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
2023-06-14 | Static QR codes with custom kiosks
It's now possible to create static QR codes for visit tracking based on your custom kiosks. Go to Other > Other Options > Profiles > [Your Profile] > Prefs > Log Listing Message,[...], and scroll to the bottom of this page to find your custom kiosk options.
In addition to standard custom kiosk functionality, custom kiosks also allow you to create static QR codes that your staff can reuse with a rotating confirmation code.
Static QR Codes expire
Choose how frequently the QR code expires, daily or weekly.
Previous Codes Overlap Time
Add a buffer allowing "expired" QR codes to be used after a new code is generated.
Round Signin to Nearest
Allows TracCloud to automatically round logins to the nearest 15, 30, or 60 minutes. The purpose of this is to emulate batch visits, where the time would be static.
Within each custom kiosk, you will then find a Static QR Code button. Clicking this opens the following form.
Activate Static QR Code
Enable or disable this QR code.
Confirmation Code
This is the current confirmation code for this QR code. Students will need to enter this value after scanning, and this value will expire based on your preference in Static QR Codes expire. If you're creating a QR code for the first time, this code (and expiration date) will need to be set manually. Going forward, it will be updated daily/weekly automatically. If a consultant is linked to the custom kiosk, they will automatically receive new confirmation codes in an email.
Expiration Date
The expiration date of the related code. This code will not be automatically updated until this date is reached (or if the code will expire within the next date period), a manual expiration date can be set further into the future than 1 day/week.
After a student scans the QR code, they will be prompted to enter the confirmation code followed by their ID. The login process is the same as a normal kiosk from this point onward.
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.
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).
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.
In-Person / Online
This allows you to only send the survey for In-Person or Online visits, or "All" to ignore the location.
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.
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).
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.
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.
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).
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
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.
Creating Availabilities / 1-on-1, group, and drop-in
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.
Override Missed Status allows you to choose a different status for students that miss this appointment compared to your profile configuration. Only allow/Block these on the other hand allows you to restrict who is allowed to see this appointment based on student lists. If no lists are chosen in either field, there will be no restriction.
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.
First booked appt determines online / in person for that time slot on that day
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. The "Asynchronous Communications" phrasing in the title of this widget can be overridden in your system preferences.
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 / Prevent booking and cancel appointments
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.
Booking Appointments
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.
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.
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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.
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.
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.
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.
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.
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.
Moving 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.
Availability Blocks Listing
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"
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.
Date searches such as this are required to be formatted as YYYY-MM-DD.
#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
You can also search by a date range with ...
#sql:FromDate#=2024-04-01...2024-04-30
You can search by recurring type like this. Example values would be "Daily", "Optional Daily", "Optional Daily Chosen", "Weekly", etc.
AvailBlocks.RecurType="Optional Bi-Weekly"
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.
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 ().
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.
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.
Troubleshooting Availability Searches
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
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
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
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
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.
Emails - Appointment confirmations, reminders, etc.
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!)
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.
2023-04-06: Student birthdate has been added as a field to select in Student Confirm Bio.
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
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.
2023-03-21: "Remember Student" option in Batch Entry
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.
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
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.
Creating Availabilities / 1-on-1, group, and drop-in
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.
Override Missed Status allows you to choose a different status for students that miss this appointment compared to your profile configuration. Only allow/Block these on the other hand allows you to restrict who is allowed to see this appointment based on student lists. If no lists are chosen in either field, there will be no restriction.
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.
First booked appt determines online / in person for that time slot on that day
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. The "Asynchronous Communications" phrasing in the title of this widget can be overridden in your system preferences.
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 / Prevent booking and cancel appointments
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.
Booking Appointments
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.
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.
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.
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.
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.
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.
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.
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.
Moving 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.
Availability Blocks Listing
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"
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.
Date searches such as this are required to be formatted as YYYY-MM-DD.
#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
You can also search by a date range with ...
#sql:FromDate#=2024-04-01...2024-04-30
You can search by recurring type like this. Example values would be "Daily", "Optional Daily", "Optional Daily Chosen", "Weekly", etc.
AvailBlocks.RecurType="Optional Bi-Weekly"
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.
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 ().
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.
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.
Troubleshooting Availability Searches
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
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
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
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
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.
Emails - Appointment confirmations, reminders, etc.
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.
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 ().
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.
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; 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: 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.
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.
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.
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".
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."
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.
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.
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.
