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Feb
2

The 2018 Annual Redrock Software Conference will be held April 4th-7th 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.

Want a SNEAK PEEK of the next version?

The 2018 Redrock Conference will host the first, official look at the next version of the Trac System! Lead Developer and owner of Redrock Software, Kelly Corder; will give an exclusive first look of some of the new and exciting features of Trac Cloud including scheduling, logging visits and Reporting. Trac Cloud is the next revolutionary step in Center management and will give Users greater control over their Data and make Management simpler than ever.

Existing Customers will still find all the great Trac Version 4 features and customizability they are used to in Trac Cloud, as well as many new and exciting features, such as:

  • Cloud based
  • SQL backend
  • Improved performance and speed
  • Simplified interface
  • Mobile/tablet friendly interface
  • Introducing “Views” - Custom filter and Live fields –
  • Charts! Real-time charting in reports and forms!
  • CSV Export options from your Views

 

 Our conference will include a demo of Trac Cloud as well as information for existing customers on upgrading their existing systems to the next generation of Center Management software.

 

Annual Maintenance subscribers can register for $349 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 2018 Annual Redrock Conference!


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Jan
5
The Ins and Outs to Prepare For a New Semester
Posted by Jennifer Turley on 05 January 2018 04:42 PM

The Ins and Outs to Prepare For a New Semester 

We are excited for the new academic year and want to help you prepare your Trac application for the new semester, with this week's Newsletter.

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.

 

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

 

 

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 Helpdesk@go-redrock.com or submitting a ticket.  Enter any comments below.

Thank you for your continued support!


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Dec
7
5 Reasons to Attend the 2018 Redrock Conference!
Posted by Jennifer Turley on 07 December 2017 10:43 AM

Top 5 Reasons to Attend the 2018 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 2018 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 10+ 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) Introduction to 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 https://www.go-redrock.com/conference/ or let us know if you have any questions. We look forward to seeing you there!


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Nov
1
New Report Added to The Trac System!
Posted by Jennifer Turley on 01 November 2017 05:00 PM

New Report Added to The Trac System!

The Trac system is adding a new report called "Consultant Non-Duplicated Visit Time" This report will show unique, non-overlapping visit times by Consultant.

 For example if a Consultant has a 1 hour long 3 person Group in most reports total tutoring time would be reported as 3 Hours, one for each student. While this is important and accurate information some users need the ability to report on the unique time that the CONSULTANT is working. In our Example above the Tutor worked for 1 hour while providing 3 visit hours’ worth of time.

For certain Programs, like CRLA, knowing this non overlapping visit time can assist in determining accreditation requirements.

The Report is located under the Students By category and is called “Consultant Non-Duplicated Visit Time”

 

This report gives the end users some options including:

Pick a Center:  Users can choose one or more Centers to report on. If left blank it will default to all Centers the user has access to.

Consultant Search:  Filter your report by various Consultant based fields like Name, Location or Classification.

Visit Search: Filter your Report by various Visit Fields like Subject and Reason.

Show Visits: This lets you select a detailed version of the report with individual visits listed or an abbreviated version of the report with Totals only.

 

Detailed Report (Show Visits checked) Example

This Version of the report is sorted by Consultant with each line showing an individual Student visit.

The Totals line for each Consultant shows Consultant Name, Total number of unique Students, Total Visits, total overall Visit time and then the Non-duplicated Visit Time.


Example of No Detail (Show Visits not checked)

This version has two columns, Consultant name and Total non-duplicated hours.

 

*Also note that this report is formatted to allow users to easily copy and paste this report into Excel or other spreadsheets with Consultant/Student info duplicated on each line.*

 

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 Helpdesk@go-redrock.com or submitting a ticket. Enter any comments below.

 

Thank you for your continued support!

 

 

 


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Aug
31
SurveyTrac: Find Out What Your Students Are Saying About Your Center!
Posted by Jennifer Turley on 31 August 2017 09:37 AM

SurveyTrac: Find Out What Your Students Are Saying About Your Center!

Effective Tutoring/Advising centers make a huge difference in the lives of students; however it can be challenging to understand how students view their learning environments and their Consultants, and to provide actionable feedback to administrators. In this Newsletter we will look at why student survey can be a valuable source of feedback and how that feedback can be used to improve teaching effectiveness and student outcomes.

 

Why Use SurveyTrac?

The SurveyTrac module enables surveys to be created and delivered manually or automatically to the Users through the Trac System. These surveys can appear when a student logs in/out, books an appointment, on the student record, or emailed to students to be taken on their own time. Surveys are completely customizable, and Users can design the types of questions; for example, multiple choice, text fields, dropdown menus, essay, etc… SurveyTrac gives you an opportunity to gather additional feedback from your students, consultants or any type of user for your Trac System.

 

Installing SurveyTrac

Once SurveyTrac has been purchased, Redrock Software will need to be notified in order to activate the Module on your Trac System. Once the module has been activated, a new option will appear in the Trac Navigation called “SurveyTrac Management”. If you do not see this option or would like to allow other Users access to the surveys, simply check the box in their User account privileges.

 

 

After checking the box, ‘Allow Access to Surveys’, in the administrator user account, the user will have a link in the Trac Navigation, Tracman Icon to SurveyTrac Management.

 

Creating Surveys

Select ‘New’ from the top of the Survey Listing.  An empty Survey screen appears allowing the user to enter the survey information.

 

  

After the new survey has a title, date, you can choose how you want it to be initiated from the following options:

 

  • Display During Appointment Creation – Will display on the appointment screen as an appointment is being booked.
  • Display During Visit Entry – Will display when logging in for a visit.
  • Email after Visit – Will be emailed to the student or tutor/advisor after every visit.
  • Email after 1st Visit during this survey period – Will be emailed to the student after their first visit during a given date range.
  • Email after New student record – Will be emailed to the student after their record has just been created.
  • Show at Entry – Displays to the student as they sign in for a visit.
  • Show at Entry before 1st Visit during this survey period – Will be emailed to the student before their first visit during a given date range.
  • Show at Exit – Displays to the student or advisor as the student is signed out.
  • Show at Exit after 1st Visit during this survey period – Will be emailed to the student after their first visit during a given date range.
  • Display as link on Main Menu – Displays a link to open the survey on the student
  • Main Menu or the tutor/advisor Main Menu.
  • Do not Auto Send – No sending options selected.
  • Link on Edit Student – Displays as a link on the Student Listing and Student Entry screens. Click the link to email the survey to the selected students.
  • Link on Edit Visit – Displays as a link on the Student Listing screen. Click the link to email the surveys to the students matching the visits.
  • Display on Document Posting – Displays as a link on the Student document posting screen.

 

 

Once the survey has been saved, there will be six additional tabs to each Survey: General Info, Options, Advance Opt, Questions, Preview and Responses.

 

General Info tab:

The General Info tab of the Survey allows you to create Instructions and a confirmation message that will appear as the body of text in an email survey. The confirmation will not appear in the surveys displayed during the appointment creation, at entry, or at exit.

 

Options Tab:

 

  • Allow Modification - Check this box to allow the student to go back to a survey and change their responses. Uncheck the box to prevent students from changing their previous responses to the survey. 
  • Survey Period (Active Dates) - A survey may be activated during a specific date range entered here. These dates will automatically make the survey Active/Inactive as the dates arrive.
  • Display Format - Currently, format is to display all questions at once.
  • Questions directed to Client/Student - Check this box to send the email surveys to the student, or display the surveys on the student’s screens.
  • Questions directed to Tutor/Advisor/Counselor - Check this box to send the email surveys to the tutor/advisor, or display the surveys on their screens.
  • Questions directed to Faculty/Instructor (email only) - Email questions to Faculty / Instructor.
  • Questions directed to email - Check this box to email the survey directly to an individual email address.
  • Link Survey to Reasons - This will send a survey for specific reason that students/tutors selected when logging in.
  • Link Survey to Subjects - This will send a survey for specific subjects that students/tutors selected when logging in.
  • Notify Results to email - This email address receives the results of each survey response.
  • FitnessTrac, create assignment record named - For FitnessTrac customers only.

 

Advanced Options tab:

 

Additional Formatting - You can format your survey as a table with two columns, provide a default label for your answers, and provide a subject for the email surveys.

Additional Storage - Include information about the student/visit without asking questions in the survey.

 

Questions Tab:

 

The Question Entry page of the Survey sets up the questions for the survey by determining the question, type, choices, and format.  Enter the question information and click Save to create the question.

Type

  • Checkbox – Provides a checkbox for the question. Check for a positive answer.
  • Pulldown – Provides a list of answers available in a pulldown menu.
  • List – Provides a box of the possible answers to the question.
  • Radio Choices – Provides a list of choices with buttons to select an answer.
  • Fill in – Allows a single line for an 80 character typed response.
  • Essay – Allows a text box for a full text response.
  • Multi-check – Allows the user to select multiple answers to a question.
  • STATEMENT – Displays the question as instructions or a statement.
  • SCRIPT – Allows a customized script to be initiated on the survey.

Preview Tab:

 

The Preview tab is where you can view your entire survey and make any necessary changes.

Responses Tab:

 

The Survey Responses page allows you to access the responses from the surveyed population.  There are different options to gather the response data; view the text and import it to another application, displaying a chart or run a snapshot report of the Survey data.

 

 

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 know by emailing Helpdesk@go-redrock.com or submitting a ticket.  Enter any comments below.

Thank you for your continued support!

 

 


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