TracCloudWhatsNew

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Revision as of 15:20, 12 June 2023 by Redrock (talk | contribs)

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.

Latest posts
Essentials Feature

Additional Features

• TextAlerts

• Q2 Study Tables

• SurveyTrac

• Whiteboard

• Assessments

• Attendance Tracking

• Career Module

• Custom Forms

• Custom Widgets

• Peer Mentoring

• Resources

• SAGE Early Alerts

• Staff Staff Scheduling

• Success Plans

• TracFlow

• Work Plans

• Workshops


SurveyTrac

The SurveyTrac module within TracCloud provides a versatile system for creating, distributing, and managing surveys directed at students, staff, or faculty. Surveys can be automatically triggered by various criteria, such as after a visit, a specified number of visits, new student record creation, or through manual initiation. Surveys can also be linked to particular reasons, subjects, or centers, allowing for highly customized feedback collection. The module supports anonymous surveys, allows survey link expiration, and offers options to automatically resend unanswered surveys to ensure higher response rates.

SurveyTrac features extensive reporting capabilities that include Survey Snapshots, Survey Responses, and Response Rate Comparison. These reports can be exported in various formats (HTML or CSV) and are customizable with additional fields, filtering options, and automated delivery settings. SurveyTrac also supports email and SMS notifications, providing a streamlined approach to survey management and feedback collection. The system's flexibility makes it ideal for various use cases, from general feedback collection to targeted academic progress assessments.



SurveyTrac Configuration

To create a new survey, head over to your SurveyTrac menu (within the “Other” menu in your Navigation Bar), click the hamburger icon, then select “New Survey.” This will bring you to a survey entry form where you can start configuring basic options relating to your survey. Additional options will become available after saving.



General





  • Created By
The staff member who created this survey.

  • Profile
The profile that this survey is assigned to.

  • Active
Enables or disables this survey.

  • Survey Name
The name of the survey. This will also appear within emails sent to students and staff.

  • Survey Period From & To
The active period of the survey. Used for “Initiated Via” options that specify "during survey period," such as “Email after 1st visit during survey period.”

  • Initiated Via
This setting determines the send criteria for this survey, with the following options available.
  • Display during visit entry: This displays within the “Surveys” tab of a visit record, allowing you to fill out and submit the survey from the visit record itself. This survey type only appears when questions are directed to staff.
  • Email after visit: This will be sent to the student/staff after a visit takes place. Specifically after Kiosk logout, Log Listing logout, Quick & Batch Visit creation, and appointments being marked as attended (if a visit doesn't already exist).
  • Email after 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified. Subsequent visits will not initiate this survey.
  • Email after # of visits during survey period: Similar to above, but you can choose when the survey sends based on the number of visits. E.g., send a student a survey after their 3rd visit in the center.
  • Email after 1st visit per subject during survey period: Same as "1st visit during survey period," but on a per-subject basis. E.g., the student will receive a survey for their first (and only first) visit for MAT100, then another survey for their first visit for CHEM100, and so on.
  • Email after 1st visit per consultant during survey period: Same as above, but on a per-consultant basis. E.g., the student will receive a survey for their first (and only first) visit with Dave Smith, then another survey for their first visit for Jane Doe, and so on.
  • Email after new student record: This is emailed to the student immediately after their account is created. This only applies when manually creating student accounts, imported students will not receive this survey.
  • Email after 1st booked appointment during survey period: This survey is emailed to the student immediately after they book their first appointment in the date range specified.
  • Show at entry: This displays during the login process on a Kiosk or Log Listing. These responses will not appear in the visit record itself, as opposed to Display during visit entry.
  • Show at entry before 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified.
  • Show at exit: This displays during the logout process on a Kiosk or Log Listing. Similar to Show at entry, these responses are not visible in visit records.
  • Show at exit after 1st visit during survey period: Same as above, but only after the student’s first visit during the survey period specified
  • Display as link on Main Menu: For each day that a user logs in, a new survey is created and will display as a link in the "Surveys/Documents" widget on their dashboard.
  • Do not auto send: This survey can be manually sent on the Student/Staff/Faculty Listing as a batch, from individual Student/Staff/Faculty profiles under the "Actions" menu, during Batch Visit creation, from group rosters on the schedule, or from the SurveyTrac listing (including sending anonymous surveys to a list of email addresses).
  • Static survey URL: This will provide a static URL that you can send to anyone. If your survey is not anonymous, users will be prompted to login when they visit the URL. If the survey is anonymous, users will not be prompted to login and anyone with the link can submit an answer.
  • Link on edit student: Similar to Do not auto send, but more limited in where it appears as an option to send. This survey is only possible to send from the student listing as a batch or to individual student profiles manually, or from the SurveyTrac listing.
  • Link on edit visit: This displays in a "Send Survey" prompt in each visit record under the "Surveys" tab. This allows you to initiate the visit survey email manually, as opposed to the non-email Display during visit entry option.
  • Display on document posting: Similar to Link on edit student, except this "Survey" is under a new prompt in the actions menu labelled "Survey Document" and can only be sent to students individually.
  • Display as Student Entry Form: Similar to Link on edit student, except this "survey" is under a new prompt in the actions menu labelled "Complete Survey Form" and can only be sent to students individually.

  • 1-on-1 / Group and In-Person / Online / Phone
Choose the meeting type and modality criteria of the visits you wish to send this survey for.

  • Do not send email, just show on dashboard
This setting will only appear for surveys that are emailed to students. If this is checked, the email will not be sent, but it will still appear on the dashboard for students to access and fill out.

  • Survey Link expires after # days
Optionally have surveys expire if an answer has not been received within the specified number of days.

  • Auto resend after # days & After initial auto resend, resend every # days (emailed surveys only)
These options can be used to automatically resend unanswered surveys after a specific number of days. The first field determines when the survey will first be resent, and the second can be used to resend it again after every [number] days.

  • Recipient Email Settings (emailed surveys only)
Options relating to the emailed survey formatting. From email address and contact name, the subject line, and the body itself. Three unique Twig tags are available for use in this field:
{{Survey.Link}} - This provides a hyperlink to the survey.
{{Survey.URL}} - This provides a URL to the survey (if you want to write your own hyperlink with HTML).
{{Survey.Name}} - This provides the name of the survey.

  • Link to Centers
Determines which centers this survey is assigned to.

  • Instructions and Survey Head Text
These messages will appear at the very top of the survey entry window. Head Text appears in bold at the top, typically a title for the survey. Instructions appears smaller just beneath Head Text, typically a description for the survey or basic instructions. Both fields support Twig to display information about the student, their visit, etc.

  • Confirmation Message
The confirmation message will display at the bottom of the survey after submitting responses.
Options





  • Allow modification
This setting allows students/staff to re-open and edit their responses after the initial submission.

  • Anonymous Survey
Will not display student names in responses. Once an Anonymous Survey has responses, it is permanently anonymous.

  • Questions directed to…
These settings determine who this survey will be sent to. For example, if this is an “Email after visit” survey, you can control if the survey gets sent to the Student, the Consultant, the Faculty member, or even all three. For students, you can optionally choose to direct questions to a specific student list.

  • Prevent responses from being submitted after survey period is over
By default, surveys can still be answered after the survey period has ended as long as the survey was sent prior to the end date. This option changes that, preventing responses from being submitted after the survey end date has passed.

  • Display unmet conditional questions as disabled / grayed-out
Rather than hiding conditional questions when they aren't relevant, this option will display them as grayed-out/unavailable.


  • Use Custom Display numbers for numbering the questions
If checked, you will be able to use arbitrary text to 'number' your questions (e.g., A, B, C instead of 1, 2, 3).

  • Make this survey a quiz
See Grade Groups and Assignments for more information.

  • Send Rate
Allows you to define a percentage chance of a survey being sent to a student. 100% will always send the survey when the 'Initiated Via' criteria is met.

  • Notify results to emails
Email addresses entered here will be notified when a survey has been completed. These emails will contain the questions and answers provided by the student/staff.

  • Notify Results Email
This is an additional email that can be sent as soon as a response is submitted, typically to a staff member to review responses as they're received. You can choose which email addresses receive the responses, the From address, as well as the subject line and body of the email. The recipient field supports Twig.

  • Link Survey to Reasons/Subjects
If you only want this survey to be sent out for visits/appointments of a specific reason or subject, you can list out the entries here. For example, “General Help,Exam Prep”. The icon can be used to search for and select specific options.

  • Answers Position
Position of answer fields, either below or to the right of the question, as seen below.


  • Radio Button Style & Multi Checkbox Style
Determines how Radio and Multi-Checkbox Choice style questions display. Tall vs Wide, as seen below.
Questions and Preview



The Questions tab is where we can configure the questions we’re asking within this survey. The Preview tab allows us to immediately take a look at our survey formatting to make sure everything is appearing as intended.



To begin creating a new question, go to hamburger icon > New Question, or click the + icon on the right-hand side.



  • Question #
This determines the order that questions will appear in. 0/Blank will hide the question.

  • Question Type
There are various Question Types available for use, depending on the format of your question. You can use the Preview tab to review what your survey currently looks like, which is used in the screenshot below to show the different question types available.


  • Required
Determines whether or not the question requires an answer before being submitted.

  • Question UID
Unique identifier for each question, used for conditions (detailed further below).

  • Size (Essay and Fill In only)
This determines the size of the text field based on number of characters. For Fill In questions, this determines the width. Start with 25 and adjust from there. For Essay, this determines the height. Start with 3 and adjust as needed.

  • Minimum, Maximum, Step, Default (Range Slider only)
These options determine how the Range Slider will function in your survey.
  • Minimum is the lower value on the left. Negative numbers are allowed.
  • Maximum is the higher value on the right.
  • Step is the increment that the slider can be moved, typically 1. For example, if this is set to "2", the slider can be moved to 2, 4, 6, and so on.
  • Default is the default numeric position of the slider when the survey is first loaded.

  • Question
Write out your question here. There are also some optional text formatting tools available if you’d like to display the question in a specific way, including the ability to use standard HTML by selecting Tools > Source Code.

  • Choices
Depending on the Question Type chosen, you may need to list out the available answers. If this box is available, include your answer choices on unique lines, as seen in the screenshot earlier in this article.

  • Maximum # choices allowed (Multi-Check only)
Set the maximum number of choices that can be checked at once in the response. For example, if this option is set to 3, the recipient could check 1, 2, or 3 boxes, but not 4 or more.

  • Condition
Set a condition so that this question only appears if a different question was answered in a particular way. Uses the UID of other questions. For example, if the condition was set to "ABC1:Great", this question would only appear if the answer to ABC1 was "Great." Multiple potential answers can be separated by a | character (ABC1:Great|Good) and you can set conditions for multiple fields on separate lines.
It's also possible to set the condition to something like "ABC1:Great|Good|DEF2:Yes." A question with this condition would appear if ABC1 was Great or Good, or if DEF2 was answered "Yes."
Responses



This tab will display a list of all surveys sent to your users. You can click on the individual responses for review, or resend surveys from this tab by clicking the icon. Surveys can also be resent as a batch by clicking the icon and choosing the date range you wish to resend them for. Clicking the icon for a survey excludes it from being resent. will delete the response.



SurveyTrac Reports

There are three SurveyTrac reports available depending on how you want to review your response data. Survey Snapshot provides a summary of responses with totals for each of the possible responses for your questions. Survey Responses provides a list of the individual responses from each student, including additional information about the student or visit details if needed. Survey Response Rate Comparison allows you to view the number of surveys sent, responses received, and average response time in a date comparison format. These options can be found by going to Reports > Surveys.

Survey Snapshot



This report allows you to export the response data for any of your SurveyTrac surveys in a Snapshot format, providing the total number of answers for each question.



  • 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.


  • Survey
Export responses from this selected survey.


  • Show Charts
This field allows you to add charts to the report results. Pie, bar, or line.


  • Include Fill-in & Essay Answers
These options will include the answers that were written manually during the response process (as opposed to checkbox/multiple-choice answers).


  • Additional Search
Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.


  • Additional fields to show
This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.


  • Output format
Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.


  • Deliver to
Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).


HTML


CSV

Survey Responses



This report allows you to export the response data for any of your SurveyTrac surveys in a list format, providing student responses line-by-line with the ability to add additional information about the student. Additionally, this report can be used to send responses to consultants about their visits.



  • 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.


  • Survey
Export responses from this selected survey.


  • Questions Key Option
This allows you to add the written questions to the top or bottom of report results. By default, only the question number is visible as the column name.


  • Sort by
Choose how the selected data is sorted.


  • Include Fill-in & Essay Answers
These options will include the answers that were written manually during the response process (as opposed to checkbox/multiple-choice answers).


  • Additional Search
Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.


  • Additional fields to show
This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.


  • Output format
Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.


  • Deliver to
Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).


  • Email Each Consultant
If your survey report is configured to sort by consultant and output as HTML, a new option will become available to Email Each Consultant. This allows you to send survey responses to your consultants based on the visits they're assigned to. Send Consultant Emails Now will immediately send consultants the survey responses when you generate the report, you can write a custom email subject and body, and you can exclude specific questions based on the survey question numbers. After generating the report, you can save it as a favorite and automated it to have these emails sent to consultants on a daily/weekly/monthly basis. More information on saving favorites and automating reports can be found here.

HTML


CSV


Survey Response Rate Comparison



This report displays survey statistics, including the total surveys sent, responses received, the response rate, and the average number of days to receive a response in a date comparison format.



  • 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.


  • Secondary Time Frame
An additional date range for data comparison.


  • Survey
Export responses from this selected survey.


  • Show Only Active Surveys
This option is available if "Include All Surveys" is selected, allowing you to at least filter the results to only active surveys.


  • Additional Search
Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.


  • Output format
Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.


  • Deliver to
Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).


HTML


CSV


For information on purchasing the SurveyTrac Module, reach out to sales@go-redrock.com
For SurveyTrac functionality questions, reach out to helpdesk@go-redrock.com

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


More Course List Information

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


More Reason Information

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

2023-04-25 | Catching up on the past few weeks of updates

You may have noticed a delay since the last "What's New" article, but that's not because new features haven't been getting added, it's the exact opposite in fact! We're working on updating a large portion of the TracCloud wiki to reflect the new options and capabilities of the system, as well as to provide more in-depth guides where needed. That's still in progress, but this article is to catch up on some of the features that we haven't had the chance to highlight yet. (Asynchronous availabilities are coming soon as well!)

  • 2023-04-14: "Send Link via Email" on Student Confirm Bio settings now shows a QR code for the student to quickly scan on the kiosk

  • 2023-04-12: New report, Student Search Availabilities
View information about what subjects and reasons students are searching for, and whether or not they booked an appointment. More information.

  • 2023-04-07: An "Advanced Prefs" menu has been added in Profile Prefs to better separate some of the less used and not typically recommended options.

Use "Students.CustomData/BIOConfirmed=1" to find students who have confirmed their bio, and "Students.CustomData/BIOConfirmed=#1" to find students who haven't.

  • 2023-04-06: "Visit" steps in Success Plans can now be configured with a minimum duration.

  • 2023-04-02: New Referrals Listing menu.
A new listing menu has been added for SAGE referrals. This can be added to your permission group by going to Other > Other Options > Groups > [The group you want to modify] > Admin/Modules > Table Access, then add Referrals to that list and save.

  • 2023-03-24: Custom views have been added to the Appointments Listing

Review how many non-duplicated hours your consultants were booked for, along with their max hours (if applicable).

In the Number of Days to Export field, you can now enter a value such as "14...5" to export the last 14 days of data up to the last 5 days. Some campuses may require more time to clean up recent records before including them in the export, which was the purpose of this addition.

Depending on when you're reading this, the wiki link above might not have an updated screenshot, but you'll see the new "Remember Student" option right next to "Remember Notes" on the Batch Entry tab. This allows you to repeatedly create visits for the same student account. E.g., a generic student account for prospective students.

  • 2023-03-21: SAML Duel Tenant Support
If your campus requires this, reach out to our helpdesk using the support links at the top of your screen and we'd be happy to help you set it up.

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


More Course List Information

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


More Reason Information

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

2023-03-14 | Notification Menu Improvements

The Notification menu has received an update to make it easier to search, categorize, and hide notifications. The drop-down option at the top of the menu allows you to select the category of notification that you want to filter by (Task, Appointment Request, etc). Additionally, each notification can now be hidden with the eye icon (or you can hide all shown with the button at the bottom). Hidden notifications can be viewed by clicking on the There are X hidden items text.

Listings

• Students

• Attendance

• Appointments

• Availability Blocks

• Courses

• Course Lists

• Documents

• Faculty

• Outstanding Appt Requests

• Referrals (SAGE)

• Registrations

• Sections

• Staff

• Terms & Conditions

• Work Types

• Custom Views

• Selection Tool

• Saved Searches

• Search Symbols

Appointments Listing

An Appointment represents the reservation of a time slot (availability) between a student and a consultant. The student intends to show up at your center at X date & time, for Y subject, Z reason, etc. If the student attends this appointment, a visit record will be created. If they do not attend, no visit will be created, and the status will be recorded as cancelled or missed as needed. Appointments can additionally contain custom fields that both students and staff can fill out, as well as documents that need to be shared between the two parties.



The Appointments Listing can be viewed by going to Other > Listings > Appointments. Access to this listing can be provided by adding "Appointments" table access to a permission group under 'Admin / Modules'. This listing contains all appointment records that you have permission to view, including the ability to make batch changes, create custom views, or simply search for and few individual appointments. The icon shows if the registration that the appointment was booked for is still active.

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 appointment records. Right clicking in the search bar (shown below) will provide a list of available appointment fields to search, click any of these to auto-fill the search bar.

Example Searches:

  • Find an appointment by a single value, such as student ID. Specifying 'Students.ID=' actually isn't required for ID or Name searches, but it works well as an example.
Students.ID=1931

  • Search multiple fields at once, separate your searches by a space.
Students.ID=1931 Appointments.Online=1

  • 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.ID=1931 Reasons.Reason="Paper Writing"

  • Date searches such as this are required to be formatted as YYYY-MM-DD
Appointments.StartDT=2023-04-27

  • You can also search by a date range with ... (quote protected)
Appointments.StartDT="2023-04-20...2023-04-30"

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.



  • All Appointments, Today, Recent Appointments, etc
These options allow you to quickly search for a specific date range for your appointment records. Recent Appointments is the default, showing the past 6 months of data.


  • 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.


  • 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.


  • 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.


  • 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.


  • 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.


  • 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.


  • Views
See Views for more information.


  • Create Chart
Based on the data currently being viewed a chart can be generated to visually illustrate the relationships in the data.


  • Print
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.


See Also

  • Custom Fields - Custom fields can be placed in appointment records.

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

Availability Type

Drop In, 1-on-1, or Group availability

Consultant

Assign a specific Staff

Reason

Assign a specific Reason

Center

Assign a specific Center

Section

Assign a specific Subject

Special Needs

Select if applicable (more information)

Online

Availability Type; In Person, Online, Online Optional, or Phone

Location

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:

Choose your preferred color for the badge. Consider contrast when setting this color, availability backgrounds are as follows.
1-on-1: #d3f8de
Group: #F5F5B4
Drop-in: #d0ffff
Async: #d8c7ff


Icon:

Choose from the list of available icons or alternatively click the button to use a custom icon from Font Awesome. In that case, you would copy the class values from the icon you want to use.
Paste them into TracCloud.
Then click 'OK.'


Info Text:

Enter text that will display when students & staff 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.



Listings

• Students

• Attendance

• Appointments

• Availability Blocks

• Courses

• Course Lists

• Documents

• Faculty

• Outstanding Appt Requests

• Referrals (SAGE)

• Registrations

• Sections

• Staff

• Terms & Conditions

• Work Types

• Custom Views

• Selection Tool

• Saved Searches

• Search Symbols

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

  • ...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

  • Search multiple fields at once, separate your searches by a space.
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

  • 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

  • Date searches such as this are required to be formatted as YYYY-MM-DD
Students.BirthDate=1993-07-16

  • We also offer a special search to find students where today is their birthday.
birthdaytoday

  • Additionally, it's even possible to search for students who received a batch email from TracCloud. The search below would return all students who received a batch email from TracCloud on 2024-10-23 where the subject contained the phrase "Upcoming Event".
MailQueue.CreatedOn="2024-10-23@" MailQueue.Category=batch_email MailQueue.Subject="@Upcoming Event@"

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." Any fields that support wildcards additionally support the | character for "or."
  • 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." Any fields that support wildcards additionally support the | character for "or."
  • 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." Any fields that support wildcards additionally support the | character for "or."
  • 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. Any fields that support wildcards additionally support the | character for "or."
  • Assignments
This tab allows you to search by potential assignments. Any fields that support wildcards additionally support the | character for "or."
  • Resources
This tab allows you to search for students by their resource usage, whether they have certain items checked out or overdue. Any fields that support wildcards additionally support the | character for "or."
  • Terms & Conditions
Search by accepted terms and conditions. Any fields that support wildcards additionally support the | character for "or."
  • Success Plans
Search by assigned Success Plans.

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.


  • 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.



  • Lists
See Student Lists and Watch Lists for more information.


  • Saved Searches
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.


  • 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.


  • 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.


  • Views
See Views for more information.


  • Send Survey
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.


  • Assign Success Plan
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.


  • Create Task
Allows you to send a task to the current student list. More information.


  • Toggle Photos
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.


  • Export CSV
Export current listing contents to a CSV file.


  • Send Email
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.


  • Print
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.

See Also

Profile Preferences

• General

• Centers

• Groups

• Staff & Consultants

   • Staff User Level

• Reasons

Prefs

   • Log In/Out

   • Log Listing Customization

   • Log Listing Message, etc

   • Schedule

   • Appointment Display

   • Emails

   • Center Description

   • Advanced Prefs

• Twig Guide


Centers

The Centers tab contains all of the Centers created in this profile. A center can represent a physical center, department, or any other division that you may want to designate. From this menu, we can also see the linked course list and the color designation.

Other > Other Options > Profiles > [Your Profile] > Centers

Creating a Center

The hamburger icon button contains the option to create a new center. Once selected, you will be taken to a General tab where you can start configuring your center.




  • Inactive
We never recommend deleting centers in TracCloud, as this will remove the related records (Visits/Appointments/etc) from reports and student/staff histories. Instead, we recommend setting these records to Inactive, which will hide it from view, but keeps the records available for reports or reactivation.

  • Profile
All of your centers are assigned to profiles; this field displays which profile this particular center has been assigned to. This will default to whichever profile you started creating the center from.

  • Center Color
The accent color for this center. This color will be shown in the center list and on the schedule.


  • Name
The name of the center, which is typically displayed to all user types in regards to visit tracking and scheduling.

  • Fund
The optional fund or payment source for this center. Click here for more information on funds and payroll tracking.

  • Ignore consultant specialties for this center (ie Writing Center)
When searching for availabilities, only consultants who are assigned to the selected subject will appear. For example, when a staff member or student selects “MATH101”, only consultants who can assist with MATH101 will be displayed. This checkbox disables that, allowing consultants in this center to assist with any course, regardless of their assigned course list. This is typically used for writing centers, and only applies when searching for availabilities from the dashboard, and does not have an effect when booking appointments from the staff schedule. The center course list still applies as usual.

  • Maximum active visits in this center at one time
By defining a limit in this field, you will prevent more than that number of students from logging into the center at once. When the limit is reached, login attempts will be met with the error "Too many students are currently active in this center. Please try again later." until a student logs out.

  • Utilize Students/Consultant Link for this Center (if Defined in Profile)
If configured in your profile options, students can be linked with advisors/consultants based on a field in their profile. When that student logs in, they will only see advisors that match their linked field. Checking this box enables this feature in this center. For example, students would only see advisors assigned to their major, etc.

  • Students with Null or Blank Values in Linking field can book with anyone
This option expands on the above, so that if a student does not have any data in their assigned advisor/major/etc field, they are allowed to see all consultants in search results. Otherwise, no results will be returned from this center.

  • Hide on Log / KIOSK Listing Menu
Enabling this option will remove this Center as a choice in the KIOSK and Log Listing menu, as well as from the available Center choices when logging into a Profile-wide Kiosk.

  • Hide for Work Visits on Consultant Work Login
Enabling this option will remove this Center as a choice when staff members are logging in for work visits.

  • Course List for this Center
This setting determines which courses are assigned and available in this center. Click here For more information on Course Lists in general.

  • Allow/Prevent Students
Allow or block students on a specific list from logging into or booking appointments in this center. If a list is selected in an "allow" field, all other students would be automatically prevented from scheduling/logging in.

  • Active Reasons Allowed for This Center
The reasons assigned to this center. This controls which reasons are displayed when searching for and booking appointments, as well as the options available during kiosk logins.

Additional tab

The Additional tab contains information about the center that can be accessed from the Searching for Appointments screen. If preferred, a profile-wide default can be set rather than entering a unique description for every center. The center description takes priority if both are used.



When searching for an appointment, you can click the info icon/center name, and the additional information will be displayed.


This information can contain a center description, map location, written location, additional info, hours of operation, and even photos. More information on configuring this screen can be found in our dedicated Locations, Hours, and Descriptions article.



  • Description
This text field appears in the top-right corner of the Center Info window.

  • Picture 1 URL
A direct link to an image of your choice, this will appear in the top-left corner of Center Info.

  • Map Coordinates
This will be the location displayed in the Google Maps box, and how far zoomed in/out the default view is. Formatted as Latitude, Longitude, default zoom level.
For the default zoom, 12 would be fairly zoomed out, giving people a highway/main road reference, 15 would be a typical street-level view, and 18 would be a zoomed in campus-level view.

  • Location/Address
This will appear above the Google Maps box, providing the written address.

  • Hours of Operation
Your center hours, displayed on the left-side of the Center Info box.

  • Picture 2 URL
A direct link to an image that will appear in the lower-left corner of the Center Info box.

  • Additional Information
An additional text field that displays at the very bottom of the Center Info box.

Any field left blank will simply not appear in Center Info at all.

View more...

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