TracCloudWhatsNew
From Redrock Wiki
This page highlights some of the recent changes made to the TracCloud platform, and how you can utilize them on your own instance. A list of past changes and a full changelog can be found in the tabs above.
If you have any questions about these changes, feel free to reach out to us on our helpdesk.
Students Listing
Student data is one of the most important parts of your Trac System, on top of being the record that all their visits, appointments, documents, and more are assigned to, you also have the student's information directly. You can run reports on visits grouped by student majors, or send emails to students of a certain class, cohort, or any other field you have available. This article goes over some of the ways you can search for these records.
The Students Listing itself (found by clicking 'Students' in the Navigation Bar) contains all student records uploaded to your Trac System. From this page, we're able to manage student data in bulk, creating lists, sending emails, or submitting SAGE referrals, or we can open a specific student record and manage just one student profile at a time.
Each column of information displayed has a clickable header that will sort the listing accordingly. Clicking once sorts ascending, a second click will sort descending.
Using the Search Bar on this screen, we can easily perform quick searches to find specific students. Right clicking in the search bar (shown below) will provide a list of available student fields to search, click any of these to auto-fill the search bar.
Example Searches:
- Find a student by a single value, such as ID. Specifying 'Students.ID=' actually isn't required for ID or Name searches, but it works well as an example.
- Students.ID=1931
- Students.ID=1931
- ...or name. Names should be formatted as 'Last, First' or 'First M Last'. 'First Last' will also work if middle names are not being imported.
- Day, Rob
- Day, Rob
- Search multiple fields at once, separate your searches by a space.
- Students.Major=Mathematics Students.Class=Sophomore
- Students.Major=Mathematics Students.Class=Sophomore
- When performing multiple searches where at least one field contains a space, make sure to surround the contents you're searching for with quotation marks.
- Students.Major="Chemical Engineering" Students.Status=Active
- Students.Major="Chemical Engineering" Students.Status=Active
- Search in Custom Fields. It's recommended to use the right-click menu to select these, as it will always auto-fill the correct field name.
- #sql:InState#=Yes
- #sql:InState#=Yes
- Date searches such as this are required to be formatted as YYYY-MM-DD
- Students.BirthDate=1993-07-16
- Students.BirthDate=1993-07-16
- We also offer a special search to find students where today is their birthday.
- birthdaytoday
- birthdaytoday
Students Search
The Student Listing also has a unique Search utility found in the hamburger menu . This utility has the ability to search related tables to find relevant students. This includes the ability to run searches such as "students who have had appointments in the last 7 days" or "students who have ongoing referrals."
- Search Type
- This can be set to New Search, Search Selection, Remove found from Selection, or Add found to Selection, depending on the desired effect of this search.
- General Info tab
- This tab is where you can search for basic information about the student. ID, Status, Name, etc.
- Appointments
- This tab allows you to search for students by appointment information. For example, "students who had an appointment from 02/10 to 02/20 with a status of Missed."
- Visits
- This tab allows you to search for students by visit info. For example, "students who visited more than 2 times from 02/10 to 02/20 where the subject was MAT100."
- Registration
- This tab allows you to search for students by registration info. For example, "students who are actively enrolled in more than one math course."
- Documents
- This allows you to search for students by documents. "Students who have a document of a certain filename uploaded in the last month."
- Surveys
- Students who have received or responded to a survey in a certain time period. Requires SurveyTrac.
- SAGE Referrals
- Students who have ongoing or completed referrals of a specific type in a specified date range. Requires SAGE.
- Resources
- This tab allows you to search for students by their resource usage, whether they have certain items checked out or overdue.
Hamburger Menu
Every listing page in the Trac System features a hamburger menu with utilities to search for or interact with your list of records. Some of these options are specific to a certain listing/record-type, others are shared. The following list includes definitions for the hamburger menu options available on this listing, and how they can be utilized.
- List All
- This option will show all records on the current listing. Some listings have an additional toggle for only showing "Active" records, such as Students and Registrations, which will still override a "List All" search if checked.
- This option will show all records on the current listing. Some listings have an additional toggle for only showing "Active" records, such as Students and Registrations, which will still override a "List All" search if checked.
- Search
- This utility will open a pop-up window unique to each Listing it's present on, allowing you to search your records by a number of different fields. In the case of the Student Listing, you could use this to search related records, such as 'Students who have at least 2 Visits in the Learning Center' or 'Students with a recent Document upload in their timeline.'
- Power Search
- This option provides a simple but powerful search utility to find the records you need. String together multiple searches, adding or removing results for each. Use Search Symbols to include ranges of data, and Save Searches for later use if needed. The search term 'blankornull' can be used to find all records with a value of nothing ("") or null ().
- Search by Term Enrollment
- Allows you to search based on the students' enrollment in a specific term or multiple terms. The example search below would show students who are enrolled in a 2023SP registration AND are not enrolled in a 2023FA registration.
- Allows you to search based on the students' enrollment in a specific term or multiple terms. The example search below would show students who are enrolled in a 2023SP registration AND are not enrolled in a 2023FA registration.
- Lists
- See Student Lists and Watch Lists for more information.
- See Student Lists and Watch Lists for more information.
- Saved Searches
- See Saved Searches for more information.
- See Saved Searches for more information.
- Find/Merge Duplicates
- These utilities can be used to cleanup duplicate records in your Trac System. We highly recommend reaching out to Redrock Support directly for assistance in cleaning up this data.
- These utilities can be used to cleanup duplicate records in your Trac System. We highly recommend reaching out to Redrock Support directly for assistance in cleaning up this data.
- Find by Values
- This utility can be used to search one field for multiple values. If you have a spreadsheet containing a list of student IDs, this is an easy way to pull up the same list of students in TracCloud by copying the ID column into this search field.
- Change Field Values
- This utility allows you to make modifications in to your records in bulk. Similar to the Merge Duplicates utility, we highly recommend coordinating with Redrock Support directly on this setting.
- This utility allows you to make modifications in to your records in bulk. Similar to the Merge Duplicates utility, we highly recommend coordinating with Redrock Support directly on this setting.
- Selected...
- The Selection Tool offers several options to filter and manage your records. More information on this feature can be found in its own dedicated article here.
- The Selection Tool offers several options to filter and manage your records. More information on this feature can be found in its own dedicated article here.
- Views
- See Views for more information.
- See Views for more information.
- Send Survey
- Allows you to send a survey to the current user list. More information.
- Allows you to send a survey to the current user list. More information.
- Register In
- Allows you to quickly enroll a student in a new registration. Depending on your import configuration, manually recreated registrations may be deactivated during your auto-import.
- Allows you to quickly enroll a student in a new registration. Depending on your import configuration, manually recreated registrations may be deactivated during your auto-import.
- Assign Success Plan
- Allows you to assign a new Success Plan to the current student list. More information.
- Allows you to assign a new Success Plan to the current student list. More information.
- Create Referral
- Allows you to create a batch referral through SAGE. More information.
- Allows you to create a batch referral through SAGE. More information.
- Create Task
- Allows you to send a task to the current student list. More information.
- Allows you to send a task to the current student list. More information.
- Toggle Photos
- Enable or disable student photos on the Student Listing.
- Enable or disable student photos on the Student Listing.
- Create Chart
- Based on the data currently being viewed a chart can be generated to visually illustrate the relationships in the data.
- Based on the data currently being viewed a chart can be generated to visually illustrate the relationships in the data.
- Export CSV
- Export current listing contents to a CSV file.
- Export current listing contents to a CSV file.
- Send Email
- Allows you to send an email directly to a list of users.
- Allows you to send an email directly to a list of users.
- Send Email to Faculty
- This email utility allows you to email faculty linked to student registrations. The faculty recipients can be determined by subject, status, and grade. One email will be sent per linked registration, so if there are 3 students listed enrolled in MAT100 with Dave Smith, Dave Smith will receive 3 emails. Faculty recipients can also be filtered by scheduled day/time if section schedule is being imported.
- Show these <records>
- This utility takes your selection of records, finds the related records, and takes you to that listing with the resulting records. For example, on the Registration listing, you can "Show these Students" to display the student records for the registrations that you were viewing.
- This utility takes your selection of records, finds the related records, and takes you to that listing with the resulting records. For example, on the Registration listing, you can "Show these Students" to display the student records for the registrations that you were viewing.
- Allows you to print the contents of the current listing, by extension this also allows you to export the current list as a PDF file.
- Allows you to print the contents of the current listing, by extension this also allows you to export the current list as a PDF file.
- New <Record>
- Allows you to create a new record based on your selected listing.
- Allows you to create a new record based on your selected listing.
See Also
Search Availability badges can be used to add information and indicators to availability slots. Each badge can appear for certain conditions, based on center, availability section/reason, location, skills/accommodations, etc.
Click "New Availability Badge" to begin. This will open a form where you can enter the details for your badge.
Manually Linked
- Rather than the badge automatically appearing based on certain conditions, these badges appear in a menu to be manually selected on the availability itself.
Name
- Name of the Badge. This will not be displayed for students
- Name of the Badge. This will not be displayed for students
Availability Type
- Drop In, 1-on-1, or Group availability
- Drop In, 1-on-1, or Group availability
Consultant
- Assign a specific Staff
- Assign a specific Staff
Reason
- Assign a specific Reason
- Assign a specific Reason
Center
- Assign a specific Center
- Assign a specific Center
Section
- Assign a specific Subject
- Assign a specific Subject
Special Needs
- Select if applicable (more information)
- Select if applicable (more information)
Online
- Availability Type; Online, In Person, or Optional
- Availability Type; Online, In Person, or Optional
Location
- Location of the availability
- Location of the availability
Once you've decided where the badge is needed and have made your selections from the options above, you can now determine which icon, colors, and info work best for the badge created.
Color: Color of Icon
Icon: Choose from the list or use a custom icon
Info Text: Enter text that will display when users hover over the icon
In the example screenshot above, this badge will only appear on availabilities of staff who have been assigned the “ASL” accommodation and are available in the Learning Center. Once saved, your badge will appear in the profile preferences if you need to edit/delete it later.
Any fields left blank will not be considered for where this badge appears, you can be as specific or non-specific as needed. You can also create as many badges as you'd like, more than 1 tag can appear for the same availability. When students search for an availability, the badges will display to the right of the screen as shown below.
Getting Started / Basics
Schedule Management
The TracCloud schedule is where you can create and manage your consultant’s availabilities. The availability blocks created here will appear when staff or students are searching for appointments based on the criteria chosen during the search process. This article will walk you through how to utilize these features, from creating availabilities to booking appointments.
The schedule can be reached by clicking the “Schedule” button at the top of the dashboard. Click the "Expand" options below to view more information on different parts of the schedule management process.
Navigating the staff schedule is a crucial part of managing your Trac System if you host appointment-based sessions. This is where you can create new availabilities/time slots, review past and future appointments, and even book new appointments on behalf of students.
Starting at the top of the schedule view, you'll find options for changing your date range and selected consultant. The date field can be clicked on so that you can select a specific day or week (depending on your current consultant selection), and you can cycle through past/upcoming dates using the arrow buttons. The "Today" button will always take you to the current date.
Following this is the consultant menu. Your consultants will be grouped by the centers they're assigned to (or profiles then centers for systems with 5+ profiles). Selecting an individual consultant will display their schedule for the selected week. You can alternatively select "All of this center" to view all of your consultant schedules for a single day. This option also allows you to hide unavailable consultants with a checkbox along the schedule settings bar. You can also choose your selected center, which applies to both the "all of this center" view as well as individual consultants who work across multiple centers.
Lastly, you will find your Schedule Display Options. These can be used to change your visible time on the calendar, as well as hide certain record types. Changes made here will only affect your own account, and only in your current browser session. The icon indicates whether or not you have the ability to modify availabilities, and the icon indicates the same for appointments. Consultant accounts can also see a button, which will return them to their personal calendar.
After selecting the consultant you want to create an availability for, click-and-drag to begin creating an availability block in an open space on their schedule. Before you let go of left-click, tapping the 'a' key on your keyboard will cycle through different options. Adhoc appointments (white), reserve blocks (red), and standard availabilities (green). Standard availability is what you'll want to select to create a new time slot on your consultant schedule.
Once you release left-click, you will be brought to the availability entry window where you can configure the time slot.
In the top-right corner of the availability, you can choose the block type. Availability is a regular availability linked to a single center. A Stacked Availability can be linked to multiple centers, essentially allowing you to create multiple overlapping availabilities at the same time. When stacking an availability, you can choose which fields are ignored and not shared between stacked blocks. For example, you can ignore the Meeting Type field so that the Learning Center block can be online and the Writing Center block can be in-person, otherwise non-ignored options will be shared across the entire stack. Reserve Blocks are covered further into this article.
Subject and Reason allow you to restrict what this time slot can be utilized for. If left blank, which is a typical choice, the consultant and center course lists will be used. If you wanted to restrict the availability to a specific subject, you can select it from the search menu, or use a wildcard entry (such as "MATH*" for all sections that start with "MATH) or a course list if your preferences allow it.
The following option, Meeting Type, determines if this is a remote/online availability, in-person, or asynchronous. The latter option will be covered in the next portion of this wiki article. Depending on which option you choose, additional Location fields will be made available. In-person availabilities may be assigned to a specific room or building number, while online sessions will be assigned a specific online invite link. That link can be the consultant's specific invite link from their account, a breakout room, or a new invite can be copy/pasted directly into the "Online URL" field. Students can join these online appointments from their dashboard, as TracCloud will provide a hyperlink to them at the appointment start time.
The Max Students option determines the availability type. 0 would be a drop-in event, 1 is a one-on-one meeting, and 2 or more would be a multi-person group.
The date range and days of the week fields allow you to determine how this availability will repeat going forward. By default, just the one day you created the block on will be active, however, you can push the “To” date farther out and deselect the days of the week that this availability shouldn’t be active for to create a schedule such as “Every Monday, Tuesday, and Friday until May 30th.”
Increments and Breaks control how the block is split into different times. If you create a 5-hour block on the schedule, setting the Increments to 60 minutes will split that into 5 1-hour blocks instead. Breaks allow you to schedule breaks for your consultants in-between appointments. For example, you could set Increments to 55 and Breaks to 5 to give your consultants 5-minute breaks in between their 55-minute appointments.
Overrides will show you gaps in the series. For example, if you have an availability that repeats for some time, but a block in that series is removed (maybe the consultant isn't available that week or their time changes on that one day), that will appear as an override date for the rest of the series. An availability can also be manually overridden if you want to make changes to it independently from the rest of the series by clicking the button as seen in the screenshot below.
Documents can be uploaded to the availability, which will automatically be carried through to booked appointments so that students can access them.
Notes is an internal notes field for staff to share information about this availability with each other. This field is not shown to students, and can be used for any purpose.
Group sessions also offer a couple of unique settings for your availabilities, detailed below.
- Group Slot Restriction
- This determines what subject students can book compared to the first student's selection. Any Subject means that one student could book for MATH100, and another for ACTG100, any subject is allowed (within consultant and center specialties). Same Subject means that one student could book for MATH100 01, and another for MATH100 02, but not for MATH200. Both Same Subject and Instructor and Same Section can be used to be more strict as needed.
- This determines what subject students can book compared to the first student's selection. Any Subject means that one student could book for MATH100, and another for ACTG100, any subject is allowed (within consultant and center specialties). Same Subject means that one student could book for MATH100 01, and another for MATH100 02, but not for MATH200. Both Same Subject and Instructor and Same Section can be used to be more strict as needed.
- First booked appt determines online / in person for that time slot on that day
- This option only appears if the availability offers both in-person and online meeting types. If checked, the first student who books the appointment decides if it will take replace in-person or online. Otherwise, each individual student can independently select online/in-person for a hybrid environment. This option only appears if "Allow group online/in-person per time slot determined by first person that day and time" is enabled in your profile schedule prefs.
- This option only appears if the availability offers both in-person and online meeting types. If checked, the first student who books the appointment decides if it will take replace in-person or online. Otherwise, each individual student can independently select online/in-person for a hybrid environment. This option only appears if "Allow group online/in-person per time slot determined by first person that day and time" is enabled in your profile schedule prefs.
Click “Save” once you’re happy with the availability configuration.
Asynchronous is an additional meeting type available for availabilities. These are created like normal availabilities, but appointments are held asynchronously. A text chat will be provided for a student and consultant to communicate with each other, and documents can be uploaded to the appointment for each user to download and review. This functionality must be enabled in your profile before it can be used, go to Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Other Schedule Options > Allow availabilities to be asynchronous
This meeting type can be selected just like In-Person or Online, and can be combined with those meeting types to give students more choices when booking appointments.
Asynchronous availabilities are shown on the schedule view as a purple box with a icon. Students will see the same color in their availability searches.
After the appointment has been booked, you will notice a couple differences compared to standard appointments. The Status field now only contains "In Progress" and "Concluded" plus a missed and canceled status, as standard synchronous statuses no longer apply. An additional Messages tab has also been added, which will contain all communications between the consultant and the student.
Students and consultants will primarily be communicating and managing the session from the dashboard. This will display all "In Progress" asynchronous sessions that you (a consultant or student) are a part of. Clicking "Show Previous Concluded" will let you review past asynchronous sessions, download documents, or even reopen the session if needed.
Clicking on one of these entries will open the appointment record with two tabs available. Appointment Information contains the current status of the appointment, any custom fields, as well as uploaded documents. Messages (pictured below) shows the current discussion between the student and their consultant, along with a log of document uploads/deletions. Either party can conclude or reopen the session at any time with the button in the lower-right corner.
Reserve Blocks can be created over existing availabilities and appointments, to prevent booking and automatically cancel conflicting appointments. This is typically used for holiday breaks, sick days, or to block off specific times of the day when a consultant will not be available.
There are two ways to create a reserve block. You can click-and-drag an availability as usual, then tap the 'a' key to cycle to a reserve block, or create a normal availability then change the block type to "Reserve Block" in the top-right corner.
Once you've started creating your reserve block, you will find a few options that don't exist in normal availabilities which have been detailed below.
- All Staff this Center is used to create a block for all consultants across your selected center, rather than exclusively for the consultant account that you had originally selected.
- All Staff for All Centers goes beyond what the "this center" option does, placing this block on all consultant schedules across all centers.
- Show on schedule as meeting will change how this block visually displays on the schedule and will be shared to the consultant's calendar via the "Calendar URL" button on the staff dashboard. This does not have an effect on blocking availabilities or cancelling appointments, that functionality will be the same regardless of if this is checked.
- Do NOT Cancel any intersecting appointments will prevent overlapping/conflicting appointments from being automatically canceled when this block is saved, which is otherwise the default behavior of reserve blocks.
- Description can be used to record why this reserve block exits. For example, "Time off for holiday."
- Status will apply to all overlapping appointments. For example, "Canceled - Holiday" to differentiate these cancellations when running reports. If this field is left blank, a generic "Canceled" status will be used instead.
The rest of the reserve block is created like a standard availability, set the time and days that should be blocked, then click "Save" to add it to the schedule.
Appointments can be booked from the staff schedule directly, or from the dashboard. The former can only be accessed by staff, while the latter can be accessed by both students and staff if their permission group allows it. Regardless of which option is used, emails will be sent out as usual and the records will appear in reports as expected.
Staff Schedule
From the staff schedule, there are 3 ways to book an appointment for a students, depending on what's easiest for that particular session.
Ad-hoc appointments can be created by clicking-and-dragging (as if you're creating an availability), but before you let go of left-click, tap the 'a' key on your keyboard to cycle to the appointment option (white). After you let go, TracCloud will prompt you to choose a student before taking you to the appointment entry screen (detailed further into this article).
Booking availabilities can be accomplished by clicking on the start time of the availability (group or 1-on-1) and searching for a student. After making your selection, you will be brought to the appointment entry screen. You can also click on the icon to set a custom start and end time for your appointment.
Dashboard
Both students and staff have access to the dashboard appointment search widget. The primary difference (aside from the appointment entry page itself) is that staff will need to select a student in the widget, while students do not since they're already logged in on their browser. The exact options available in this widget will be based on your profile preferences and search availability widget settings.
If “Choose a Date & Center” is selected (or was made the default for your system), an additional window will appear after clicking "Search" to choose a center/profile, as well as the specific date of the appointment you want to book. The phrasing of text shown here is based on your search availability widget settings.
After searching, you will be brought to a results screen such as this, allowing you to view the time of the appointment, which center it takes place in, whether it’s a Group, 1 on 1, Drop-In, or Asynchronous time slot, and the consultant. The results will load one day at a time, more results can be loaded by clicking the “Load more for [the following day]” at the bottom of the screen. Clicking on the time slot will open the appointment entry window where you can book that time slot.
Appointment Entry
After clicking on the availability that you want to book, the appointment entry screen where you can fill out custom fields and confirm your appointment will differ depending on if you're logged in as a staff or a student.
The student view is very restricted. The student can only edit fields that your system (or individual availability, depending on the field) allows to be edited. Student custom fields, meeting type, recurring status, and duration.
The staff perspective shows all appointment fields, including status.
Once the appointment is saved, appointment confirmation emails (and SMS texts via TextAlerts) will be sent to both the student and consultant.
Group rosters are exclusive to group availabilities, where multiple appointments need to be viewed or managed at once. This utility offers several unique features compared to the 1-on-1 appointments seen directly on the staff schedule. To open the group roster, you can click on the 0 / 0 icon on the availability block.
- /
- If a group is locked by a staff member, it cannot be found or booked in availability searches. This feature can be used if you want to reserve the remaining slots or to prevent further appointments at this time to provide more attention to a smaller roster. Staff can still book new appointments from the roster view even if it's locked.
- If a group is locked by a staff member, it cannot be found or booked in availability searches. This feature can be used if you want to reserve the remaining slots or to prevent further appointments at this time to provide more attention to a smaller roster. Staff can still book new appointments from the roster view even if it's locked.
- Documents
- If a document is uploaded to the group roster, it will be linked to all appointments at that time. Students will be able to view this document in their appointment record if they have access to the chosen document type.
- If a document is uploaded to the group roster, it will be linked to all appointments at that time. Students will be able to view this document in their appointment record if they have access to the chosen document type.
- Roster List
- In the center of the group roster, you'll see a list of students who have appointments at this time. This includes their name, reason, and subject.
- / / / indicates the status of the appointment, and can be clicked to quickly change the status to a different value.
- Not logged in / Logged in at can be clicked to start or conclude the student's visit, similar to the functionality of the log listing. This feature can be disabled in system preferences (General Appointment Settings) if preferred.
- will open the full appointment record for viewing or editing.
- can be clicked to send a text message to the student if they're opted into SMS alerts. Requires the TextAlerts module.
- / can be clicked to select the appointments. This can be used alongside the "Send Email to" and "Add Notes to" options to only affect the selected records.
- Add to Roster
- Click this button to search for and immediately book an appointment for a student.
- Click this button to search for and immediately book an appointment for a student.
- Add Multiple
- This will open a new window where you can add students as a batch process. Search for and select students based on enrollments, name, or a list of IDs. When searching by enrollments, students will only appear if the consultant is assigned to that course in their course list.
- Mark All as Attended
- This will mark all appointments in the roster that don't already have a status as attended.
- This will mark all appointments in the roster that don't already have a status as attended.
- Send Email to
- Send an email to students in the roster. You can choose to send the email to all students, cancels, misses, attended appointments, or selected appointments.
- Send an email to students in the roster. You can choose to send the email to all students, cancels, misses, attended appointments, or selected appointments.
- Add Notes to
- This option can be used to enter notes in attended visits or appointment custom fields, either based on status or the selected appointments.
- This option can be used to enter notes in attended visits or appointment custom fields, either based on status or the selected appointments.
- Send Notes
- This option may be labelled differently depending on your profile preferences. Click this button to initiate the Send Visits Notes to email for attended appointments.
If an appointments needs to be moved, you can either cancel the appointment and book it at a new time, or you can move the appointment record. There are two ways to accomplish this, both will send a new confirmation email to the student and consultant informing them of this change.
1. Click-and-drag the top-left corner of an appointment to move it to another time slot on the visible schedule. This can be done from an individual staff schedule or from the "all of this center" view. The latter also allows you to move an appointment to another consultant's schedule.
2. The "Move" button within each appointment can be used to initiate an appointment search, just like on the dashboard. Click on the new time slot you want to book and save your changes.
The Availability Listing can be viewed by going to Other > Listings > Availability Blocks. Access to this listing can be provided by adding "Availability Blocks" table access to a permission group under 'Admin / Modules'. This listing contains all availability records that you have permission to view, including the ability to make batch changes or simply search for and few individual records. The icon shows if the availability is a reserve block or not.
Each column of information displayed has a clickable header that will sort the listing accordingly. Clicking once sorts ascending, a second click will sort descending.
Using the Search Bar on this screen, we can easily perform quick searches to find specific availability records. Right clicking in the search bar (shown below) will provide a list of availability fields to search by, click any of these to auto-fill the search bar.
Example Searches:
- Find an availability by a single value, such as the consultant's name.
- Staff.LastFirst="Smith, Dave"
- Staff.LastFirst="Smith, Dave"
- Search multiple fields at once, separate your searches by a space. If a value you're searching for contains a space, make sure to surround the value with quotes like with the consultant's name below.
- Staff.LastFirst="Smith, Dave" AvailBlocks.isOnline=1
- Staff.LastFirst="Smith, Dave" AvailBlocks.isOnline=1
- Date searches such as this are required to be formatted as YYYY-MM-DD.
- #sql:FromDate#=2024-04-16
- #sql:FromDate#=2024-04-16
- You can also search for records where a date is greater than or less than a value like this.
- #sql:FromDate#=<2024-04-16
- #sql:FromDate#=<2024-04-16
- You can also search by a date range with ...
- #sql:FromDate#=2024-04-01...2024-04-30
- #sql:FromDate#=2024-04-01...2024-04-30
Hamburger Menu
Every listing page in the Trac System features a hamburger menu with utilities to search for or interact with your list of records. Some of these options are specific to a certain listing/record-type, others are shared. The following list includes definitions for the hamburger menu options available on this listing, and how they can be utilized.
- List All
- This option will show all records on the current listing. Some listings have an additional toggle for only showing "Active" records, such as Students and Registrations, which will still override a "List All" search if checked.
- This option will show all records on the current listing. Some listings have an additional toggle for only showing "Active" records, such as Students and Registrations, which will still override a "List All" search if checked.
- Power Search
- This option provides a simple but powerful search utility to find the records you need. String together multiple searches, adding or removing results for each. Use Search Symbols to include ranges of data, and Save Searches for later use if needed. The search term 'blankornull' can be used to find all records with a value of nothing ("") or null ().
- Saved Searches
- See Saved Searches for more information.
- See Saved Searches for more information.
- Export CSV
- Export current listing contents to a CSV file.
- Export current listing contents to a CSV file.
- Show these <records>
- This utility takes your selection of records, finds the related records, and takes you to that listing with the resulting records. For example, on the Registration listing, you can "Show these Students" to display the student records for the registrations that you were viewing.
- This utility takes your selection of records, finds the related records, and takes you to that listing with the resulting records. For example, on the Registration listing, you can "Show these Students" to display the student records for the registrations that you were viewing.
- Find/Merge Duplicates
- These utilities can be used to cleanup duplicate records in your Trac System. We highly recommend reaching out to Redrock Support directly for assistance in cleaning up this data.
- These utilities can be used to cleanup duplicate records in your Trac System. We highly recommend reaching out to Redrock Support directly for assistance in cleaning up this data.
- Find by Values
- This utility can be used to search one field for multiple values. If you have a spreadsheet containing a list of student IDs, this is an easy way to pull up the same list of students in TracCloud by copying the ID column into this search field.
- Change Field Values
- This utility allows you to make modifications in to your records in bulk. Similar to the Merge Duplicates utility, we highly recommend coordinating with Redrock Support directly on this setting.
- This utility allows you to make modifications in to your records in bulk. Similar to the Merge Duplicates utility, we highly recommend coordinating with Redrock Support directly on this setting.
- Selected...
- The Selection Tool offers several options to filter and manage your records. More information on this feature can be found in its own dedicated article here.
- The Selection Tool offers several options to filter and manage your records. More information on this feature can be found in its own dedicated article here.
- Allows you to print the contents of the current listing, by extension this also allows you to export the current list as a PDF file.
- Allows you to print the contents of the current listing, by extension this also allows you to export the current list as a PDF file.
If you've created a new availability for one of your Consultants and it's not showing up as expected when performing a search for appointment times, there are a few possible causes. This portion of the wiki outlines these possibilities, ordered from most to least likely based on what we at Redrock have experienced working with campuses directly.
1. Center and Consultant Course Lists
The most common cause when an availability isn't appearing in search results is misconfigured Course Lists. Both your Consultant and your Center need to be assigned to the subject you're searching for (unless your Center or Reason is set to ignore Consultant Specialties). Make sure you Process Specialties (Step 2) after applying any changes.
Consultant Course List: Other > Listings > Staff > [Your Staff] > Course List of Specialties
Center Course List: Other > Other Options > Profiles > [Your Profile] > Centers > Course List for this Center
A complete list of Course Lists can also be found by simply going to: Other > Listings > Course Lists
2. Process Specialties
This is always recommended after applying changes to Course Lists, but it may also be the case that the specific section you searched for was imported after you created the Course List for your Center/Consultant, and a Course List refresh alone may resolve this issue. We can setup an automated process to Process Specialties daily if this occurs often, reach out to us using the 'Support' tab above for more information.
3. Reason Assignments
Similar to ensuring that your courses are assigned to the correct Consultant and Center, the same applies for Reasons. This step only applies if you're using Reason as a search criteria.
For Consultants, go to Other > Listings > Staff > [Your Staff] > Reason Specialties
For Centers, go to Other > Other Options > Profiles > [Your Profile] > Centers > [Your Center] > Active Reasons
4. Availability Subject/Reason
If your availability is assigned to the wrong subject or reason, this can cause it to be unintentionally filtered out of results. Make sure the value entered here is correct, especially if you're using wildcards. If these are blank (i.e., available for all specialties), you can skip this troubleshooting step.
Schedule > [Consultant] > Availability
5. Profile Time Restrictions
If your availability is 60 minutes long, but your profile only allows for a maximum of 50-minute appointments, this can unexpectedly filter out availabilities if you haven't updated your profile preferences to match this new limit. The relevant options to check here are Schedule no sooner than and no later than, ensure that you're searching within an allowed range. As well as Minimum and Maximum Appointment Duration, make sure your availability is within the limits defined by your profile.
Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Time Restrictions
More Scheduling Prefs Information
6. Reason/Subject Required for Search
In the event that you aren't searching for both Reason and Subject, and the previous steps haven't resolved your issue, it's worth double-checking to make sure your Profile hasn't been mistakenly set to require a Subject/Reason to show availabilities. Make sure the highlighted settings match the search you're performing on the dashboard.
Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Special Fields
More Scheduling Prefs Information
7. Skills and Accommodations
If your campus utilizes the Skills/Accommodations feature, with 'Excluded when not chosen' enabled, make sure your consultant/availability is assigned to that Skill/Accommodation.
Consultants: Other > Listings > Staff > [Staff Account] > Special Needs/Skills/Accommodations
Availabilities: Schedule > [Availability] > Special Needs > Special Needs/Skills/Accommodations
Still having trouble getting the results you expect? Reach out to us using the 'Support' tab at the very top of this page, we'd be happy to help.
See Also
- Emails - Appointment confirmations, reminders, etc.
TracCloud Reports
This portion of our wiki covers the individual reports available in the system, with descriptions and example screenshots showing what you can expect when you run the report on your own data. The list below on the left contains links to all of our available reports. You can also click the report category in the tabs above to begin.
If you have a question about any of these reports, feel free to reach out to us at helpdesk@go-redrock.com or by submitting a ticket.
Management
• Consultant Non-Duplicated Visit Time
• Logins by Hour by Day of Week
• Students Visits Cleanup Data
Scheduling
• Appointment Slot Utilization Date Comparison
• Appointments/Availabilities by Hour by Day of Week
• Appointments/Visits Utilization
• Consultant Max Hours and Non-Duplicated Appointment Time
Students
• Student Search Availabilities
• Students Visits/Appointments by ??
• Students and Appointment Status Crosstab
• Students by Appointment Status
Q2 Tables
SAGE
• Referrals by Student and Appointments/Visits
SurveyTrac
• Survey Response Rate Comparison
Success Plans
Work Plans
Workshops
Saving a Report as a Favorite
Find a report that you plan on coming back to? Save it as a favorite for quick access later. From the report results window itself, click the star icon in the top-left corner, choose a name for your favorite, and click save.
- Allow Group Access will make this report visible to other staff members in your Permission Group.
This report can then be found from your dashboard under Reports > Favorites at any time. The button can be used to duplicate the favorite report.
Automating a Favorite Report
After saving your report as a favorite, you can automate it to run on a set schedule and be emailed to you or a group of users.
Start by going to Reports > Favorites > Edit Favorites. This will bring you to the following screen. Click on the Pencil icon of the report you want to automate.
- Deliver to: should be set to Email in this case.
- Email Address(es) is where you'll add your recipients' email addresses. Multiple addresses can be entered, delimited by a semicolon.
- Enable Automation will enable automation and make the following options available.
- Message to include in the report email will add in some custom messaging to your emailed report.
- Automated report frequency. Do you want this report to run daily, weekly, monthly, or once on a specific date?
- Time will determine the time that this report will run on your scheduled frequency.
- Overwrite This Favorite Report will overwrite your existing report settings with your new automation rules.
Click save to apply your changes.
Reports Management
This utility (found in Other > Other Options > Preferences > Reports Management) allows you to manage and reassign Favorite reports. This can be used if you want to create a report for someone else or to recover existing favorite reports from inactive (or even deleted) accounts. Within this menu, you'll find the name of the report, the current owner, and a icon to delete the report. The owner drop-down will allow you to change ownership to another staff member. Changes are saved immediately.
Any favorite report belonging to the currently-logged-in sysadmin or an account without a known permission group (i.e., deleted accounts) can be reassigned to any active staff. Favorite reports belonging to staff as well as group favorite reports belonging to deleted staff can only be assigned to those also in the permission group of the original staff account.
In any case, reassigning favorite reports does not bypass report security in TracCloud. For example, it's not possible to give a regular staff account access to payroll reports by reassigning a payroll report to them in this menu. Reassigning ownership of a favorite report also does not change group access. Further modifications to the report must be made by editing the favorite report from the new owner's account.
- Email reports with the report file attached in a single email
- Rather than sending emailed reports as a link and a passcode in two separate emails, enabling this will instead send emailed reports as an attachment. This setting will be ignored if a generated report is greater than 10MB.
Search Operators
When using the 'Additional Search' utility in your report settings, you have additional operators available to better narrow down your results. Operators can be combined as needed to perform a more specific search.
- | ('or' operator; search for multiple unique values)
- * (wildcard; anything that starts with/ends with/contains a specified string)
- # ('not' operator; exclude results that match this search)
- && ('and' operator; typically used alongside 'not' to exclude multiple items at once)
- blankornull (this keyword specifically finds records where the chosen field is blank)
TracCloud Reports
This portion of our wiki covers the individual reports available in the system, with descriptions and example screenshots showing what you can expect when you run the report on your own data. The list below on the left contains links to all of our available reports. You can also click the report category in the tabs above to begin.
If you have a question about any of these reports, feel free to reach out to us at helpdesk@go-redrock.com or by submitting a ticket.
Management
• Consultant Non-Duplicated Visit Time
• Logins by Hour by Day of Week
• Students Visits Cleanup Data
Scheduling
• Appointment Slot Utilization Date Comparison
• Appointments/Availabilities by Hour by Day of Week
• Appointments/Visits Utilization
• Consultant Max Hours and Non-Duplicated Appointment Time
Students
• Student Search Availabilities
• Students Visits/Appointments by ??
• Students and Appointment Status Crosstab
• Students by Appointment Status
Q2 Tables
SAGE
• Referrals by Student and Appointments/Visits
SurveyTrac
• Survey Response Rate Comparison
Success Plans
Work Plans
Workshops
Saving a Report as a Favorite
Find a report that you plan on coming back to? Save it as a favorite for quick access later. From the report results window itself, click the star icon in the top-left corner, choose a name for your favorite, and click save.
- Allow Group Access will make this report visible to other staff members in your Permission Group.
This report can then be found from your dashboard under Reports > Favorites at any time. The button can be used to duplicate the favorite report.
Automating a Favorite Report
After saving your report as a favorite, you can automate it to run on a set schedule and be emailed to you or a group of users.
Start by going to Reports > Favorites > Edit Favorites. This will bring you to the following screen. Click on the Pencil icon of the report you want to automate.
- Deliver to: should be set to Email in this case.
- Email Address(es) is where you'll add your recipients' email addresses. Multiple addresses can be entered, delimited by a semicolon.
- Enable Automation will enable automation and make the following options available.
- Message to include in the report email will add in some custom messaging to your emailed report.
- Automated report frequency. Do you want this report to run daily, weekly, monthly, or once on a specific date?
- Time will determine the time that this report will run on your scheduled frequency.
- Overwrite This Favorite Report will overwrite your existing report settings with your new automation rules.
Click save to apply your changes.
Reports Management
This utility (found in Other > Other Options > Preferences > Reports Management) allows you to manage and reassign Favorite reports. This can be used if you want to create a report for someone else or to recover existing favorite reports from inactive (or even deleted) accounts. Within this menu, you'll find the name of the report, the current owner, and a icon to delete the report. The owner drop-down will allow you to change ownership to another staff member. Changes are saved immediately.
Any favorite report belonging to the currently-logged-in sysadmin or an account without a known permission group (i.e., deleted accounts) can be reassigned to any active staff. Favorite reports belonging to staff as well as group favorite reports belonging to deleted staff can only be assigned to those also in the permission group of the original staff account.
In any case, reassigning favorite reports does not bypass report security in TracCloud. For example, it's not possible to give a regular staff account access to payroll reports by reassigning a payroll report to them in this menu. Reassigning ownership of a favorite report also does not change group access. Further modifications to the report must be made by editing the favorite report from the new owner's account.
- Email reports with the report file attached in a single email
- Rather than sending emailed reports as a link and a passcode in two separate emails, enabling this will instead send emailed reports as an attachment. This setting will be ignored if a generated report is greater than 10MB.
Search Operators
When using the 'Additional Search' utility in your report settings, you have additional operators available to better narrow down your results. Operators can be combined as needed to perform a more specific search.
- | ('or' operator; search for multiple unique values)
- * (wildcard; anything that starts with/ends with/contains a specified string)
- # ('not' operator; exclude results that match this search)
- && ('and' operator; typically used alongside 'not' to exclude multiple items at once)
- blankornull (this keyword specifically finds records where the chosen field is blank)
- Choose to Block Students on List
- Show resources widget on the student dashboard
- Adds a widget to the student dashboard to review currently reserved or checked out resources.
- Allow students to reserve a resource via the dashboard
- Expands the above functionality to allow students to reserve resources for themselves.
- Expands the above functionality to allow students to reserve resources for themselves.
- Maximum # outstanding reservations overall
- How many total outstanding reservations can a student hold for your resources?
- How many total outstanding reservations can a student hold for your resources?
- Maximum # outstanding reservations for one resource
- How many total outstanding reservations can a student hold for a single resource?
- How many total outstanding reservations can a student hold for a single resource?
- Maximum # of days for an individual reservation
- How many days can a student reserve a resource for? For example, allowing the student to reserve the resource from the 11th of the month to the 17th, but no longer, would mean this preference needs to be set to 7.
- How many days can a student reserve a resource for? For example, allowing the student to reserve the resource from the 11th of the month to the 17th, but no longer, would mean this preference needs to be set to 7.
- Minimum time needed (days hrs:min) prior to reservation
- Choose the minimum amount of time in advance needed in order to reserve a resource. This is to prevent students from reserving items in the very near future.
- Choose the minimum amount of time in advance needed in order to reserve a resource. This is to prevent students from reserving items in the very near future.
Profile Preferences
Prefs
Appointment Display
Both students and consultants will see upcoming appointments on their dashboard, and staff will see them from the schedule view. The formatting of these appointment info boxes can be customized in your profile settings, allowing you to provide the necessary information in a visually appealing format.
Student View
Students will be able to view their upcoming appointments on the right-side of the dashboard. The fields visible and the format they're in is entirely customizable by modifying the Appointment Display preference.
Consultant View
Consultants have a similar view to students, which can be modified independently.
Schedule View
Lastly, the staff schedule view, which allows us to view and manage our consultants’ availabilities and upcoming appointments. The appointment text is also customizable.
Customization
Within the Appointment Display menu, you will see a text box available for Students, Staff, and the Schedule view for Staff. There's also a preview section beneath each text box allowing you to easily see how your changes will display.
These text boxes support HTML and Twig. HTML support is standard, allowing you to easily tag text as <b>bold</b>, <i>italic</i>, or <u>underlined</u>, or add hyperlinks. Twig on the other hand allows you to pull data from TracCloud into the message, as well as include logic that determines whether or not a portion text is included. For information on Twig, please take a look at our dedicated Twig article here.
Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Appointment Display
If you want to reset to the default configuration, simply click on the clipboard icon on the right, which will confirm if you want to erase the existing configuration in favor of the standard one.
Here are a couple examples of how you can configure the schedule and upcoming appointment views. This is more-so to give you an idea of how this feature works rather than a direct suggestion of what to use (although you’re welcome to copy these as-is if you’d like). Hopefully this gives you an idea of how the feature can be used, and how you can configure it on your own system.
Schedule View
Here’s a configuration that provides basic information about the appointment. The student’s name and appointment time in bold lettering, the subject and reason, and the consultant’s name. The if statement checks if the appointment has a Reason, and if it does, include a comma after the subject then print the reason.
<div style="float:left; width: 75%;">
<p style="font-size:9px">
<b>{{Student.Full_Name}}</b> at <b>{{Appointment.StartTime}}</b><br>
{{Course.SubjectCourse}}
{% if Reason.ReasonName != "" %}
, {{Reason.ReasonName}}
{% endif %}
<br>With {{Consultant.FirstLast}}
</p></div>
Student View
Here’s an example student view configuration. This one reads more like a spoken paragraph, with the important information bolded. Whether the appointment is in-person or online determines the text in the second half.
<div style="float:left; width: 75%;">
{{Appointment.Icon|raw}}
<b>{{Center.Name}}</b><br>
Your appointment with <b>{{Consultant.NameToStudent}}</b> has
been booked for <b> {{Appointment.StartTime}}. </b><br>
{% if Appointment.Online == "1" %}
This is an online appointment, please select the right arrow icon to join your session.
The icon will only appear within 10 minutes of your appointment start time.
{% else %}
This is an in-person appointment taking place at <b>{{Appointment.Location}}</b>.
If any assistance is required, please reach out to <u>{{Consultant.Email}}</u>.
{% endif %}<br>
{% if Reason.ReasonName != '' %}
Reason: {{Reason.ReasonName}}<br/>
{% endif %}
{% if Course.Subject != '' %}
Subject: {{Course.Subject}}<br/>
{% endif %}<br>
</div>
<div style="line-height: 2;" >
{{Appointment.CancelLink|raw}}<br/>
{{Appointment.ActionLink|raw}}<br/>
{{Appointment.EnterOnlineLink|raw}}<br/>
</div>
<div style="clear: both;"> </div>
Consultant View
This one has a few more moving parts. Near the top, we’re saying “if the appointment has been cancelled, say “CANCELLED:” and strikethrough the rest of the contents.” We also have a series of “if this field isn’t blank, include it in the list” as well as the time saying the word “Today” rather than a standard date and time. A unique option available in the consultant view is the ability to start and stop a visit directly from the dashboard. This can be implemented by including the {{Appointment.LoginStudentToAppt|raw}} Twig tag in your appointment display configuration. It will display as a clickable button to your staff.
<div style="float:left; width: 75%;">
{{Appointment.Icon|raw}}<br>
{% if Appointment.isCancelled == 'true' %}
CANCELLED: <span class="linethrough" >
{% endif %}<br>
<b>{{Center.Name}}</b>
<span title="{{Student.ID}}">{{Student.FirstLast}}</span> - {{Student.Email}}<br>
{% if Reason.ReasonName != '' %}
Reason: {{Reason.ReasonName}}<br/>
{% endif %}
{% if Course.Subject != '' %}
Subject: {{Course.SubjectCourseTitle}}<br/>
{% endif %}
{% if Appointment.Location != '' %}
Location: {{Appointment.OnlineText}}{{Appointment.Location}}<br/>
{% endif %}<br>
When: <strong>{{Appointment.DisplayDate|raw}}</strong> at
<strong>{{Appointment.DisplayTime|raw}}</strong><br/><br>
{% if Appointment.isCancelled == 'true' %}
</span>
{% endif %}<br>
</div>
<div style="line-height: 2;" >
{{Appointment.CancelLink|raw}}<br/>
{{Appointment.ActionLink| raw}}<br/>
{{Appointment.EnterOnlineLink|raw}}<br/>
</div>
<div style="clear: both;"> </div>
- Online appointment link text
- Allows you to modify the hyperlink/button visible to students within online appointment records. Default is "The location for this online appointment is here."
See Also
2022-08-09 | Availabilities that aren't booked can now become drop-ins automatically
A new System Preference has been added (Other > Other Options > Preferences > Search Availability Options > Unbooked availabilities become dropins to students on search availability). If this is enabled, any in-person availabilities that remain unbooked by the time your "schedule no sooner than" limit is reached will automatically become drop-ins for students.
As an example, this test system doesn't allow students to book appointments within an hour of the session starting. At more than an hour out, it appears normally.
However, once we pass our 1-hour example threshold, the availability on the staff schedule looks normal, but students will now see this time as an available in-person drop-in session.
