TracCloudWhatsNew

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Revision as of 16:59, 29 June 2022 by Redrock (talk | contribs)
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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.


Latest posts


2022-06-16 | Search by Location on Schedule

A new System Preference is now available that allows you to search the staff schedule based on location. This is found in Other > Other Options > Preferences > System Preferences > Activate Location Filtering.

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Once enabled, you can easily search the schedule by a consultant's assigned location.

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Reasons
Reasons/Services allow your staff and students to provide additional information and reasons for booking an appointment. For example, reasons such as “Counseling,” “Study Plan Help,” or “Exam.” This would let the consultants know what the student needs help with, provide preparation details and information as needed, and gives your staff additional information for reports. Reasons can be managed by going to Other > Other Options > Profiles > [Your Profile] > Reasons.

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The hamburger icon contains several management options, detailed below.
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  • Show Activated
This will display globally activated reasons (left-side checkbox).

  • Activate/Deactivate Found Records
Activate/Deactivate reasons in bulk, based on your last search result.

  • New Reason
Create a new reason.

  • Add Multiple Reasons
Create multiple reasons at once, each on its own line.
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Creating Reasons

Click on the hamburger button, then select “New Reason” to be brought to the Reason creation menu.

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  • Profile
By default, the profile we started creating this reason in will be selected, however, we can change this value or even choose “Available for All Profiles.”

  • Reason
The name of the reason, this will be what’s selected by students or staff during appointment scheduling and kiosk logins.

  • Category
The category this reason is assigned to. More information on this can be found further into this article.

  • Sort Code
Manually specify how your reasons are sorted during login or appointment search. This can be numeric, or you can simply paste your reason name to sort alphabetically.

  • Log Out Method & Visit Time
There are three Methods available.
  • Auto Logout After Time, which will automatically log the student out of the center when the time specified in Visit Time is reached.
  • Auto Logout Immediately will log the student out immediately after they’re logged in and create a visit record of the length specified in Visit Time.
  • Notify Time Expired, which will send out an email based on the checkboxes used when the time limit is reached. The contents of this email will be determined by your 'Visit Duration Notification' email in your Profile Prefs.
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  • Inactive
We never recommend deleting records in TracCloud, as this removes them from reports and related records. In the event that you are no longer utilizing a reason, you’ll want to check the Inactive box instead of deleting it to keep the records available and accurate.

  • Work Reason
Work reasons allow consultants to login to TracCloud and track their work hours. This data will then be available to users with appropriate permissions via payroll reports. For more information on payroll tracking in general, click here.

  • Ignore Section Specialties when Searching Availabilities with this Reason
This functions similarly to the 'Ignore Specialties' options in Centers. If a student is searching for availabilities and selects a Reason with this checkbox enabled, they will see all consultants assigned to this Reason regardless of subject chosen. Typically used for Writing or Coaching-related Reasons.

  • Do NOT SHOW for Students (staff only)
If checked, this Reason will only appear for staff who are booking appointments on behalf of students. Students themselves will not see this Reason.

  • Do NOT SHOW for Appointments
  • Do NOT SHOW for KIOSKS
  • Do NOT SHOW for Batch Visits
Don’t show this reason under these specific circumstances.


Assigning Reasons to Centers

There are two ways to assign Reasons to your Centers, first is directly from this tab in your Profile. The checkbox button on the right-side allows you to activate/deactivate reasons for the center selected in the top-left corner, or display all activated reasons for the selected center. This can also be used with “All centers” selected, allowing you to quickly add or remove a reason from all of your centers. 785kj4hg3jk75.png

Reasons can also be assigned from your Center directly. From your Profile, click on the Centers tab followed by the Center you want to update. The very last option on this page is 'Active Reasons,' allowing you to add or Remove reasons for this specific Center.
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Reason Categories

Categories allow you to group different reasons together. If you have several reasons available, it can be beneficial to group them into categories that staff and students can select when booking appointments.

These Categories will appear followed by “…”, which when clicked will prompt you to choose a Reason within the category.

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As an example, a “Placement Assessment” category that contains different assessment reasons for each course. A “Note-Taker” category, “Make-Up,” etc. If you have multiple reasons that would be better grouped together, putting them in the same category allows for improved organization and an easier appointment booking process for staff and students.


System Preferences

This is the first menu in your "Global Preferences" containing options that affect all profiles. "System Preferences" contains various options like your system theme, withdraw codes, default statuses and schedule views, alias formats, and more. You can find these preferences in Other > Other Options > Preferences > System Preferences

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System Preferences


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  • Center Name
This is the campus name for your Trac System. Appears in the top-right corner of your dashboard and will be used as the contact name for emails sent from the Trac System.
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  • Center Email
Effectively a fallback email address. If an email needs to be sent, but the account/profile doesn’t have an email address configured, this will be used instead.

  • Name for your Client
Determines the phrasing of clients in TracCloud, “Student,” “Tutee,” “Client,” etc.

  • Colors
Determines the color of your navigation bar and accent colors, allowing you to match the color-scheme of your campus website. Clicking on these fields also brings up an interactive color picker if you don’t have the hex value available.
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  • Image
Upload your campus logo here. This will display faded into the background of TracCloud.

  • Main Login Instructions
This text appears on the local account login screen for your Trac System. This can be ignored if you don't use local accounts.


Withdraw Codes and Statuses


Screenshot: Withdraw Codes and Appointment Statuses.

  • Withdraw Codes
This is where you can specify the withdrawn/dropped statuses for student enrollments. During the import process, if a student’s registration contains one of these codes, the enrollment will be deactivated. Withdraw via Which Field determines where the drop code is stored/imported, grade or registration status.

  • Keep Enrolled Codes
This is the opposite of Withdraw Codes. Any values entered here will be set to active during the import process.

  • Deactivate when not imported
Deactivates registrations in the event that they’re not found in the most recent import file. This overrides "Keep Enrolled Code," a registration with an active code will still be deactivated if it's not being imported.

  • Deactivate after x Days not Imported
This is an optional buffer that can be used in combination with Deactivate when not imported. By default, registrations will be deactivated when they were not provided in the current day's files. This preference can be used to add a buffer for when the registration will be set to inactive, e.g., 5 days after it was last imported.

  • Appointment Statuses
These statuses are used when a profile doesn’t already have appointment statuses defined.

  • Cancellation reasons a student can choose from
This is a preset list of cancellation reasons a student can choose from, in addition to the standard text field offered when a student attempts to cancel their appointment.

  • Student cancellation reason required
If checked, a student will not be able to cancel without providing a reason (written or from the preset list above).

  • Calc Missed Appointments Since
Calculate total missed appointments since this date, used for blocking students from booking appointments if they’ve excessively missed past appointments. This preference is only used if the profile doesn’t already have a Calc Missed Appointments Since value defined. Automatically Use Term Start can be used if you'd like to use the start date of your semester instead.



General Appointment Settings


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  • Default Online Options
When an appointment/availability is designated as Online, you’re provided the option of choosing a URL for the appointment to take place in. This would typically be the consultant’s assigned static link (found in their profile), but you can also have a few preset options as defined in this field. This could be used for breakout rooms, or placeholder URLs with example session IDs. This is additionally used for the Whiteboard and Q2 modules, if applicable.
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  • Text to display when appointment is In Person / Online / Asynchronous
Text entered here is displayed within appointment records (to both students and staff) if an appointment matches the specified meeting type, allowing for further clarification on the type of appointment being booked.
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  • Keep physical Location for online visits (not recommended)
If checked, for online optional availabilities, when a student attends an online session, the in-person location will carry through to the visit record rather than the online location. This option is almost always disabled except for very specific use-cases.

  • Default start time on calendar and number of hours to show on calendar
This allows you to set default visible calendar hours for new staff accounts. This can be overridden by individual staff accounts setting their own schedule options (shown in screenshot below). For example, to set the default to 7am to 6pm, set Start Hour to 7 and Number of Hours to 11.
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  • Default start day to show on calendar
This determines what day of the week is shown first on the staff schedule view. This can be overridden by individual staff like the above calendar time option.

  • Default sticky drag minutes
When you click and drag an availability/appointment on the staff schedule, it will snap to 15-minute increments by default. This is so you don't end up with availabilities running from 9:01 to 9:56am, for example. This preference allows you to change those increments. Start time minutes affects your initial click (before you start dragging the time slot), while Duration minutes affects the length of the block that you create. This can always be overridden within the availability options.

  • Allow students to see cancelled appointments on dashboard
Cancelled appointments are not shown to students in their Upcoming Appointments menu by default. Enabling this option changes that, including cancelled appointments in the list. If enabled, you may need to make an adjustment to your Upcoming Appointment Preferences as described, otherwise there will be no visual difference between an upcoming and a cancelled appointment. This is included in the default appointment display out of the box.

  • Default view for students/consultants on dashboard
Both of these user types can view their upcoming and past appointments on the main menu. This option determines the default setting of this widget, showing the current day's appointments, the week, or list (which allows them to continuously load future appointments). Regardless of which option is chosen, users will still be able to manually choose any of these three options.

  • Allow students to view accepted Terms and Conditions on dashboard
If checked, students will be able to view any terms and conditions that they've previously accepted.

  • Hide student login from class roster list
If checked, the visit start/stop buttons in availability group rosters will be disabled.
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Consultant CourseLists, TimeCheck, Aliases


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  • Lock Course Lists to Consultants
This effectively puts all Course Lists in a "Lock to SysAdmin [or other staff admin]" state, preventing Consultant-type accounts from making further changes.

  • Allow Consultant Time Check on Dashboard
Allows staff members to view a Time Check-style menu on their dashboard, showing a quick summary of their recent work visits. If enabled, you can also choose the number of weeks shown in the Time Check window.

  • Activate Consultant Enter Notes on Work Visit Log Out
If checked, consultants will see a pop-up asking them to enter notes when they log out of their work visits.

  • Prompt for enter work visit notes on conclusion
If the above option is enabled, this allows you to add custom text above the notes field if additional instructions are needed.

  • Consultant Alias Format
If your Profile is set to use Consultant Alias rather than full name, this preference determines the format of that Alias. The default value of 'Use Consultant Alias Field' will use each consultant's personal 'Alias' value, or generic 'Consultant' phrasing if blank. You can also use other automatically generated options, such as First Name Only, First Initial Last Name, etc.
(First Name Last Initial pictured below)
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  • Activate Location Filtering
This will display each consultant's assigned location next to their name in parentheses on the staff schedule.


Availability Entry, Listing Custom Fields, Tip of the Week


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  • Activate Save And Split button for Availabilities
Adds a new option on Availability Entry allowing you to split your single block (e.g., 9 to 12, 60 minute times slots) into multiple blocks (9 to 10, 10 to 11, 11 to 12). This is typically left disabled unless you specifically need to manage individual time slots after creating your schedules. If this option is enabled, Show warning message regarding this feature not recommend will change the phrasing of the option in availability entry to show that it's not typically recommended.
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  • Registration Listing Custom Fields
If a Custom Field is selected here, it will be displayed as an additional column on the Registrations Listing and Student Registrations pages. This is typically used for custom fields like midterm grade.

  • Certification Listing Custom Fields
If a Custom Field is selected here, it will be displayed as an additional column on the consultant certifications page. This is typically used for custom fields like certification course.

  • Show Tip of the Week
If enabled, SysAdmins will receive occasional newsletters on the dashboard providing information about various TracCloud features.


Resource Management


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  • Choose to Block Students on List
This can be utilized to block resource access to certain students based on lists. When a staff member tries to log a resource out to a student on this list, a message will appear informing them that this student has been blocked from checking out resources.




2022-05-18 | Show Work Visits on Staff Schedule

Work visits can now be displayed on the staff schedule, allowing you to see at a glance when a staff member logged in for work compared to their availabilities and appointments. This will display as a vertical red line overlaying availabilities.

This option can be enabled on a per-Group basis by going to Other > Other Options > Groups > [The Group you want to edit] > Log In/Out > Allow staff to view work visits on schedule. This can be set to allow users in this group to view All work visits on the schedule, or only their own.

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Students Listing

Student data is one of the most important parts of your Trac System, on top of being the record that all their visits, appointments, documents, and more are assigned to, you also have the student's information directly. You can run reports on visits grouped by student majors, or send emails to students of a certain class, cohort, or any other field you have available. This article goes over some of the ways you can search for these records.

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The Students Listing itself (found by clicking 'Students' in the Navigation Bar) contains all student records uploaded to your Trac System. From this page, we're able to manage student data in bulk, creating lists, sending emails, or submitting SAGE referrals, or we can open a specific student record and manage just one student profile at a time.

Each column of information displayed has a clickable header that will sort the listing accordingly. Clicking once sorts ascending, a second click will sort descending.

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

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Example Searches:

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

  • ...or name. Names should be formatted as 'Last, First' or 'First M Last'. 'First Last' will also work if middle names are not being imported.
Day, Rob

  • Search multiple fields at once, separate your searches by a space.
Students.Major=Mathematics Students.Class=Sophomore

  • 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.
Students.Major="Chemical Engineering" Students.Status=Active

  • 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:InState#=Yes

  • Date searches such as this are required to be formatted as YYYY-MM-DD
Students.BirthDate=1993-07-16


Students Search

The Student Listing also has a unique Search utility found in the hamburger menu . This utility has the ability to search related tables to find relevant students. This includes the ability to run searches such as "students who have had appointments in the last 7 days" or "students who have ongoing referrals."

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  • Search Type
This can be set to New Search, Search Selection, Remove found from Selection, or Add found to Selection, depending on the desired effect of this search.
  • General Info tab
This tab is where you can search for basic information about the student. ID, Status, Name, etc.
  • Appointments
This tab allows you to search for students by appointment information. For example, "students who had an appointment from 02/10 to 02/20 with a status of Missed."
  • Visits
This tab allows you to search for students by visit info. For example, "students who visited more than 2 times from 02/10 to 02/20 where the subject was MAT100."
  • Registration
This tab allows you to search for students by registration info. For example, "students who are actively enrolled in more than one math course."
  • Documents
This allows you to search for students by documents. "Students who have a document of a certain filename uploaded in the last month."
  • Surveys
Students who have received or responded to a survey in a certain time period. Requires SurveyTrac.
  • SAGE Referrals
Students who have ongoing or completed referrals of a specific type in a specified date range. Requires SAGE.
  • Resources
This tab allows you to search for students by their resource usage, whether they have certain items checked out or overdue.

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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  • List All
This option will show all records on the current listing. Some listings have an additional toggle for only showing "Active" records, such as Students and Registrations, which will still override a "List All" search if checked.


  • 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. In the case of the Student Listing, you could use this to search related records, such as 'Students who have at least 2 Visits in the Learning Center' or 'Students with a recent Document upload in their timeline.'
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  • 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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  • Search by Term Enrollment
Allows you to search based on the students' enrollment in a specific term or multiple terms. The example search below would show students who are enrolled in a 2023SP registration AND are not enrolled in a 2023FA registration.
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  • Lists
See Student Lists and Watch Lists for more information.


  • Saved Searches
See Saved Searches for more information.


  • 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.


  • Find by Values
This utility can be used to search one field for multiple values. If you have a spreadsheet containing a list of student IDs, this is an easy way to pull up the same list of students in TracCloud by copying the ID column into this search field.
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  • 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.


  • Send Survey
Allows you to send a survey to the current user list. More information.


  • Register In
Allows you to quickly enroll a student in a new registration. Depending on your import configuration, manually recreated registrations may be deactivated during your auto-import.


  • Assign Success Plan
Allows you to assign a new Success Plan to the current student list. More information.


  • Create Referral
Allows you to create a batch referral through SAGE. More information.


  • Create Task
Allows you to send a task to the current student list. More information.


  • Toggle Photos
Enable or disable student photos on the Student Listing.


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


  • Export CSV
Export current listing contents to a CSV file.


  • Send Email
Allows you to send an email directly to a list of users.


  • Send Email to Faculty
This email utility allows you to email faculty linked to student registrations. The faculty recipients can be determined by subject, status, and grade. One email will be sent per linked registration, so if there are 3 students listed enrolled in MAT100 with Dave Smith, Dave Smith will receive 3 emails. Faculty recipients can also be filtered by scheduled day/time if section schedule is being imported.
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  • 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.


  • 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.


Search Availability badges can be used to add information and indicators to availability slots. Each badge can appear for certain conditions, based on center, availability section/reason, location, skills/accommodations, etc.

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Click "New Availability Badge" to begin. This will open a form where you can enter the details for your badge.

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Manually Linked

Rather than the badge automatically appearing based on certain conditions, these badges appear in a menu to be manually selected on the availability itself.
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Name

Name of the Badge. This will not be displayed for students

Availability Type

Drop In, 1-on-1, or Group availability

Consultant

Assign a specific Staff

Reason

Assign a specific Reason

Center

Assign a specific Center

Section

Assign a specific Subject

Special Needs

Select if applicable (more information)

Online

Availability Type; Online, In Person, or Optional

Location

Location of the availability

Once you've decided where the badge is needed and have made your selections from the options above, you can now determine which icon, colors, and info work best for the badge created.
Color: Color of Icon
Icon: Choose from the list or use a custom icon
Info Text: Enter text that will display when users hover over the icon

In the example screenshot above, this badge will only appear on availabilities of staff who have been assigned the “ASL” accommodation and are available in the Learning Center. Once saved, your badge will appear in the profile preferences if you need to edit/delete it later.

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Any fields left blank will not be considered for where this badge appears, you can be as specific or non-specific as needed. You can also create as many badges as you'd like, more than 1 tag can appear for the same availability. When students search for an availability, the badges will display to the right of the screen as shown below.

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2022-04-28 | Resend Student Emails

You can now resend student emails. From the student timeline, click on the email you want to resend, then click "Resend this Email."

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