Knowledgebase: Log In / Out
Center Profile Prefs - Log In/Out
Posted by Sean Lee on 23 April 2013 12:25 PM

Center Profile Prefs

The second area of settings is found in the Center Profile. The Center Profile(s) are only accessible to users in groups with Center Admin level privileges. The Center Profile contains preferences specific to the Center Profile and its related Groups, Users, and Consultants. Because these settings have Profile-wide implications, the Center Profile Entry is only accessible to Center Admin and Sys Admin Groups. Move your cursor to the Trac Navigation Menu and mouse over the search glass in the search bar. Select Centers to access a listing of all Center Profiles. Click on a Center Profile to access the Center Profile Entry screens.

To get to your Center Profile Prefs, roll your mouse over the search glass on the Trac Navigation search window and click Center Profiles. Click on your Center Profile. Select the “Prefs” Tab.

Log In/Out 

Use a Waiting Room

Activating this preference allows you to collect Wait Time data. This applies in the situation where a student comes in to your center, logs in, and then waits to be assigned a Consultant. After the student logs in, the system places this student in a “Waiting Room” until either a Front Desk worker or Consultant takes the next step and assigns the student a Consultant for the session.   

The Waiting Room preference is typically used by Advising Centers. If a student Logs in and is waiting for the “First Available” Advisor, your Log Listing will indicate this student’s status.

At this point, our student is still waiting to be assigned a Consultant. Clicking on the icon of a person sitting looking at the clock will then initiate the beginning of the session, at which point, the “waiting to see” message will change to “being seen by”.

Choose Consultant on Login 

Activating this preference allows the user who is signing in to select a Consultant during the Login process. The “# Choices” field just to the right determines the maximum number of Consultants displayed during Login. Consultants displayed in the drop down box during Login will be organized alphabetically, so if 30 consultants are linked to your Writing Center and you set the max to 10, the first 10 Consultants in alphabetical order will be displayed, if the Writing Center is selected.

Set initial status to ‘waiting’ on log in

This preference, if activated, will set the Student’s initial status to ‘Waiting’ upon log in. This preference is designed based on the assumption that Wait Time is a data field that is being collected. 

And include wait time in total time for visit

Activating this preference will include wait time with Total Visit Time. If Wait Time and Visit Time need to be separated, do not activate this preference. 

Allow “First Available” as a choice

This preference, if activated, allows “First Available” as a choice for students when selecting a Consultant. The “First Available” choice allows Consultants to then claim a student for a session, or Front desk workers to then assign a student to a Consultant.

 

Only ‘First Available’ for these subcenters (blank for all):

Activating this preference will only allow the “First Available” choice when users are asked to “Choose a Consultant”. 

Choose Consultant on Logout 

Activating this preference allows the user who is signing in to select a Consultant during the Logout process. The “# Choices” field in the “Choose Consultant on Login” determines the maximum number of Consultants displayed in this preference as well. The checkbox next to “Required”, if activated, will force students to select a Consultant.   

Ask for Subject

Activating this preference asks the user who is signing in to select a Subject for the session. The “Display # Choices” field just to the right determines the maximum number of Subjects displayed during Login.   

Use section schedule on Logging Visits in 

Activating this preference will prompt the system to check a Student’s Class Schedule when the selected Student is logging in. Activating this preference will only ALLOW students to login during class times. Typically this preference is used for Attendance purposes. Keep in mind that in order for this preference to function properly, student Class Schedule information must be imported or added to your Trac system database (Class start time, end time, Course ID, student name/ID, etc…)

Yes, use time window (___) min before, and (___) min after 

The settings entered in this preference determine the tolerance level for both the “Use section Schedule on Logging Visits In” preference above, and the “student may not log in during class time” preference below. For example, let’s say we enter 10 minutes into the “before” field and 10 minutes into “after” field for this preference. If the “Use section Schedule on Logging Visits In” preference above is activated, students will be able to log in up to 10 minutes before class and 10 minutes after class. If the “student may not log in during class time” preference below is activated, students will NOT be able to log in up to 10 minutes before class and past 10 minutes after class ends.  If both preferences are checked, the system will disregard the first preference (“Use section Schedule on Logging Visits In”), while still using the time/tolerance parameters defined in this setting. 

Display section even if no schedule data exists (otherwise exclude) 

This preference, if activated, will display a Section even if said section does not have the corresponding schedule data for a student(s). So if not all courses have associated schedule data, they may still be displayed so students may log in.

Ask for Reason

Activating this preference asks the user who is signing in to select a Reason for the visit. The “# Choices” field just to the right determines the number of Reasons displayed, and consequently, the size of the field that Reasons are listed in. Enter “1” in the “# choices” field to create a Pull Down menu for Reasons.

Conclude related visits when a Consultant concludes a work visit.

A related visit occurs when a Consultant signs in for a Work visit (clocks in), and a student then signs in for a session with said Consultant. This student visit is then defined as a “related visit” for the Consultant. The activation of this preference determines whether these “related visits” will also be concluded when a Consultant signs out of their work visit, or logs off using the “work” reason.  Activating this preference will proceed to conclude all related visits (to a Consultant), when said Consultant clocks out. 

Student may not login during the student’s class time

Activating this preference will prompt the system to check a Student’s Class Schedule when the selected Student is logging in. If said Student is supposed to be attending a scheduled class at the time of login, the system will deny Access (for the reason of having to attend class).  The Time window/tolerance that the system will allow can be set through the preference above “Use Time Window (___) min before, and (___) min after” (for the “use Section schedule on logging visits in” preference). Keep in mind that in order for this preference to function properly, student Class Schedule information must be imported or added to your Trac system database (Class start time, end time, Course ID, student name/ID, etc…)

 

Delay for welcome / goodbye messages: (__) / (__) seconds

During the login/logout process, 2 brief messages are displayed: a welcome message and goodbye message. This preference determines the length of time which these two messages are displayed. When set to zero or left blank, the welcome and goodbye message will remain on a user’s screen until they click “Continue”. Any value entered greater than 0 will prompt the system to automatically close these messages, after the number of seconds that you specify here. 

Delay for log listing refresh: (___) seconds (minimum 60 seconds)

This preference determines the rate at which the Log Listing page automatically refreshes. In the situation, let’s say, where a computer at the Front Desk constantly displays the Log Listing, this preference is designed to keep the list of students currently logged in to your Subcenters as accurate and updated as possible by reloading itself every (____) seconds. 

Auto Terminate Visits Longer Than:

The Auto Terminate Preference is designed to handle a few issues regarding the recording of Visit data. First, what happens if a student logs in at 8am to your Subcenter, leaves for class, comes back and logs out at 5pm. Second, what happens if a student forgets to log out after a session? You as an Administrator sign in to the Trac system one day, view the Log Listing, and see a student who has made an 18 hour visit. When looking at the Visit Summary for the previous day, you notice that another student also made a 9 hour Visit (from 8 am to 5 pm). Considering the validity of the Reports you need to run at the end of the month, you turn to the Auto Terminate Preference for redemption.

The Auto Terminate Preference works hand in hand with the Auto Termination Automated Event. The Automated Event runs off of the settings that you define in these Auto Terminate Preferences.

The Auto Termination Automated Event takes every Visit that is Longer than (___) minutes, and changes the Visit time to (___) minutes.  The first preference determines which Visit records will be modified based on the Time settings that are put into place.

To activate this preference, enter a number of minutes in the first field. This number will set the Maximum Time for a Visit Duration. Enter a number of minutes in the second field to assign a default Time value to all of the visits that have a duration greater than the Maximum Time for Visit Duration that was set in the first field.

Auto Terminate Visits Longer than (____) minutes, and change visit to (___) minutes.

Let’s say we set the first field to 180 minutes, and the second field to 60 minutes. This signifies that ANY visit longer than 3 hours will be automatically changed to a duration of 1 hour. This change will take place whenever the Automated Event (Auto Termination) takes place (typically nightly).  If the second field is blank or set to zero, Visit Records that exceed 180 minutes will be deleted. 

Auto Terminate on Log List: and set the visit time to (___) minutes

The Auto Terminate on Log List preference handles the situation in which students forget to log out of your center(s).  While the Auto Terminate preference above modifies visit time based on length of visits, the second Auto Terminate preference will remove any students who remain on your Log Listing, and then change their visit time to a value that you determine. These two preferences deal with two different types of Visits. The first preference handles Visits that have been completed, as illustrated in the first example above (student visits from 8am to 5 pm). But in the situation where a student forgets to log out, the Visit has not yet been concluded. The difference between the two students lies in the fact that the second student did NOT sign out. This preference will modify Visits that have not yet been concluded (Student is still on the Log Listing). Basically, when the Automated Event runs, any student who is currently still on your Log Listing will be removed from the Log Listing, and the respective visit duration will be changed to the time you set in the second setting (set the visit time to).

  • Log out of this center when student logs in to another center

This preference, if activated, will limit a student to only be able to be logged in to one center at a time.

Warn user if visit time less than (____) minutes

This preference, if activated, will display a warning message to Students who log off after a certain length of time (brief). The default value is set to 15 minutes, and so if this preference is activated, students who are attempting to log off before the 15 minute mark, will receive a warning, which you may customize through the next preference.

Warning message to display (…)

The (…) icon, when clicked, will expand to a larger text field, where users can enter the custom Visit Warning message to send to users who may be logging out too early. The message could be something along the lines of, “You haven’t completed a 15 minute visit yet. Are you sure you want to log off?”

Display subject in Log List

Activating this preference will display Subjects for visits shown in the Log Listing. This privilege can be further restricted in the Group Access preferences.

Display reason in Log List

Activating this preference will display Reasons for visits shown in the Log Listing. This privilege can be further restricted in the Group Access preferences.

Display Student ID in Log List

Activating this preference will display Student IDs for visits shown in the Log Listing. This privilege can be further restricted in the Group Access preferences.

Obscure Student ID (****) on Log In

Activating this preference will obscure Student IDs entered in the Log Student Window. This privilege can be further restricted in the Group Access preferences.

Allow creation when ID not found**

Activating this preference will allow a User to create a new Student Profile if an ID or Full Name entered in the Log Student Window is not found. 

Consultant Choice on Login

Allows for customizations of Consultant choices. Contact Redrock Support for details (support@go-redrock.com)

Center Choice Modifier

Allows for customizations of Center choices. Contact Redrock Support for details (support@go-redrock.com)

Subject Choice Modifier

Allows for customizations of Subject choices. Contact Redrock Support for details (support@go-redrock.com)

Reason Choice on Login

Allows for customizations of Reason choices. Contact Redrock Support for details (support@go-redrock.com)

Logged in via: (Staff) or (Student)

Defining this preference is essential for perfecting your Login/Logout process. Your Trac system must have this distinction made in order for your system to successfully design the Login procedure for a specific User. For instance, the following preference “Show student messages on Login” may not be logical if a Staff member is logging in your students. 

Show student messages on Login

Activating this preference will display the Student’s recent message history during the Login process. 

Login Terms and Conditions

You have the option of adding a Terms and Conditions that students must agree to before logging in to your Center.

Label for Acceptance of Terms: Default (I Accept)

This preference determines the Label for your Acceptance of Terms (See following Screenshot for Terms & Conditions)

Logged out via: (Staff) or (Student)

Defining this preference is essential for perfecting your Login/Logout process. Your Trac system must have this distinction made in order for your system to successfully design the Logout procedure for a specific User. For instance, the following preference “Show student messages on Logout” may not be logical if a Staff member is logging your students in/out. 

This distinction is typically more relevant in regards to Logging out, as it is during this part of the process that Visit Notes are entered. The User who is entering these notes into your Visit Records then becomes significant. If your Staff members are Logging students out, then the Notes section during Logout will be classified as Visit Notes. If students are logging themselves out, then the Notes section will be classified in the system as Student Remarks. This distinction must be made clear early in the process, so as to avoid confusion in running Reports and collecting accurate Visit Data. 

Show student messages on Logout

Activating this preference will display the Student’s recent message history during the Logout process. 

Enter notes on logout, width (30) height (4) – (default values)

Activating this preference will allow Users to enter Notes during Logout. The Width and Height Fields determine the size of the Text field box that these notes can be entered into. 

Enter notes on logout for work visits.

Activating this preference will allow Consultants to enter notes during Logout for Work Visits. Record notes per Work Shift may be beneficial for Payroll purposes or for historical reasons. 

Auto lock visits older than: (___) days

Entering a number into the days field will activate this preference and prompt your Trac System to Lock Visit Records older than the number you set. Locking a Visit Record will prevent users from modifying or deleting any data. Groups may be given access to edit Locked Visits.

Time Zone Difference:

  • Time Zone Difference From Server: (___) hours

For example, if your Server is in EST and your Center in CST, the Time Zone Difference FROM Server would be = (-1). 

Visit Custom Fields

Visit Custom Fields allow you to create Customized Questions to gather additional feedback from students during the Log in / Log out process.  There is a limit of 8 Visit Custom Fields per Center Profile.  

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