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Jan
3
The Ins and Outs to Prepare For a New Semester
Posted by Iliana Visser on 03 January 2017 04:34 PM

Hello Trac Users!

We are excited for the new year and wanted to provide you some assistance to help you prepare your Trac application for the new semester.

You’ll find that it is filled with new information, helpful hints and tips, and even some new feature that you can explore.  We want this newsletter to be valuable for you so please, share your feedback and as always please let us know if you have any questions.

 

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An important note: Your imports contain student registrations specific to a term, the timing between changing your Term Code and importing your registrations is important.

 

 The First step is to have your IT updated the Student and Course Files to your server or the SFTP site

  • If it is for the first time or have made any changes to the files then IT will need to send Redrock a sample file to create or update your import script.

 

The Second step, Change the Term Number

  • As a SysAdmin- Go to the Trac Navigation -> Tracman Icon -> Utilities and Prefs -> System Prefs Tab -> CurrentTerm -> Change to the new term number -> Save.

 Current Term Preference

 

The Third step, Change Semester Dates

  • As a SysAdmin- Go to the Trac Navigation -> Tracman Icon -> Utilities and Prefs -> System Prefs Tab -> SemesterStart/ SemesterEnd -> Change to the new semester start and end date -> Save.

 SemesterStart/SemesterEnd Preference

 

The Fourth step, Run the import

  • As a SysAdmin- Go to the Trac Navigation -> Tracman Icon -> Utilities and Prefs -> Custom Utility -> Standard -> Import Student Data -> Execute.
  • To view the status of you import, click on View Import Status -> click on Execute -> this will display if it has completed.

 Import Student Data Preference

 

The Fifth step is to Activate Sections

  • As a Center Profile Admin- Go to the Trac Navigation -> Search Glass -> Center Profile  -> click on you Profile -> Sections -> Subcenter Options -> Click on the subcenter name -> Check box in the middle to activate the sections OR to add all the sections to the center  Click on Subcenter Options -> Click on “Add These to (Center Name)”.

 Activate Sections

 

The next steps are optional since your center may or may not utilize these preferences

  • Consultant Specialties
    • As a Center Profile Admin to add new sections or manually- Go to the Trac Navigation -> Search Glass -> Center Profile  -> Click on your Profile -> Consultants Tab -> Section Specialties  -> Check box to activate the sections -> Save.

Consultant Specialties 

 

  • As a SysAdmin to copy the consultant specialties from previous term to the new term- Go to the Trac Navigation -> Tracman Icon -> Utilities and Prefs -> Custom Utility -> Standard -> Copy Specialties -> Add the previous Term and the current term -> Execute.

 Copy Specialties

 

  • Reset Center Status
    • First Step as a SysAdmin - Go to the Trac Navigation -> Tracman Icon -> Utilities and Prefs -> Custom Utility -> Standard -> Reset Center Status/Missed -> Check the boxes “Reset Total Missed Count” and “Set Center Status to (leave blank)”-> Execute.

 Reset Center Status/Missed Advance Preference

 

  • Second Step as a Center Profile Admin - Go to the Trac Navigation -> Search Glass -> Center Profile  -> Click on you Profile -> Prefs Tab -> Scheduling Tab -> change the date in “Student max missed:” -> Save.

 Appointment Max Missed Preference

 

  • Third Step as a SysAdmin - Go to the Trac Navigation -> Search Glass -> Students  -> Search for “Inactive” Students -> Trac Navigation -> Tracman Icon -> Utilities and Prefs ->  Change Value -> Field: “Special Status”-> Value: (Blank) or Active -> Execute.

Special Status Preference

 

  • Other Settings  - Max Appointment Rule
    • As a Center Profile Admin - Go to the Trac Navigation -> Search Glass -> Center Profile  -> Click on your Profile -> Prefs Tab -> Scheduling Tab -> Max Appointment Rules -> Update any date that is using the preference -> Save.

 Max Apppointment Rules

 

  • Other Settings  - Other Scheduling Block
    • As a Center Profile Admin - Go to the Trac Navigation -> Search Glass -> Center Profile  -> Click on your Profile -> Prefs Tab -> Scheduling Tab -> Other Scheduling Block -> Update any date that is using the preference -> Save.

 Other Scheduling Block Preference


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Dec
8
2017 Annual Redrock Conference
Posted by Jennifer Turley on 08 December 2016 04:51 PM

It's the best time of the year… Time to Register for the Redrock Conference!

The 2017 Annual Redrock Software Conference will be held April 5th-8th at the Hilton Phoenix/Chandler located in Chandler, Arizona. The conference will offer many sessions covering a variety of topics about the Trac Systems.

Are you a new customer looking to become more familiar with your Trac System but don’t know where to start? We have many beginner sessions that will cover all the basic features and by the end of the conference you will become a skilled Trac user! In addition to sessions for the beginner, numerous sessions will cover more advanced topics to engage the most experienced Trac user and increase your current knowledge of the Trac System. Knowledge is power and with a better understanding of the Trac System and its countless configurations, it can be a powerful tool to enhance your services.

Annual Maintenance subscribers can register for $329 per person with discounts available for multiple attendees. We are also offering a 50% discount for all attendees that would like to present a session at our conference. We encourage customers to showcase how they utilize the Trac System to help other customers see the various ways the Trac System can be applied and customized.

Register now by visiting our website, https://www.go-redrock.com/conference/ and click “Register Now!”  The conference is an amazing learning opportunity and a chance to meet with fellow Trac users and build a network of relationships and resources that lasts long after the conference is over. We look forward to seeing you at the 2017 Annual Redrock Conference!

 


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Jun
17
Center Scheduling: Combining Max Appointment Rules
Posted by Jennifer Turley on 17 June 2016 10:22 AM

This is the third in a series of newsletters that will take a closer look at Center Profile appointment rules.  In the previous newsletters, we have introduced the basic settings for Max Appointment Rules specifically related to the number of days to enforce the rule.  We will build off of that information and feature some more capability with your appointment rules.

In this newsletter, we will look into how we can restrict students scheduling appointments based on Subject, Reason, Consultant, Subcenter, Location, Time, and even Group appointments.  Additionally, we will demonstrate how to combine multiple Max Appointment Rules to establish your custom scheduling restrictions.

With the Max Appointment Rules, you may set restrictions based on multiple categories within a specific number of days or a specific date range. The rules also allows you to create multiple sets of restrictions that all have to be followed in order for a student to make an appointment. There are three entries for Max Appointment Rules that may be combined to create more custom and specific restrictions. All restrictions will be enforced in order to schedule an appointment for a student.

 

Max Appointment Rule 1:

For the first example, let's prevent students from scheduling more than two appointments with the same subject and the same consultant in the same day.  This is a simple restriction, set up easily by entering the maximum allowed number of appointments, checking the consultant and subject boxes, and entering 1 for the number of days.  The first Max Appointment Rule would be set up as below.

 Combining Max Appointment Rules

A student will then be blocked ONLY if they meet all of the requirements that you have set. Meaning if the appointment rules are set as above, a student would still be able to schedule more than two appointments with the same consultant as long as each appointment is scheduled for a different subject.


Max Appointment Rule 2:

In the second example, the previous restriction that a student cannot schedule more than two appointments with the same consultant and the same subject in one day remains in force. Now, let's additionally restrict the max number of appointments for a student within a specified number of days. Add a second Max Appointment Rule to restrict students to scheduling only 5 appointments in any 5 day period. Now the student can only schedule those two appointments a day, but they cannot schedule more than 5 appointments in 5 days, regardless of the subject or consultant.

Max Appointment Rule 2

 

Max Appointment Rule #3:

A third Max Appointment Rule can also be added to the settings.  In this example, let's restrict the maximum number of appointments based on a specific date.  By entering a maximum of 15 appointments since 01/01/2016, the number of appointments a student can schedule has been restricted to a total number since a given date.  The previous restrictions by consultant/subject/1 day and within any 5 day window are still in force, but using the third Max Appointment Rule could also add a restriction on the total number of appointments for the semester.

Max Appointment Rule 3

 

The Max Appointment Rules are a powerful tool to enforce rules and restrictions upon students scheduling appointments.  The students may still be given the ability to schedule an appointments but may not overbook or monopolize the consultant schedules.

 

We hope that you find this newsletter helpful and as always if you have any questions on this or any other features please feel free to let us by emailing Helpdesk@go-redrock.com or submitting a ticket.  Enter any comments below.

 

We have completed our look at the Max Appointment Rules but the series continues next week as we dive into Other Scheduling Blocks.

 



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Jun
3

This is the second in a series of Newsletters that will take a closer look at Center Profile appointment rules.

In this article we are using “This Week” and “That Week” with the Max Appointment Rules.

By entering “This Week” and “That Week” with the Max Appointment Rules you are limiting your students to booking a set number of appointments that cannot be exceeded within a Sunday to Saturday for the current week  or upcoming weeks.


Booking Example 1

In the example below we are setting our rule as; Maximum of 2 Appointments since “This Week”

This allows the student to book no more than 2 appointments from Sunday to Saturday in the current week.

The Student has appointments on Monday and Tuesday. The Student would like to book an appointment on Friday but will not be able to since they have already booked two appointments with in the Sunday to Saturday window.

Using "This Week" in the appointment rules.

 

A quick chart to view the rule using "This Week."

 

 

Booking Example 2

In the example below we are setting our rule as; Maximum of 2 Appointments since “This Week” AND Maximum of 2 Appointments since “That Week”

Using "That Week" in the appointment rules

 

The Student has appointments on Monday and Tuesday during the current week and for next week they have booked Wednesday and Saturday.

The Student would like to book an appointment This Friday or the next coming Friday but will not be able to do so since they have already booked two appointments with in the Sunday to Saturday window for either week.

A quick chart to view the rule using "That Week."

 

We hope that you find this newsletter helpful. As always if you have any questions on this or any other feature please let us know at by going to Helpdesk.go-redrock.com and submitting a ticket.

The series continues next week as we take a look at Combining Appointment Rules in your Maximum appointment rules.


Read more »



May
12
Center Scheduling: Making the most of Maximum Appointment Rules
Posted by Jon Halter on 12 May 2016 01:56 PM

This is the first in a series of Newsletters that will take a closer look at Center Profile appointment rules.

The intent of the series is to help you become more familiar with the options you have available in the system.

Over the next few weeks we will be looking at the various setting and options you have in the Trac system and sharing tips and tricks for maximizing your user experience.

Please feel free to submit your comments or suggestions below.


Max Appointment Rules allow you to set flexible rules for student booking while preventing abuse of your scheduling system.

 

In this article we are looking at the Days setting in Max Appointment Rules

Center Profile Prefs

 

By entering in a number of Days you are limiting your students to booking a set number of appointments that can not be exceeded.
The system will prevent booking if any consecutive 5 day period that includes the day booked exceeds the Maximum number of Appointments previously set.

In the example below we are setting our rule as;  Maximum of 2 Appointments in 5 Days

Center Profile Prefs - Max appt Rules

 

This allows the student to book no more than 2 appointments within any 5 day window that includes the date booked. When an appointment is booked your Trac system looks at each 5 day window that includes the day being booked and if the number of appointments found exceeds your rule then no appointment will be allowed to be booked.

 

 

Booking Example 1


The Student has appointments on May 1st and May 7th . The Student would like to book on May 5th.
The Student would be able to book as there are only 2 appointments total in any single 5 day period that includes May 5th.

 Booking Example 1

Booking Example 2

 

The Student has appointments on May 1st, May 7th  and May 9th  and would like to book an additional appointment on May 5th.
The Student would not be able to book the May 5th appointment as there are two appointment booked within a 5 Day window that includes May 5th.

Booking Example 2

 

We hope that you find this newsletter helpful. As always if you have any questions on this or any other feature please let us know at support@go-redrock.com
The series continues next week as we take a look at using phrases (this Week, That Week)  in your Maximum appointment rules.

Read more »