TracCloud: Keeping Past Registrations Active: Difference between revisions

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(Created page with "{{WIP}} {{TracCloudGuideTabs}} {| style="width:100%; vertical-align:top; " | style="width:250px; vertical-align:top; padding:2px 15px 2px 2px;" | {{TracCloudGuideBasicsTOC}} | style="vertical-align:top; padding:20px 20px 20px 2px;" | {| style="width:100%; vertical-align:top; " <big><b>Keeping Past Registrations Active</b></big><br> A common question we receive is in regards to keeping registrations (and students) from prior semesters active. Ideally this can be managed b...")
 
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* <b>Registrations - Date Activations</b>
* <b>Registrations - Date Activations</b>
::TBD
::This activation method will activate or deactivate registrations by the dates in the registration record itself. This is typically followed by a process to activate all students with active registrations.
 
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[[File:8637877.png|800px]]<br><br>
[[File:8637877.png|800px]]<br><br>
This option can be used in the following configurations:<br>
<i>Import activation</i>: Any<br>
<i>Deactivate when not important</i>: Any<br>


A reason to go with this option is that it requires no changes on your IT's side and can be an easy change to make depending on your workflow. A reason to consider another option is that this applies to all students enrolled in the section. It's not possible to only ignore deactivation for a single enrollment.
A reason to go with this option is that it requires no changes on your IT's side and can be an easy change to make depending on your workflow. A reason to consider another option is that this applies to all students enrolled in the section. It's not possible to only ignore deactivation for a single enrollment.
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<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Registrations</b> | Continue importing past registrations</big></div><div class="mw-collapsible mw-collapsed">
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Registrations</b> | Override registration dates</big></div><div class="mw-collapsible mw-collapsed">
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<br><br>
This option is only available when using <b>Registrations - Date Activations</b>, and allows you to override activation dates for individual registrations by going to <i>Other > Listings > Registrations > [The registration you want to update]</i>.
[[File:7234370.png|800px]]<br><br>
This option can be used in the following configurations:<br>
<i>Import activation</i>: Registrations - Date Activations<br>
<i>Deactivate when not important</i>: Any<br>
Having this option available in one of the benefits of using date activations. Changes can be made to individual registrations and you can specify exactly how long they should be active for. This setting has no effect when using different activation methods.
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<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Registrations</b> | Override registration date</big></div><div class="mw-collapsible mw-collapsed">
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Registrations</b> | Continue importing past registrations</big></div><div class="mw-collapsible mw-collapsed">
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<br><br>
(Only applicable if using date activation)
This option can be used in the following configurations:<br>
<i>Import activation</i>: Students - Activations or Students - Import Activations<br>
<i>Deactivate when not important</i>: Yes<br>
 
This option is best if your IT are able to automate this on their end. Utilizing "Deactivate when not imported" means that they can send all registrations that need to be active, and they can simply stop sending registrations that should not be active (or they can be imported with an applicable withdraw code).
 
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[[Category:TracCloud]]
[[Category:TracCloud]]

Revision as of 13:54, 27 June 2023

    This page is still in-progress! Come back later to learn more.


Getting Started / Basics

• TracCloud Terminology

• Training Resources

• Schedule Management

• Recording Visits

• TracCloud Dashboard

Keeping Past Registrations Active
A common question we receive is in regards to keeping registrations (and students) from prior semesters active. Ideally this can be managed by your IT's import files, but workarounds are available if registration activations must be enabled on the TracCloud side of things.

Understanding Import Activations

Before making any changes to your registrations, it's important to understand how your system activates students and registrations, as each system differs in this regard and has an effect on how you can keep registrations active.

First, go to Other > Other Options > Preferences > System Preferences > Withdraw Codes and Statuses and review your configuration here.

1413645.png


Next, go to Other > Other Options > Preferences > Scheduled Daily Imports and look for the "Process" boxes. You will likely see one of three activation processes.

3273439.png

  • Students - Activations
This is the most common activation method. This will activate Registrations that have been imported (while following the system preferences configured above). Following this, Students will be activated if they have an active registration assigned to their account.

  • Students - Import Activations
If this activation method is used, it typically follows "Students - Activations" as this process doesn't inherently activate or deactivate registrations. When this process runs, all students who have been imported today will be activated. All students who have not been imported today will be deactivated.

  • Registrations - Date Activations
This activation method will activate or deactivate registrations by the dates in the registration record itself. This is typically followed by a process to activate all students with active registrations.


Students | Do your student accounts also need to be activated?



Before activating registrations, you should consider whether or not students also need to be activated. An inactive student won't be able to login or book appointments, even if their registration is active. If you're activating additional registrations for students who are already active, this can be skipped.

There are two ways to accomplish this, depending on why you're activating students and how your import is configured.

  • "Keep Active" List
  • Add them to the import file
Sections | Non-enrolled section, no registration required



Registrations | Activation Registrations based on Section



Within every Section record (Other > Listings > Sections) you will find a checkbox labelled "Ignore Deactivate." If checked, any active registrations linked to this section (even ones that were manually activated) will remain active even if the import would've otherwise deactivated them. This still requires that the section/term be active. Manually deactivated registrations can still be automatically reactivated, only deactivations are prevented.

8637877.png

This option can be used in the following configurations:
Import activation: Any
Deactivate when not important: Any

A reason to go with this option is that it requires no changes on your IT's side and can be an easy change to make depending on your workflow. A reason to consider another option is that this applies to all students enrolled in the section. It's not possible to only ignore deactivation for a single enrollment.

After checking this box, go to the registration you wish to activate and uncheck "Inactive."

Registrations | Override registration dates



This option is only available when using Registrations - Date Activations, and allows you to override activation dates for individual registrations by going to Other > Listings > Registrations > [The registration you want to update].

7234370.png

This option can be used in the following configurations:
Import activation: Registrations - Date Activations
Deactivate when not important: Any

Having this option available in one of the benefits of using date activations. Changes can be made to individual registrations and you can specify exactly how long they should be active for. This setting has no effect when using different activation methods.

Registrations | Continue importing past registrations



This option can be used in the following configurations:
Import activation: Students - Activations or Students - Import Activations
Deactivate when not important: Yes

This option is best if your IT are able to automate this on their end. Utilizing "Deactivate when not imported" means that they can send all registrations that need to be active, and they can simply stop sending registrations that should not be active (or they can be imported with an applicable withdraw code).

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