TracCloudGuideListingsVisits: Difference between revisions

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<big><b>Visits Listing</big></b><br>
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The Visit Listing contains all Student Visit records recorded in your Trac System. Visits can be searched, saved, managed and modified all from this listing. To navigate to your Visit Listing, simply click on the option “Attendance” and select “Visit Listing” from the dropdown in the navigation bar.
<big><b>Attendance Listing</b></big><br>
<br>
A Visit represents the log that the [[TracCloudGuideListingsStudents|student]] (or staff for work visits) was present at your [[TracCloudGuideProfileCenters|center]] at X time, for Y subject, Z reason, etc. This is different from an [[TracCloudGuideBasicsSchedule|appointment]], which is represents the reservation. If a student doesn't follow through with an appointment, a visit is never created. Every visit in the Trac System can be viewed on this listing, found under the <i><b>Attendance</b> tab > <b>Attendance Listing</b></i>, where they can be viewed, created, or edited.
[[File:8271873.png|800px]]
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In TracCloud the ability to search Visit data has been simplified. At the top of the Visit Listing there is a search bar which will give you the ability to search quickly and efficiently through all Visit data Stored in your TracCloud system. Right click in the Nav Search (the search bar highlighted below) will provide a list of Visit Search Codes that can be searched.  Selecting one of the options will auto fill a Visit Search Code as seen below in the example list.  
[[File:5380015.png|800px]]
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[[File:5227409.png|800px]]
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Using the Search Bar on this screen, we can easily perform quick searches to find specific visits. Right-clicking in the search bar (shown below) will provide a list of available visit fields to search by, click any of these to auto-fill the search bar.<br><br>
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[[File:6474022.png|300px]]
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<b>Example Searches:</b>
* Find a Visit by a single value, such as Student ID. Specifying 'Students.ID=' actually isn't required for ID searches, but it works well as an example.
:::<i>Students.ID=1931</i><br><br>
* ...or by Center Name.
:::<i>Learning Center</i><br><br>
* Search multiple fields at once, separate your searches by a space.
:::<i>Students.ID=1931  Centers.Name=Writing</i><br><br>
* 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.
:::<i>Courses.SubjectCourse=ENG110  Centers.Name="Learning Center"</i><br><br>
* 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.
:::<i>#sql:Student_Remarks#=Great</i><br><br>
* Date searches such as this are required to be formatted as YYYY-MM-DD
:::<i>Visits.TimeIn=2022-03-15</i><br><br>
* Date ranges should be formatted like this, without a specified field.
::<i>2022-06-01...2022-07-01</i><br><br>
* For an exact time, you would format that search like this.
::<i>Visits.TimeIn="2022-03-15 15:30:00"</i><br><br>
* Fields that expect a True or False value can be search with 1 or 0. The search below would show you all work visits.
::<i>Visits.IsWork=1</i><br><br>
* Find visits that conflict with a student's section schedule. This will only function if [[TracCloudTechImport|section schedule data]] is being imported.
::<i>Visits.CustomData/isLoggedDuringClass=1</i>
<hr>
Clicking on an individual visit record opens the Visit Entry page, seen in the screenshot below. This allows you to review and manually update visits as needed.<br>
[[File:9492324.png|800px]]<br><br>
Most fields visible here are self-explanatory, with the few that may require some additional clarification listed below.<br><br>
* <b>Entered Center at</b> vs <b>Consultation Started at</b>
::If your campus tracks student wait time, these options display the different start times of this visit. For example, if a student logged in for their 9am appointment at 8:55, then met with their consultant at 8:59 onward, the visit record will reflect those times in <i>Entered Center at</i> and <i>Consultation Started at</i> respectively. If your campus does not track wait time, the <i>Entered Center</i> time can be ignored.<br><br>
* <b>Linked Documents</b>
::[[TracCloudGuideGlobalDocs|Documents]] can be uploaded to visit records here, only [[TracCloudGuideProfileStaff|staff members]] have the ability to view or upload these. Students can only view or upload documents to appointment records.
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{{#lst:Template:TracCloudListingDescriptions|AllAttendance}}
{{#lst:Template:TracCloudListingDescriptions|Search}}
{{#lst:Template:TracCloudListingDescriptions|Power_Search}}
{{#lst:Template:TracCloudListingDescriptions|Saved_Searches}}
{{#lst:Template:TracCloudListingDescriptions|Show_these}}
{{#lst:Template:TracCloudListingDescriptions|FindMerge_Duplicates}}
{{#lst:Template:TracCloudListingDescriptions|Change_Field_Values}}
{{#lst:Template:TracCloudListingDescriptions|Selected}}
{{#lst:Template:TracCloudListingDescriptions|Views}}


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{{#lst:Template:TracCloudListingDescriptions|Create_Chart}}


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{{#lst:Template:TracCloudListingDescriptions|Print}}
A full list of Visit search codes can be found below as well as examples of how each search can be accomplished.
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{{#lst:Template:TracCloudListingDescriptions|New_Record}}


{| class="wikitable"
[[Category:TracCloud]]
|-
</div>
! NavSearch!!Definition!!NavSearch Codes
|-                           
| General NavSearch Codes||General NavSearch codes are Words, Phrases or Names that can be typed into the NavSearch bar and instantly return results of Visit Records.||Students First Name &#8226; Last Week &#8226; Reason &#8226; All &#8226; Students Last Name &#8226; This Week                        &#8226; Date &#8226; Last Year &#8226; Students ID Number &#8226; Past 10 days &#8226; Date Range &#8226; This Year &#8226; Yesterday &#8226; Today &#8226; Subject &#8226; Month               
|-                           
! Search Codes!!Definitions!!Examples and Variations
|-                           
| Visits.Sequence=||The internal sequence number a visit record has been assigned.||Found in the upper right-hand corner of each visit record
|-                           
| EnteredDT=||Time the student logged and waited to meet with Staff. This information is only recorded if you’re tracking the “Wait Time” of a student’s visit.||EnteredDT=2021-05-12 12:30:10
|-                           
| TimeIn=||The Start Date and Time of the students visit.||TimeIn= 2021-05-12 12:30:10
|-                           
| TimeOut=||The End Date and Time of the students visit.||TimeOut=2019-09-30 3:00:00
|-                           
| Duration=||The total time (minutes) of a visit.||Duration=90
|-                           
| IsWork=||isWork: Is the visit a payroll visit (1 or 0) 1 is equal to “True” - 0 is equal to “False”.||IsWork=0
|-                           
| Students.First_Name=||Search for students by their first name.||Students.First_Name=John<br>Students.First_Name=Jo%
|-                           
| Students.Last_Name=||Search for students Last name||Students.Last_Name=Smith<br>Students.Last_Name=Sm% - Queries every name that starts with “Sm”
|-                           
| Students.Sequence=||The Internal identification number assigned to each specific student.||Students.Sequence=3674
|-                           
| Students.ID=||ID Is the Student's Campus Identification Number||Students.ID=1901
|-                           
| Visits.StudentID=||Search for visits by the linked student's sequence number.||Visits.StudentID=3674 (Visit Sequence)<br>Visits.StudentID=1918 (Student ID)
|-                           
| Courses.SubjectCourse=||Will find all visits based on Subject Course||Courses.SubjectCourse=ENG110 (Full Subject/Course: ENG110-777 Creative Writing)
|-                           
| Courses.Subject=||Will find all visits based on Subject||Courses.Subject=ENG (Full Subject/Course: ENG110-777 Creative Writing)
|-                           
| Courses.Course=||Will find all visits based on Course||Courses.Course=110 (Full Subject/Course: ENG110-777 Creative Writing)
|-                           
| Courses.Title=||Will find all visits based on Title||Courses.Title= Creative Writing (Full Subject/Course: ENG110-777 Creative Writing)
|-                           
| Sections.Code=||Will find all visits based on the Section||Sections.Code=777 (Full Subject/Course: ENG110-777 Creative Writing)
|-                           
| Visits.SectionID=||Is the internal sequence number that has been assigned to a Section.||Visits.SectionID=30
|-                           
| Reasons.Reason=||Will find visits based on Reason.||Reasons.Reason=General% - Queries every reason that starts with the word “General”<br>Reasons.Reason=%General% - Queries every reason that contains “General”
|-                           
| Reasons.Category=||Will find all visits based on the category of the linked reason.||Reasons.Category=Accommodation
|-                           
| Centers.Name=||Will find all visit linked to a specific Center.||Centers.Name=Learning Center<br>Centers.Name=#Learning Center – “#” Queries all centers except the Learning Center
|-                           
| Visits.CenterID=||Will find all visits linked to a centers sequence number.||Visits.CenterID=2<br>Visits.CenterID=#2 – Queries all visit except visits linked to center Sequence number 2
|-                           
| Visits.Location=||Will find all visit linked to a specific Location.||Visits.Location=Room_101<br>Visits.Location=#Room_101 – Queries all visits except visits associated with Room_101
|-                           
| Staff.First_Name=||Will find all visits linked to a staff/consultant's first name.||Staff.First_Name=Dave<br>Staff.First_Name=#Dave – Queries all visits except visits associated with Staff named “Dave”
|-                           
| Staff.Last_Name=||Will Find all visits linked to a staff/consultant's last name.||Staff.Last_Name=Smtih<br>Staff.Last_Name=#Smith– Queries all visits except visits associated with Staff named “Dave”
|-                           
| VisitDay=||Will find all visits that happened on a specific day of week.||VisitDay=Monday<br>VisitDay=#Monday – Queries all visit except visits that happened on a Monday
|}
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The Search bar can also handle multiple queries at once using any of the search code combinations. For instance, perhaps you would like to search for all students who came in and selected the reason “General Tutoring” who had visits in the “Learning Center” and who Visited on a “Monday”– See the example below of how this query can be accomplished. You will need to place the “&” symbol between Search Codes here in the example: (Reasons.Reason=General Help&Centers.Name=Learning Center&VisitDay=Monday)
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[[File:8165619.png|800px]]
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Each column of information has a clickable header that will sort the data field.<br>
Numeric Headers will sort the information from Lowest number to the Highest number value. Doubling clicking a numeric header will sort the header from Highest number to Lowest number value.<br>
Columns consisting of words will be sorted alphabetically from A-Z, Double clicking this fields header will sort the data alphabetically from Z-A
<br>

Latest revision as of 11:56, 15 November 2023

Listings

• Students

• Attendance

• Appointments

• Availability Blocks

• Courses

• Course Lists

• Documents

• Faculty

• Outstanding Appt Requests

• Referrals (SAGE)

• Registrations

   • Activate Registrations

• Sections

• Staff

• Terms & Conditions

• Work Types

• Custom Views

• Selection Tool

• Saved Searches

• Search Symbols

Attendance Listing
A Visit represents the log that the student (or staff for work visits) was present at your center at X time, for Y subject, Z reason, etc. This is different from an appointment, which is represents the reservation. If a student doesn't follow through with an appointment, a visit is never created. Every visit in the Trac System can be viewed on this listing, found under the Attendance tab > Attendance Listing, where they can be viewed, created, or edited.

5380015.png

Using the Search Bar on this screen, we can easily perform quick searches to find specific visits. Right-clicking in the search bar (shown below) will provide a list of available visit fields to search by, click any of these to auto-fill the search bar.

6474022.png

Example Searches:

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

  • ...or by Center Name.
Learning Center

  • Search multiple fields at once, separate your searches by a space.
Students.ID=1931 Centers.Name=Writing

  • 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.
Courses.SubjectCourse=ENG110 Centers.Name="Learning Center"

  • 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:Student_Remarks#=Great

  • Date searches such as this are required to be formatted as YYYY-MM-DD
Visits.TimeIn=2022-03-15

  • Date ranges should be formatted like this, without a specified field.
2022-06-01...2022-07-01

  • For an exact time, you would format that search like this.
Visits.TimeIn="2022-03-15 15:30:00"

  • Fields that expect a True or False value can be search with 1 or 0. The search below would show you all work visits.
Visits.IsWork=1

  • Find visits that conflict with a student's section schedule. This will only function if section schedule data is being imported.
Visits.CustomData/isLoggedDuringClass=1

Clicking on an individual visit record opens the Visit Entry page, seen in the screenshot below. This allows you to review and manually update visits as needed.
9492324.png

Most fields visible here are self-explanatory, with the few that may require some additional clarification listed below.

  • Entered Center at vs Consultation Started at
If your campus tracks student wait time, these options display the different start times of this visit. For example, if a student logged in for their 9am appointment at 8:55, then met with their consultant at 8:59 onward, the visit record will reflect those times in Entered Center at and Consultation Started at respectively. If your campus does not track wait time, the Entered Center time can be ignored.

  • Linked Documents
Documents can be uploaded to visit records here, only staff members have the ability to view or upload these. Students can only view or upload documents to appointment records.

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.

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  • All Attendance, Today, Recent Attendance, etc
These options allow you to quickly search for a specific date range for your attendance records. Recent Attendance 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 ().
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  • Saved Searches
See Saved Searches for more information.


  • Show these <records>
This utility takes your selection of records, finds the related records, and takes you to that listing with the resulting records. For example, on the Registration listing, you can "Show these Students" to display the student records for the registrations that you were viewing.


  • Find/Merge Duplicates
These utilities can be used to cleanup duplicate records in your Trac System. We highly recommend reaching out to Redrock Support directly for assistance in cleaning up this data.


  • Change Field Values
This utility allows you to make modifications in to your records in bulk. Similar to the Merge Duplicates utility, we highly recommend coordinating with Redrock Support directly on this setting.


  • Selected...
The Selection Tool offers several options to filter and manage your records. More information on this feature can be found in its own dedicated article here.


  • Views
See Views for more information.


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


  • Print
Allows you to print the contents of the current listing, by extension this also allows you to export the current list as a PDF file.


  • New <Record>
Allows you to create a new record based on your selected listing.

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