TracCloud: Keeping Past Registrations Active

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Getting Started / Basics

Keeping Past Registrations Active
A common question we receive is in regards to keeping registrations (and students) from prior semesters active. Ideally this can be managed by your IT's import files, but workarounds are available if registration activations must be enabled on the TracCloud side of things.

Understanding Import Activations

Before making any changes to your registrations, it's important to understand how your system activates students and registrations, as each system differs in this regard and has an effect on how you can keep registrations active.

First, go to Other > Other Options > Preferences > System Preferences > Withdraw Codes and Statuses and review your configuration here.

Next, go to Other > Other Options > Preferences > Scheduled Daily Imports and look for the "Process" boxes. You will likely see one of three activation processes.

Students - Activations

This is the most common activation method. This will activate Registrations that have been imported (while following the system preferences configured above). Following this, Students will be activated if they have an active registration assigned to their account.

Students - Import Activations

If this activation method is used, it typically follows "Students - Activations" as this process doesn't inherently activate or deactivate registrations. When this process runs, all students who have been imported today will be activated. All students who have not been imported today will be deactivated.

Registrations - Date Activations

TBD

Students | Do your student accounts also need to be activated?

Before activating registrations, you should consider whether or not students also need to be activated. An inactive student won't be able to login or book appointments, even if their registration is active. If you're activating additional registrations for students who are already active, this can be skipped.

There are two ways to accomplish this, depending on why you're activating students and how your import is configured.

"Keep Active" List

Add them to the import file

Sections | Non-enrolled section, no registration required

Registrations | Activation Registrations based on Section

Within every Section record (Other > Listings > Sections) you will find a checkbox labelled "Ignore Deactivate." If checked, any active registrations linked to this section (even ones that were manually activated) will remain active even if the import would've otherwise deactivated them. This still requires that the section/term be active. Manually deactivated registrations can still be automatically reactivated, only deactivations are prevented.

A reason to go with this option is that it requires no changes on your IT's side and can be an easy change to make depending on your workflow. A reason to consider another option is that this applies to all students enrolled in the section. It's not possible to only ignore deactivation for a single enrollment.

After checking this box, go to the registration you wish to activate and uncheck "Inactive."

Registrations | Continue importing past registrations

Registrations | Override registration date

(Only applicable if using date activation)

TracCloud: Keeping Past Registrations Active

From Redrock Wiki

Getting Started / Basics

Understanding Import Activations