Automated Events

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    The legacy Trac 4.0 version of TutorTrac/AdvisorTrac/FitnessTrac is no longer receiving updates and will be end-of-life in 2025. Click here to schedule a TracCloud demo or reach out to sales@go-redrock.com for migration pricing or contract details.



New, easy to use interface
TracCloud features a modern, easy to use, and mobile-friendly interface, allowing you to easily find and manage your data as you need. Students, staff, and faculty will have a much easier time navigating through the system and accessing the data they need. The new dashboard offers many easy to access widgets to view and manage your data.

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New Features
Export almost any report into Excel. Static and dynamic QR codes for touchless-kiosk environments. Unlimited custom data fields in student records, visits, appointments, and more. Customizable views of listing pages. Student timelines. Twig and HTML-supported emails and system messages. Customizable log listing and kiosk views. Center descriptions. New reports. Student success plans as a new module, along with work plans for staff. The full list of changes couldn't fit in this article, and more is being added all the time. Relating to the schedule specifically, you'll find a new appointments listing, availability badges, custom search appointment links and QR codes, unlimited customizable max appointment rules, asynchronous appointment support, and more.

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Customizable
With Twig support, you can personalize system messages, upcoming appointment lists, emails, and more based on the users who are viewing/receiving them. From simple changes like greeting the user by name to completely changing an email based on if the related appointment was in-person or online, in a certain center, for a certain reason, even if a certain custom field in the student's profile has a specific value. This extends to the log listing and kiosks as well, where you can add or remove fields, rearrange the data that's displayed, and add custom formatting with HTML and Twig.

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Faster
Rewritten from the ground up hosted on AWS, using a MySQL database, TracCloud is faster in every way. This performance increase compared to Trac 4.0 can be noticed throughout the entire system, with reports being especially improved. Even the biggest reports in TracCloud load within a few seconds.

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Migrate Existing Data
Migrate your existing data from Trac 4.0, allowing you to pick up right where you left off. We'll work with you to plan out your migration, coordinating with your IT, and training your system administrators to get you started in TracCloud.

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Click here to schedule a TracCloud demo!


User Manual Contents

• Introduction

• SysAdmin Preferences

   • Custom Utilities

   • System Prefs

   • Advanced Prefs

   • LDAP Tool

   • Automated Events

• Center Profile Prefs

• Group Settings

• Sections

• Reasons

• Consultants

• Student Records

• Availabilities

• Appointment Scheduling

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac


Automated Events
The Automated Events tab provides an interface to automate various events on the server. There are some standard events already set up and others can be customized or duplicated. The automated events can run daily, weekly, or monthly. You can even create a second version of an automated event to run it on an additional schedule. For example, if you wanted your import script to run twice a day instead of just once, then you simply create another automated event with the same settings as the initial event and just change the time that it runs each day.

One rule to keep in mind with the Automated Events is that you cannot have two events set to run at the same time. The events should be spaced a minimum of 10 minutes apart to ensure that the previous event has completed before the next event begins. Here are some of the standard Automated Events.

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Auto Import

SCRIPT:ImportData.txt
The Auto Import event is usually set to run daily, sometime early in the morning. This event pulls data from the import files placed in C:\TutorTrac\Import\ (or our FTP server), and imports it into the Trac System.


Auto Termination
xml_doProc("nightTerminate")
The Auto Termination event sets the time of day that the system will terminate all of the currently logged in students. This is typically run each day after all of the centers have closed. The Termination settings are set up in the Center Profile Prefs.


dataBackup
xml_doProc("SCRIPT:DataBackup.txt")
The dataBackup event runs on Windows servers and creates a copy of the 4DD data file that stores all of the Trac system activity. This is typically run each day in the early AM hours (1:00am to 4:00am) and set at a time to work in conjunction with network backups.


Faculty Emails
xml_doProc("facultyEmails")
The Faculty Emails event runs on TutorTrac profiles and sends an email to each faculty member of the visits for their student the previous week. This is typically run weekly on Friday, Saturday, or Sunday.


missedAppt
xml_doProc("apptCalcMissed")
The missedAppt event checks each appointment for a matching visit and sets the Missed or Attended statuses for each appointment. This event also sends the Missed Appointment email when the student did not show up for their appointment. This is typically run each day after the Auto Termination script.


MoveLogFile
zMoveLogFile
The MoveLogFile event resets the server logs. This event is typically run on the first of the month in the early AM hours (1:00am to 4:00am) to start the logs fresh each month.


Nightly Restart
xml_doProc("relaunch")
The Nightly Restart event allows the Trac system to shut itself down and restart. This will clear up any cache issues, server messages, or locked records. It is recommended to run the Nightly Restart event each night for the schools with high activity on their system. The systems with an AdvisorTrac Profile are also recommended to run the Nightly Restart script because advisors access more areas of the system than consultants of other profiles. This is typically run each night after the other processes have completed.


Send Email Reminders
xml_doProc("apptReminders")
The Send Email Reminders event sends the appointment reminder emails to the consultants and students for their appointments the following day. This is typically run daily in the afternoon or early evening hours. It should be scheduled early enough that the users will have time to check their emails for the reminders at the end of the day.


Starfish Module Export
xml_doProc("StarfishExport")
If you're using our Starfish Module, this event controls when visit data gets exported from the Trac System. This event is typically set to run daily, usually at the end of the day or early morning.

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