TracCloudWhatsNew
From Redrock Wiki
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.
2025-05-30 | TracCloud features and changes from May 2025
A new Peer Mentoring module, a utility to link advisors to students, new ways to quickly create staff accounts for faculty, and more in TracCloud for the month of May 2025. Our full changelog can be found here.
Peer Mentoring Module
TracCloud's new Peer Mentoring module allows you to create mentor accounts and link them to student accounts (mentees). This provides a communication window to both parties (pictured below), including additional tabs for the mentor (or the mentor's supervisor) to view the mentee's appointment and visit history. If you're interested in learning more about this module, click here to schedule a demo or reach out to Laura Reed at sales@redrock.com for pricing.
Consultant Linker
The new Consultant Linker utility can be used to quickly link students to advisors. You can either manually pair them, or perform a random assignment for a selected list of advisors and a filtered list of students. Click here to learn more about this feature.
Creating Staff accounts for Faculty
There's a new utility found in faculty records which allows you to instantly create a staff account for the selected faculty, or to batch create staff accounts for multiple faculty at once. This utility can be found in Other > Listings > Faculty > [Any faculty record] > Create Linked Staff Record.
Report Changes
- "Additional fields to show" option added to the Payroll report.
- Reason Category, Workshop Name, Student First Name, and Student Last Name added to additional fields list in Visits by ??
- You can now add a referral sequence column or search by referral sequence in Referrals by ??.
- The Resources: Past Due report will now show all student phone numbers in the "Phone" column.
Workshop Changes
- An attendance scanner can now be opened from the workshop roster tab. This allows a staff member to quickly type in IDs or scan barcodes to mark students as attended. If a student who isn't enrolled is scanned in, the staff member will be able to instantly enroll them and mark attendance at the same time.
- The workshop will now track if any students attempted to enroll or attend but were denied. For example, if the workshop was locked or maximum enrollment was reached. You can then view these students on the student listing or export a list of students with the failure reason.
- Workshop reminder emails can now be configured in the "Options" tab of individual workshops, utilizing Email Templates. Reminder or follow-up emails can be sent to enrolled students, attended students, and missed students at a date and time of your choice.
- You can now control whether or not student are allowed to cancel their enrollment, including how late they're allowed to cancel.
- Terms and conditions can now be configured to appear during workshop enrollment.
Other Changes
- There's a new "Historical" tab in student accounts which will show what the student's major, GPA, etc was during previous semesters. This historic data recording applies going forward, and doesn't retroactively apply to past terms.
- SAGE referrals can now be configured to ask staff or faculty to select skills/accommodations for the student. Your Search availability widget(s) can then be configured to automatically filter availabilities based on the skill/accommodation from the student's most recent referral.
- The binary "Online" checkbox in visits has been replaced with a "Modality" field, allowing visits to be recorded as In-Person, Online, Asynchronous, or Phone.
- There's a new "Archive" option in student Custom Fields which will cause that field's contents to be included in historical data for students, in addition to default fields like major, GPA, etc.
- You can now manually create outstanding appointment requests on the appointment requests listing.
- You can now create recurring reserve blocks, with an interface similar to recurring appointments. This allows for manually selecting specific days/weeks from the recurring series to apply blocks on.
- If a staff member is linked to a student account, their class schedule data (if available) will now appear on their staff schedule as reserve blocks.
- You can now create QR codes for Custom Forms, allowing students to scan and submit responses.
- Custom forms can now be configured to be initiated by other people. E.g., a faculty submitting a custom form about a student, or a staff submitting a custom form about a faculty member.
- Custom form responses can be assigned to a staff/faculty member automatically upon submission, including an option for an email notification.
- A "Completed by" field has been added to completed actions in SAGE referrals.
- The student Time Check will now show the student's total number of visits next to their total hours.
- You can now allow students to book recurring appointments on a per-availability basis, overriding the profile preference to prevent this.
- New "On Campus" work visit login restriction added to Permission Groups to allow staff to login for work if they have an appointment or an availability.
- Terms and conditions configured to be valid for the term will now use the student's registration dates instead of the term dates if the registration dates have been overridden.
2025-04-30 | TracCloud features and changes from April 2025
Ad-hoc filtering in the Usage Snapshot report, custom fields in appointment requests, new resource options, and more in TracCloud for the month of April 2025. Our full changelog can be found here.
Ad-hoc Filtering in Usage Snapshot Report
The Usage Snapshot report now allows you to filter the data straight from the results screen. By hovering over one of your fields, you can choose to exclude those records or only show those records. For example, if you had a Usage Snapshot report with the columns Major and Reason, you could instantly filter to only the "Chemistry" major and see what Reasons that group of students chose for their visits. You can then instantly reset your search and select a different major, or combination of majors, or any other field available within the report.
From the filtered results, you can even instantly open the student listing showing you the students related to your current report settings.
Other Report Changes
- The Visits/Appointments by ?? and Referrals by ?? reports can now be delivered to the SFTP server (same location as your import files).
- "Weekday" field added to Visits/Appointments by ?? additional fields.
- "Last Date In" field added to Students Visits Summary additional fields.
Custom Fields in Outstanding Appointment Requests
You can now add Custom Fields to Outstanding Appointment Requests. This gives you the ability to collect more information from students about what kind of appointment they're looking for in addition to the standard text fields.
Other Appointment Requests Changes
- Saved searches, selection options, and 'show these students' utilities have been added to Outstanding Appointment Requests listing.
- "Resolved by" field added to the staff view of appointment requests.
Other Changes
- Emailed resource terms and conditions can now include an attachment, based on the resource type settings.
- You can now limit how many students can be logged into a center at any given time.
- New option in Resource Types to reassign a reservation during checkout.
- Faculty can now submit a "Nothing to Report" referral from the roster referral page.
- Checked out resources will now be shown during logout.
- Terms and conditions can now be created for workshop enrollment.
- Faculty name added to subject field in SAGE Referrals.
- Cancel, Edit, and Enter Session buttons can now be overridden in Appointment Display settings.
- Day of week added next to date on student timeline.
- Custom charts on various listings can now be generated for numeric fields.
- A warning will now be shown to faculty when selecting "Affect All Selected and Shown" for batch referral entry, to prevent accidental batch referral creations.
- New advanced preference to split an existing visit when an appointment is marked as attended.
- You can now add titles to menu fields such as Default Online Options.
- Registration fields can now be added to the log listing via a Twig field.
- Email records in student timelines will now show a if the email failed to send.
2025-03-31 | TracCloud features and changes from March 2025
Phone appointments, custom forms, new custom field types, custom widgets and more in TracCloud for the month of March 2025. Our full changelog can be found here.
Phone Modality
In addition to in-person, online, and asynchronous, a "Phone" modality is now available. Once enabled, you will see it as an option in your availabilities alongside your existing modalities.
Wellness Check-ins, Reflective Prompts, & Custom Forms
Campuses now have the ability to periodically poll students on their overall mental health, educational progress toward career goals, social health, and home life. A TracCloud system administrator can set up custom questions to be performed during the wellness checks, the frequency of the check-ins, and whether or not to activate a check-in. If a student reports struggling with study habits, an alert can automatically notify the learning center to provide targeted support via TracFlows. Similarly, career counselors can be engaged when a student expresses uncertainty about their career path, ensuring they receive timely advice.
For pricing information, reach out to Laura Reed at sales@go-redrock.com. More documentation will be available on this feature in the near future.
New Custom Field Types
There are 3 new custom field types available to create.
Push Button Radio provides a set of buttons, where only one answer can be chosen.
Multi Push Button Radio provides a set of buttons, where multiple answers can be chosen.
Image Pop Field provides a horizontally formatted list of icons to choose from. If many options are available, icons will wrap to the next line automatically.
Custom Widgets
You can now create custom dashboard widgets. Each of three widgets can contain a customizable message and be displayed to users depending on user type and user level. For pricing information, reach out to Laura Reed at sales@go-redrock.com. More documentation will be available on this feature in the near future.
Reporting
A new report is now available in TracCloud, Appointments by Hour by Day of Week. This report will show you when appointments are scheduled broken down by time of day and day of week, including the ability to highlight busier than usual times.
Other Report Updates
- Two new reports have been created for Attendance Tracking data: Class Attendance and Class Attendance Summary.
- The Visits by ?? report can now be delivered to your SFTP directory.
- TracFlow can now initiate favorite reports as actions.
- An option to highlight busier times has been added to the Logins by Hour by Day of Week and Attendance by Hour reports.
- Average logins per day added to Logins by Hour by Day of Week report.
- Term code added to additional fields in Students Visits/Appointments by ?? report.
Other Changes
- Individual availabilities can now be restricted to/from specific student lists.
- "Location" and "Modality" (In-person, Online, etc) can now be added as searchable fields on Search Availability Widgets.
- You can now group reasons by category on kiosk and log listing login. This can be enabled in General Kiosk Login Options.
- New date/time formats and custom formats added to Custom View field options.
- You can now search for students who have received an email on the student listing, by date and subject contents.
- Welcome messages can now be made full width on the dashboard.
- The visits/appointments SFTP export now supports date ranges rather a number of days relative to the current date.
- The visits/appointments SFTP export has new additional fields available, Appointment and Visit Meeting Type. These will show if the record was in-person, online, phone, or asynchronous.
- The "Registrations" tab within student accounts now has a "Show Active Only" checkbox to hide inactive registrations.
- Availabilities can now be configured with a "Missed" status override, to set missed appointments to a different status instead.
- You can now use the Twig tag {{Survey.URL}} in SurveyTrac emails to provide a link to the survey, intended for use in custom hyperlinks.
- Max appointment rules can now be configured to apply specifically to phone and/or asynchronous appointments, in addition to in-person/online.
- Next to the "Permission Group" field in staff records, there is now an edit button to quickly view/edit their linked group.
- There are new permission group restrictions to block access to search availability widgets and the attendance menu regardless of other permissions.
- A "Change Field Values" utility has been added to the Groups listing, along with the ability to select groups (i.e., to filter by selected groups).
- Student ID/Staff Other ID is now displayed in the history tab of resources and within checkout records.
- "Reason" column added to "Previous Visits" tab of visit records.
- You can now copy/paste "Change Field Values" fields and values.
2025-02-28 | TracCloud features and changes from February 2025
Section class attendance, more workshop improvements, staff dashboard document uploads, and more in TracCloud for the month of February 2025. Our full changelog can be found here.
Section Class Attendance
This new feature allows you to track class attendance for particular sections. Attendance and absences can be recorded by either a staff member with access to section data or by the faculty/instructor assigned to that section from their dashboard. More information about this feature can be found in its own article here.
Even More Workshop Improvements
On top of all the new workshop features added in previous months, there were a few more additions in February.
- You can now batch enroll students in the roster by providing a list of IDs/emails/etc.
- There's a new "Notification to Student at Self-Enrollment" field to provide custom messages to students on the self-enrollment page. This field also supports Twig and allows you to change the message if the student isn't allowed to enroll, along with the reason why.
- If a non-enrolled course is selected, any student can be added to the roster.
- There's a new 'filter' search bar on the roster to find enrolled students.
- You can now search by student email address to enroll students in the roster.
Other Changes
- Staff can now be given the ability to upload documents to their own account via a dashboard widget. This option can be enabled in the 'Center Access' tab of their permission group.
- Page Break option added to the Payroll report, which becomes available if "Show Daily Payroll Hours" is checked.
- There's a new option in Search Availability Widgets that allows you to randomize the sorting of availabilities that take place at the same time, rather than sorting alphabetically.
2025-02-03 | TracCloud features and changes from January 2025
New ways to control appointment visit login timing, a new date range comparison option, resolution info in outstanding appointment requests, and more in TracCloud for the month of January 2025. Our full changelog can be found here.
Restrict Early/Late Appointment Visit Logins
This pair of preferences now also applies to kiosk and log listing logins, allowing to you to control how early or late a student can login for their appointment. If a student tries to login outside of the allowed window here, the visit will be treated like a drop-in and will not be associated with the appointment. Previously, these preferences were only used when TracCloud updated appointments without statuses at your chosen email time (e.g., to find related quick/batch visits).
If you haven't configured these options already, you'll find them in Other > Other Options > Profiles > [Your Profile] > Prefs > Emails > Missed Appointment Emails.
Comparison to Previous Year in Date Comparison reports
In Date Comparison reports (Usage Snapshot, Survey Response Rate Comparison), you can now set the secondary time frame to "Comparison to Previous Year." By selecting this option, it will automatically match the above date range from the prior year. For example, if you set your primary time frame to 2025-01-01 to 2025-03-01, then the secondary date range will automatically be set to 2024-01-01 to 2024-03-01.
Other Changes
- Resolved date & time added to outstanding appointment requests and its report.
- There is a new option in Success Plans to continuously resend step reminders every x days until the step is completed.
- The Student Search Availabilities report will now display the number of availabilities the student found in their search results.
- "Receive SMS Alerts" field added to Student Fields report.
- Student ID column added to the appointments listing.
- The resource photo is now shown when a student is reserving a resource.
- You can now search by recurring type (e.g., "Daily", "Optional Daily", "Optional Weekly Chosen", etc) on the availability blocks listing.
- You can now rename the close button in Student Confirm Bio settings, which is an 'x' button by default.
- You can now search by student flag text in most student reports, as well as add it as an additional field to display.
- HH:MM time format added to total visit time in registration records.
2025-01-08 | TracCloud features and changes from December 2024
More workshop improvements, course families, new group permissions, and more in TracCloud for the month of December 2024. Our full changelog can be found here.
More Workshop Improvements
In addition to the improvements made last month, you'll find even more new features and functionality added this month.
- Generate QR codes / links for workshops to allow students to sign up or cancel their enrollment.
- Workshop enrollments now have a status field. Enrollments can be marked as attended, missed, canceled, or blank/enrolled.
- Workshops can now be assigned a maximum enrollment count to prevent too many students from signing up for the same workshop.
- You can now send batch emails to the workshop's student roster. Emails can be sent to all students, students by status, or only selected students.
- SurveyTrac surveys can now be sent to student rosters.
- Workshops can now be manually locked or scheduled to lock on a specific date to prevent further enrollments.
More information on this feature can be found in its dedicated wiki article here.
Course Families / Related Courses
Courses can now be assigned a Related Courses ID. Courses that are part of the same family are linked together, so that when one course is added to a course list, TracCloud can automatically add the rest. More information on this can be found in our Courses article.
Other Changes
- Permission groups can now be configured so that consultants can only edit their own availabilities and/or their own appointments under the "Scheduling" tab, even if they have editing access to the center. This allows for more fine-tuned schedule permissions compared to the existing "Only access own schedule" option which hides other consultants' schedules entirely.
- "Report Unable to Find Appointment" requests can now show additional details about the student, such as contact information, by using Twig tags in the "Student Info Tags" field.
- The dashboard widget for asynchronous appointments can now be renamed in [[TracCloud:_System_Preferences|system preferences under "General Appointment Settings."
- New group permission to allow non-admin staff to create student records, under the "Student / Visit" tab.
- "Appointment Type" (1 on 1, group, drop-in) field added to additional fields in the SFTP Visits/Appointments export.
- Student timeline item for completed SAGE actions reworded to follow format of other SAGE-related timeline items.
- Change Field Values option added to Course Lists listing (for linked profile and active/inactive only).
2024-12-02 | TracCloud features and changes from November 2024
Workshops, new permission group restrictions, new ways to search for students and staff, and more in TracCloud for the month of November 2024. Our full changelog can be found here.
Workshops
The Workshops feature has been greatly improved in recent updates, adding automated emails, new reports, and a linked consultant/faculty field.
Workshops offers an easy way to track workshop enrollment and attendance. When a student attends a workshop, that action can additionally create a visit record automatically if configured in your workshop settings.
More information on this feature can be found in its dedicated wiki article here.
New Permission Group Restrictions
Within the "Restrictions" tab of your permission groups, you can now disable the student timeline checkboxes that display records such as emails received from TracCloud, appointment search history, and extra details including missed/canceled appointments and exact log in/out times.
Other Changes
- Multiple reasons can now be chosen with the "|" character in Search Appointment Links.
- Wildcard-supported fields in the students listing "Search" menu now additionally support the "|" character for "or" searches. E.g., visits in "Learning Center|Writing Center" rather than requiring two separate searches.
- The Center Visits widget on the student dashboard now shows the total number of visits based on the date range and center/subject filters chosen.
- Resource collateral can now be added as an additional field in the Resources Listing report.
- You can now search the staff listing for "is BIO Confirmed" and "Do Not Show On Schedule."
- The format of student names on the batch visit batch code screen (SI Log List) can now be changed in System Preferences > Consultant CourseLists, TimeCheck, Aliases.
- The favorite reports list will now indicate if the owner of a group favorite report is assigned to a different group than the report itself (i.e., if the user's group was changed after they created the report).
- Asynchronous appointments on the dashboard are now sorted newest to oldest instead of oldest to newest.
- Kiosk QR codes can now be made clickable with an option in Log In/Out preferences.