|
|
System Preferences
These preferences are global and affect all profiles within your TracCloud instance. The System Preferences tab contains basic information about your campus and a couple default values that profiles can fall back to if needed.
File:4163608.png
- This is the campus name for your Trac System. Appears in the top-right corner of your dashboard.
- Effectively a fallback email address. If an email needs to be sent, but the account/profile doesn’t have an email address configured, this will be used instead.
- Determines the phrasing of clients in TracCloud, “Student,” “Tutee,” “Client,” etc.
- Determines the color of your navigation bar and accent colors, allowing you to match the color-scheme to your campus website. Clicking on these fields also brings up an interactive color picker if you don’t have the hex value available.
- Upload your campus logo here. This will display faded into the background of TracCloud.
Screenshot: Withdraw Codes and Appointment Statuses.
- This is where you can specify the withdrawn/dropped statuses for student enrollments. During the import process, if a student’s registration grade contains one of these codes, the enrollment will be deactivated.
- Determines if the withdraw code is calculated based on Grade or the Registration Status field.
- Deactivate when not imported
- Deactivates registrations in the event that they’re not found in the most recent import file.
- These statuses are used when a profile doesn’t already have appointment statuses defined.
- Appointments that are deleted are changed to this status automatically.
- Calc Missed Appointments Since
- Calculate total missed appointments since this date, used for blocking students from booking appointments if they’ve excessively missed past sessions. This preference is only used if the profile doesn’t already have a Calc Missed Appointments Since value defined (Profile Prefs > Scheduling).
File:9596581.png
- When an appointment/availability is designated as Online, you’re provided the option of choosing a URL for the appointment to take place in. This would typically be the staff member’s assigned static link (found in their profile), but you can also have a few preset options as defined in this field. A staff member selecting one of these options can then easily swap out the “SESSIONID” with their actual session ID.
- “Whiteboard” is used for our Whiteboard module and shouldn’t be changed if the module is in use. Reset to Default Values can be used to quickly return to the values seen in the screenshot above.
- Text to display when appointment is NOT online
- Text entered here is displayed within appointment records (to both students and staff) if an appointment is in-person. This text is entirely hidden if the appointment is online.
- File:1808995.png
- Keep physical Location for online visits (not recommended)
- If checked, for online optional availabilities, when a student attends an online session, the in-person location will carry through to the visit record rather than the online locations. This option is almost always disabled except for very specific use-cases.
- Default start time on calendar and number of hours to show on calendar
- This allows you to set default visible calendar hours for new staff accounts. This can be overridden by individual staff accounts setting their own calendar time.
File:8376237.png
- Allow students to see cancelled appointments on dashboard
- Cancelled appointments are not shown to students in their Upcoming Appointments menu by default. Enabling this option changes that, including cancelled appointments in the list. If enabled, you will need to make an adjustment to your Upcoming Appointment Preferences as described, otherwise there will be no visual difference between an upcoming and a cancelled appointment.
- Lock Course Lists to Consultants
- This effectively puts all Course Lists in a "Lock to SysAdmin [or other staff admin]" state, preventing Consultant-type accounts from making further changes.
- Allow Consultant Time Check on Dashboard
- Allows staff members to view a Time Check-style menu on their dashboard, showing a quick summary of their recent work visits.
- If your Profile is set to use Consultant Alias rather than full name, this preference determines the format of that Alias. The default value of 'Use Consultant Alias Field' will use each consultant's personal 'Alias' field contents, or generic 'Consultant' phrasing if blank. You can also use other automatically generated options, such as First Name Only, First Initial Last Name, etc.
- (First Name Last Initial pictured below)
- Activate Location Filtering
- This enables a search bar on the 'All Staff' Schedule that allows you to filter visible Consultants by their assigned in-person location.
- Activate Save And Split button for Availabilities
- Adds a new option on Availability Entry allowing you to split your single block (e.g., 9 to 12, 60 minute times slots) into multiple blocks (9 to 10, 10 to 11, 11 to 12). This is typically left disabled unless you specifically need to manage individual time slots after creating your schedules.
|
