In Trac 4.0, you have the ability to create notes to add to a student’s profile, and also to send them messages through your Trac product.
Creating a Note/Message
Before we can begin to create notes/messages for students, we need to identify the different types of notes/messages that can be created. This is used to identify which users have access to different types of notes (for example, you may only want Administrators to see disciplinary notes on a student’s profile. Creating these notes as an Administrator type of note can prevent other users from seeing these notes).
To identify the different note types, click on the Trac Man icon, and choose Utilities and Prefs. In the System Prefs tab, click on the MessageTypes preference. Here you will enter the different types of notes/messages that can be created.
To create a note or message for a student, you’ll first need to access their Student Profile. On the History tab of the Student profile, there is a Messages tab. Here, you may click on Send Mesg to create the note or message for the student.
- From
- This will display who is creating the note/message
- Subject
- Enter the Subject for the Note/Message
- Message
- Here you can enter the note/message for the student.
- Type
- Choose between creating a Note on the student’s profile, sending them a message, or both
- Note Type
- This is where you indicate what type of note/message this is.
If you need to create a note for a Group of Students, you can first search for the list of Students, then click on List Options and choose Send Note. This will allow you to create a Note for all of the Students at once.
Viewing Notes/Messages
Viewing as a Student
In order for a student to see a note/message, it needs to be given a type of either blank, Student Msg, or Message. Any other note/message type will be restricted from student view. Here are the ways that a student can view their messages:
- Through email
- When a message is sent to a student, it is sent to them through an email. They can then read the message on their own time
- Main Menu
- If you allow students to log in to their accounts in order to book appointments or perform other tasks, then they would be able to view any notes/messages on their main menu.
- Login for Visit
- When a student logs in for a visit to a Center, the Confirmation page of the login will display any notes or messages for the student that have not been marked as read.
Viewing as a Consultant/User
Groups that Consultants and Users are assigned to have the access preference that determines which Message types their Group is allowed to see.
Consultants and Users may then access a Student’s profile, and view Messages of the same Message type.
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