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Activating and Deactivating Consultants
Posted by Sasha Contreras on 23 April 2020 10:53 AM

Activating and Deactivating Consultants

Now that we went over how to create our consultant, we are going to look at managing a few other things.

Go to Search Glass Icon > Center Profile > Consultants.

First you will see the Consultants full name. To the right of that you will see a check box.

By un-checking that box, we will be deactivating that record/account. Now they are inactive. If you look again to the right there is a red icon – this will allow you to delete a consultant record.




We strongly recommend that you NEVER delete a record. Doing so will result in deleting ALL data associated with the consultant – it would mess up reports. This means the visits records; appointment records and report will no longer have a consultant link to them. What we strongly suggest is that you always make an account that is no longer being used as inactive.

Marking them as inactive will allow all the remaining visit information tied to that visit to stay in the system.


How to run reports on inactive consultants?


I had a few tutors work in the summer program that no longer work for us during our fall program. Is there a way for me to go back and run reports that include the inactive consultants so we can get the most accurate reporting?

The answer is yes!

In order to do this, you will go to the Trac Navigation> Reports

When the report chooser opens up you will click on the drop-down arrow and choose “Students By”



You will see there is a blue hyperlink that reads “Consultant Search”

When that is clicked you will see this:



There will be a drop down that reads “Active” – letting you know that the report that is run is only showing active consultants.

If you change the drop down to “Inactive” it will only run the report on inactive consultants for that chosen date range.

If you choose “blank” then you will be running the report for both the active and inactive consultants for that date range.




If there are any questions about this please give us a call at 877-303-7575 option 1.

You can also send a ticket to


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Navigate Your Trac System Like a Pro!
Posted by Sasha Contreras on 21 April 2020 10:15 AM

Navigate Your Trac System Like a Pro!

The Trac Navigation is a powerful tool to navigate through your Trac System. We have many different search options that are available to you, to help easily Navigate and search the student, visits, registrations and even Faculty listings. This will be the first of a series of four Newsletters where we will talk about the different search options. In this week’s Newsletter we will start with the Trac Navigation and the different quick search options that are available to you.


Trac Navigation

The Trac Navigation is found in the top left-hand corner of every page.


Within the Trac Navigation there are two icons:

1) TracMan Icon: This is where you have access to the main features of the application such as the Log Listing, Schedule, Reports, as well as access to the different management functions within your Trac System. This is also where you can access and setup any additional modules that have been purchased such as SAGE, SurveyTrac, Whiteboard, etc…



2) The Search Glass Icon: When you hover over this Icon on the right side of the Trac Navigation it will pull up the different listings that are available in your Trac System. These are the different listings that we will be looking at today and how we can quickly search through the Student Listing, Visit Listing, Registrations and Faculty, using the Trac Navigation.




Trac Navigation Quick Search Options

@                     - is the wildcard

=                      - is equal to

#                      - is not equal to

>                      - is greater than

>=                    - is greater than or equal to

<                      - is less than

<=                    - is less than or equal to

…                     - is a range of values

;                       - is used between multiple REQUIRED phrases


All of these quick search options can be used to search for different records. Let’s start by first searching the student listing for all the students with the last name “smith”. To search for this list we will need to go to the Trac Navigation> Search Glass> Students, then in the Trac Navigation type in “Smith@” and press the enter key. Since the “@” symbol acts as a wildcard it will then pull all of the students with the last name that starts with “Smith”



Special Dates & Other Visit Field Search Options

Some other key words that can be used to search in the Trac Navigation are:

  • Today
  • This Week
  • This Month
  • This Semester
  • Yesterday
  • Last Week
  • Last Month
  • Tomorrow
  • Next Week
  • Next Month
  • Rsn= -For a Specific Reason
  • Cons= -For a Specific Consultant
  • Sect= -For a Specific Section
  • Ctr= -For a Specific Center

Now using some of these key words combined with the quick search options above, we can run some custom searches. For example let’s find everyone named Sandra who visited the Demo Learning Center for this month. Since we are searching for visits we will need to pull up the “Visits” listing under the Search Glass icon.

In the Trac Navigation we would type “Sandra;This Month;ctr=Demo Learning@” and press the enter key. This will now pull up in the Visit Listing all of the Student(s) name Sandra who came in for a visit this month to the Demo Learning Center.


We can also search the Visit Listing for any students that have come in during a specific date range.

In the Trac Navigation, type your date range separated by the “…” characters and this will find all of the visits for all students within this specific date range (see below).


The Trac Navigation search option is a great way to easily search through any listing in the system whether it be the Student, Visit, Registration or Faculty listing. In addition to the Trac Navigation search tool we also have more advanced search options such as the Power Search and Utility Search. Be on the lookout for future Newsletters where we further look into the advanced search options.


More Questions?

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 or submitting a ticket. Enter any comments below.

Thank you for your continued support!

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Creating a New Student Profile
Posted by Sasha Contreras on 13 April 2020 03:56 PM

Creating a New Student Profile


As your university continues to grow it is exciting to have new students enrolling into your programs. However, when first learning to navigate the tutortrac system, creating new student profiles manually can seem challenging.

Tutortrac is user friendly and with this guide you will soon be an expert in no time!

In this tutorial I will be walking you through the steps of how to navigate tutortrac and utilizing screenshots as reference.


Step 1.

 Hover your cursor of the magnifying glass.



After the list of options appears select “Students”.



Step 2.

Click on the “List options” tab toward the top right corner of the new window, and select “New Student”.




Step 3.

Now you fill in the necessary information for you student including: Last name (Doe), First name (John), Email Address (, and Handle (Jdoe).

Once these fields have been filled out, don’t forget to hit SAVE!



Step 4.

Once all the information is filled in you can save the student profile you will be able to find the student by searching for their name or ID number. You can then go back at any time and fill out the remaining fields in the lower tabs of the window.

Note: If IT is importing students, you will need to make sure your manually created student has the same ID number as the profile that was imported from the student file. The student file can then auto populate with the information from the imported file versus creating a new file and entering the information manually.



Student ID feature

In order to assign a student the next available ID number, a global preference can be put in place.


To adjust this preference, go to the Trackman Icon and select “utilities and prefs”


Note: Only Administrators with this privilege can make the adjustment.






Next click on the “advance prefs” tab followed by entering “@next” in the search bar. Click the link and enter an ID number your campus is familiar with and can easily find then hit the “Save” button.






Now that the setting is in place Simply type in “NEW” into the student ID field for the new student entry and upon saving they will receive the next available student ID number.




More Questions?

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 or submitting a ticket.  Enter any comments below.

Thank you for your continued support!

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What is a “Consultant”?
Posted by Iliana Visser on 13 April 2020 03:03 PM

What is a “Consultant”?


A Consultant for us goes by different names such as advisor, tutor, instructor, assistance or councilor. In short, a consultant is anyone who meets or consultants with a student.

How do I create a consultant in my system if we got a new hire? Once you log into the system you will go to the Magnify Glass > Center Profile Tab > and click on the fourth tab “consultants/faculty/advisers etc”. This will list all your consultants that have already been created in the system. In order to make a new one you will click on the drop-down tab that reads “List options”, towards the bottom is “create new”. Once that is chosen it will re direct you to another screen – this is how we will create our consultant and control what group permission they will be a part of.


General Info: First you will need to enter a first and last name for that induvial.

Classification: Here you can classy your consultants in order to keep track of a group and run reports on them (Peer Tutors, Student Tutors, etc)

Location: If you have multiple locations inside of one Center that a consultant can meet a student at, you may enter the primary location of that consultant here,

Fund: If you have multiple funding options for Consultant payrolls, you may enter the Fund that this Consultant is paid through here.

Alias: This is used as an alternative name for the Consultants. This is helpful if you allow students to book appointments.

Login/Password: The login ID Is required for all Consultants, even if you are using LDAP authentication – the password is optional for local authentication.

Payroll: Here you can enter an optional mailbox number; pay rate and any hiring information you would like to record.

Schedule Tab: The Consultants have optional schedule tab that will appear if the schedule tab checkbox is marked on their profile.

Notes: You can keep any Notes about a Consultant on the Consultant’s Profile.

Online Link: If settings have been added to your system, there is now an area that will hold an online link to a tutor’s virtual classroom.



Contact Info: The next tab is contact info. This will allow you to hold the basic information for your employee on file.

Email: The Consultant email address if a very important if you would like to send emails to the consultant regarding appointments. These would be confirmation, cancelation and missed appointments.

Student ID: If you are planning to use the system to aid in tracking work hours you will need to make sure that there is a student account linked to their consultant account. If they were a previous student all you need to do is search by their student ID number, or even name. Then “Save consultant”. IF there is no account founded you can create a student account based off the information that was already imputed in. There will be a light blue tab that reads “create new student based on this tutor’s info”.

Available for all Specialties on Visit Entry – If the Box is checked it will have “Quick Visits” display courses they have for section specialties.


Subcenters: Subcenters is what you will need to add in order for the person to have access to a schedule and appear on the calendar.


Certifications: Here you can keep track of important certification information directly on the consultant’s profile. This can be anywhere from CRLA to fingerprint clearance card, CRP/First Aid etc.


Section Specialty: Adding section specialties to your consultant is what will allow students or staff members filter out the appointment searching. An example would be a student is coming in for help with their BIO class, however they don’t know who is able to aid in that area. When the search is made under the BIO class, the results will filter and only the consultants that are able to tutor in BIO will show up.


Reason Specialty: Reason Specialty will aid in the same way but with reasons. One example would be the reason “Other”; you would need the consultants to have that reason specialty selected or they will not show on the schedule results when “Other: is chosen. Reasons specialties will also be utilized more for an advising center.


Message: Message tab will hold the automated confirmation and cancellation emails from booking or canceling an appointment.

Docs: The doc tab will allow you to electronically hold any information directly onto the consultant’s profile.




If there are any questions about this please give us a call at 877-303-7575 option 1.

You can also send a ticket to


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Meeting With Students Remotely
Posted by Iliana Visser on 17 March 2020 11:47 AM

Why would I use online if we already offer in person tutoring?

We live in a technology driven world where almost anyone has access to a computer or smart device with access to the internet. Allowing tutors to have access to their own online tutoring room will not only aid the tutor but also be more convenient for students who live further from campus or are working while going to school. Online sessions would motivate students to sign up for tutoring or advising appointments and provide them with flexibility and convenience.


What do we need to make this happen?

In this newsletter I will be using ZOOM as the example. Please note that we are not affiliated with ZOOM or any of the other screenshare systems.  ZOOM is an online audio and visual platform used to communicate much like Skype, WebEX, and many others. This customization adds the online link for the consultant and give the student the ability to click the link from the student view.


Here are the Requirements:

  1. Students must be able to log into the system with their campus credentials via Authentication.
  1. Your Trac Systems URL will need to be available and accessible outside your campus network.
  1. Your Trac system will need the latest updates - last 6 months.

To get the latest updates done we will need to schedule about two hours of down time within our office hours. Our hours of operation are Monday-Friday from 10am-7pmEST (daylight savings is Monday-Friday from 11am-8pmEST).

If you are HOSTED by Redrock the updates are super easy to take care of – all we need is to decide on a time.

If your schools is not hosted by Redrock then we will need to schedule a time that works for your users, IT and Redrock Tech. Next, we will need to work with your IT department who has admin access to the server the Trac Application is on. From there we will need to work via screenshare application that allows mouse and keyboard control. Once we are connected the Redrock Tech will apply the latest the updates and once completed, we will bring the system back online.

  1. You will need a platform for audio and video conferencing such as Zoom, WebEx, Skype etc...
  1. Consultants will need a designated static link assigned to their consultant profile in order for students to join the consultant’s online room.
  1. Schedule a Training session to work with Redrock in order to implement the online feature at .


How does this work?

When a Student books an appointment in one of the dedicated online centers, the Tutor's link will appear on the Student's main menu 15 minutes before the session starts.


 Online ZOOM Link on Student Main Menu


The tutor will not get a link/button to join the session on their side or in email. The consultants/tutors/advisors will sign into their ZOOM account to join/start the session. From here the student can click the link to join the online session. When the Link is clicked, a Visit record is recorded for that student for the duration of the scheduled appointment. (ex. a half hour appointment time will result in a half hour Visit Record regardless of how long the Student and Tutor really meet.) Once in ZOOM, both tutors and students have various capabilities that enhance the quality of the tutoring session. Both parties can share their screen to view a worksheet posted online by the professor or a link from a search engine. They can even have a virtual discussion -not only by message but you are able to call into the ZOOM session and talk with the tutor.


More Questions?

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 or submitting a ticket.  Enter any comments below.

Thank you for your continued support!

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5 Reasons to Attend the 2020 Redrock Conference!
Posted by Iliana Visser on 20 February 2020 10:17 AM

Top 5 Reasons to Attend the 2020 Redrock Conference!

It’s that time of the year to get ready for the Annual Redrock Conference. If you are thinking about attending, here are 5 reasons why you should grace us with your presence at the 2020 Annual Redrock Conference.

1) Ability to Network with other Users: The Redrock Conference provides the perfect environment to meet other Trac Users and share information about different ways the Trac System can be used. In addition to meeting other Users, we have Customers who will also be presenting on how the Trac System is used at their campus. Build a network of relationships that lasts well after the conference is over!

2) Meet the Redrock Team: Another benefit to the Redrock Conference is getting to meet the Redrock Staff. We are here to support you and want to make sure that you walk away with all of the knowledge that you need to better utilize your Trac System. At the end of the conference you will also have the ability to schedule 1-on-1 time with a Redrock Employee, to sit down and answer any and all questions that you have.

3) Taking a look at TracCloud: The next version of the Trac System is here and we are very excited to give a full demo of TracCloud. With more features than ever, this is definitely a reason to NOT miss this conference!

4) Enjoy the Weather: With beautiful sunny skies and temperatures in the high 80’s this is definitely an advantage to coming to the conference. Come enjoy the perfect weather and stunning Arizona sunsets!

5) Build your Knowledge: Finally, the last reason to come to the conference is to build your own knowledge of the Trac System. We know the importance of tracking, reporting and analyzing student data and the Trac System is the perfect tool for this. However, with any tool it is only beneficial if you are trained on how to use it. Our main goal is to make sure that you leave with all your questions answered and a game plan for success (and maybe a little bit more tan!)

For more information on costs, hotels and registration, check out our website at or let us know if you have any questions. We look forward to seeing you there!

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