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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. Questions? 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 helpdesk@go-redrock.com Read more » Apr 21 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 Helpdesk@go-redrock.com or submitting a ticket. Enter any comments below. Thank you for your continued support! Read more » Apr 13 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 (Jdoe@Email.com), 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 impor...