Q2 Tables work for Students?

A student logs into a Q2 center ("From Center") to record the start of their visit. A staff member can log a student in manually, or the student can log themselves in via a kiosk using a barcode scanner, QR code, or by typing their student ID directly into the search field.

Upon log in, students will be asked if they would like to receive an email regarding the Q2 help process. This email will contain a Q2 Help Link that students can use to virtually raise their hand, indicating that they need assistance from a staff member working in the Q2 center. This prompt will contain the student's TracCloud email address by default, but they can be given the ability to enter a preferred email address instead.

If the student chooses not to receive an email regarding the Q2 Help Link, students also have the option to scan a QR code placed in the area that the student is working independently. QR codes are generated by TracCloud and represent different tables, rooms or locations in your physical center.

Example:
Table A
Table B
Table C

Once the student scans the QR code from their mobile device or clicks on the emailed Q2 Help Link, the student will end up at the window below. Here, the student will be asked to enter their email address or student ID number to login and request help.

After the student enters their ID or Email address and clicks the continue button, the student will be prompted to select some additional options as to why they are requesting help. The option to select a Subject and Reason can be toggled on or off in your Q2 settings. If the option to ask for Subject and Reason are disabled, the student will simply be prompted to click the “Request Help” button to request assistance. Once the request for help has been submitted, the student will be moved into a queue only visible from the consultant’s perspective, which will display all students currently requesting help, indicated by a raised-hand icon.

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Students can also physically raise their hand, and a staff member can then virtually raise the student's hand for them by clicking the box to the left of the student's name, as shown in the screenshot below.

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How does Q2 Tables work for Staff?

Staff have Q2 links on their TracCloud Dashboard that will take them directly into the Q2 Configuration for their respective centers.

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Once the Q2 Configuration has been opened, a gear icon will be visible in the bottom left corner that will allow staff to access the settings for their current Q2 Config. From here, the staff can log out or return to the Dashboard. The staff can also view their current Config, change to a Queue Mode, or switch to another Q2 Configuration that they have access to.

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The staff Q2 Dashboard is split into two separate views. On the left, students in the Queue working independently, and whether or not they're currently raising their hand requesting assistance. On the right, students currently being helped by staff.

Staff have a few actions when viewing/managing students in the Queue working independently.

1. Clicking this box will allow the staff to manually raise or lower the student's hand, indicating whether or not they're requesting assistance.

2. Hovering over the image will enlarge the student's photo as seen in the screenshot below.

3. Clicking to the right of the photo will automatically move the student to the currently being helped area. Students can be moved to this area regardless of whether or not they have their hand raised.

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Once the student’s hand has been raised, an icon will appear indicating that the student is requesting assistance.

1. Clicking the Icon will allow you to lower the student's hand if they no longer require help.

2. Clicking to the right of the student’s name will move the student to the currently being helped area and will start the visit with the staff.

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Once the student has been moved to the “Currently Being Help” area, you may click on the entry to adjust the student's subject or enter notes at any time. If you wish to enter notes but not conclude the visit, you may click the “Close” option at the bottom to close the entry after your notes have been entered. You may open and close the entry to make adjustments and add notes as many times as needed throughout the visit. When you are ready to conclude the meeting, click on “Conclude the Visit" to finish the meeting with that student. Once the interaction has been recorded and concluded, the student will be returned to the queue on the left to once again study independently until their hand is raised again.

Clicking the “x” on the right-side of the table visit will conclude the visit, lower the student’s hand, and return them to the Queue on the left.

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Using Q2 Remote for Online Drop-in Sessions

Q2 can also be utilized in an Online context. Your availability should look something like this, set to Drop-in, Online, with the Online URL set to Q2Remote. This can also be made a drop-down option by modifying your Default Online Options in Global Preferences.

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As a student, I can search for and click on this Drop-in session as usual.
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However, clicking 'Enter Online Session' in this case will take me to the following form rather than a meeting room. This allows me (the student) to specify what I need help with and virtually raise my hand, waiting at this form until a link is ready.

As a staff member monitoring this Q2 config, I can see a student has their hand raised for a remote session. Clicking on that entry prompts me to send them a remote meeting link, such as a Zoom or Webex room.

And once again as a student, I see that my meeting link is ready, which I can click to join. After the visit has concluded, the staff member will lower my hand as usual and the student can request help again if needed.

How to set up Q2

To begin creating your Q2 Configuration. Click on Other > Q2 Tables: Configurations. Select the Hamburger icon (File:Hamburger.png) and click New Q2 Configuration

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Q2 Configuration Name

This is the name of this Q2 Config.

Profile

This determines which Profile this Q2 Config will be assigned to.

From Center (Queue) & To Center (Center)

Q2 requires two centers, a From Center (Queue) and a To Center (Center). The From Center/Queue is where the Trac System will record the total time a student spends in the center. The To Center/Center is where the Trac System records each individual contacts a student has with a staff member, or "Micro-Visits."

The From Center and To Center can both be created in your Profiles. Dashboard > Other > Other Options > Select your Profile > Centers > Create New Center. Your From and To Center will both need to be assigned a course and a reason list in order to service students in each center and configuration.

Ask for Consultant

If checked, a consultant selection drop-down will be made available in the Raise Hand form for staff specifically. This does not affect students who are raising their own hand.

Ask for Reason & Ask for Subject

If one or both of these options are checked, students (and staff on behalf of students) will be required to select a Subject/Reason when raising their hand.

Allow Enter Notes

If checked, consultants will be able to enter notes during their Table/Micro Visits.

Reason & Subject Required

This requires that a student select a Reason/Subject when raising their own hand. Otherwise, they can leave this field blank.

When Assigning Consultant - Logged in for work only

If you allow your staff to raise student hands from the Log Listing (read more towards end of article), they will have the ability to select a consultant to assign this request to. If this option is checked, only consultants currently logged in for work will be shown.

Keep Center visit logged in

This only applies to students logging in for Q2Remote drop-in sessions. If unchecked, a center visit is not recorded for students, only table visits. If checked, the first time the student goes to raise their hand will also log them into your center. That center visit must be concluded by a staff member or terminated, students are not given the ability to manage their own visits.

Expected Duration

This is the maximum table visit length before the timer in the Currently Being Helped column turns red indicating that the visit should be concluding soon.

Confirm Subject / Reason at Start

If checked, consultants will be able to modify the Subject/Reason that was initially selected when the student raised their hand at the start time of the table visit.

Prevent Consultant from Raising Student's Hand

Prevents consultants from raising a student's hand on behalf of the student.

Prevent Student from editing the email address for sending table help instructions

Enforce that the Q2 help instructions prompt use the email address from their student profile, prevent them from using a different address.

Table Listing

This is where you can define the individual tables that students can request help from. Use Generate Table List QR Codes to display the QR codes for these specific tables. Table Locations can also be defined, which will be recorded for reporting purposes.

Table Help Procedures

This message will display when a student scans a QR code with their phone. The text will be visible immediately above the ID field.

KIOSK Login Instructions

This message appears during the initial center login on a KIOSK or Log Listing. This text appears on the same screen where the student can email themselves the Raise Hand link.

Student Instructions Email

This is where you can customize the contents of the email sent to the student. The URL will always be included below the text you enter here.

Q2 Log Listing Options

It is also possible to show Q2 information and options on the Log Listing for staff to manage. These options are found in Other > Other Options > Profiles > [Your Profile] > Prefs > Log In/Out > Log List Customization. This will only cover the Q2-specific options, for everything else, check out the dedicated Log List Customization article.

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Q2 Hand Raised

This adds a 'Raise Hand' button to the Log Listing, allowing staff to raise or lower each student's hand. This will also display the table that the student has requested help at.

Q2 Visits List

This shows the student's currently in-progress table-visit, if there is one.

Q2 Visit Flag

If enabled, a wifi icon will be added to the log listing for students who are logged in for a Q2Remote session.

Q2 Consultant

Shows the name of the consultant that the student is requesting help with, or the name of the consultant who is currently helping the student.

Q2 Consultant Alias

Shows the alias of the consultant that the student is requesting help with, or the alias of the consultant who is currently helping the student.

Lastly, in order for staff to have access to Q2, their permission group will need to be modified and adjusted to enable that access. The Admin/Modules tab will allow you to add a Q2 Config to each group as needed. This can be found in Other > Other Options > Groups > select the group you wish to modify > Admin / Modules.

For information on purchasing the Q2 Module, reach out to sales@go-redrock.com
For Q2 functionality questions, reach out to helpdesk@go-redrock.com

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