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Revision as of 11:13, 15 November 2023 by Redrock (talk | contribs)

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.

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2023-10-31 | TracCloud features and changes from October 2023

Work plan tracking for staff, center-specific search availability widgets, new reporting options and more in TracCloud for the month of October 2023. Our full changelog can be found here.

Work Plans

Work Plans are a brand new feature that allow you to track progress in custom plans for consultants. If you're already familiar with the Success Plans module for students, you won't have any trouble creating Work Plans for consultants as they operate very similarly. Create steps for consultants to complete, send custom emails, and chain sub plans. More information on setting up Work Plans can be found in its own dedicated article here.



There are two brand new reports available. The first is Student Fields, which allows you to export a list of students with an arbitrary selection of fields to include. This offers a faster way to export students and fields compared to creating custom views and exporting the listing. More information on this report can be found in its own article here.


The second new report is Faculty Student Visits. This report is designed for (and only accessible to) faculty accounts, based on the existing Visits by Faculty and Subject report. This report will automatically filter the results to only visits for sections they're linked to.


A few other additions can be found in other reports as well.

  • Reason Category has been added to Additional Search in most visit/appointment reports.
  • Student Other ID has been added to Additional Search in most student reports.

Other Changes

  • Profile badges are now available to better identify centers in availability searches. This text can be added by going to Other > Other Options > Profiles > [Your Profile] > General > Profile Name / Badge on Scheduler. An example of this can be found in our Profiles article.

  • The Appointments Listing now shows an indicator displaying whether or not the registration that the appointment was booked for is active. This can be useful to catch potential issues in advance, as if a student attempts to login for their appointment but their registration is inactive, they won't have any available courses to choose.

  • The student timeline can be more specifically filtered beyond just "Extra Detail." You can now show or hide "Emails" and "Appointment Searches" independently.

  • Watch List indicators configured to "Display on Appointment" will now also appear on the search availability widget and availability results page as a staff member.

  • When modifying the modality of an existing appointment, a warning message will now appear to confirm the change. That warning message can also contain a custom message configured in Other Schedule Options.

  • You can now search for attendance records that conflict with the student's section schedule times (if section schedule is being imported). Go to Attendance > Attendance Listing > Search for "Visits.CustomData/isLoggedDuringClass=1". This functionality requires some additional configuration on Redrock's side. If you would like to utilize this, reach out to us at

  • The start/conclude visit buttons found in group rosters can now be disabled if this functionality isn't needed. Other > Other Options > Preferences > System Preferences > General Appointment Settings > Hide student login from class roster list.

2023-10-02 | TracCloud features and changes from September 2023

New features for Batch Visits, Success Plans, and more in TracCloud for the month of September 2023. Our full changelog can be found here.

Batch Visits

Custom fields have now been added to batch visits, along with an option to hide each custom field on batch visits if needed. Batch codes specifically have also gained a couple new options, there's now a notes field so you can automatically add notes to visits records via batch codes. Additionally, a new "Handle Overlap Visits" option has been added for the batch code. This allows TracCloud to modify existing visits if they conflict with visits recorded with the batch code. Details on that can be found in our batch visits article here.

A new profile preference has also been added to control how early batch visit and drop-in ad-hoc QR codes can be used. Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Time Restrictions > QR Codes active no sooner than. By default (blank), QR codes can be scanned to create visits at any point up to the expiration time.


Success Plans

Success plan visit steps can now be linked to multiple centers, allowing the student to visit any one of the listed centers to complete the step. Visit steps can now also be created to require a specific number of visits or hours, rather than one visit per step.



"Potential Actions" have been added to SAGE. These actions can be created in your referral type and added to student referrals as needed. This allows you to record when certain events occurred, along with notes. Each action can prompt additional emails, and can be added to SAGE referral reports as well.



Two new twig tags have also been added for SAGE. The first tag below will mark a referral as processed/completed, and the second will add processed notes.

{% if "No recommendations at this time" in Recommendations %}
{{ setResultActions('SetProcessed', '1') }}
{{ setResultActions('SetProcessedNotes', 'Automatically completed!') }}
{% endif %}

Other Changes

  • Support for multiple assigned advisors has been added, meaning a student can be assigned to both Dave Smith and Jane Doe and schedule appointments with them both, rather than being limited only a single assigned advisor. Utilizing this functionality may require changes to your import process, reach out to us using the "Support" options at the top of this page if this is something you want to setup.

  • Watch List indicator locations have slightly changed. Previously, "Display on Log In/Out" applied to both the kiosk and log listing views. These locations have now been separated. "Log In/Out" now only applies to the log listing, and a new "Display on KIOSK login/out" location has been added. Click the hyperlink above to learn more about this.

  • Students can now be given a utility to view their previously accepted terms and conditions. This can be enabled in Other > Other Options > Preferences > System Preferences > General Appointment Settings > Check 'Allow students to view accepted Terms and Conditions on dashboard' > Save.

  • A new special search has been added to the students listing to find students who have searched for availabilities and found no results. The counter resets each time the student books an appointment, similar to the existing "SearchAvailsCounter" search. Both of these options can be quickly accessed by right-clicking the search bar and selecting them towards the bottom of the field list.

  • It's possible to search by full name on more listings. You can now search for a student's full name as "Last, First" on the Attendance Listing, a student's full name as "First M. Last" on the Student Listing (or just 'First Last" if you aren't importing middle name), and a staff member's full name as "First Last" on the Staff Listing.

  • Max Appointment Rules can now be created to limit appointments of the same "Section" in addition to "Same Subject."

  • It's now possible to collapse the student list columns in Q2. This can be especially useful on phones to quickly access the list of students you're currently helping.
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2023-08-31 | TracCloud features and changes from August 2023

There are some big changes to asynchronous availabilities and plenty of other noteworthy additions in TracCloud for the month of August 2023. Our full changelog can be found here.

  • 2023-08-01: Subject/Course/Section search added to Appointments/Visits Utilization report
For more information on this report, click here.

  • 2023-08-02: It's now possible to apply center searches to appointments in the Students Visits Cleanup Data report
More information available here.

  • 2023-08-03: "Navigators" phrasing added to "Name for Consultants" preference
More information.

  • 2023-08-07: It's now possible to override the linked advisor filter when changing a student's wait status
This is only available to staff members on the log listing. Clicking "Show All" will display all advisors/consultants assigned to your center, instead of only the student's assigned advisor.

  • 2023-08-11: It's now possible to hide inactive students/registrations when creating SI Batch Visits
This checkbox will appear directly underneath the "Notes" field.

  • 2023-08-11: Set a default value for availability max students
Previously (and still if you haven't modified this preference), availabilities will default to 1-on-1 during creation. It's now possible to change this default by going to Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Other Schedule Options > Default value for availability max students. 0 = drop-in, 1 = one-on-one, 2+ = group, just like in the availabilities themselves.


  • 2023-08-15: Group rosters now have an "Add Multiple" utility to book appointments as a batch.
The new "Add Multiple" button is right next to the existing "Add Student" button in Group Rosters. More information on group availabilities and appointments in general can be found here.

  • 2023-08-16: The "Student Instructions Email" in Q2 Tables now supports twig tags
More information on Q2 can be found here, and Twig here.

  • 2023-08-17: Default profile emails
If you haven't yet setup your TracCloud profile emails, you can now quickly load a basic default template to use by clicking the clipboard icon next to the email body. You can then modify this template further to match your needs, rather than starting from scratch.

  • 2023-08-25: Manually choose example records in email previews in profiles
If you've modified your profile emails, you'll be familiar with the "Preview" button which retrieves the most recent record in the system and shows it as an example. It's now possible to choose a different appointment/visit record to use as an example by clicking the "Sequence #" button and entering the sequence number. More information on profile emails in general can be found here.

  • 2023-08-25: There's a new option in Q2 to add a "Confirm" step when beginning a table visit with a student
To enable this feature, go to Other > Q2 Tables: Configurations > [Your Q2 Config] > Check "Confirm Start Help on Initial Click" > Save.

  • 2023-08-28: Asynchronous availabilities can now be created as one-on-one time slots, and can be optional to give students the choice between In-Person/Online/Asynchronous.
To enable asynchronous functionality, go to Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Other Schedule Options > Check "Allow Availabilities to be Asynchronous" > Save. More information on asynchronous availabilities can be found here.

  • 2023-08-30: It's now possible to distinguish between all appointments or with same consultant in consecutive appointment rules
This option can be found in Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Time Restrictions > Consecutive also means with same consultant. If you used this feature previously, the default value for this field would be checked/enabled. Unchecking it means that students won't be able to book consecutive appointments at all, regardless of consultant.

  • 2023-08-30: Edit your visit auto termination emails
The default auto termination emails can now be customized by going to Other > Other Options > Profiles > [Your Profile] > Prefs > Log Listing Message[...] > Auto Terminate Visits Longer Than. You will find two emails, one for visits that are modified by the auto termination process (changing the duration) and another for deletions (if "Delete visits waiting" is checked).

  • 2023-08-31: Override individual availabilities directly
An appointment override is when there's a break in a repeating availability. For example, if you had an availability running from Monday to Friday, and you moved Wednesday forward an hour, that would make the Wednesday slot an overridden availability. It's now possible to immediately override an availability by hovering over it and clicking the icon. This will allow you to edit that availability without affecting the rest of the series. This cannot be undone.

  • 2023-08-31: Assigned Success Plans listing
Similar to the SAGE referrals listing, registrations listing, etc, it's now possible to view a listing of all assigned Success plans. This can be enabled by going to Other > Other Options > Groups > [The group you want to modify] > Admin / Modules > Add "Assigned Success Plans" to Table Access > Save.

2023-07-31 | TracCloud features and changes from July 2023

Here are some of the noteworthy additions and changes in TracCloud for the month of July 2023. Our full changelog can be found here.

  • 2023-07-28: Automatically timeout login sessions after X minutes
With new options available in Other > Other Options > Preferences > Login & Security Settings, you can now automatically log users out if they're inactive for too long. Different lengths of time can be specified for each user type, and a warning message can appear a few minutes before they're logged out giving them the chance to stay logged in.

  • 2023-07-27: New Twig tag to CC additional email addresses
More information on using Twig can be found here.

  • 2023-07-27: The Utilization widget now has an option to show visits from "Last Month."

  • 2023-07-22: In SurveyTrac, the reason/subject fields now have search boxes to make selecting options much easier

  • 2023-07-21: Batch send surveys to staff
Previously, surveys set to the Initiated Via type of "Do not auto send" with questions directed to Tutor/Advisor could be individually sent to staff members in the "Actions" tab of their profile. Now, it's also possible to batch send these surveys to multiple staff at once from the staff listing, similar to how this survey type works when directed to students. More information on SurveyTrac can be found here.

  • 2023-07-20: Custom text can now be entered above the notes field during work visit logout
This text can be modified by going to Other > Other Options > Preferences > System Preferences > Consultant CourseLists, TimeCheck, Aliases > Prompt for enter work visit notes on conclusion. Notes must be enabled for this text to appear.

  • 2023-07-11: New SurveyTrac question format, Range Slider

  • 2023-07-10: Start or stop one-on-one visits for appointments from the staff schedule
This can be enabled by adding the {{Appointment.SchedVisitStatusIcon|raw}} Twig tag in Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Appointment Display > Appointment Display to Staff on Schedule. This will appear as an icon on appointments that when clicked, will begin the visit, then conclude the visit when clicked again. Similar to the visit start/stop option found in group rosters, just for one-on-one appointments instead.

  • 2023-07-07: It's now possible to preview system colors before saving in System Preferences

Aside from the default pie chart format, you can now also display your data in a bar or line chart format.

2023-07-03 | TracCloud features and changes from June 2023

Here are some of the noteworthy additions and changes in TracCloud for the month of June 2023. Our full changelog can be found here.

  • 2023-06-30: "Time Out" has been added to the utilization widget

  • 2023-06-28: Students with a raised hand now display more prominently in Q2

These can be enabled when choosing your report settings.

The SurveyTrac tag list can be found in the top-right corner of the navigation bar when configuring your surveys.

  • 2023-06-22: Q2 now has an option to play a sound when a student raises their hand
This option can be found in Other > Q2 Tables > [Your Q2 Configuration].

  • 2023-06-20: New SurveyTrac initiated via option, Email after # of visits
Rather than sending a survey after the first visit or all visits, this option allows you to send the survey after an arbitrary number of visits.

  • 2023-06-14: New options to hide notes from faculty specifically in SAGE
These options can be enabled by going to Other > SAGE Referral Types > [Your Referral] > Check the applicable boxes from the screenshot below.

  • 2023-06-14: Static QR codes for custom kiosks
More information on this can be found in its own article here.

  • 2023-06-07: Use Course Lists for additional searches in reports
This option can be found in almost every report where you can perform a search based on registrations. Note that course lists only contain active sections, this should not be used when running reports on past semesters.

  • 2023-06-07: The Success Plans report can now include visit details
In the report settings, you'll find a new "Show Visit Details" checkbox to include this information in the report results.

  • 2023-06-02: New SurveyTrac initiated via option, Email after 1st visit per consultant
As discussed in its own article here.

2023-06-14 | Static QR codes with custom kiosks

It's now possible to create static QR codes for visit tracking based on your custom kiosks. Go to Other > Other Options > Profiles > [Your Profile] > Prefs > Log Listing Message,[...], and scroll to the bottom of this page to find your custom kiosk options.

In addition to standard custom kiosk functionality, custom kiosks also allow you to create static QR codes that your staff can reuse with a rotating confirmation code.

  • Static QR Codes expire
Choose how frequently the QR code expires, daily or weekly.

  • Previous Codes Overlap Time
Add a buffer allowing "expired" QR codes to be used after a new code is generated.

  • Round Signin to Nearest
Allows TracCloud to automatically round logins to the nearest 15, 30, or 60 minutes. The purpose of this is to emulate batch visits, where the time would be static.

Within each custom kiosk, you will then find a Static QR Code button. Clicking this opens the following form.


  • Activate Static QR Code
Enable or disable this QR code.

  • Confirmation Code
This is the current confirmation code for this QR code. Students will need to enter this value after scanning, and this value will expire based on your preference in Static QR Codes expire. If you're creating a QR code for the first time, this code (and expiration date) will need to be set manually. Going forward, it will be updated daily/weekly automatically. If a consultant is linked to the custom kiosk, they will automatically receive new confirmation codes in an email.

  • Expiration Date
The expiration date of the related code. This code will not be automatically updated until this date is reached (or if the code will expire within the next date period), a manual expiration date can be set further into the future than 1 day/week.

After a student scans the QR code, they will be prompted to enter the confirmation code followed by their ID. The login process is the same as a normal kiosk from this point onward.


2023-06-02 | New SurveyTrac 'Initiated Via' Option

A new 'Initiated Via' option has been added to SurveyTrac, Email after 1st visit per consultant during survey period. This operates similarly to the existing "1st visit per subject" option, just for consultants instead. Each time a student visits during the survey period, if it's their first visit with a particular consultant, a survey is sent. For the 2nd visits onward, no survey will be sent.


For more information on SurveyTrac, click here!

2023-05-04 | Asynchronous Availabilities and Appointments

It's now possible to create asynchronous availabilities for your students. These appointments offer a text chat for students and consultants to communicate with each other asynchronously, along with the existing document upload functionality to share files. After booking, these sessions appear in a new widget on the dashboard showing any in-progress asynchronous sessions. These sessions can be concluded and reopened at any time, as opposed to standard synchronous appointments which have a designated start and end time.

For more information on enabling this feature and how to create these availabilities, click here!

These appear as a purple availability block to differentiate them.

Both students and consultants will see in-progress asynchronous appointments on their dashboard.

The text chat appears as an additional tab in the appointment record.

2023-04-25 | Catching up on the past few weeks of updates

You may have noticed a delay since the last "What's New" article, but that's not because new features haven't been getting added, it's the exact opposite in fact! We're working on updating a large portion of the TracCloud wiki to reflect the new options and capabilities of the system, as well as to provide more in-depth guides where needed. That's still in progress, but this article is to catch up on some of the features that we haven't had the chance to highlight yet. (Asynchronous availabilities are coming soon as well!)

  • 2023-04-14: "Send Link via Email" on Student Confirm Bio settings now shows a QR code for the student to quickly scan on the kiosk

  • 2023-04-12: New report, Student Search Availabilities
View information about what subjects and reasons students are searching for, and whether or not they booked an appointment. More information.

  • 2023-04-07: An "Advanced Prefs" menu has been added in Profile Prefs to better separate some of the less used and not typically recommended options.

Use "Students.CustomData/BIOConfirmed=1" to find students who have confirmed their bio, and "Students.CustomData/BIOConfirmed=#1" to find students who haven't.

  • 2023-04-06: "Visit" steps in Success Plans can now be configured with a minimum duration.

  • 2023-04-02: New Referrals Listing menu.
A new listing menu has been added for SAGE referrals. This can be added to your permission group by going to Other > Other Options > Groups > [The group you want to modify] > Admin/Modules > Table Access, then add Referrals to that list and save.

  • 2023-03-24: Custom views have been added to the Appointments Listing

Review how many non-duplicated hours your consultants were booked for, along with their max hours (if applicable).

In the Number of Days to Export field, you can now enter a value such as "14...5" to export the last 14 days of data up to the last 5 days. Some campuses may require more time to clean up recent records before including them in the export, which was the purpose of this addition.

Depending on when you're reading this, the wiki link above might not have an updated screenshot, but you'll see the new "Remember Student" option right next to "Remember Notes" on the Batch Entry tab. This allows you to repeatedly create visits for the same student account. E.g., a generic student account for prospective students.

  • 2023-03-21: SAML Duel Tenant Support
If your campus requires this, reach out to our helpdesk using the support links at the top of your screen and we'd be happy to help you set it up.

View more...