TracCloudWhatsNew

Tech Docs

Profile Preferences

• General

• Centers

• Groups

• Staff & Consultants

• Staff User Level

• Reasons

Prefs

• Log In/Out

• Log Listing Customization

• Log Listing Message, etc

• Schedule

• Appointment Display

• Emails

• Center Description

• Advanced Prefs

• Twig Guide

Appointment Display

Both students and consultants will see upcoming appointments on their dashboard, and staff will see them from the schedule view. The formatting of these appointment info boxes can be customized in your profile settings, allowing you to provide the necessary information in a visually appealing format.

Student View
Students will be able to view their upcoming appointments on the right-side of the dashboard. The fields visible and the format they're in is entirely customizable by modifying the Appointment Display preference.

Consultant View
Consultants have a similar view to students, which can be modified independently.

Schedule View
Lastly, the staff schedule view, which allows us to view and manage our consultants’ availabilities and upcoming appointments. The appointment text is also customizable.

Customization

Within the Appointment Display menu, you will see a text box available for Students, Staff, and the Schedule view for Staff. There's also a preview section beneath each text box allowing you to easily see how your changes will display.

These text boxes support HTML and Twig. HTML support is standard, allowing you to easily make text bold, italic, or underlined, or add hyperlinks. Twig on the other hand allows you to pull data from TracCloud into the message, as well as include logic that determines whether or not a portion text is included. For information on Twig, please take a look at our dedicated Twig article here.

The "Appointment Display to Staff on Schedule" field in particular has a unique Twig tag available for use: {{Appointment.SchedVisitStatusIcon|raw}} which will add a button to start and conclude a visit for that appointment directly on the appointment itself.

Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Appointment Display

If you want to reset to the default configuration, simply click on the clipboard icon on the right, which will confirm if you want to erase the existing configuration in favor of the standard one.

Here are a couple examples of how you can configure the schedule and upcoming appointment views. This is more-so to give you an idea of how this feature works rather than a direct suggestion of what to use (although you’re welcome to copy these as-is if you’d like). Hopefully this gives you an idea of how the feature can be used, and how you can configure it on your own system.

Schedule View
Here’s a configuration that provides basic information about the appointment. The student’s name and appointment time in bold lettering, the subject and reason, and the consultant’s name. The if statement checks if the appointment has a Reason, and if it does, include a comma after the subject then print the reason.

<div style="float:left; width: 75%;">
<p style="font-size:9px">
<b>{{Student.Full_Name}}</b> at <b>{{Appointment.StartTime}}</b><br>
{{Course.SubjectCourse}}

{% if Reason.ReasonName != "" %}
, {{Reason.ReasonName}}
{% endif %}

<br>With {{Consultant.FirstLast}}
</p></div>

Student View
Here’s an example student view configuration. This one reads more like a spoken paragraph, with the important information bolded. Whether the appointment is in-person or online determines the text in the second half.

<div style="float:left; width: 75%;">
{{Appointment.Icon|raw}}
<b>{{Center.Name}}</b><br>
Your appointment with <b>{{Consultant.NameToStudent}}</b> has 
been booked for <b> {{Appointment.StartTime}}. </b><br>
{% if Appointment.Online == "1" %}
This is an online appointment, please select the right arrow icon to join your session.
The icon will only appear within 10 minutes of your appointment start time.
{% else %}
This is an in-person appointment taking place at <b>{{Appointment.Location}}</b>. 
If any assistance is required, please reach out to <u>{{Consultant.Email}}</u>.
{% endif %}<br>
{% if Reason.ReasonName != '' %}
Reason: {{Reason.ReasonName}}<br/>
{% endif %}
{% if Course.Subject != '' %}
Subject: {{Course.Subject}}<br/>
{% endif %}<br>
</div>
<div style="line-height: 2;" >
{{Appointment.CancelLink|raw}}<br/>
{{Appointment.ActionLink|raw}}<br/>
{{Appointment.EnterOnlineLink|raw}}<br/>
</div>
<div style="clear: both;"> </div>

Consultant View
This one has a few more moving parts. Near the top, we’re saying “if the appointment has been cancelled, say “CANCELLED:” and strikethrough the rest of the contents.” We also have a series of “if this field isn’t blank, include it in the list” as well as the time saying the word “Today” rather than a standard date and time.

<div style="float:left; width: 75%;"> 
{{Appointment.Icon|raw}}<br>
{% if Appointment.isCancelled == 'true' %}
	CANCELLED: <span class="linethrough" >
{% endif %}<br>
<b>{{Center.Name}}</b>
<span title="{{Student.ID}}">{{Student.FirstLast}}</span> - {{Student.Email}}<br> 
{% if Reason.ReasonName != '' %}
	Reason: {{Reason.ReasonName}}<br/>
{% endif %}
{% if Course.Subject != '' %} 
	Subject: {{Course.SubjectCourseTitle}}<br/>
{% endif %}
{% if Appointment.Location != '' %}
	Location: {{Appointment.OnlineText}}{{Appointment.Location}}<br/> 
{% endif %}<br>
When: <strong>{{Appointment.DisplayDate|raw}}</strong> at 
<strong>{{Appointment.DisplayTime|raw}}</strong><br/><br>
{% if Appointment.isCancelled == 'true' %}
	</span>
{% endif %}<br>
</div>
<div style="line-height: 2;" >
	{{Appointment.CancelLink|raw}}<br/>
	{{Appointment.ActionLink| raw}}<br/>
	{{Appointment.EnterOnlineLink|raw}}<br/>
</div>
<div style="clear: both;"> </div>

A unique option available in the consultant view is the ability to start and stop a visit directly from the dashboard. This can be implemented by including the {{Appointment.LoginStudentToAppt|raw}} Twig tag in your appointment display configuration. It will display as a clickable button to your staff.

Online appointment link text

Allows you to modify the hyperlink/button visible to students within online appointment records. Default is "The location for this online appointment is here."

Cancel/Edit/Enter session button

Allows you to override the format of these buttons on the appointment display. For example, the following cancel button would have the effect shown in the screenshot below.

Cancel

See Also

Twig Guide

TracCloud Dashboard

Scheduling

2022-08-09 | Availabilities that aren't booked can now become drop-ins automatically

A new System Preference has been added (Other > Other Options > Preferences > Search Availability Options > Unbooked availabilities become dropins to students on search availability). If this is enabled, any in-person availabilities that remain unbooked by the time your "schedule no sooner than" limit is reached will automatically become drop-ins for students.

As an example, this test system doesn't allow students to book appointments within an hour of the session starting. At more than an hour out, it appears normally.

However, once we pass our 1-hour example threshold, the availability on the staff schedule looks normal, but students will now see this time as an available in-person drop-in session.

Contents

Basics

Listings

Tech Docs

More information on this feature can be found in its own dedicated article here.

Global Preferences

• System Preferences

• Search Availability Options

• General KIOSK Login Options

• Terms

• Student Entry Choices

• Student Photo Files

• Dashboard Charts

• Campus IP Address Blocks

• Student Lists & Watch Lists

• Document Types

• Task Types

• Email Templates

• Public / Admin Docs

• Skills / Accommodations

• Notification Types

• Welcome Messages

• Prospective Student Settings

• Confirm Bio

• Reports Management

• Announcements

• Consultant Linker

• Custom Fields

• Grade Groups & Assignments

• Tracking Staff Payroll

Search Availability Options

These preferences allow you to modify the behavior of the Search Availability widget on the dashboard. There are 3 sets of settings by default, as you can have up to 3 Search Availability widgets at once. For example, if you had an AdvisorTrac and a TutorTrac profile in the same instance, you may want reason to be a required search criteria for Advising, but only require Subject for Tutoring. These options allow you to offer a separate widget for each profile. If your campus needs more than 3 widgets, this can be added at an additional cost. Reach out to sales@go-redrock.com for more information.

Search Availability Widgets

Activate primary/secondary/tertiary search availability option

This allows you to enable additional search widgets when needed. The primary option is enabled by default.

Search Availability Title

This allows you to modify the name of the Search Availability widget on the dashboard. Also displays within the header of the subsequent search results page.

Default Search Option

This determines whether the Schedule an Appointment dashboard utility defaults to “First Available” or “Choose Date.” The latter will prompt staff and students to select a Profile, Center, and Date Range for their search results. Hide Search Option will hide this choice, preventing users from using anything but the default. Require Center can be enabled to require a center be selected in the "Choose Date" menu.

Show Profile Option to Student

When “Choose Date” Is used when searching for availabilities, the user is asked which Profile and Center they want to search in. This option provides the ability to disable the Profile choice for students.

Show Search Center on Widget

If enabled, a center choice will be shown above the subject/reason menus on the search availability widget. The Require Center option also applies to this if you want to require users select a center to search for availabilities.

Show Search Consultant on Widget

If enabled, a consultant choice will be shown below the subject/reason menus on the search widget. Show Search Center on Widget must be enabled first.

Show Search Location on Widget

If enabled, a location choice will be shown above the subject/reason menus on the search widget. Show Search Center on Widget must be enabled first.

Allow Search Subject/Reasons

Allows you to disable the Subject or Reason search options within the Schedule an Appointment utility.

Search Subject/Reason Prompt

Allows you to modify the phrasing of these drop-down fields in the Search Availability box on the dashboard. Search Conjunction determines whether the two fields are separated by an And or an Or.

Allow Special Skills

If enabled, students/staff will see the skills and accommodations search field when searching for availabilities. This should be enabled if using this functionality.

Linked Special Skills

This allows you to restrict which skills/accommodations are available in this widget. Default is blank (all).

Allow user to adjust chosen special skills

If checked, users can specify which skills/accommodations they want to search for. If unchecked, all available special skills will be chosen (as determined by Linked Special Skills).

Load Skills from Student / Other

Automatically select student skills/accommodations based on Linked special needs to student lists. Alternatively, the skills and accommodations can be loaded based on a recent SAGE referral for this student. If based on referral, you will need to select the related referral type in Load Special Skills from which Referral below.

Allow user to choose modality

If any combination of modalities are chosen on this screen, a new option will appear in the search availability widget to allow users to filter by appointment modality prior to seeing results. The title of this field can be customized by modifying "Modality Prompt."

Auto Choose Modality

If a modality is chosen in this field, only availabilities matching that modality will appear in search results. For example, you may have an in-person search availability widget and a separate online search availability widget. Unless this kind of configuration is needed, it's recommended to leave this field blank (i.e., all modalities).

Search Availability Instructions

A custom message that displays during the Search Availability process for staff/students. This field supports HTML.

Hide Dropins from Students

If enabled, Drop-in-type availabilities will not appear in availability search results for students.

Do not stack similar results

By default, TracCloud will stack similar availabilities in search results. This requires that the availabilities have the same meeting type, start time, end time, and center. Clicking on the stack expands the availabilities, where students can choose the consultant they want to work with. Enabling this option disables this functionality, so that availabilities are never stacked.

Randomize similar results

If enabled, consultants with identical availabilities (like above) will be randomly ordered rather than being ordered alphabetically by name.

Linked Profiles & Linked Centers

This option allows you to only show availabilities from a particular profile or center (or multiple profiles/centers). The default for both is blank, meaning availabilities from all profiles/centers will be shown. Center choice does not override profile choice, if you select Profile 1 and a center from Profile 2, the Profile 2 center will not appear in search results. Profile 2 must also be linked to the widget, or the linked profiles field can be left blank.

For Students on List

This allows you to only display this search widget to this List of Students. Leave blank to disable.

Additional settings can be found beneath these settings. These apply to all search availability widgets.

Search Availability Preferences

Additional Instructions

Optional text that appears for those using the 'Choose a Date & Center' option for availability search. "Appointments must be scheduled at least 12 hours in advance" in the example screenshot below.

Prompt for choosing which profile/center of services and Title for All Profiles/Centers option

Change the phrasing of these choices within the 'Choose a Date & Center' option.

Default search availability date choice

Sets the default date choice within the 'Choose a Date & Center' option.

Unbooked availabilities become dropins to students on search availability

If checked, in the event that an in-person availability block is not booked within the allowed limit of your profile scheduling restrictions, the availability block will continue to be shown to students as an in-person drop-in to allow the time slot to still be utilized. You can make exceptions to this rule via permission groups under the "Scheduling" tab.

Hide number of slots found when the campus rules 'too soon' message is displayed

When searching for availabilities beyond what your "Schedule no sooner than" preference allows, TracCloud will inform the user/student that there are X number of availabilities on that date, and to come back later. If you'd prefer that TracCloud did not give a total number, this preference can be enabled.

Additional style formatting for Time, Consultant Name, & Location

Add style additional styling information to these fields as they appear on the search availability results page. This is commonly used to make text larger, with a value such as "font-size: 15px;" but other style attributes can be applied.

Additional Settings

Master List for Search Availabilities Subject

Allows you to restrict Search Availability to a specific list of sections, overriding the Center and Consultant course lists.

Name for...

These options allow you to change the phrasing of availabilities types in your Trac System. For example, if your students find 'Multi-person' more clear than 'Group', it can be changed here. Default phrasing will be used if these are left blank.

Format to display Search Subject

Allows you to modify the format of subjects within the Search Availability widget. E.g., including or excluding Title, Section, Faculty, etc.

Allow Course Lists to be assigned to availabilities

Allows you to choose a course list in the availability subject field as a form of section group. If a course list is selected on a drop-in availability and the student joins with the ad-hoc QR code, the closest matching section from their registrations will be automatically chosen, similar to SI Batch Visits.

Allow move appointment to earlier time

This allows you to move appointments to a past availability slot with the "Move" button in appointment records, and how many hours in the past are allowed. The recommended value for this option is 0.

Relax Availability Reasons restrictions for Specialties (use Center Reasons only)

By default when creating availabilities and appointments from the staff schedule, the consultant's reason specialties are used to filter the list of available reason choices. Checking this box bypasses that filter, showing all reasons for the center regardless of the consultant's specialties. This does not apply to the search availability dashboard widget(s), where reason specialties will still apply.

Allow availabilities to utilize Phone as a modality

Enables "Phone" as a meeting type/modality in addition to in-person, online, and asynchronous in availabilities and appointments.

Automatically block student class schedule during search availabilities

If you import section schedule data into TracCloud, this option can be used to prevent students from booking appointments that conflict with their class times.

Report Unable to Find Appointment

Setting for Report Unable to Find Appointment

This adds a utility to the Search for Availability screen allowing staff and students to report that they weren’t able to find an availability that works for them. Button Label can be used to change the student-facing phrasing of this option.

Off disables this functionality.

Standard provides a standard form where students can write out what they searched for and what they did (or didn’t) find. These reports can later be reviewed and managed by staff with the appropriate permissions.

Custom Link lets you enter a custom URL that students will be taken to after selecting the “Report Unable to Find an Appointment” button.

Allow Staff Only disables the "Report unable to find appointment" button in the search availability process, but the Outstanding Appointment Requests listing remains available, which staff can manually create requests from.

Button Label

Changes the label of the button that students would click when using this utility. Report Unable to Find Appointment by default.

Instructions

This text appears within the "Unable to Find Appointment" prompt for students & staff, and can be used for additional instructions or contact methods.

Student info Tags

Enter additional text and student Twig tags to be displayed in the appointment request record, visible only to staff with access to these requests.

Contents

Basics

Listings

Tech Docs

More information on this feature can be found in its own dedicated article here.

Global Preferences

• System Preferences

• Search Availability Options

• General KIOSK Login Options

• Terms

• Student Entry Choices

• Student Photo Files

• Dashboard Charts

• Campus IP Address Blocks

• Student Lists & Watch Lists

• Document Types

• Task Types

• Email Templates

• Public / Admin Docs

• Skills / Accommodations

• Notification Types

• Welcome Messages

• Prospective Student Settings

• Confirm Bio

• Reports Management

• Announcements

• Consultant Linker

• Custom Fields

• Grade Groups & Assignments

• Tracking Staff Payroll

Search Availability Options

These preferences allow you to modify the behavior of the Search Availability widget on the dashboard. There are 3 sets of settings by default, as you can have up to 3 Search Availability widgets at once. For example, if you had an AdvisorTrac and a TutorTrac profile in the same instance, you may want reason to be a required search criteria for Advising, but only require Subject for Tutoring. These options allow you to offer a separate widget for each profile. If your campus needs more than 3 widgets, this can be added at an additional cost. Reach out to sales@go-redrock.com for more information.

Search Availability Widgets

Activate primary/secondary/tertiary search availability option

This allows you to enable additional search widgets when needed. The primary option is enabled by default.

Search Availability Title

This allows you to modify the name of the Search Availability widget on the dashboard. Also displays within the header of the subsequent search results page.

Default Search Option

This determines whether the Schedule an Appointment dashboard utility defaults to “First Available” or “Choose Date.” The latter will prompt staff and students to select a Profile, Center, and Date Range for their search results. Hide Search Option will hide this choice, preventing users from using anything but the default. Require Center can be enabled to require a center be selected in the "Choose Date" menu.

Show Profile Option to Student

When “Choose Date” Is used when searching for availabilities, the user is asked which Profile and Center they want to search in. This option provides the ability to disable the Profile choice for students.

Show Search Center on Widget

If enabled, a center choice will be shown above the subject/reason menus on the search availability widget. The Require Center option also applies to this if you want to require users select a center to search for availabilities.

Show Search Consultant on Widget

If enabled, a consultant choice will be shown below the subject/reason menus on the search widget. Show Search Center on Widget must be enabled first.

Show Search Location on Widget

If enabled, a location choice will be shown above the subject/reason menus on the search widget. Show Search Center on Widget must be enabled first.

Allow Search Subject/Reasons

Allows you to disable the Subject or Reason search options within the Schedule an Appointment utility.

Search Subject/Reason Prompt

Allows you to modify the phrasing of these drop-down fields in the Search Availability box on the dashboard. Search Conjunction determines whether the two fields are separated by an And or an Or.

Allow Special Skills

If enabled, students/staff will see the skills and accommodations search field when searching for availabilities. This should be enabled if using this functionality.

Linked Special Skills

This allows you to restrict which skills/accommodations are available in this widget. Default is blank (all).

Allow user to adjust chosen special skills

If checked, users can specify which skills/accommodations they want to search for. If unchecked, all available special skills will be chosen (as determined by Linked Special Skills).

Load Skills from Student / Other

Automatically select student skills/accommodations based on Linked special needs to student lists. Alternatively, the skills and accommodations can be loaded based on a recent SAGE referral for this student. If based on referral, you will need to select the related referral type in Load Special Skills from which Referral below.

Allow user to choose modality

If any combination of modalities are chosen on this screen, a new option will appear in the search availability widget to allow users to filter by appointment modality prior to seeing results. The title of this field can be customized by modifying "Modality Prompt."

Auto Choose Modality

If a modality is chosen in this field, only availabilities matching that modality will appear in search results. For example, you may have an in-person search availability widget and a separate online search availability widget. Unless this kind of configuration is needed, it's recommended to leave this field blank (i.e., all modalities).

Search Availability Instructions

A custom message that displays during the Search Availability process for staff/students. This field supports HTML.

Hide Dropins from Students

If enabled, Drop-in-type availabilities will not appear in availability search results for students.

Do not stack similar results

By default, TracCloud will stack similar availabilities in search results. This requires that the availabilities have the same meeting type, start time, end time, and center. Clicking on the stack expands the availabilities, where students can choose the consultant they want to work with. Enabling this option disables this functionality, so that availabilities are never stacked.

Randomize similar results

If enabled, consultants with identical availabilities (like above) will be randomly ordered rather than being ordered alphabetically by name.

Linked Profiles & Linked Centers

This option allows you to only show availabilities from a particular profile or center (or multiple profiles/centers). The default for both is blank, meaning availabilities from all profiles/centers will be shown. Center choice does not override profile choice, if you select Profile 1 and a center from Profile 2, the Profile 2 center will not appear in search results. Profile 2 must also be linked to the widget, or the linked profiles field can be left blank.

For Students on List

This allows you to only display this search widget to this List of Students. Leave blank to disable.

Additional settings can be found beneath these settings. These apply to all search availability widgets.

Search Availability Preferences

Additional Instructions

Optional text that appears for those using the 'Choose a Date & Center' option for availability search. "Appointments must be scheduled at least 12 hours in advance" in the example screenshot below.

Prompt for choosing which profile/center of services and Title for All Profiles/Centers option

Change the phrasing of these choices within the 'Choose a Date & Center' option.

Default search availability date choice

Sets the default date choice within the 'Choose a Date & Center' option.

Unbooked availabilities become dropins to students on search availability

If checked, in the event that an in-person availability block is not booked within the allowed limit of your profile scheduling restrictions, the availability block will continue to be shown to students as an in-person drop-in to allow the time slot to still be utilized. You can make exceptions to this rule via permission groups under the "Scheduling" tab.

Hide number of slots found when the campus rules 'too soon' message is displayed

When searching for availabilities beyond what your "Schedule no sooner than" preference allows, TracCloud will inform the user/student that there are X number of availabilities on that date, and to come back later. If you'd prefer that TracCloud did not give a total number, this preference can be enabled.

Additional style formatting for Time, Consultant Name, & Location

Add style additional styling information to these fields as they appear on the search availability results page. This is commonly used to make text larger, with a value such as "font-size: 15px;" but other style attributes can be applied.

Additional Settings

Master List for Search Availabilities Subject

Allows you to restrict Search Availability to a specific list of sections, overriding the Center and Consultant course lists.

Name for...

These options allow you to change the phrasing of availabilities types in your Trac System. For example, if your students find 'Multi-person' more clear than 'Group', it can be changed here. Default phrasing will be used if these are left blank.

Format to display Search Subject

Allows you to modify the format of subjects within the Search Availability widget. E.g., including or excluding Title, Section, Faculty, etc.

Allow Course Lists to be assigned to availabilities

Allows you to choose a course list in the availability subject field as a form of section group. If a course list is selected on a drop-in availability and the student joins with the ad-hoc QR code, the closest matching section from their registrations will be automatically chosen, similar to SI Batch Visits.

Allow move appointment to earlier time

This allows you to move appointments to a past availability slot with the "Move" button in appointment records, and how many hours in the past are allowed. The recommended value for this option is 0.

Relax Availability Reasons restrictions for Specialties (use Center Reasons only)

By default when creating availabilities and appointments from the staff schedule, the consultant's reason specialties are used to filter the list of available reason choices. Checking this box bypasses that filter, showing all reasons for the center regardless of the consultant's specialties. This does not apply to the search availability dashboard widget(s), where reason specialties will still apply.

Allow availabilities to utilize Phone as a modality

Enables "Phone" as a meeting type/modality in addition to in-person, online, and asynchronous in availabilities and appointments.

Automatically block student class schedule during search availabilities

If you import section schedule data into TracCloud, this option can be used to prevent students from booking appointments that conflict with their class times.

Report Unable to Find Appointment

Setting for Report Unable to Find Appointment

This adds a utility to the Search for Availability screen allowing staff and students to report that they weren’t able to find an availability that works for them. Button Label can be used to change the student-facing phrasing of this option.

Off disables this functionality.

Standard provides a standard form where students can write out what they searched for and what they did (or didn’t) find. These reports can later be reviewed and managed by staff with the appropriate permissions.

Custom Link lets you enter a custom URL that students will be taken to after selecting the “Report Unable to Find an Appointment” button.

Allow Staff Only disables the "Report unable to find appointment" button in the search availability process, but the Outstanding Appointment Requests listing remains available, which staff can manually create requests from.

Button Label

Changes the label of the button that students would click when using this utility. Report Unable to Find Appointment by default.

Instructions

This text appears within the "Unable to Find Appointment" prompt for students & staff, and can be used for additional instructions or contact methods.

Student info Tags

Enter additional text and student Twig tags to be displayed in the appointment request record, visible only to staff with access to these requests.

Contents

Basics

Listings

Tech Docs