TracCloudWhatsNew

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Revision as of 18:44, 3 July 2023 by Redrock (talk | contribs)

This page highlights some of the recent changes made to the TracCloud platform, and how you can utilize them on your own instance. A list of past changes and a full changelog can be found in the tabs above.

If you have any questions about these changes, feel free to reach out to us on our helpdesk.

Latest posts


2023-07-03 | TracCloud features and changes from June 2023

Here are some of the noteworthy additions and changes in TracCloud for the month of June 2023. Our full changelog can be found here.

  • 2023-06-30: "Time Out" has been added to the utilization widget


  • 2023-06-28: Students with a raised hand now display more prominently in Q2


These can be enabled when choosing your report settings.


The SurveyTrac tag list can be found in the top-right corner of the navigation bar when configuring your surveys.


  • 2023-06-22: Q2 now has an option to play a sound when a student raises their hand
This option can be found in Other > Q2 Tables > [Your Q2 Configuration].


  • 2023-06-20: New SurveyTrac initiated via option, Email after # of visits
Rather than sending a survey after the first visit or all visits, this option allows you to send the survey after an arbitrary number of visits.


  • 2023-06-14: New options to hide notes from faculty specifically in SAGE
These options can be enabled by going to Other > SAGE Referral Types > [Your Referral] > Check the applicable boxes from the screenshot below.


  • 2023-06-14: Static QR codes for custom kiosks
More information on this can be found in its own article here.

  • 2023-06-07: Use Course Lists for additional searches in reports
This option can be found in almost every report where you can perform a search based on registrations. Note that course lists only contain active sections, this should not be used when running reports on past semesters.


  • 2023-06-07: The Success Plans report can now include visit details
In the report settings, you'll find a new "Show Visit Details" checkbox to include this information in the report results.

  • 2023-06-02: New SurveyTrac initiated via option, Email after 1st visit per consultant
As discussed in its own article here.


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


Log Listing Message, KIOSK Notices, and Custom KIOSKs

This section of your profile preferences contains additional options relating to the Log Listing, KIOSKs, and more.

Other > Other Options > Profiles > [Your Profile] > Prefs > Log Listing Message, KIOSKS Notices, and Custom KIOSKs

Notices, Welcome, Goodbye messages


A notice can be configured to display on KIOSKs and the Log Listing page. This message can display information that may be useful to staff and students who are trying to login. This message also supports HTML, so you can use bold or italics tags to adjust the visibility of your message.

Here’s an example of a message we can include.


Which displays as:


If your center has a limit on the number of students that can be logged in at a time, there are two unique Twig tags that may be of use in this field. {{Center.Settings.MaxStudentsActive}} is the center's visit limit, and {{Center.NumStudentsActive}} is the number of students who are currently in the center.

Kiosk Login Welcome / Goodbye Messages

These are custom, Twig & HTML-supported messages that can be displayed during the login/logout process on the KIOSK or Log Listing. This allows you to display information to the student while they’re logging in, maybe their upcoming appointment information or contact info for the consultant, this is up to you. For more information on Twig, take a look at our dedicated Twig article.


Before these messages can be saved, you will need to select the “Preview” button. This will show you how your message will be displayed using a recent appointment/visit as an example. If there are any errors, you will be notified so you can correct them before saving.


Here’s an example of how the Welcome/Goodbye messages can display:



Auto Terminate


The Auto Termination process can automatically conclude ongoing visits at the end of the night and/or correct visits that have a longer-than-intended duration. There are two parts of this process. The first, Terminate all still logged in, will only conclude visits that are still in-progress by your Time for Nightly Termination. The second, Auto terminate visits longer than, also applies to on-going visits that meet this criteria, however, this additionally applies to concluded visits that same day. For example, if a user created a 10-hour visit for one of your students, this process will change it back to your defined time.


  • Terminate all still logged in
If enabled, any on-going visits by Time for Nightly Termination will be concluded and set to your defined duration.

  • Auto set these visits time to (minutes)
If an on-going visit is terminated, this is the duration it will be set to in minutes. If this is set to 0 minutes, a terminated visit will be deleted instead.

  • Open visit terminations applies to Work Visits
Also apply the above logic to consultant Work Visits as well.

  • Auto terminate visits longer than (minutes)
This part of the process will also affect concluded visits as described earlier. This should be set to your maximum possible visit duration to prevent accurate visits from being adjusted. Leave this and Auto set visits time to blank to disable this part of Auto Termination.

  • Auto set visits time to (minutes)
This is the duration visits will be changed to in the above scenario. Leave this and Auto terminate visits longer than blank to disable this part of Auto Termination. If this is set to 0 minutes, a terminated visit will be deleted instead.

  • Time for Nightly Termination
This is the specific time the Auto Termination process runs each day. This should be set to a later time in the day (e.g., 11:30pm) to prevent actual in-progress visits from being affected.

  • Send Email Notification to Student / Center Admin
Toggling these options will send an email to the student and/or center admin letting them know that the student wasn’t logged out. If Center Admin is chosen, additional email addresses can be CC'd in the box below. "Center Admin" refers to the email address entered in [Your Profile] > Prefs > Emails > Profile Email Address.

  • Delete visits waiting (not started)
If a 'Waiting' status visit reaches the auto-termination window, you can choose if it's terminated normally (unchecked) or deleted (checked).

  • Terminations apply to Work Visits
If you would like to also terminate work visits, you can check this box and define a different threshold and adjusted time.

  • Termination deletion email & Termination modification email
These allow you to override the default email that sends to students when their visit is automatically terminated. You can modify the deletion and the modification email independently of each other, leaving these blank is also safe as the system will use a default template in that case.


Other Log In/Out Preferences




  • KIOSK Enter ID label
Changes the text shown in the Log Listing/Kiosk “Enter ID” box.


  • Batch KIOSK Enter ID label (IDs only)
Changes the text shown in the Batch Visit QR Code "Enter ID" box.


  • Log out of this profile when student logs in to another profile
If enabled, when a student logs into Center 1, then logs into Center 2, their visit in Center 1 will be automatically concluded.

  • Show total visit minutes when logging out
This will show the visit duration in the relevant center during logout.


  • Show Other Choice when logging in to single center even with appointment
If enabled, students will be able to login to the center for a purpose other than their appointment during the login process. Otherwise, TracCloud will assume they are logging in for their appointment (i.e. selecting the first option in the screenshot below automatically).


  • Warn user if visit time is less than (minutes) & Warning message to display
If enabled, the staff member logging a student out of a visit that hasn’t lasted the specified amount of time will receive a notice as seen in the screenshot below. This message also supports Twig tags for displaying student data (see our dedicated Twig article), and can be previewed with the “Preview” button so you know what your changes will look like.


  • Allow user to cancel logout
Provides the ability to cancel during the student logout process, to keep the student logged in. This only applies when trying to logout within the time limit set for Warn user if visit timeless than (minutes) when logging out.

  • Obscure student ID (***) on login
If enabled, IDs entered on the log listing will be obscured.


  • Auto lock visits older than (days)
This preference allows you to prevent visit records from being modified after a specified period of time. This applies to all user groups modifying visits in this profile, with the exception of SysAdmin users.


Custom Kiosks


Custom kiosks can be configured for specific visit scenarios. For example, if one of your kiosks is only going to be used for a specific Center/Reason combination, you can use a Custom Kiosks to make sure students are logging in with those fields predetermined. You can also select a Location, Consultant, Section, Meeting Type (Online/In-Person), and even IP address zone.


These custom kiosks can be accessed from the same menu as your standard center kiosks. They will appear in the bottom half of the list, with a preceding icon. The only visual difference within the kiosk is that any fields preselected in the custom kiosk menu won’t show up during student logins, as the visits will already be assigned to that Center/Reason/Consultant/Location.
Allow Only Custom KIOSKs for Logging disables the preset center kiosk options that you would see by default, only allowing you to open custom kiosks.


In addition to standard kiosk functionality, custom kiosks also allow you to create static QR codes that your staff can reuse with a rotating confirmation code.

  • Static QR Codes expire
Choose how frequently the QR code expires, daily or weekly.

  • Previous Codes Overlap Time
Add a buffer allowing "expired" QR codes to be used after a new code is generated.

  • Round Signin to Nearest
Allows TracCloud to automatically round logins to the nearest 15, 30, or 60 minutes. The purpose of this is to emulate batch visits, where the time would be static.

Within each custom kiosk, you will then find a Static QR Code button. Clicking this opens the following form.



  • Activate Static QR Code
Enable or disable this QR code.

  • Confirmation Code
This is the current confirmation code for this QR code. Students will need to enter this value after scanning, and this value will expire based on your preference in Static QR Codes expire. If you're creating a QR code for the first time, this code (and expiration date) will need to be set manually. Going forward, it will be updated daily/weekly automatically. If a consultant is linked to the custom kiosk, they will automatically receive new confirmation codes in an email.

  • Expiration Date
The expiration date of the related code. This code will not be automatically updated until this date is reached (or if the code will expire within the next date period), a manual expiration date can be set further into the future than 1 day/week.

After a student scans the QR code, they will be prompted to enter the confirmation code followed by their ID. The login process is the same as a normal kiosk from this point onward.



Time Check Preferences


When students log in or out of a center, Time Check will allow them to view how many visit hours they have accumulated within a given time frame. This feature is typically utilized in athletic centers, where students may have a required hours per week or semester. Within these settings, you will be able to manage and adjust the date range of the required hours as well as what totals are displayed to the student, and even a custom message.



  • Time check Available
If checked, will enable the time check option for the profile. This adds an additional “Time Check” button to the Kiosk login page, which allows users to quickly check their past visit time from a Kiosk.


  • Show Semester totals
Will display the students total time based on the current terms active date range.

  • Show Week Totals
Will display the students total time based on a week date range. If checked, an additional drop down will appear to the right titled Week Starts On. This option will allow you to adjust the day of week that the Time Check utility will calculate the hours for. As an example, selecting Tuesday from the drop down will calculate hours from Tuesday to Monday.

  • Show Required Time Per
There are three options available:
None – Will not display Required Hours or difference
Weekly – Will show Required Hours and difference based on a one-week time frame.
Semester - Will show Required Hours and difference based on the active semesters term date range.

  • Required Time Field
The Required Hours utility will point to a custom field in the student’s profile. In order to use Required Hours, you will need to point to the custom field designated on the student's profile where their required hours are stored. Required hours can be added to a list of students, or manually added to each individual student’s account. If needed, required time can also be included in your data import.

  • Required Time in
Select the format of the Required Hours field selected, hours or minutes.



  • Show On Login, Show On LogOut, Show On Student Dashboard
Determines where the Time Check utility will appear for students.


  • Compute totals for all profiles
By default, Time Check will only compute the total time in centers related to the linked profile. If this option is checked, that search will be expanded to all profiles.


  • Timecheck Message Footer
This will allow the profile to customize the message that displays across the bottom of the Time Check screen. This footer can utilize Twig to personalize the message and add in important information as seen below.



Essentials Feature

Additional Features

• Assessments

• Attendance Tracking

• Career Module

• Custom Forms

• Custom Widgets

• Heatmap Generator

• Peer Mentoring

• Q2 Study Tables

• Resources

• SAGE Early Alerts

• Staff Staff Scheduling

• Success Plans

• SurveyTrac

• TextAlerts

• TracFlow

• Whiteboard

• Work Plans

• Workshops


SurveyTrac

The SurveyTrac module within TracCloud provides a versatile system for creating, distributing, and managing surveys directed at students, staff, or faculty. Surveys can be automatically triggered by various criteria, such as after a visit, a specified number of visits, new student record creation, or through manual initiation. Surveys can also be linked to particular reasons, subjects, or centers, allowing for highly customized feedback collection. The module supports anonymous surveys, allows survey link expiration, and offers options to automatically resend unanswered surveys to ensure higher response rates.

SurveyTrac features extensive reporting capabilities that include Survey Snapshots, Survey Responses, and Response Rate Comparison. These reports can be exported in various formats (HTML or CSV) and are customizable with additional fields, filtering options, and automated delivery settings. SurveyTrac also supports email and SMS notifications, providing a streamlined approach to survey management and feedback collection. The system's flexibility makes it ideal for various use cases, from general feedback collection to targeted academic progress assessments. Surveys and other tools in TracCloud can be used to increase student retention.



SurveyTrac Configuration

To create a new survey, head over to your SurveyTrac menu (within the “Other” menu in your Navigation Bar), click the hamburger icon, then select “New Survey.” This will bring you to a survey entry form where you can start configuring basic options relating to your survey. Additional options will become available after saving.



General





  • Created By
The staff member who created this survey.

  • Profile
The profile that this survey is assigned to.

  • Active
Enables or disables this survey.

  • Survey Name
The name of the survey. This will also appear within emails sent to students and staff.

  • Survey Period From & To
The active period of the survey. Used for “Initiated Via” options that specify "during survey period," such as “Email after 1st visit during survey period.”

  • Initiated Via
This setting determines the send criteria for this survey, with the following options available.
  • Display during visit entry: This displays within the “Surveys” tab of a visit record, allowing you to fill out and submit the survey from the visit record itself. This survey type only appears when questions are directed to staff.
  • Email after visit: This will be sent to the student/staff after a visit takes place. Specifically after Kiosk logout, Log Listing logout, Quick & Batch Visit creation, and appointments being marked as attended (if a visit doesn't already exist).
  • Email after 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified. Subsequent visits will not initiate this survey.
  • Email after # of visits during survey period: Similar to above, but you can choose when the survey sends based on the number of visits. E.g., send a student a survey after their 3rd visit in the center.
  • Email after 1st visit per subject during survey period: Same as "1st visit during survey period," but on a per-subject basis. E.g., the student will receive a survey for their first (and only first) visit for MAT100, then another survey for their first visit for CHEM100, and so on.
  • Email after 1st visit per consultant during survey period: Same as above, but on a per-consultant basis. E.g., the student will receive a survey for their first (and only first) visit with Dave Smith, then another survey for their first visit for Jane Doe, and so on.
  • Email after new student record: This is emailed to the student immediately after their account is created. This only applies when manually creating student accounts, imported students will not receive this survey.
  • Email after 1st booked appointment during survey period: This survey is emailed to the student immediately after they book their first appointment in the date range specified.
  • Show at entry: This displays during the login process on a Kiosk or Log Listing. These responses will not appear in the visit record itself, as opposed to Display during visit entry.
  • Show at entry before 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified.
  • Show at exit: This displays during the logout process on a Kiosk or Log Listing. Similar to Show at entry, these responses are not visible in visit records.
  • Show at exit after 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified
  • Display as link on Main Menu: For each day that a user logs in, a new survey is created and will display as a link in the "Surveys/Documents" widget on their dashboard.
  • Do not auto send: This survey can be manually sent on the Student/Staff/Faculty Listing as a batch, from individual Student/Staff/Faculty profiles under the "Actions" menu, during Batch Visit creation, from group rosters on the schedule, or from the SurveyTrac listing (including sending anonymous surveys to a list of email addresses).
  • Static survey URL: This will provide a static URL and QR code that you can send to anyone. If your survey is not anonymous, users will be prompted to login when they visit the URL. If the survey is anonymous, users will not be prompted to login and anyone with the link can submit an answer.
  • Link on edit student: Similar to Do not auto send, but more limited in where it appears as an option to send. This survey is only possible to send from the student listing as a batch or to individual student profiles manually, or from the SurveyTrac listing.
  • Link on edit visit: This displays in a "Send Survey" prompt in each visit record under the "Surveys" tab. This allows you to initiate the visit survey email manually, as opposed to the non-email Display during visit entry option.
  • Display on document posting: Similar to Link on edit student, except this "Survey" is under a new prompt in the actions menu labelled "Survey Document" and can only be sent to students individually.
  • Display as Student Entry Form: Similar to Link on edit student, except this "survey" is under a new prompt in the actions menu labelled "Complete Survey Form" and can only be sent to students individually.

  • 1-on-1 / Group and In-Person / Online / Phone
Choose the meeting type and modality criteria of the visits you wish to send this survey for.

  • Do not send email, just show on dashboard
This setting will only appear for surveys that are emailed to students. If this is checked, the email will not be sent, but it will still appear on the dashboard for students to access and fill out.

  • Survey Link expires after # days
Optionally have surveys expire if an answer has not been received within the specified number of days.

  • Auto resend after # days & After initial auto resend, resend every # days (emailed surveys only)
These options can be used to automatically resend unanswered surveys after a specific number of days. The first field determines when the survey will first be resent, and the second can be used to resend it again after every [number] days.

  • Recipient Email Settings (emailed surveys only)
Options relating to the emailed survey formatting. From email address and contact name, the subject line, and the body itself. Three unique Twig tags are available for use in this field:
{{Survey.Link}} - This provides a hyperlink to the survey.
{{Survey.URL}} - This provides a URL to the survey (if you want to write your own hyperlink with HTML).
{{Survey.Name}} - This provides the name of the survey.

  • Link to Centers
Determines which centers this survey is assigned to.

  • Instructions and Survey Head Text
These messages will appear at the very top of the survey entry window. Head Text appears in bold at the top, typically a title for the survey. Instructions appears smaller just beneath Head Text, typically a description for the survey or basic instructions. Both fields support Twig to display information about the student, their visit, etc.

  • Confirmation Message
The confirmation message will display at the bottom of the survey after submitting responses.
Options





  • Allow modification
This setting allows students/staff to re-open and edit their responses after the initial submission.

  • Anonymous Survey
Will not display student names in responses. Once an Anonymous Survey has responses, it is permanently anonymous.

  • Questions directed to…
These settings determine who this survey will be sent to. For example, if this is an “Email after visit” survey, you can control if the survey gets sent to the Student, the Consultant, the Faculty member, or even all three. For students, you can optionally choose to direct questions to a specific student list.

  • Prevent responses from being submitted after survey period is over
By default, surveys can still be answered after the survey period has ended as long as the survey was sent prior to the end date. This option changes that, preventing responses from being submitted after the survey end date has passed.

  • Display unmet conditional questions as disabled / grayed-out
Rather than hiding conditional questions when they aren't relevant, this option will display them as grayed-out/unavailable.


  • Use Custom Display numbers for numbering the questions
If checked, you will be able to use arbitrary text to 'number' your questions (e.g., A, B, C instead of 1, 2, 3).

  • Do not display question numbers on the survey
If checked, question numbers will be hidden on the recipient view.

  • Make this survey a quiz
See Grade Groups and Assignments for more information.

  • Send Rate
Allows you to define a percentage chance of a survey being sent to a student. 100% will always send the survey when the 'Initiated Via' criteria is met.

  • Notify results to emails
Email addresses entered here will be notified when a survey has been completed. These emails will contain the questions and answers provided by the student/staff.

  • Notify Results Email
This is an additional email that can be sent as soon as a response is submitted, typically to a staff member to review responses as they're received. You can choose which email addresses receive the responses, the From address, as well as the subject line and body of the email. The recipient field supports Twig.

  • Link Survey to Reasons/Subjects
If you only want this survey to be sent out for visits/appointments of a specific reason or subject, you can list out the entries here. For example, “General Help,Exam Prep”. The icon can be used to search for and select specific options.

  • Answers Position
Position of answer fields, either below or to the right of the question, as seen below.


  • Radio Button Style & Multi Checkbox Style
Determines how Radio and Multi-Checkbox Choice style questions display. Tall vs Wide, as seen below.
Questions and Preview



The Questions tab is where we can configure the questions we’re asking within this survey. The Preview tab allows us to immediately take a look at our survey formatting to make sure everything is appearing as intended.



To begin creating a new question, go to hamburger icon > New Question, or click the + icon on the right-hand side.



  • Question #
This determines the order that questions will appear in. 0/Blank will hide the question.

  • Question Type
There are various Question Types available for use, depending on the format of your question. You can use the Preview tab to review what your survey currently looks like, which is used in the screenshot below to show the different question types available.


  • Required
Determines whether or not the question requires an answer before being submitted.

  • Question UID
Unique identifier for each question, used for conditions (detailed further below).

  • Size (Essay and Fill In only)
This determines the size of the text field based on number of characters. For Fill In questions, this determines the width. Start with 25 and adjust from there. For Essay, this determines the height. Start with 3 and adjust as needed.

  • Minimum, Maximum, Step, Default (Range Slider only)
These options determine how the Range Slider will function in your survey.
  • Minimum is the lower value on the left. Negative numbers are allowed.
  • Maximum is the higher value on the right.
  • Step is the increment that the slider can be moved, typically 1. For example, if this is set to "2", the slider can be moved to 2, 4, 6, and so on.
  • Default is the default numeric position of the slider when the survey is first loaded.

  • Question
Write out your question here. There are also some optional text formatting tools available if you’d like to display the question in a specific way, including the ability to use standard HTML by selecting Tools > Source Code.

  • Choices
Depending on the Question Type chosen, you may need to list out the available answers. If this box is available, include your answer choices on unique lines, as seen in the screenshot earlier in this article.

  • Maximum # choices allowed (Multi-Check only)
Set the maximum number of choices that can be checked at once in the response. For example, if this option is set to 3, the recipient could check 1, 2, or 3 boxes, but not 4 or more.

  • Condition
Set a condition so that this question only appears if a different question was answered in a particular way. Uses the UID of other questions. For example, if the condition was set to "ABC1:Great", this question would only appear if the answer to ABC1 was "Great." Multiple potential answers can be separated by a | character (ABC1:Great|Good) and you can set conditions for multiple fields on separate lines.
It's also possible to set the condition to something like "ABC1:Great|Good|DEF2:Yes." A question with this condition would appear if ABC1 was Great or Good, or if DEF2 was answered "Yes."
Responses



This tab will display a list of all surveys sent to your users. You can click on the individual responses for review, or resend surveys from this tab by clicking the icon. Surveys can also be resent as a batch by clicking the icon and choosing the date range you wish to resend them for. Clicking the icon for a survey excludes it from being resent. will delete the response.



SurveyTrac Reports

There are three SurveyTrac reports available depending on how you want to review your response data. Survey Snapshot provides a summary of responses with totals for each of the possible responses for your questions. Survey Responses provides a list of the individual responses from each student, including additional information about the student or visit details if needed. Survey Response Rate Comparison allows you to view the number of surveys sent, responses received, and average response time in a date comparison format. These options can be found by going to Reports > Surveys.

Survey Snapshot



This report allows you to export the response data for any of your SurveyTrac surveys in a Snapshot format, providing the total number of answers for each question.



  • Time Frame
The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.


  • Survey
Export responses from this selected survey.


  • Show Charts
This field allows you to add charts to the report results. Pie, bar, or line.


  • Include Fill-in & Essay Answers
These options will include the answers that were written manually during the response process (as opposed to checkbox/multiple-choice answers).


  • Additional Search
Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.


  • Additional fields to show
This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.


  • Output format
Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.


  • Deliver to
Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).


HTML


CSV

Survey Responses



This report allows you to export the response data for any of your SurveyTrac surveys in a list format, providing student responses line-by-line with the ability to add additional information about the student. Additionally, this report can be used to send responses to consultants about their visits.



  • Time Frame
The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.


  • Survey
Export responses from this selected survey.


  • Questions Key Option
This allows you to add the written questions to the top or bottom of report results. By default, only the question number is visible as the column name.


  • Sort by
Choose how the selected data is sorted.


  • Include Fill-in & Essay Answers
These options will include the answers that were written manually during the response process (as opposed to checkbox/multiple-choice answers).


  • Additional Search
Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.


  • Additional fields to show
This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.


  • Output format
Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.


  • Deliver to
Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).


  • Email Each Consultant
If your survey report is configured to sort by consultant and output as HTML, a new option will become available to Email Each Consultant. This allows you to send survey responses to your consultants based on the visits they're assigned to. Send Consultant Emails Now will immediately send consultants the survey responses when you generate the report, you can write a custom email subject and body, and you can exclude specific questions based on the survey question numbers. After generating the report, you can save it as a favorite and automated it to have these emails sent to consultants on a daily/weekly/monthly basis. More information on saving favorites and automating reports can be found here.

HTML


CSV


Survey Response Rate Comparison



This report displays survey statistics, including the total surveys sent, responses received, the response rate, and the average number of days to receive a response in a date comparison format.



  • Time Frame
The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.


  • Secondary Time Frame
An additional date range for data comparison.


  • Survey
Export responses from this selected survey.


  • Show Only Active Surveys
This option is available if "Include All Surveys" is selected, allowing you to at least filter the results to only active surveys.


  • Additional Search
Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.


  • Output format
Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.


  • Deliver to
Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).


HTML


CSV


For information on purchasing the SurveyTrac Module, reach out to sales@go-redrock.com
For SurveyTrac functionality questions, reach out to helpdesk@go-redrock.com

If you've created a new availability for one of your Consultants and it's not showing up as expected when performing a search for appointment times, there are a few possible causes. This portion of the wiki outlines these possibilities, ordered from most to least likely based on what we at Redrock have experienced working with campuses directly.



1. Center and Consultant Course Lists

The most common cause when an availability isn't appearing in search results is misconfigured Course Lists. Both your Consultant and your Center need to be assigned to the subject you're searching for (unless your Center or Reason is set to ignore Consultant Specialties). Make sure you Process Specialties (Step 2) after applying any changes.

Consultant Course List: Other > Listings > Staff > [Your Staff] > Course List of Specialties
Center Course List: Other > Other Options > Profiles > [Your Profile] > Centers > Course List for this Center

A complete list of Course Lists can also be found by simply going to: Other > Listings > Course Lists


More Course List Information

2. Process Specialties

This is always recommended after applying changes to Course Lists, but it may also be the case that the specific section you searched for was imported after you created the Course List for your Center/Consultant, and a Course List refresh alone may resolve this issue. We can setup an automated process to Process Specialties daily if this occurs often, reach out to us using the 'Support' tab above for more information.

3. Reason Assignments

Similar to ensuring that your courses are assigned to the correct Consultant and Center, the same applies for Reasons. This step only applies if you're using Reason as a search criteria.

For Consultants, go to Other > Listings > Staff > [Your Staff] > Reason Specialties
For Centers, go to Other > Other Options > Profiles > [Your Profile] > Centers > [Your Center] > Active Reasons


More Reason Information

4. Availability Subject/Reason

If your availability is assigned to the wrong subject or reason, this can cause it to be unintentionally filtered out of results. Make sure the value entered here is correct, especially if you're using wildcards. If these are blank (i.e., available for all specialties), you can skip this troubleshooting step.

Schedule > [Consultant] > Availability

5. Profile Time Restrictions

If your availability is 60 minutes long, but your profile only allows for a maximum of 50-minute appointments, this can unexpectedly filter out availabilities if you haven't updated your profile preferences to match this new limit. The relevant options to check here are Schedule no sooner than and no later than, ensure that you're searching within an allowed range. As well as Minimum and Maximum Appointment Duration, make sure your availability is within the limits defined by your profile.

Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Time Restrictions


More Scheduling Prefs Information

6. Reason/Subject Required for Search

In the event that you aren't searching for both Reason and Subject, and the previous steps haven't resolved your issue, it's worth double-checking to make sure your Profile hasn't been mistakenly set to require a Subject/Reason to show availabilities. Make sure the highlighted settings match the search you're performing on the dashboard.

Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Special Fields


More Scheduling Prefs Information

7. Skills and Accommodations

If your campus utilizes the Skills/Accommodations feature, with 'Excluded when not chosen' enabled, make sure your consultant/availability is assigned to that Skill/Accommodation.
Consultants: Other > Listings > Staff > [Staff Account] > Special Needs/Skills/Accommodations
Availabilities: Schedule > [Availability] > Special Needs > Special Needs/Skills/Accommodations

2023-04-25 | Catching up on the past few weeks of updates

You may have noticed a delay since the last "What's New" article, but that's not because new features haven't been getting added, it's the exact opposite in fact! We're working on updating a large portion of the TracCloud wiki to reflect the new options and capabilities of the system, as well as to provide more in-depth guides where needed. That's still in progress, but this article is to catch up on some of the features that we haven't had the chance to highlight yet. (Asynchronous availabilities are coming soon as well!)

  • 2023-04-14: "Send Link via Email" on Student Confirm Bio settings now shows a QR code for the student to quickly scan on the kiosk

  • 2023-04-12: New report, Student Search Availabilities
View information about what subjects and reasons students are searching for, and whether or not they booked an appointment. More information.

  • 2023-04-07: An "Advanced Prefs" menu has been added in Profile Prefs to better separate some of the less used and not typically recommended options.

Use "Students.CustomData/BIOConfirmed=1" to find students who have confirmed their bio, and "Students.CustomData/BIOConfirmed=#1" to find students who haven't.

  • 2023-04-06: "Visit" steps in Success Plans can now be configured with a minimum duration.

  • 2023-04-02: New Referrals Listing menu.
A new listing menu has been added for SAGE referrals. This can be added to your permission group by going to Other > Other Options > Groups > [The group you want to modify] > Admin/Modules > Table Access, then add Referrals to that list and save.

  • 2023-03-24: Custom views have been added to the Appointments Listing

Review how many non-duplicated hours your consultants were booked for, along with their max hours (if applicable).

In the Number of Days to Export field, you can now enter a value such as "14...5" to export the last 14 days of data up to the last 5 days. Some campuses may require more time to clean up recent records before including them in the export, which was the purpose of this addition.

Depending on when you're reading this, the wiki link above might not have an updated screenshot, but you'll see the new "Remember Student" option right next to "Remember Notes" on the Batch Entry tab. This allows you to repeatedly create visits for the same student account. E.g., a generic student account for prospective students.

  • 2023-03-21: SAML Duel Tenant Support
If your campus requires this, reach out to our helpdesk using the support links at the top of your screen and we'd be happy to help you set it up.

If you've created a new availability for one of your Consultants and it's not showing up as expected when performing a search for appointment times, there are a few possible causes. This portion of the wiki outlines these possibilities, ordered from most to least likely based on what we at Redrock have experienced working with campuses directly.



1. Center and Consultant Course Lists

The most common cause when an availability isn't appearing in search results is misconfigured Course Lists. Both your Consultant and your Center need to be assigned to the subject you're searching for (unless your Center or Reason is set to ignore Consultant Specialties). Make sure you Process Specialties (Step 2) after applying any changes.

Consultant Course List: Other > Listings > Staff > [Your Staff] > Course List of Specialties
Center Course List: Other > Other Options > Profiles > [Your Profile] > Centers > Course List for this Center

A complete list of Course Lists can also be found by simply going to: Other > Listings > Course Lists


More Course List Information

2. Process Specialties

This is always recommended after applying changes to Course Lists, but it may also be the case that the specific section you searched for was imported after you created the Course List for your Center/Consultant, and a Course List refresh alone may resolve this issue. We can setup an automated process to Process Specialties daily if this occurs often, reach out to us using the 'Support' tab above for more information.

3. Reason Assignments

Similar to ensuring that your courses are assigned to the correct Consultant and Center, the same applies for Reasons. This step only applies if you're using Reason as a search criteria.

For Consultants, go to Other > Listings > Staff > [Your Staff] > Reason Specialties
For Centers, go to Other > Other Options > Profiles > [Your Profile] > Centers > [Your Center] > Active Reasons


More Reason Information

4. Availability Subject/Reason

If your availability is assigned to the wrong subject or reason, this can cause it to be unintentionally filtered out of results. Make sure the value entered here is correct, especially if you're using wildcards. If these are blank (i.e., available for all specialties), you can skip this troubleshooting step.

Schedule > [Consultant] > Availability

5. Profile Time Restrictions

If your availability is 60 minutes long, but your profile only allows for a maximum of 50-minute appointments, this can unexpectedly filter out availabilities if you haven't updated your profile preferences to match this new limit. The relevant options to check here are Schedule no sooner than and no later than, ensure that you're searching within an allowed range. As well as Minimum and Maximum Appointment Duration, make sure your availability is within the limits defined by your profile.

Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Time Restrictions


More Scheduling Prefs Information

6. Reason/Subject Required for Search

In the event that you aren't searching for both Reason and Subject, and the previous steps haven't resolved your issue, it's worth double-checking to make sure your Profile hasn't been mistakenly set to require a Subject/Reason to show availabilities. Make sure the highlighted settings match the search you're performing on the dashboard.

Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Special Fields


More Scheduling Prefs Information

7. Skills and Accommodations

If your campus utilizes the Skills/Accommodations feature, with 'Excluded when not chosen' enabled, make sure your consultant/availability is assigned to that Skill/Accommodation.
Consultants: Other > Listings > Staff > [Staff Account] > Special Needs/Skills/Accommodations
Availabilities: Schedule > [Availability] > Special Needs > Special Needs/Skills/Accommodations

TracCloudWhatsNew2023-03-14 1

Listings

• Students

• Attendance

• Appointments

• Availability Blocks

• Courses

• Course Lists

• Documents

• Faculty

• Outstanding Appt Requests

• Referrals (SAGE)

• Registrations

• Sections

• Staff

• Terms & Conditions

• Work Types

• Custom Views

• Selection Tool

• Saved Searches

• Search Symbols

Appointments Listing

An Appointment represents the reservation of a time slot (availability) between a student and a consultant. The student intends to show up at your center at X date & time, for Y subject, Z reason, etc. If the student attends this appointment, a visit record will be created. If they do not attend, no visit will be created, and the status will be recorded as cancelled or missed as needed. Appointments can additionally contain custom fields that both students and staff can fill out, as well as documents that need to be shared between the two parties.



The Appointments Listing can be viewed by going to Other > Listings > Appointments. Access to this listing can be provided by adding "Appointments" table access to a permission group under 'Admin / Modules'. This listing contains all appointment records that you have permission to view, including the ability to make batch changes, create custom views, or simply search for and few individual appointments. The icon shows if the registration that the appointment was booked for is still active.

Each column of information displayed has a clickable header that will sort the listing accordingly. Clicking once sorts ascending, a second click will sort descending.



Using the Search Bar on this screen, we can easily perform quick searches to find specific appointment records. Right clicking in the search bar (shown below) will provide a list of available appointment fields to search, click any of these to auto-fill the search bar.

Example Searches:

  • Find an appointment by a single value, such as student ID. Specifying 'Students.ID=' actually isn't required for ID or Name searches, but it works well as an example.
Students.ID=1931

  • Search multiple fields at once, separate your searches by a space.
Students.ID=1931 Appointments.Online=1

  • 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.
Students.ID=1931 Reasons.Reason="Paper Writing"

  • Date searches such as this are required to be formatted as YYYY-MM-DD
Appointments.StartDT=2023-04-27

  • You can also search by a date range with ... (quote protected)
Appointments.StartDT="2023-04-20...2023-04-30"

Hamburger Menu

Every listing page in the Trac System features a hamburger menu with utilities to search for or interact with your list of records. Some of these options are specific to a certain listing/record-type, others are shared. The following list includes definitions for the hamburger menu options available on this listing, and how they can be utilized.



  • All Appointments, Today, Recent Appointments, etc
These options allow you to quickly search for a specific date range for your appointment records. Recent Appointments is the default, showing the past 6 months of data.


  • Search
This utility will open a pop-up window unique to each Listing it's present on, allowing you to search your records by a number of different fields.


  • Power Search
This option provides a simple but powerful search utility to find the records you need. String together multiple searches, adding or removing results for each. Use Search Symbols to include ranges of data, and Save Searches for later use if needed. The search term 'blankornull' can be used to find all records with a value of nothing ("") or null ().



  • Saved Searches
See Saved Searches for more information.


  • Show these <records>
This utility takes your selection of records, finds the related records, and takes you to that listing with the resulting records. For example, on the Registration listing, you can "Show these Students" to display the student records for the registrations that you were viewing.


  • Find/Merge Duplicates
These utilities can be used to cleanup duplicate records in your Trac System. We highly recommend reaching out to Redrock Support directly for assistance in cleaning up this data.


  • Find by Values
This utility can be used to search one field for multiple values. If you have a spreadsheet containing a list of student IDs, this is an easy way to pull up the same list of students in TracCloud by copying the ID column into this search field.



  • Change Field Values
This utility allows you to make modifications in to your records in bulk. Similar to the Merge Duplicates utility, we highly recommend coordinating with Redrock Support directly on this setting.


  • Selected...
The Selection Tool offers several options to filter and manage your records. More information on this feature can be found in its own dedicated article here.


  • Views
See Views for more information.


  • Create Chart
Based on the data currently being viewed a chart can be generated to visually illustrate the relationships in the data.


  • Print
Allows you to print the contents of the current listing, by extension this also allows you to export the current list as a PDF file.


See Also

  • Custom Fields - Custom fields can be placed in appointment records.

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


Scheduling Preferences

Your scheduling preferences allow you to modify appointment booking rules, controlling exactly when a student can book appointments, how many appointments they can book, and much more. These preferences will apply to all centers within the profile. Your schedule preferences can be found in Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling.

Time Restrictions





  • Schedule no sooner than...And no later than
This preference controls how early or late a student can book an appointment. The example below visualizes how this preference works, but the time range would typically be larger for a production system (e.g., no later than 12 hours, no sooner than 14 days).


  • No Cancellation within
Determines how late the student can cancel an appointment. If a student attempts to cancel within this time limit, they will be informed that the appointment will be counted as a missed appointment instead. Internally, the status will be recorded as "Cancel - Missed" (by default).

  • Minimum and Maximum Appointment Duration
This preference controls the minimum/maximum possible appointment time. If you exclusively offer 30 or 60 minute availabilities, this should be set to match. If an availability is created with time slots outside of the limit specified here, it will not appear in search results to students.

  • Default appointment duration
The default duration of an appointment. Typically used in an open-schedule environment, where consultants are available for many hours at a time, this will be the default duration when a student goes to book an appointment.

  • Appointment start in increments of
Increments of time that booked appointments can start at. For example, if this preference is set to 15 minutes, appointments could be booked at 9:15, 9:30, 9:45, and so on. This is not commonly used outside of open-schedule environments.

  • Appointment duration in increments of
Increments of time that an appointment can be booked for. For example, if this is set to 10 minutes, appointments can be booked for 20 minutes, 30 minutes, 40, and so on. This is not commonly used outside of open-schedule environments.

  • Restrict duration to intervals
The durations specified here will be used by default in your availabilities. Availabilities can be created with custom multi-slot times which can override this preference.



  • Prevent students from booking consecutive appointments same student (any consultant)
This prevents students from booking consecutive appointments in TracCloud. For example, a student could book a 10am to 11am appointment, but couldn't book an 11am to 12pm. An appointment counts as consecutive if the start time is within 61 minutes of the end time of the prior appointment. Consecutive also means with same consultant can be used to block consecutive bookings with the same consultant specifically, which would allow a student to book a 10am to 11am with Dave and an 11am to 12pm with Jane. The default consecutive limit is 2 (no back-to-back appointments), but this can be modified if needed. For example, a limit of "3" would allow a student to book a 1pm to 2pm, and 2pm to 3pm, but not a 3pm to 4pm. Warn staff when they attempt to book consecutive appointments can also be enabled so that staff members are shown a warning when booking consecutive appointments on behalf of students.

  • Allow entry into online appointment session
These preferences control how soon/late a student can join a remote tutoring session by restricting when the Join button is available. If you’d like the student to be able to join 5 minutes prior to the start time through to the end, you would need to set “No sooner than” to 00:05 and set “No later than” to a value such as “1:00” (assuming you’re holding 1-hour appointments). No later than before end of appt counts back from the end time of the appointment rather than the start, and is an alternate option to No later than after start of appt.

  • QR Codes expire after
This applies to Batch Visit QR Codes and Ad-hoc Drop-in QR codes. If this is left blank, these codes can be used up to the end time of the visit. By setting this to a higher value, you can allow students to retroactively create visits for themselves after the visit has already taken place (e.g., in a recording). This preference counts from the start time of the session.

  • QR Codes active no sooner than
Similar to above, but in regards to how early a QR code can be used instead. By default (blank), QR codes can be used once they're created even if that visit would be days in the future.

  • Block student from booking appointments between # and #
This preference allows you to prevent students from booking appointments during a specific time of day. This is more commonly used if Schedule no later than is set to a low value, such as a few hours, allowing students to book close to the start time of the appointment. For example, if you want to prevent a student from booking a morning appointment in the middle of the night so that your tutors have more notice for their upcoming schedule, this is the preference you'll want to change. Default is blank, which does not apply any restrictions based on time of day.


Special Fields





Each group of settings—Reasons, Locations, Sections, Fund—can be precisely adjusted to control where they show up and whether or not they’re required.
Enter in avail determines whether or not the field shows up within the availability entry window.
Enter in appointment determines whether or not the field shows up within the appointment entry window.
Required for Search means that in order for appointments in this profile to appear in search results, this field must not be empty.
Required for Save marks the field as required, so it must be filled out prior to booking the appointment. This applies more-so to Staff, as the above option already requires a student to have this field selected before they have the chance to book.

  • Appointment Fund Choices
Allows you to customize the funds available to choose from on Availability and Appointment entry. More information on funds and payroll tracking in general can be found here.


Other Schedule Options





  • Allow students to cancel appointments
Provides students the option to cancel appointments (as long as they’re outside the time range specified in the first menu.)

  • Display consultant alias on availability search
This will display the consultant’s alias (specified in their staff profile) rather than their full name when students are searching for availabilities. An alias can also be automatically generated based on your System Preferences if preferred (e.g., First Name Last Initial).

  • Display consultant email/phone on appointment entry
Displays the specified consultant fields within appointment display, the following twig tags will or won't contain data based on these preferences.
{{Consultant.PhoneToStudent}}
{{Consultant.EmailToStudent}}

  • Allow group availability meeting type to be determined by first scheduled appointment
If this is enabled, the first student booking an optional online/in-person multi-person availability decides if the session will be online or in-person for other students going forward. If this is disabled, each student booking the same time slot can choose online/in-person independently of each other.

  • Allow group availability to use special skill locking
If enabled, staff will be able to define skills/accommodations in group availabilities that when booked, will lock the availability to the first chosen skill. The typical use case for this is for languages. For example, if you offered the skills "English," "Spanish," "French," and "Extra Time" and the first student books with the "Spanish" skill, you may want to limit all subsequent appointments to Spanish while allowing students to freely choose (or not choose) "Extra Time." To do this, you would simply list out the language skills in the "Group Slot Skill Locks" field in your availability.
With the above in place, Student A may schedule for Spanish (which locks the group to Spanish since they were first), Student B may schedule for Spanish and Extra Time, but Student C will not see this availability in search results if they search for English.

  • Allow student to upload documents to the appointment
Controls whether or not students can upload documents to the appointment record.

  • Allow staff to upload documents to the appointment
Controls whether or not staff can upload documents to the appointment record.



  • Block students from booking recurring appointments
Prevents students from booking recurring appointments for themselves. Staff can still book recurring availabilities on behalf of students if needed.

  • Prevent Staff from Overriding and allowing students to book recurring
Even if the above option is set to 'Yes,' staff can manually allow students to book recurring on a per availability basis. Setting this option to yes will block this as well.

  • Default value for availability max students
Determines the default "Max Students" value when creating availabilities. This value can still be overridden when managing your schedule. 0 = drop-in, 1 = one-on-one, 2+ = group.

  • Warning message to display when appointment modality is changed
When a staff member changes the modality (in-person/online/asynchronous) of an existing appointment, a warning message will appear to confirm that they want to make that change. This text field allows you to add an additional custom message to that warning.
  • Allow availabilities to be asynchronous
Enables asynchronous availability/appointment functionality. More information.

  • Allow message to be composed after conclusion
This determines whether or not students are allowed to re-open concluded asynchronous appointments to continue sending messages.

  • Asynchronous appointment automatic message
The text entered here will be automatically sent as a message at the start time of the asynchronous appointment.

  • Also send message to recipient as SMS
Optionally notify the asynchronous participants of new messages over SMS text. Requires TextAlerts. Enabling this option can result in a significant increase in emails sent from TracCloud, you may need to review your hourly/daily mail server send limit with your IT to ensure this will not be an issue.

  • Also send message to recipient as email
Optionally notify the asynchronous participants of new messages over email. Enabling this option can result in a significant increase in emails sent from TracCloud, you may need to review your hourly/daily mail server send limit with your IT to ensure this will not be an issue.
If you additionally or alternatively wish to notify the participants of new document uploads, document upload notifications can be managed separately in system preferences.

  • When a mentorship communication is sent: Also send message to recipient as SMS/Email
Functionally similar to the above options, but for peer mentorship communications instead.


Appointment Status and Management





  • Appointment Status Choices
These are the statuses that appointments can be set to. Typically, this would be set to something similar to the above example, with an Attended, Missed, and Canceled status, however, you can modify the choices if needed. Statuses containing the phrase “Cancel” will always cancel the appointment, making it available for other users to book (provided they’re still within the “schedule no later than” time limit.)

  • Status for missed
This is the status that TracCloud views as “Missed.” This should typically match the status set in your Missed Appointment Emails "Change missed appointment to Status:" preference.

  • Calc Missed Appointments Since
A student’s total number of missed appointments can be utilized in emails via the Twig tag below. This date determines how far back TracCloud searches for missed appointments. If this preference is blank, the global System Preferences date is used instead. Automatically Use Term Start can be used if you'd like to use the start date of your semester instead.
{{CalcMissedAppointments(Student.Sequence, Center.ProfileID)}}


  • Additional text message for late cancellation prompt / warning
This is an optional additional message that displays to students when they are cancelling an appointment outside of your time restriction. This appears in addition to the standard "This will be marked as missed" notice.


Max Appointment Rules and Blocks





These preferences allow you to restrict students from booking excessive appointments, or prevent booking/logins altogether. “Max Appointment Rules” allow you to create restrictions that will dynamically block students from booking appointments if their appointment threshold his met, while “Block Students to this Profile” allows you to block access to logging in for visits or booking appointments based whether or not the student is on a specific list.

Max Appointment Rules


  • Allow a maximum of X [hours/appointments] with:
Choose how many appointments/total hours a student can book within the restrictions assigned below.

  • ID Number (#1234ABCD)
Unique identifier for this rule, used for twig logic in failure message.

  • Same: [Consultant / Reason / Center / Profile / Subject / Section / Location]
This allows you to narrow down the restriction to specific fields. Maybe you don’t want a student booking excessively with a specific consultant, or booking too many appointments for a specific reason, this is where you would apply these rules.

  • add a search clause…
These clauses allow you to be more specific in where this rule applies. For example, you could add a search clause for Appointment Status and set it to "*Missed*" to apply max appointment rules to missed appointments, where a student wouldn't be able to book additional appointments once the limit is reached. You can also select specific Reasons, Centers, Subjects, or Statuses where the rule should apply, to not affect unrelated appointments. The | symbol can be used for "or" and # can be used for "not" in these search clauses.

  • in X [Minutes / Hours / Days / Weeks / Months / Terms / Years]
The time period for this rule. For example, you may want to restrict students from booking more than 3 appointments per week, or 10 appointments per month. This preference is where you’ll make that decision.
If “X week” is used, you can choose the start day of the week to count from. If “X month” is used, this will be the first to last day of the month. If you would prefer any 7 or 30-day window, you will need to use something like “7 Days” rather than “1 Week”. The maximum value for "Minutes" is 180. If a longer range is desired, hours or days should be used instead.

  • This rule is active for appointment dates in the time period
The date range that this rule is effective for. Maybe your current semester, or a monthly period.

  • This rule applies to
All students individually applies to only the student booking the appointment. John Doe (a student) can’t book more than 3 appointments with the same consultant per week.
Students as a collective applies to every student. Jane Smith (a tutor) can’t be booked more than 3 appointments per day (by students).

  • For student
Allows you to only apply this rule to a certain |list of students (or students not on a specific list).

  • And also applies to
Which appointment types should this apply do? E.g., only in-person 1-on-1 appointments. If left blank, this rule is applied to all appointment types.

  • Students that fail this rule may be optionally added to a list
This option requires that Same: and In X time period are both disabled. When the student attempts to book an appointment and is blocked by this rule, they will be added to the student list that you select.

  • Use Seats (all avails for all consultants)
This option can be used in combination with "Students as a collective" for tracking "seats" rather than "appointments."
For example, if you created a rule such as "Maximum of 2 appointments in 1 hour for students as a collective," that means in the schedule below, appointments can continue to be booked with Dave Smith or Jane Doe, but an appointment cannot be booked with John Smith. I.e., an appointment is a time with a consultant, regardless of how many students are meeting with that consultant at that time.
Alternatively, if you created the rule "Maximum of 10 appointments in 1 hour for students as a collective + use seats," then no further appointments can be booked. 10 total seats have been taken, across all of the available slots.
Consultant Time Slots Booked
Dave Smith 1:00pm 5/10
Jane Doe 1:00pm 5/10
John Smith 1:00pm 0/10

  • Fail Message to Student
This text field can be used to override the automatically generated description that would otherwise be shown to students. If you want to hide the text of the rule that students are limited by, enter your custom description here.

  • Rule Failure Message
This is an optional custom message that can appear to students if they reach the limit of this rule.
Twig can also be used in this field to display student or consultant information. You can also modify the contents of the message based on which rule was broken. For example:
{% for failRule in failRules %}
{% if failRule.id == "1Y0GYPWS" %}
Sorry, you can only have one upcoming appointment at a time. Please try again later.
{% elseif failRule.id == "HKIEAATS" %}
You can only book 4 appointments per week.
If you think an exception needs to be made, reach out to us at help@school.edu.
{% endif %}
{% endfor %}


In addition to standard maximum appointment rules, you can also utilize these rules to set maximum tutoring/advising hours for your consultants.

In the consultant profile, set 'Max Hours' to your desired limit, e.g., "10".


In your Maximum Appointment Rules, use the phrase "MaxHours" in the "Allow a maximum of [____]" field. When an appointment is booked, TracCloud will check the relevant consultant's maximum hours for use with this rule. If the newly scheduled appointment would be over the maximum number of hours set, it will be blocked.


Block Students to this Profile

  • Prevent Scheduling is where you will select a list of students that you want to prevent from booking appointments.
  • Message to Display to a Blocked Student is the message displayed when a student on that list tries to book an appointment.


  • Prevent Login prevents the student from being logged in on the Log Listing or a Kiosk.
  • Message to Display to a Blocked Student is the message displayed when the student tries to login on a Kiosk or a staff member tries to log them in on the Log Listing.


Appointment Display


Search Availability Badges



Search Availability badges can be used to add information and indicators to availability slots. Each badge can appear for certain conditions, based on center, availability section/reason, location, skills/accommodations, etc.



Click "New Availability Badge" to begin. This will open a form where you can enter the details for your badge.



Manually Linked

Rather than the badge automatically appearing based on certain conditions, these badges appear in a menu to be manually selected on the availability itself.


Name

Name of the Badge. This will not be displayed for students

Availability Type

Drop In, 1-on-1, or Group availability

Consultant

Assign a specific Staff

Reason

Assign a specific Reason

Center

Assign a specific Center

Section

Assign a specific Subject

Special Needs

Select if applicable (more information)

Online

Availability Type; In Person, Online, Online Optional, or Phone

Location

Location of the availability

Once you've decided where the badge is needed and have made your selections from the options above, you can now determine which icon, colors, and info work best for the badge created.

Color:

Choose your preferred color for the badge. Consider contrast when setting this color, availability backgrounds are as follows.
1-on-1: #d3f8de
Group: #F5F5B4
Drop-in: #d0ffff
Async: #d8c7ff


Icon:

Choose from the list of available icons or alternatively click the button to use a custom icon from Font Awesome. In that case, you would copy the class values from the icon you want to use.
Paste them into TracCloud.
Then click 'OK.'


Info Text:

Enter text that will display when students & staff hover over the icon

In the example screenshot above, this badge will only appear on availabilities of staff who have been assigned the “ASL” accommodation and are available in the Learning Center. Once saved, your badge will appear in the profile preferences if you need to edit/delete it later.



Any fields left blank will not be considered for where this badge appears, you can be as specific or non-specific as needed. You can also create as many badges as you'd like, more than 1 tag can appear for the same availability. When students search for an availability, the badges will display to the right of the screen as shown below.





Search Appointment Links (QR Codes)



Appointment links allow you to create preset search availability widgets that can be easily shared to students with a QR code or a link from the dashboard. These links are assigned to an existing search availability widget, and you can add additional filters such as what subjects or reasons can be selected, which center or consultant will appear in the results, as well as the meeting modality and type.



Click New Search Appointment Link to begin.



  • Inactive
If checked, this link will not be accessible to those who scan the QR code.

  • Show on Student Dashboard
Enabling this will add a button to the linked search availability widget to access this appointment link. This is only visible to students, the name of the button will be the Link Name unless overridden.


  • Show on Student Mentor Widget
If enabled, a button will be added to the student mentorship widget to open this search appointment link. The search results will only include the mentor that the mentee is assigned to. If multiple search appointment links have this option enabled, only the first will be used.

  • Allow Dynamic Center/Consultant Codes
If a specific center and/or consultant are not selected, you will be able to make those fields dynamic. If checked, a new option called "Show Dynamic Codes" will appear. When clicked, you will be able to select a center/consultant and generate a unique QR code link with those records chosen rather than needing to create a completely new appointment link record.

  • QR Code
This QR code will direct users to this search availability link. Hover your mouse over it to enlarge the code, click on it to visit the appointment link.

  • Link Name
The name of this link. This will appear to students if Show on Student Dashboard is enabled. HTML is supported if you want to change the color of the button text or add icons. For example, <i class="fa-solid fa-user-group"></i> <span style="color:green; font-weight:bold">Math Workshop</span> would result in Math Workshop. An icon list can be found at fontawesome.com.

  • Override Name with optional Twig (optional)
Choose custom text for the search availability link button, including Twig support.

  • Subtitle Additions (optional twig)
Add a custom description to the search availability link widget to provide additional instructions to students. Twig and HTML are supported.

  • Created
Used to keep track of different appointment links. Doesn't affect link functionality.

  • Expires
The expiration date of the link (optional).

  • Section Link
Which subject/section must be selected when searching availabilities using this link. "Subject" allows for wildcard entries, such as "MAT*" for all math courses. "Section" can be used to make a specific selection with a search box. "Course List" can be used to include a variety of different sections based on your existing course lists.

  • Reason Link
Similar to the above option, but for reason choices instead. "Reason Name" allows for wildcard and "or" entries, while "Reason" allows you to select a specific reason with a search box.

  • Specific Center
Used to filter search results to only a specific center.

  • Specific Consultant
Used to filter search results to only a specific consultant.

  • Modalities to Include
The modalities and meeting types that can be shown in search results. All are selected by default.

Availability Dynamic QR Codes

Another component of appointment links is the ability to create dynamic links directly from availabilities. These links will be automatically assigned to the center and consultant of the availability they were created from. To give staff the ability to generate these appointment links, go to Other > Other Options > Groups > [The group you want to update] > Scheduling, and check Allow user to generate a dynamic search appointment QR Code based on an existing search appointment link. Additionally, you can check Only allow links for self to prevent consultants in this group from creating availability links for other consultant's schedules.



Once this access is provided, this will appear in a new tab in availabilities named "Dynamic QR Code." Choose the link to utilize for this search, and save or click on the QR code to access the search availability menu. Keep in mind that the consultant's section and reason specialties still apply when using these QR codes, so you'll want to ensure that the link used has those sections/reasons available so that this availability can be found in search results.



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