List Management

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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

• Center Profile Prefs

• Group Settings

• Sections

• Reasons

• Consultants

• Student Records

• Availabilities

• Appointment Scheduling

• Visits

• Resources

• List Management

   • List Management Prefs

   • Creating Lists

   • Watchlist Indicators

   • Limit Logins based on List

   • Running Reports on Lists

• Kiosk

• Customize My Trac



List Management
The List Management capabilities allow you to add students to a list and then retrieve the list of students at a later time for a variety of purposes. Lists may be compared to each other in order to find intersections, unions, and differences. Lists may be static or dynamic.


Practical Uses for Lists

Lists may be used to group any population of students together and give the user the ability to quickly display all students that belong to a list. This functionality in and of itself makes lists useful indeed. But there are other ways that lists can be utilized to provide added functionality in the use of the tracking software.

  • Centers may require that only certain students are allowed to log a visit to the center. This can be done by adjusting the preference in the subcenter entry screen to constrain logging visits to students from a certain static or dynamic list.
  • Centers may also require that only certain students be allowed to book an appointment in a particular center. The same subcenter entry screen gives the ability to constrain appointment booking to only those students that belong to a particular static or dynamic center.
  • Lists might be used for grouping certain student populations, like students that participate in a particular sport - this list of students might be particularly important to a coach.
  • Lists might also be used to categorize students that qualify for a certain program or be part of a special needs program where those students are reported on in a special fashion. Since the standard reports include an option for choosing a list to use for the student population on the report, organizing the students into a list makes reporting on the group of students straight forward and easy.


Static Lists

Static Lists are lists of students that you create where you may manually add or remove the student from the list. Thus the student stays on the list statically until you remove the student.


Dynamic Lists

Dynamic Lists are lists where you provide search criteria that describes the students that belong to the list. Each time the list is displayed the stored search criteria is executed to find the list of students that match the criteria. Thus the population of students can change from day to day, making this list very dynamic.

Dynamic Lists may be based on another dynamic list. For example if you had two dynamics lists, one called Baseball that searched for all students that have the value baseball entered for the sport field, and another dynamic list called football that did a similar search for the key value foot ball, you could then have another dynamic list called Athletes that looks for all students that are members of either the baseball list or the football list. This means that anytime the value of the sport field changes for a student, his or her membership any related lists are automatically updated.


List Management - Preferences
The Center Access tab allows you to choose what kind of access you'd like the chosen group to have in which centers. Access is split into Log Visits To, View Schedules, View Visits, Report On, Messages, Post Doc Types, Access to Lists, Access to Surveys, Access to Referrals, and Access to Custom Tabs.
Creating a Static Student List
The User List tab shows you the list of users associated with the group. You can edit existing users or create new users associated with this group.
Creating a Static Student List
The Center Access tab allows you to choose what kind of access you'd like the chosen group to have in which centers. Access is split into Log Visits To, View Schedules, View Visits, Report On, Messages, Post Doc Types, Access to Lists, Access to Surveys, Access to Referrals, and Access to Custom Tabs.
Watchlist Indicators
The User List tab shows you the list of users associated with the group. You can edit existing users or create new users associated with this group.
Constraining Logins based on Lists
The KIOSK List tab shows all KIOSKs associated with the chosen group. You can edit existing KIOSKSs or create new KOISKs associated with this group.
Running Reports based on Lists
The KIOSK List tab shows all KIOSKs associated with the chosen group. You can edit existing KIOSKSs or create new KOISKs associated with this group.
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