Locations

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    The legacy Trac 4.0 version of TutorTrac/AdvisorTrac/FitnessTrac is no longer receiving updates and will be end-of-life in 2025. Click here to schedule a TracCloud demo or reach out to sales@go-redrock.com for migration pricing or contract details.



New, easy to use interface
TracCloud features a modern, easy to use, and mobile-friendly interface, allowing you to easily find and manage your data as you need. Students, staff, and faculty will have a much easier time navigating through the system and accessing the data they need. The new dashboard offers many easy to access widgets to view and manage your data.

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New Features
Export almost any report into Excel. Static and dynamic QR codes for touchless-kiosk environments. Unlimited custom data fields in student records, visits, appointments, and more. Customizable views of listing pages. Student timelines. Twig and HTML-supported emails and system messages. Customizable log listing and kiosk views. Center descriptions. New reports. Student success plans as a new module, along with work plans for staff. The full list of changes couldn't fit in this article, and more is being added all the time. Relating to the schedule specifically, you'll find a new appointments listing, availability badges, custom search appointment links and QR codes, unlimited customizable max appointment rules, asynchronous appointment support, and more.

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Customizable
With Twig support, you can personalize system messages, upcoming appointment lists, emails, and more based on the users who are viewing/receiving them. From simple changes like greeting the user by name to completely changing an email based on if the related appointment was in-person or online, in a certain center, for a certain reason, even if a certain custom field in the student's profile has a specific value. This extends to the log listing and kiosks as well, where you can add or remove fields, rearrange the data that's displayed, and add custom formatting with HTML and Twig.

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Faster
Rewritten from the ground up hosted on AWS, using a MySQL database, TracCloud is faster in every way. This performance increase compared to Trac 4.0 can be noticed throughout the entire system, with reports being especially improved. Even the biggest reports in TracCloud load within a few seconds.

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Migrate Existing Data
Migrate your existing data from Trac 4.0, allowing you to pick up right where you left off. We'll work with you to plan out your migration, coordinating with your IT, and training your system administrators to get you started in TracCloud.

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Click here to schedule a TracCloud demo!


User Manual Contents

• Introduction

• SysAdmin Preferences

• Center Profile Prefs

   • Center Profile Activation

   • Creating Subcenters

   • Log In/Out Prefs

   • Scheduling Prefs

   • Locations

   • Visit Custom Fields

   • Email Prefs

   • Notices

• Group Settings

• Sections

• Reasons

• Consultants

• Student Records

• Availabilities

• Appointment Scheduling

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac


Locations
Locations can be used to specify where an availability will take place. Students can select a location during the "Search for Availability" process, and only appointments matching the location they selected will appear. This could be used as a way to specify which room a meeting will take place in, or even whether the appointment will be online or in-person. This wiki article covers how to configure the location field and exactly how the location field works from both staff and student viewpoints.

Scheduling Prefs - Enabling the Location Field

Locations can be created and managed by going to Trac Navigation > Search Glass > Center Profiles > [Your Profile] > Prefs > Scheduling.

The first field you'll want to modify is "Appointment location choices." Add each location choice on a new line, as seen in the screenshot below.

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Next, scroll up to "Special Fields" and choose where the location box should appear throughout your Trac System.

  • Show on schedule will display the appointment location within the appointment box on the schedule.
  • Enter in avail will display the locations choice box in the availability creation window.
  • as text will allow the user creating the availability to type in a custom value in the location box.
  • Enter in appt will display in location box in the appointment booking window, this will only be accessible to staff. This will always appear blank for students.
  • Required will require that the field be selected before the appointment is booked.

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Lastly, if you want students to always select a location when searching for an appointment, scroll down and check "Show location on search, if not, use:" and type "CHOICE REQUIRED" in the box to the right.

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Consultant Locations

Your consultants can be assigned to a specific location, acting as a default setting when availabilities are created.

Trac Navigation > Search Glass > Center Profiles > [Your Profile] > Consultants > [Consultant Profile]
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When creating a new availability for the above consultant, "Library Room 5" will be automatically selected, but can be manually changed if needed.

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Students' Perspective

Students don't have the ability to change the location within the appointment entry window itself, they can only choose location if it's enabled as a search criteria field. When searching for an availability, they can select the location they want, and only availabilities assigned to that location will appear in the results. If a location isn't specified during the search, all available appointments will be displayed, allowing students to book without knowing the location. This is why we typically recommend setting this search criteria field to required (instructions above) to avoid this situation.

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