TracCloudTechMoreImports
From Redrock Wiki
Importing Additional Data into TracCloud
TracCloud can import more than just student and registration data, but other record types require very specific formatting to prevent inaccurate or duplicated data from being created. We generally recommend against importing the records below if possible, as if anything in the import file is entered incorrectly, it can create more work cleaning up the records compared to manually creating them in TracCloud in the first place.
- Import files must be in a flat-text format (.csv or .txt), comma or tab delimited, UTF-8.
- Comma delimited files must have quotes surrounding every field.
- A header row is required, and custom fields must be coordinated with Redrock Software to ensure assignment to the correct data field.
- File names must be static, with each import upload overwriting the previous copies of the files.
- If you anticipate section's linked faculty changing, let us know, as this may require additional changes to your import process.
- Lab courses should be designated in the course information rather than the section. For example, "BIO100L".
There are no restrictions on column order, and optional columns can safely be excluded from your file.
Description of Import fields
| Type | Description |
|---|---|
| A## | Alphanumeric field with a specified maximum length |
| #B | Big Integer, maximum value of about 9 quintillion, or a 16-digit numeric value |
| Date | Date, formatted as YYYY-MM-DD |
| Double | Decimal # with up to 12 digits precision |
| Time | A specific time using a 24-hour format (HH:MM:SS), e.g., 13:45:00 |
| Duration | A duration stored in number of minutes, e.g., 90 |
Explanation on Required Fields
The TracCloud import process can be fairly flexible, but some fields are absolutely required, some are conditionally required, and others aren't required but are highly recommended.
| Type | Description |
|---|---|
| Yes | Required. |
| [Yes] | Required only if you're importing that data. E.g., Faculty.First_Name is required only if you're importing faculty in the first place. These groups of fields will have matching colors when necessary. |
| (Yes) | Technically not required, but highly recommended. Functionality will be lost if this field isn't imported. E.g., you don't need to import student email addresses, but students will not be able to receive emails without it. |
| {Yes} | Conditionally required based on whether or not you're importing other fields. For example, Section.Title and Course.Title. You can import both, you can import one or the other, but you cannot import neither. |
For information on recording visits within the Trac System, click here. Click the button below to download a sample import file.
| Name | Type | Required | Field Description | Example |
|---|---|---|---|---|
| Student.ID | #B | Yes | The unique numeric ID of the student, OtherID can be used instead if preferred. | 19310045 |
| Center.Name | A80 | Yes | The name of the center that the visits will be saved to, must already exist in TracCloud and be spelled correctly. | Learning Center |
| Visit.TimeIn | datetime | Yes | The start time of the visit, must be formatted as YYYY-MM-DD 23:59:00. | 2023-05-01 13:00:00 |
| Visit.EnteredDT | datetime | The time that the student entered the center (i.e., for wait time tracking), must be formatted as YYYY-MM-DD 23:59:00. | 2023-05-01 12:59:34 | |
| Visit.TimeOut | datetime | Yes | The end time of the visit, must be formatted as YYYY-MM-DD 23:59:00. | 2023-05-01 14:00:00 |
| Visit.Duration | duration | Yes | The duration of the visit in minutes. | 60 |
| Course.Subject | A40 | [Yes] | The subject of the visit. | CHEM |
| Course.Course | A20 | [Yes] | The course number of the visit. | 100 |
| Section.Code | A80 | [{Yes}] | The section number of the visit. Required if Section.CRN is not being imported. | A01 |
| Section.CRN | A80 | [{Yes}] | The section CRN of the visit. Required if Section.CRN is not being imported. | 12345 |
| Term.TermCode | A80 | [Yes] | The term code of the visit. | 2023SP |
| Reason.Reason | A80 | [Yes] | The reason for this visit, must already exist in TracCloud and be spelled correctly. | Writing Help |
| Consultant.Username | A80 | [Yes] | The consultant that the student met with, must already exist in TracCloud and be spelled correctly. Another unique identifier such as email or other ID can be used instead if preferred. | dsmith1234 |
| Visit.CtrNotes | text | The consultant notes for this session. | "Worked on this and that, etc" |
For information on creating resources within the Trac System, click here. Click the button below to download a sample import file.
| Name | Type | Required | Field Description | Example |
|---|---|---|---|---|
| Title | A80 | Yes | The name of the resource, non-unique titles are allowed. | TI-84 Calculator |
| Barcode | A20 | Yes | The unique identifier for this resource. | A12345 |
| Description | Text | The description of this resource. | This is an item that does XYZ | |
| Keywords | A80 | Keywords that can be used to find this resource during checkout or returns. | Calculator, Texas Instruments | |
| MaxDaysOut | #B | Yes* | The number of days this item can be checked out for before it must be returned. | 14 |
| Type | A80 | Yes | The category for this resource. | Calculators |
| Profile | A80 | Yes* | The profile this resource is linked to. Must match your existing profile name in TracCloud. | The Learning Center |
| AlwaysAvailable | 1/0 | Yes* | 1 = No return tracking, multiple students can check this item out without TracCloud sending confirmation or overdue emails (e.g., Towels). 0 = One student can checkout the item at a time, with overdue tracking and emails (e.g., Calculators, Laptops) |
0 |
| MaxRenews | #B | The number of times a user can renew their checkout, receiving another X days until overdue (based on MaxDaysOut). | 2 | |
| CollateralLogic | 1/0 | Yes* | 1 = The user must provide an item to staff in order to check the item out. Staff will be prompted to return the item to the student upon resource check-in. 0 = The user can check the item out without providing a collateral item. |
1 |
*If this field is unavailable from the source or will be the same for all imported items, let us know and we can automatically assign a single value to all records in the file on our end. E.g., if all of your items can only be checked out for 7 days, we can set that field to 7 for all items in the file and you don't have to provide the column.
For information on creating staff within the Trac System, click here. Click the button below to download a sample import file.
Important: Course Lists, Reason Specialties, and Linked Centers must be assigned manually within TracCloud and cannot be imported.
| Name | Type | Required | Field Description | Example |
|---|---|---|---|---|
| First_Name | A80 | Yes | The staff member's first name. | David |
| Last_Name | A80 | Yes | The staff member's last name. | Smith |
| Alias | A120 | The staff member's alias or alternative name. | Dave | |
| A120 | {(Yes)} | The staff member's email address. Required for staff to receive emails from TracCloud. Required if another identifier such as username or ID is not provided. | dsmith@example.edu | |
| UserName | A80 | {(Yes)} | The staff member's username. Required for authentication. Required if another identifier such as email or ID is not provided. | dsmith |
| UserLevel | 0/1/2 | Yes* | The user level of this staff member. 0 = Staff 1 = SysAdmin 2 = Profile Admin |
1 |
| Group | A80 | Yes* | The permission group that the user should be linked to. Must exactly match the name of an existing group in TracCloud. | Front Desk Admin |
| isConsultant | 1/0 | Yes* | 1 = This staff is a consultant and can be linked to visits, availabilities, and appointments (e.g., tutors, advisors). 0 = This staff is not a consultant and cannot be linked to those records (e.g., front desk workers, administrators). |
1 |
| Phone | A30 | The staff member's phone number. | 555-555-5555 | |
| CellPhone | A80 | (Yes) | The staff member's cell phone number. Required for staff to receive TextAlerts. | 555-555-5555 |
| WorkPhone | A80 | The staff member's work phone number. | 555-555-5555 | |
| Address | A80 | The staff member's address. | 1234 W Something St. | |
| City | A120 | The staff member's city. | Tempe | |
| State | A80 | The staff member's state. | AZ | |
| Zip | A20 | The staff member's zip code. | 85210 | |
| Location | A512 | The consultant's assigned on-campus location. | Room 15 | |
| OnlineLink | A512 | The consultant's assigned online link. | https://zoom.us/example | |
| Fund | A80 | The consultant's assigned payroll fund. | Perkins | |
| PayCode | A80 | The consultant's assigned pay code. Must exactly match an existing pay code in TracCloud. | Tier 2 | |
| Hired | Date | The date this staff member was hired. | 2024-01-01 | |
| Center | A80 | The default center for this consultant. Must exactly match an existing center in TracCloud. | Learning Center | |
| Notes | Text | Optional notes for any additional information. | Information about Dave Smith | |
| OtherID | A80 | {Yes} | An ID or alternate identifier which can be used for work visit logins. Required if another identifier such as email or username is not provided. | A1234567 |
| Pronouns | A80 | The staff member's preferred pronouns. | He/Him |
*If this field is unavailable from the source or will be the same for all imported staff, let us know and we can automatically assign a single value to all records in the file on our end. E.g., if all of your staff are going to be tutors, we can set 'isConsultant' to 1 for all staff in the file and you don't have to provide the column.
For information on creating availabilities within the Trac System, click here. Click the button below to download a sample import file.
| Name | Type | Required | Field Description | Example |
|---|---|---|---|---|
| FromDT | DateTime | Yes | The start date and time of this availability. | 2024-04-01 13:00:00 |
| ToDT | DateTime | Yes | The end date and time of this availability. | 2024-04-30 14:00:00 |
| Increments | Yes* | The increments of the availability in minutes (i.e., appointment length). | 25 | |
| Breaks | Breaks between increments in minutes | 5 | ||
| Days | A30 | Yes | The days this availability is active on, formatted as SUNMONTUEWEDTHUFRISAT | MONWEDFRI |
| MaxStudents | #B | Yes* | The maximum number of students that can be scheduled on each time slot. 0 = Drop-in 1 = 1-on-1 2 = Multi-person |
1 |
| ConsultantUsername | A80 | Yes | The consultant hosting this availability. Alternate identifiers can be used if preferred, such as Other ID or email. | dsmith |
| Reason | A80 | The name of the reason this availability is linked to. Must exactly match an existing reason name in TracCloud. | General Math Help | |
| AvailSubj | A80 | The subjects this availability is linked to. Formatted as SubjectCourse Section Term. Wildcards supported. | CHEM100* | |
| Center | A80 | Yes* | The name of the center this availability takes place in. Must exactly match an existing center name in TracCloud. | Learning Center |
| Location | A512 | The location for in-person availabilities. | Room 15 | |
| OnlineURL | A512 | (Yes) | The meeting URL for online appointments. Required for online availabilities. | https://zoom.us/example |
| isInperson | 1/0 | Yes* | Whether or not this availability is in-person. Multiple meeting types may be enabled. | 1 |
| isOnline | 1/0 | Yes* | Whether or not this availability is online. | 1 |
| isAsynch | 1/0 | Yes* | Whether or not this availability is asynchronous. | 0 |
| isAvail | 1/0 | Yes* | Whether this time is an availability or not. 1 = Availability 0 = Reserve block |
1 |
*If this field is unavailable from the source or will be the same for all imported availabilities, let us know and we can automatically assign a single value to all records in the file on our end. E.g., if all of your availabilities are going to be in-person, we can set 'isInperson' to 1 for all records in the file and you don't have to provide the column.