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Revision as of 17:11, 2 October 2023

This page highlights some of the recent changes made to the TracCloud platform, and how you can utilize them on your own instance. A list of past changes and a full changelog can be found in the tabs above.

If you have any questions about these changes, feel free to reach out to us on our helpdesk.

Latest posts


2023-10-02 | TracCloud features and changes from September 2023

New features for Batch Visits, Success Plans, and more in TracCloud for the month of September 2023. Our full changelog can be found here.

Batch Visits

Custom fields have now been added to batch visits, along with an option to hide each custom field on batch visits if needed. Batch codes specifically have also gained a couple new options, there's now a notes field so you can automatically add notes to visits records via batch codes. Additionally, a new "Handle Overlap Visits" option has been added for the batch code. This allows TracCloud to modify existing visits if they conflict with visits recorded with the batch code. Details on that can be found in our batch visits article here.

A new profile preference has also been added to control how early batch visit and drop-in ad-hoc QR codes can be used. Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Time Restrictions > QR Codes active no sooner than. By default (blank), QR codes can be scanned to create visits at any point up to the expiration time.

Success Plans

Success plan visit steps can now be linked to multiple centers, allowing the student to visit any one of the listed centers to complete the step. Visit steps can now also be created to require a specific number of visits or hours, rather than one visit per step.



SAGE

"Potential Actions" have been added to SAGE. These actions can be created in your referral type and added to student referrals as needed. This allows you to record when certain events occurred, along with notes. Each action can prompt additional emails, and can be added to SAGE referral reports as well.



Two new twig tags have also been added for SAGE. The first tag below will mark a referral as processed/completed, and the second will add processed notes. 

{% if "No recommendations at this time" in Recommendations %}
{{ setResultActions('SetProcessed', '1') }}
{{ setResultActions('SetProcessedNotes', 'Automatically completed!') }}
{% endif %}

Other Changes

  • Support for multiple assigned advisors has been added, meaning a student can be assigned to both Dave Smith and Jane Doe and schedule appointments with them both, rather than being limited only a single assigned advisor. Utilizing this functionality may require changes to your import process, reach out to us using the "Support" options at the top of this page if this is something you want to setup.

  • Watch List indicator locations have slightly changed. Previously, "Display on Log In/Out" applied to both the kiosk and log listing views. These locations have now been separated. "Log In/Out" now only applies to the log listing, and a new "Display on KIOSK login/out" location has been added. Click the hyperlink above to learn more about this.


  • Students can now be given a utility to view their previously accepted terms and conditions. This can be enabled in Other > Other Options > Preferences > System Preferences > General Appointment Settings > Check 'Allow students to view accepted Terms and Conditions on dashboard' > Save.

  • A new special search has been added to the students listing to find students who have searched for availabilities and found no results. The counter resets each time the student books an appointment, similar to the existing "SearchAvailsCounter" search. Both of these options can be quickly accessed by right-clicking the search bar and selecting them towards the bottom of the field list.


  • It's possible to search by full name on more listings. You can now search for a student's full name as "Last, First" on the Attendance Listing, a student's full name as "First M. Last" on the Student Listing (or just 'First Last" if you aren't importing middle name), and a staff member's full name as "First Last" on the Staff Listing.

  • Max Appointment Rules can now be created to limit appointments of the same "Section" in addition to "Same Subject."

  • It's now possible to collapse the student list columns in Q2. This can be especially useful on phones to quickly access the list of students you're currently helping.



2023-08-31 | TracCloud features and changes from August 2023

There are some big changes to asynchronous availabilities and plenty of other noteworthy additions in TracCloud for the month of August 2023. Our full changelog can be found here.

  • 2023-08-01: Subject/Course/Section search added to Appointments/Visits Utilization report
For more information on this report, click here.

  • 2023-08-02: It's now possible to apply center searches to appointments in the Students Visits Cleanup Data report
More information available here.

  • 2023-08-03: "Navigators" phrasing added to "Name for Consultants" preference
More information.

  • 2023-08-07: It's now possible to override the linked advisor filter when changing a student's wait status
This is only available to staff members on the log listing. Clicking "Show All" will display all advisors/consultants assigned to your center, instead of only the student's assigned advisor.


  • 2023-08-11: It's now possible to hide inactive students/registrations when creating SI Batch Visits
This checkbox will appear directly underneath the "Notes" field.


  • 2023-08-11: Set a default value for availability max students
Previously (and still if you haven't modified this preference), availabilities will default to 1-on-1 during creation. It's now possible to change this default by going to Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Other Schedule Options > Default value for availability max students. 0 = drop-in, 1 = one-on-one, 2+ = group, just like in the availabilities themselves.



  • 2023-08-15: Group rosters now have an "Add Multiple" utility to book appointments as a batch.
The new "Add Multiple" button is right next to the existing "Add Student" button in Group Rosters. More information on group availabilities and appointments in general can be found here.


  • 2023-08-16: The "Student Instructions Email" in Q2 Tables now supports twig tags
More information on Q2 can be found here, and Twig here.

  • 2023-08-17: Default profile emails
If you haven't yet setup your TracCloud profile emails, you can now quickly load a basic default template to use by clicking the clipboard icon next to the email body. You can then modify this template further to match your needs, rather than starting from scratch.


  • 2023-08-25: Manually choose example records in email previews in profiles
If you've modified your profile emails, you'll be familiar with the "Preview" button which retrieves the most recent record in the system and shows it as an example. It's now possible to choose a different appointment/visit record to use as an example by clicking the "Sequence #" button and entering the sequence number. More information on profile emails in general can be found here.


  • 2023-08-25: There's a new option in Q2 to add a "Confirm" step when beginning a table visit with a student
To enable this feature, go to Other > Q2 Tables: Configurations > [Your Q2 Config] > Check "Confirm Start Help on Initial Click" > Save.


  • 2023-08-28: Asynchronous availabilities can now be created as one-on-one time slots, and can be optional to give students the choice between In-Person/Online/Asynchronous.
To enable asynchronous functionality, go to Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Other Schedule Options > Check "Allow Availabilities to be Asynchronous" > Save. More information on asynchronous availabilities can be found here.


  • 2023-08-30: It's now possible to distinguish between all appointments or with same consultant in consecutive appointment rules
This option can be found in Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Time Restrictions > Consecutive also means with same consultant. If you used this feature previously, the default value for this field would be checked/enabled. Unchecking it means that students won't be able to book consecutive appointments at all, regardless of consultant.


  • 2023-08-30: Edit your visit auto termination emails
The default auto termination emails can now be customized by going to Other > Other Options > Profiles > [Your Profile] > Prefs > Log Listing Message[...] > Auto Terminate Visits Longer Than. You will find two emails, one for visits that are modified by the auto termination process (changing the duration) and another for deletions (if "Delete visits waiting" is checked).

  • 2023-08-31: Override individual availabilities directly
An appointment override is when there's a break in a repeating availability. For example, if you had an availability running from Monday to Friday, and you moved Wednesday forward an hour, that would make the Wednesday slot an overridden availability. It's now possible to immediately override an availability by hovering over it and clicking the icon. This will allow you to edit that availability without affecting the rest of the series. This cannot be undone.


  • 2023-08-31: Assigned Success Plans listing
Similar to the SAGE referrals listing, registrations listing, etc, it's now possible to view a listing of all assigned Success plans. This can be enabled by going to Other > Other Options > Groups > [The group you want to modify] > Admin / Modules > Add "Assigned Success Plans" to Table Access > Save.

2023-07-31 | TracCloud features and changes from July 2023

Here are some of the noteworthy additions and changes in TracCloud for the month of July 2023. Our full changelog can be found here.

  • 2023-07-28: Automatically timeout login sessions after X minutes
With new options available in Other > Other Options > Preferences > Login & Security Settings, you can now automatically log users out if they're inactive for too long. Different lengths of time can be specified for each user type, and a warning message can appear a few minutes before they're logged out giving them the chance to stay logged in.


  • 2023-07-27: New Twig tag to CC additional email addresses
More information on using Twig can be found here.


  • 2023-07-27: The Utilization widget now has an option to show visits from "Last Month."


  • 2023-07-22: In SurveyTrac, the reason/subject fields now have search boxes to make selecting options much easier


  • 2023-07-21: Batch send surveys to staff
Previously, surveys set to the Initiated Via type of "Do not auto send" with questions directed to Tutor/Advisor could be individually sent to staff members in the "Actions" tab of their profile. Now, it's also possible to batch send these surveys to multiple staff at once from the staff listing, similar to how this survey type works when directed to students. More information on SurveyTrac can be found here.

  • 2023-07-20: Custom text can now be entered above the notes field during work visit logout
This text can be modified by going to Other > Other Options > Preferences > System Preferences > Consultant CourseLists, TimeCheck, Aliases > Prompt for enter work visit notes on conclusion. Notes must be enabled for this text to appear.


  • 2023-07-11: New SurveyTrac question format, Range Slider


  • 2023-07-10: Start or stop one-on-one visits for appointments from the staff schedule
This can be enabled by adding the {{Appointment.SchedVisitStatusIcon|raw}} Twig tag in Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Appointment Display > Appointment Display to Staff on Schedule. This will appear as an icon on appointments that when clicked, will begin the visit, then conclude the visit when clicked again. Similar to the visit start/stop option found in group rosters, just for one-on-one appointments instead.


  • 2023-07-07: It's now possible to preview system colors before saving in System Preferences


Aside from the default pie chart format, you can now also display your data in a bar or line chart format.


2023-07-03 | TracCloud features and changes from June 2023

Here are some of the noteworthy additions and changes in TracCloud for the month of June 2023. Our full changelog can be found here.

  • 2023-06-30: "Time Out" has been added to the utilization widget


  • 2023-06-28: Students with a raised hand now display more prominently in Q2


These can be enabled when choosing your report settings.


The SurveyTrac tag list can be found in the top-right corner of the navigation bar when configuring your surveys.


  • 2023-06-22: Q2 now has an option to play a sound when a student raises their hand
This option can be found in Other > Q2 Tables > [Your Q2 Configuration].


  • 2023-06-20: New SurveyTrac initiated via option, Email after # of visits
Rather than sending a survey after the first visit or all visits, this option allows you to send the survey after an arbitrary number of visits.


  • 2023-06-14: New options to hide notes from faculty specifically in SAGE
These options can be enabled by going to Other > SAGE Referral Types > [Your Referral] > Check the applicable boxes from the screenshot below.


  • 2023-06-14: Static QR codes for custom kiosks
More information on this can be found in its own article here.

  • 2023-06-07: Use Course Lists for additional searches in reports
This option can be found in almost every report where you can perform a search based on registrations. Note that course lists only contain active sections, this should not be used when running reports on past semesters.


  • 2023-06-07: The Success Plans report can now include visit details
In the report settings, you'll find a new "Show Visit Details" checkbox to include this information in the report results.

  • 2023-06-02: New SurveyTrac initiated via option, Email after 1st visit per consultant
As discussed in its own article here.


2023-06-14 | Static QR codes with custom kiosks

It's now possible to create static QR codes for visit tracking based on your custom kiosks. Go to Other > Other Options > Profiles > [Your Profile] > Prefs > Log Listing Message,[...], and scroll to the bottom of this page to find your custom kiosk options.


In addition to standard custom kiosk functionality, custom kiosks also allow you to create static QR codes that your staff can reuse with a rotating confirmation code.

  • Static QR Codes expire
Choose how frequently the QR code expires, daily or weekly.

  • Previous Codes Overlap Time
Add a buffer allowing "expired" QR codes to be used after a new code is generated.

  • Round Signin to Nearest
Allows TracCloud to automatically round logins to the nearest 15, 30, or 60 minutes. The purpose of this is to emulate batch visits, where the time would be static.

Within each custom kiosk, you will then find a Static QR Code button. Clicking this opens the following form.



  • Activate Static QR Code
Enable or disable this QR code.

  • Confirmation Code
This is the current confirmation code for this QR code. Students will need to enter this value after scanning, and this value will expire based on your preference in Static QR Codes expire. If you're creating a QR code for the first time, this code (and expiration date) will need to be set manually. Going forward, it will be updated daily/weekly automatically. If a consultant is linked to the custom kiosk, they will automatically receive new confirmation codes in an email.

  • Expiration Date
The expiration date of the related code. This code will not be automatically updated until this date is reached (or if the code will expire within the next date period), a manual expiration date can be set further into the future than 1 day/week.

After a student scans the QR code, they will be prompted to enter the confirmation code followed by their ID. The login process is the same as a normal kiosk from this point onward.

Essentials Feature

Additional Features

• TextAlerts

• Q2 Study Tables

• SurveyTrac

• Whiteboard

• Assessments

• Attendance Tracking

• Career Module

• Custom Forms

• Custom Widgets

• Peer Mentoring

• Resources

• SAGE Early Alerts

• Staff Staff Scheduling

• Success Plans

• TracFlow

• Work Plans

• Workshops


SurveyTrac

The SurveyTrac module within TracCloud provides a versatile system for creating, distributing, and managing surveys directed at students, staff, or faculty. Surveys can be automatically triggered by various criteria, such as after a visit, a specified number of visits, new student record creation, or through manual initiation. Surveys can also be linked to particular reasons, subjects, or centers, allowing for highly customized feedback collection. The module supports anonymous surveys, allows survey link expiration, and offers options to automatically resend unanswered surveys to ensure higher response rates.

SurveyTrac features extensive reporting capabilities that include Survey Snapshots, Survey Responses, and Response Rate Comparison. These reports can be exported in various formats (HTML or CSV) and are customizable with additional fields, filtering options, and automated delivery settings. SurveyTrac also supports email and SMS notifications, providing a streamlined approach to survey management and feedback collection. The system's flexibility makes it ideal for various use cases, from general feedback collection to targeted academic progress assessments.



SurveyTrac Configuration

To create a new survey, head over to your SurveyTrac menu (within the “Other” menu in your Navigation Bar), click the hamburger icon, then select “New Survey.” This will bring you to a survey entry form where you can start configuring basic options relating to your survey. Additional options will become available after saving.



General





  • Created By
The staff member who created this survey.

  • Profile
The profile that this survey is assigned to.

  • Active
Enables or disables this survey.

  • Survey Name
The name of the survey. This will also appear within emails sent to students and staff.

  • Survey Period From & To
The active period of the survey. Used for “Initiated Via” options that specify "during survey period," such as “Email after 1st visit during survey period.”

  • Initiated Via
This setting determines the send criteria for this survey, with the following options available.
  • Display during visit entry: This displays within the “Surveys” tab of a visit record, allowing you to fill out and submit the survey from the visit record itself. This survey type only appears when questions are directed to staff.
  • Email after visit: This will be sent to the student/staff after a visit takes place. Specifically after Kiosk logout, Log Listing logout, Quick & Batch Visit creation, and appointments being marked as attended (if a visit doesn't already exist).
  • Email after 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified. Subsequent visits will not initiate this survey.
  • Email after # of visits during survey period: Similar to above, but you can choose when the survey sends based on the number of visits. E.g., send a student a survey after their 3rd visit in the center.
  • Email after 1st visit per subject during survey period: Same as "1st visit during survey period," but on a per-subject basis. E.g., the student will receive a survey for their first (and only first) visit for MAT100, then another survey for their first visit for CHEM100, and so on.
  • Email after 1st visit per consultant during survey period: Same as above, but on a per-consultant basis. E.g., the student will receive a survey for their first (and only first) visit with Dave Smith, then another survey for their first visit for Jane Doe, and so on.
  • Email after new student record: This is emailed to the student immediately after their account is created. This only applies when manually creating student accounts, imported students will not receive this survey.
  • Email after 1st booked appointment during survey period: This survey is emailed to the student immediately after they book their first appointment in the date range specified.
  • Show at entry: This displays during the login process on a Kiosk or Log Listing. These responses will not appear in the visit record itself, as opposed to Display during visit entry.
  • Show at entry before 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified.
  • Show at exit: This displays during the logout process on a Kiosk or Log Listing. Similar to Show at entry, these responses are not visible in visit records.
  • Show at exit after 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified
  • Display as link on Main Menu: For each day that a user logs in, a new survey is created and will display as a link in the "Surveys/Documents" widget on their dashboard.
  • Do not auto send: This survey can be manually sent on the Student/Staff/Faculty Listing as a batch, from individual Student/Staff/Faculty profiles under the "Actions" menu, during Batch Visit creation, from group rosters on the schedule, or from the SurveyTrac listing (including sending anonymous surveys to a list of email addresses).
  • Static survey URL: This will provide a static URL that you can send to anyone. If your survey is not anonymous, users will be prompted to login when they visit the URL. If the survey is anonymous, users will not be prompted to login and anyone with the link can submit an answer.
  • Link on edit student: Similar to Do not auto send, but more limited in where it appears as an option to send. This survey is only possible to send from the student listing as a batch or to individual student profiles manually, or from the SurveyTrac listing.
  • Link on edit visit: This displays in a "Send Survey" prompt in each visit record under the "Surveys" tab. This allows you to initiate the visit survey email manually, as opposed to the non-email Display during visit entry option.
  • Display on document posting: Similar to Link on edit student, except this "Survey" is under a new prompt in the actions menu labelled "Survey Document" and can only be sent to students individually.
  • Display as Student Entry Form: Similar to Link on edit student, except this "survey" is under a new prompt in the actions menu labelled "Complete Survey Form" and can only be sent to students individually.

  • 1-on-1 / Group and In-Person / Online / Phone
Choose the meeting type and modality criteria of the visits you wish to send this survey for.

  • Do not send email, just show on dashboard
This setting will only appear for surveys that are emailed to students. If this is checked, the email will not be sent, but it will still appear on the dashboard for students to access and fill out.

  • Survey Link expires after # days
Optionally have surveys expire if an answer has not been received within the specified number of days.

  • Auto resend after # days & After initial auto resend, resend every # days (emailed surveys only)
These options can be used to automatically resend unanswered surveys after a specific number of days. The first field determines when the survey will first be resent, and the second can be used to resend it again after every [number] days.

  • Recipient Email Settings (emailed surveys only)
Options relating to the emailed survey formatting. From email address and contact name, the subject line, and the body itself. Three unique Twig tags are available for use in this field:
{{Survey.Link}} - This provides a hyperlink to the survey.
{{Survey.URL}} - This provides a URL to the survey (if you want to write your own hyperlink with HTML).
{{Survey.Name}} - This provides the name of the survey.

  • Link to Centers
Determines which centers this survey is assigned to.

  • Instructions and Survey Head Text
These messages will appear at the very top of the survey entry window. Head Text appears in bold at the top, typically a title for the survey. Instructions appears smaller just beneath Head Text, typically a description for the survey or basic instructions. Both fields support Twig to display information about the student, their visit, etc.

  • Confirmation Message
The confirmation message will display at the bottom of the survey after submitting responses.
Options





  • Allow modification
This setting allows students/staff to re-open and edit their responses after the initial submission.

  • Anonymous Survey
Will not display student names in responses. Once an Anonymous Survey has responses, it is permanently anonymous.

  • Questions directed to…
These settings determine who this survey will be sent to. For example, if this is an “Email after visit” survey, you can control if the survey gets sent to the Student, the Consultant, the Faculty member, or even all three. For students, you can optionally choose to direct questions to a specific student list.

  • Prevent responses from being submitted after survey period is over
By default, surveys can still be answered after the survey period has ended as long as the survey was sent prior to the end date. This option changes that, preventing responses from being submitted after the survey end date has passed.

  • Display unmet conditional questions as disabled / grayed-out
Rather than hiding conditional questions when they aren't relevant, this option will display them as grayed-out/unavailable.


  • Use Custom Display numbers for numbering the questions
If checked, you will be able to use arbitrary text to 'number' your questions (e.g., A, B, C instead of 1, 2, 3).

  • Make this survey a quiz
See Grade Groups and Assignments for more information.

  • Send Rate
Allows you to define a percentage chance of a survey being sent to a student. 100% will always send the survey when the 'Initiated Via' criteria is met.

  • Notify results to emails
Email addresses entered here will be notified when a survey has been completed. These emails will contain the questions and answers provided by the student/staff.

  • Notify Results Email
This is an additional email that can be sent as soon as a response is submitted, typically to a staff member to review responses as they're received. You can choose which email addresses receive the responses, the From address, as well as the subject line and body of the email. The recipient field supports Twig.

  • Link Survey to Reasons/Subjects
If you only want this survey to be sent out for visits/appointments of a specific reason or subject, you can list out the entries here. For example, “General Help,Exam Prep”. The icon can be used to search for and select specific options.

  • Answers Position
Position of answer fields, either below or to the right of the question, as seen below.


  • Radio Button Style & Multi Checkbox Style
Determines how Radio and Multi-Checkbox Choice style questions display. Tall vs Wide, as seen below.
Questions and Preview



The Questions tab is where we can configure the questions we’re asking within this survey. The Preview tab allows us to immediately take a look at our survey formatting to make sure everything is appearing as intended.



To begin creating a new question, go to hamburger icon > New Question, or click the + icon on the right-hand side.



  • Question #
This determines the order that questions will appear in. 0/Blank will hide the question.

  • Question Type
There are various Question Types available for use, depending on the format of your question. You can use the Preview tab to review what your survey currently looks like, which is used in the screenshot below to show the different question types available.


  • Required
Determines whether or not the question requires an answer before being submitted.

  • Question UID
Unique identifier for each question, used for conditions (detailed further below).

  • Size (Essay and Fill In only)
This determines the size of the text field based on number of characters. For Fill In questions, this determines the width. Start with 25 and adjust from there. For Essay, this determines the height. Start with 3 and adjust as needed.

  • Minimum, Maximum, Step, Default (Range Slider only)
These options determine how the Range Slider will function in your survey.
  • Minimum is the lower value on the left. Negative numbers are allowed.
  • Maximum is the higher value on the right.
  • Step is the increment that the slider can be moved, typically 1. For example, if this is set to "2", the slider can be moved to 2, 4, 6, and so on.
  • Default is the default numeric position of the slider when the survey is first loaded.

  • Question
Write out your question here. There are also some optional text formatting tools available if you’d like to display the question in a specific way, including the ability to use standard HTML by selecting Tools > Source Code.

  • Choices
Depending on the Question Type chosen, you may need to list out the available answers. If this box is available, include your answer choices on unique lines, as seen in the screenshot earlier in this article.

  • Maximum # choices allowed (Multi-Check only)
Set the maximum number of choices that can be checked at once in the response. For example, if this option is set to 3, the recipient could check 1, 2, or 3 boxes, but not 4 or more.

  • Condition
Set a condition so that this question only appears if a different question was answered in a particular way. Uses the UID of other questions. For example, if the condition was set to "ABC1:Great", this question would only appear if the answer to ABC1 was "Great." Multiple potential answers can be separated by a | character (ABC1:Great|Good) and you can set conditions for multiple fields on separate lines.
It's also possible to set the condition to something like "ABC1:Great|Good|DEF2:Yes." A question with this condition would appear if ABC1 was Great or Good, or if DEF2 was answered "Yes."
Responses



This tab will display a list of all surveys sent to your users. You can click on the individual responses for review, or resend surveys from this tab by clicking the icon. Surveys can also be resent as a batch by clicking the icon and choosing the date range you wish to resend them for. Clicking the icon for a survey excludes it from being resent. will delete the response.



SurveyTrac Reports

There are three SurveyTrac reports available depending on how you want to review your response data. Survey Snapshot provides a summary of responses with totals for each of the possible responses for your questions. Survey Responses provides a list of the individual responses from each student, including additional information about the student or visit details if needed. Survey Response Rate Comparison allows you to view the number of surveys sent, responses received, and average response time in a date comparison format. These options can be found by going to Reports > Surveys.

Survey Snapshot



This report allows you to export the response data for any of your SurveyTrac surveys in a Snapshot format, providing the total number of answers for each question.



  • Time Frame
The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.


  • Survey
Export responses from this selected survey.


  • Show Charts
This field allows you to add charts to the report results. Pie, bar, or line.


  • Include Fill-in & Essay Answers
These options will include the answers that were written manually during the response process (as opposed to checkbox/multiple-choice answers).


  • Additional Search
Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.


  • Additional fields to show
This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.


  • Output format
Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.


  • Deliver to
Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).


HTML


CSV

Survey Responses



This report allows you to export the response data for any of your SurveyTrac surveys in a list format, providing student responses line-by-line with the ability to add additional information about the student. Additionally, this report can be used to send responses to consultants about their visits.



  • Time Frame
The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.


  • Survey
Export responses from this selected survey.


  • Questions Key Option
This allows you to add the written questions to the top or bottom of report results. By default, only the question number is visible as the column name.


  • Sort by
Choose how the selected data is sorted.


  • Include Fill-in & Essay Answers
These options will include the answers that were written manually during the response process (as opposed to checkbox/multiple-choice answers).


  • Additional Search
Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.


  • Additional fields to show
This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.


  • Output format
Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.


  • Deliver to
Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).


  • Email Each Consultant
If your survey report is configured to sort by consultant and output as HTML, a new option will become available to Email Each Consultant. This allows you to send survey responses to your consultants based on the visits they're assigned to. Send Consultant Emails Now will immediately send consultants the survey responses when you generate the report, you can write a custom email subject and body, and you can exclude specific questions based on the survey question numbers. After generating the report, you can save it as a favorite and automated it to have these emails sent to consultants on a daily/weekly/monthly basis. More information on saving favorites and automating reports can be found here.

HTML


CSV


Survey Response Rate Comparison



This report displays survey statistics, including the total surveys sent, responses received, the response rate, and the average number of days to receive a response in a date comparison format.



  • Time Frame
The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.


  • Secondary Time Frame
An additional date range for data comparison.


  • Survey
Export responses from this selected survey.


  • Show Only Active Surveys
This option is available if "Include All Surveys" is selected, allowing you to at least filter the results to only active surveys.


  • Additional Search
Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.


  • Output format
Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.


  • Deliver to
Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).


HTML


CSV


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

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


More Course List Information

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

2023-04-25 | Catching up on the past few weeks of updates

You may have noticed a delay since the last "What's New" article, but that's not because new features haven't been getting added, it's the exact opposite in fact! We're working on updating a large portion of the TracCloud wiki to reflect the new options and capabilities of the system, as well as to provide more in-depth guides where needed. That's still in progress, but this article is to catch up on some of the features that we haven't had the chance to highlight yet. (Asynchronous availabilities are coming soon as well!)

  • 2023-04-14: "Send Link via Email" on Student Confirm Bio settings now shows a QR code for the student to quickly scan on the kiosk

  • 2023-04-12: New report, Student Search Availabilities
View information about what subjects and reasons students are searching for, and whether or not they booked an appointment. More information.

  • 2023-04-07: An "Advanced Prefs" menu has been added in Profile Prefs to better separate some of the less used and not typically recommended options.

Use "Students.CustomData/BIOConfirmed=1" to find students who have confirmed their bio, and "Students.CustomData/BIOConfirmed=#1" to find students who haven't.

  • 2023-04-06: "Visit" steps in Success Plans can now be configured with a minimum duration.

  • 2023-04-02: New Referrals Listing menu.
A new listing menu has been added for SAGE referrals. This can be added to your permission group by going to Other > Other Options > Groups > [The group you want to modify] > Admin/Modules > Table Access, then add Referrals to that list and save.

  • 2023-03-24: Custom views have been added to the Appointments Listing

Review how many non-duplicated hours your consultants were booked for, along with their max hours (if applicable).

In the Number of Days to Export field, you can now enter a value such as "14...5" to export the last 14 days of data up to the last 5 days. Some campuses may require more time to clean up recent records before including them in the export, which was the purpose of this addition.

Depending on when you're reading this, the wiki link above might not have an updated screenshot, but you'll see the new "Remember Student" option right next to "Remember Notes" on the Batch Entry tab. This allows you to repeatedly create visits for the same student account. E.g., a generic student account for prospective students.

  • 2023-03-21: SAML Duel Tenant Support
If your campus requires this, reach out to our helpdesk using the support links at the top of your screen and we'd be happy to help you set it up.

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


More Course List Information

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

View more...

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