Post Documents

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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

• Group Settings

• Sections

• Reasons

• Consultants

• Student Records

   • Student Entry Form

   • Creating Student Profiles

   • Searching for Students

    • Student Search

    • Power Search

    • Utility Search

    • Visit Search

    • Registrations Search

   • Post Documents

   • Create Messages

• Availabilities

• Appointment Scheduling

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac

How to Post Documents

Posting Documents allows you to upload important documents to a Student’s profile. Then users that have access to those documents will be able to download and view them when necessary. In order to be able to successfully post documents, the first step is to set up the types of documents that can be uploaded.


Creating Document Types

Document types doesn’t refer to whether the document being uploaded is an excel, word, or pdf document. Instead this is used to indicate who is allowed to access the document. Some examples of document types might be Student Documents, Administrative Document, or Disability Document. In order to create the Document Types, you’ll need to log in to Trac 4.0 as an Administrator. Click on the Trac Man icon, and choose Utilities and Prefs. Navigate to the System Prefs tab, and look for the preference category called Document Posting. The preference documentPostTypes will be listed under this category. You will then enter all of the different types of Documents that can be uploaded in this preference.

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Assigning Document Type Privileges

Once you’ve created the different types of documents that can be uploaded, the next step is to indicate which types of documents each Group is allowed to upload or download. You do this by access the Group Access tab of your Center Profile, and clicking on the Group that you want to give access to documents. In the Center Access tab of the Groups Entry, there is a preference labeled Doc Post Types. Here you can click on the drop down arrow, and choose the types of documents that this Group can access. Be sure to save the Group when you’ve finished assigning Document Types.

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Uploading Documents

To upload Documents to a Student’s profile, use the Student Listing to find the Student’s profile. On the Student Profile, click on the Documents tab, and then click on “Upload” to upload a new Document. You can then indicate the type of Document it is, and include some notes about the document if needed. Browse for the file that you want to upload, and then press “Upload or Save Changes”. This will upload your document.

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Downloading Documents

Once Documents have been uploaded, users that have access to those Document Types can download the Documents as needed. Once you access the Student’s Profile, and go to the Documents tab, there will be a list of the Documents that you may Download and View. To view the Document, click on the Icon of the paper with an eye on it. The document will then either open, or give you the option to save the document, depending on what type of document it is.

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Deleting Documents

Administrators have the option to delete old Documents. To do this, access the Student’s profile, and go to the Documents tab. On the Documents tab, click on the link for the Document you want to delete. There will be a button to allow you to then Delete that Document.

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