Work Reasons

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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

   • Work Reasons

• Consultants

• Student Records

• Availabilities

• Appointment Scheduling

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac


Work Reasons
Work Reasons can be utilized to track Payroll hours for Consultants. Consultants can log in and out of your centers in the same fashion as students do with the exception of using a different type of Reason. “Work” Reasons will not display for students, and “Work” Visits will by default be remain hidden on the Log Listing. Work Reasons can be an effective way to track, record, or confirm your Staff’s payroll hours.


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Creating a Work Reason

In the process of editing a reason (you may want to create a reason named “Work” or something along those lines) there is a preference, as shown in the screenshot above, entitled “is Work Reason” (Consultants only). If this preference is activated, Consultants will be able to log in using this reason. However, as students are the only group in the system that are allowed to log in, an important step in the process of logging work visits is to connect a Consultant account to a student account. To do this, we will navigate to the Consultant Profile. Hover over the Search Glass on the right side of the Trac Navigation bar and select Center Profile. Choose your Center Profile and navigate to the Consultants (or Tutors/Advisors depending on the label that you define) tab. Here we can click on a Consultants Name to access their profile.


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In the Consultant’s profile, navigate to the Contact Info tab. The Student ID field towards the bottom of the window determines whether or not this Consultant profile will be linked to a student profile. If the Consultant already has a Student Profile created, simply type their ID number or you can perform a search by entering last name, first name.


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Click on the ID number of the appropriate student record to connect the two profiles.


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Now when Jane logs in as a Consultant, she has the option to “Switch to Student Profile”.


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If Jane wanted to log some work hours, she could enter her ID or last name, first name into the Log Student window to log in.


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Now when Jane logs in, she can select both the Work subject and Work Reason, as her Consultant account has been linked to her Student account.


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