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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 is preferred.
• The file must have quotes surrounding every field.
• A header row is required.
• 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 copy of the file(s).

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
Text	Text fields with a maximum length of over 60,000 characters.
#B	Big Integer, maximum value of about 9 quintillion, or a 16-digit numeric value
DateTime	Date and time, formatted as YYYY-MM-DD HH:MM:SS
Duration	A duration stored in number of minutes, e.g., 90

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Importing Visits

For information on recording visits within the Trac System, click here. Click the button below to download an sample import file.

Download Visit File

Visit Import Fields

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, only required if section data is being imported.	CHEM
Course.Course	A20	Yes*	The course number of the visit, only required if section data is being imported.	100
Section.Code	A80	Yes*	The section number of the visit, only required if section data is being imported. CRN may be needed instead depending on your existing import configuration.	A01
Term.TermCode	A80	Yes*	The term code of the visit, only required if section data is being imported.	2023SP
Reason.Reason	A80		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"

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