TracCloud Report: Trends
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The Trends found in the Retention category can be used to produce charts and graphs to identify trends in your data. These charts can be based on visits, appointments, students, consultants, and more.
Alerts can optionally be created to automatically notify a recipient when a condition is met in the data, such as if the average number of visits falls below a threshold, or the average referrals per day rises above a set amount.
- Time Frame
- The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.
- Period Length
- Choose the increments of time that your data will be presented in. Day, hour, week, or month.
- Choose the increments of time that your data will be presented in. Day, hour, week, or month.
- Presets
- Rather than manually selecting fields, you can choose from a list of common presets. This will automatically fill in the fields below.
- Rather than manually selecting fields, you can choose from a list of common presets. This will automatically fill in the fields below.
- Search Field
- Select the date field that you're using to tally records for the report. For example, if you're running a report on the number of visits by center over time, this should be set to Visits.TimeIn (which is the start date and time of the visit).
- Select the date field that you're using to tally records for the report. For example, if you're running a report on the number of visits by center over time, this should be set to Visits.TimeIn (which is the start date and time of the visit).
- Criterion
- Continuing from the above example, if you wanted to report on visits by center, you would set this field to Centers.Name. You can optionally select a second criterion, which would display in addition to your first in your charts. For example, you could track visits by center and reason, to identify correlating trends.
- Continuing from the above example, if you wanted to report on visits by center, you would set this field to Centers.Name. You can optionally select a second criterion, which would display in addition to your first in your charts. For example, you could track visits by center and reason, to identify correlating trends.
- Search Type
- For each criterion, you can choose how the records are counted.
- Standard will tally the number of records by each distinct value. E.g., on date X, there were 15 visits in the Learning Center and 10 in the Writing Center.
- Unique For: will show how many of this criterion has data in the results. E.g., on date X, there were 2 centers that had visits.
- Total will be the cumulative total visits across all of this criterion. E.g., on date X, there were 25 total visits.
- Show Table Chart
- If checked, a table will be appended to the bottom of the report showing the totals for each criterion.
- If checked, a table will be appended to the bottom of the report showing the totals for each criterion.
- Only Active Students
- Only include active students for the tallies.
- Only include active students for the tallies.
- Use Student Historical Data
- If unchecked, fields such as Major, Class, GPA, etc will be shown as they are right now. If checked, they will be shown as they were in the date range you selected. This can be useful for retroactively running reports on prior semesters even if those fields have since been overwritten with later data. Keep in mind this feature was implemented in May of 2025, older data may not be available.
- Only Work Visits
- Only include work visits for the tallies.
- Only include work visits for the tallies.
- Monitor Hours
- Blackout Days and Months
- Optionally exclude certain days (e.g., "SAT|SUN") or months (e.g., "DEC|JAN") from your data and charts.
Each heatmap report can have up to 3 alerts built into it. These alerts will notify the email address provided if a condition is met. These alerts could be used to send a notification if the total referrals, visits, etc in a given date range exceeds, meets, or falls under a certain threshold. Alerts can be based on the count of tiles, total, or average for all data, any row, or any column. The report does not need to be automated for alerts to be triggered, it only needs to be saved as a favorite. Alerts are processed daily at 6:45am. Additionally, the value for an alert cannot be zero (decimals are allowed).
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