TracCloudGuideBasicsResources
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Resources
Resources are items that may be checked in and out of your Center(s) and lent to students or staff. The borrowing of resources at your center(s) can be tracked, recorded, and the data collected can be displayed through Reports. Resources can be utilized in many ways, but common examples include Laptops, Calculators, or Books that users can reserve, checkout, and return.
To begin creating a resource, go to Other > Resources > Resources (List), then click the + icon to create your new resource.
- BarCode is the unique identifier for this item. Can be used to log resources in and out via a barcode scanner or swipe system, in addition to manually entering the value.
- Title is the name of this resource.
- Profile is the linked Profile for this resource.
- Checked Out To shows which user currently has this item checked out (if applicable).
- Collateral represents an item to be collected when this resource is checked out. For example, a student may need to leave their Student ID Card to check out an item, which they will get back upon return.
- Collateral Logic enables Collateral functionality if checked. This will ask the staff member logging the resource in/out whether or not collateral has been gathered/returned.
- Reserved For shows who currently has this resource reserved.
- Always Available indicates that this resource doesn't need to be individually checked out or reserved, multiple users can check out the same resource at any time.
- Reserved Date, Last Date Out, and Due Date display the exact times of reservations, checkouts, and when the resource is due to be returned.
- Resource Type allows you to categorize this resource into a type for reporting purposes, or to restrict certain students from accessing this resource.
- Length of Checkout determines how long an item can be checked out for before an overdue notification is sent.
- Max Renewals Allowed determines how many times a checkout can be renewed.
- Description is an internal description of this particular resource.
- Keywords are the related words for this resource, delimited by commas or semicolons. For example, if you have a Laptop as an available resource, you may want to create keywords like "Computer, PC, Macbook" to make this resource easier to search for.
Resource Types can be used to group resources together, for the purpose of reporting or to block certain students from accessing certain resources. This can be managed in the Resource Types tab of the Resources menu.
- Search and +
- Use these to search for or add new Resource Types.
- Block Students on List
- This can be utilized to block resource access to certain students. When a staff member tries to log a resource out to a student on this list, a message will appear informing them that this student has been blocked from checking out resources.
- This can be utilized to block resource access to certain students. When a staff member tries to log a resource out to a student on this list, a message will appear informing them that this student has been blocked from checking out resources.
Within each Resource Type, two more notable fields are available.
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- Linked to Profile
- Allows you to link this Resource Type for use in a specific profile.
- Allowed Student List
- Allows you to only allow students on this list to checkout this resource, blocking everyone else. If left blank, anyone can checkout this resource (assuming they aren't blocked from resource usage entirely).
There are a couple settings of note within your permission group(s) relating to Resources.
Other > Other Options > Groups > [Your Group] > Log In/Out
- Allow user to log resources in and out provides users in this group the ability to record resource usage.
- Allow user to view what resource the student has logged out provides users in this group the ability to view a student's currently logged out item.
Other > Other Options > Groups > [Your Group] > Admin/Modules
- Table Access provides access to the Other > Resources view of resources. You can also assign Resource Types here to allow this group to view and edit these as well.
After creating your resource and updating your groups, you're ready to start checking out resources. This option can be found by going to Other > Log Resource.
You will then be brought to the following screen with two text entry areas available. The first is where you select a resource (searching by Barcode, Title, or Keywords), the second allows you to select a student or staff member. Once one or both fields are selected, additional options become available to check out, return, or reserve this item.
In the event that Collateral Logic is being utilized, more options will be available in regards to collecting/returning the collateral item.
Resource emails can be customized to inform students of the due date of their checked-out resource, or if the resource is overdue. These options are part of your profile preferences, in Other > Other Options > Profiles > [Your Profile] > Prefs > Emails > Resource Checkout Emails.
Similar to your other Profile Emails, you can write a subject line and body of your email, an additional SMS text, and choose when this email is sent. Unique to resource emails is Send additional overdue emails daily, which will resend the overdue notice for each day the item is still checked out.
A resource report is available to obtain data regarding how your resources are being utilized. This can be found by going to Reports > Management > Resources.
Resources
This report exports resource usage, showing the students who have checked out a particular resource, the checkout date and time, as well as total hours. This can either be run on overall Utilization, or specifically on Past Due resources.
- 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.
- Show Inactive Resources
- Include resources in results that have a status of 'Inactive.'
- Show Summary
- Only show data totals, excluding details of individual records.
- For Past Due, Show All Checkouts
- If this is checked, currently checked out resources will be included in report results. Unchecked would exclude these.
- Include Checkout Notes
- Adds the checkout notes field as an additional column in report results.
- Show Totals Bar Chart
- Adds a visual bar chart of totals to your report data.
- Include Email in Utilization
- Include the email address of the user who checked out the item.
- Group by
- Group records by the selected field. Some reports allow you to add secondary and tertiary groupings as well.
- Student ID, Resource Type, Resource Title, Barcode, Keywords, Profile
- Search by Student ID, Resource Type, Resource Title, Resource Barcode, Keywords, or the Profile of your resources.
- 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).
- View Utilization or View Past Due
- Utilization will show all checked out resources and the individual checkouts. Past Due will only display overdue checkouts, items that were not returned soon enough, filtering out checkouts that were returned in time.
HTML
CSV
