TracCloudNews13

Visits vs. Appointments

Visits and Appointments are often mistaken for each other in the Trac System. This newsletter will highlight the differences between the two record types to clarify why each record is valuable to record.

• Visits represent the attendance in your center. A visit record contains data on when the student checked in and checked out of your center, either in-person or as an online session. This can be anything from a drop-in session, to working on a computer in the library, to an independent study session.

• Visits can be created with several different utilities in the Trac System. Kiosks, which allow students to log themselves in/out. The Log Listing, which allows staff to log students in/out. Lastly, the Quick and Batch visit tools, which are used to create visits individually or in bulk depending on your use case.

• Visits are also used to verify that a student did show up for their session, which can be viewed by their coach or consultant.

• Visit records CAN be created independently of appointments.
  
  

Now that we have an understanding on what a visit is in TracCloud, how about appointments?

• Appointments represent the reservation in your center. Each Appointment is a time that the student has booked and intends to attend. E.g., the student may book a 2pm Appointment the day before. The record of them showing up for that Appointment would be recorded as a visit. If they don't show up, no visit record would be created.

• Appointments contain a status to track whether or not the appointment took place. For example, the appointment might be Attended, Missed, or Cancelled, kind of like a doctor's appointment.

• Appointments that have been cancelled or missed will not have a related visit record. I.e., the reservation was made, but the meeting did not take place. Attended appointments should always have a related visit record, that way you're storing both the reservation and the documented attendance.

For more information and examples on visits and how to create them, click here. For more information on appointments and schedule management, click here.

More Questions?
We hope that you found this article helpful, and as always if you have any questions about this or any other features, please feel free to let us know by emailing Helpdesk@go-redrock.com or by submitting a ticket.
Thank you for your continued support!