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Visits Listing
A Visit represents the log that the student was present at your center at X time, for Y subject, Z reason, etc. This is different from an Appointment, which is represents the reservation. If a student doesn't follow through with an Appointment, a Visit is never created. Every Visit in the Trac System can be viewed on this listing, found under the Attendance tab > Visits Listing.
The Visit Listing contains all recorded Visits in your Trac System that you have permission to view. Visits can be created, searched, modified, and viewed all from this listing.
Using the Search Bar on this screen, we can easily perform quick searches to find specific Visits. Right clicking in the search bar (shown below) will provide a list of available Visit fields to search by, click any of these to auto-fill the search bar.
Example Searches:
- Find a Visit by a single value, such as Student ID. Specifying 'Students.ID=' actually isn't required for ID searches, but it works well as an example.
- Students.ID=1931
- Learning Center
- Search multiple fields at once, separate your searches by a space.
- Students.ID=1931 Centers.Name=Writing
- 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.
- Courses.SubjectCourse=ENG110 Centers.Name="Learning Center"
- 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:Student_Remarks#=Great
- Date searches such as this are required to be formatted as YYYY-MM-DD
- Visits.TimeIn=2022-03-15
- Date ranges should be formatted like this, without a specified field.
- 2022-06-01...2022-07-01
- For an exact time, you would format that search like this.
- Visits.TimeIn="2022-03-15 15:30:00"
- Fields that expect a True or False value can be search with 1 or 0. The search below would show you all work visits.
- Visits.IsWork=1
The Visits Listing also includes the Power Search tool, as well as many other Listing Utilities accessed via the hamburger icon File:Hamburger.png directly above your search bar. Information on those can be found by clicking here.
Clicking on an individual visit record opens the Visit Entry page, seen in the screenshot below. This allows you to review and manually update visits as needed.
Most fields visible here are self-explanatory, with the few that may require some additional clarification listed below.
- Entered Center at vs Consultation Started at
- If your campus tracks student wait time, these options display the different start times of this visit. For example, if a student logged in for their 9am appointment at 8:55, then met with their consultant at 8:59 onward, the visit record will reflect those times in Entered Center at and Consultation Started at respectively. If your campus does not track wait time, the Entered Center time can be ignored.
- Documents can be uploaded to Visit Records here, only staff members have the ability to view or upload these. Students can only view or upload documents to appointment records.
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