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The Trac System and Your Athletic Department
Posted by Jennifer Turley on 03 May 2017 04:19 PM

MAKE THE BIG SCORE: Maximizing the Trac System For Student Athletes

With nearly a half a million NCAA student-athletes, tutoring and learning centers are experiencing more and more traffic from this group. Fewer than 2 percent of NCAA student-athletes go on to be professional athletes so student-athletes depend on academics to prepare them for life after college. On average, student athletes require strong time-management skills and some thoughtful planning with academic advisors.


Trac Systems can help you track and support this special population of students!


Setting Up Custom Field for Student-Athletes

First and foremost, we need to set up your system to recognize student-athletes. We will utilize one of the custom student fields, which can be imported from your SIS. With this info, we can create Athletic Student Lists.  This data can feed into reports that can even be sent automatically to coaches. This will also allow other users the ability to quickly and easily identify a student as an athlete. Along with using the custom fields to track the Athletic Sport, you can also customize a field to keep track of the hours of tutoring/advising that your athletes are required to have.

(NOTE: If you are currently not tracking this information you will need to work with your IT department and Redrock Software to update your current import.)


Adding Athletes to a Custom List Based off the Student Custom Field

Now that this information is being tracked, we can easily identify a student as an Athlete which allows us the ability to isolate these students, add them to a list and run specific reports for those Athletes.  These lists can be created by using the Power Search feature of the Trac System. By utilizing the Power Search this allows us to set up specific criteria that can be saved as a dynamic list. A dynamic list will automatically get updated every time the import runs.

Automatic Reports

Now that we have created these individual lists we can set up daily or weekly reports that can be sent to the coaches, regarding only their athletes, if you want that to occur. This nightly report allows Coaches to address behaviors or issues as soon as possible.

Below we see an example of a report that the coach can receive. This will show only the students for their particular sport and will include visit information and any notes that were entered. This allows the coaches to be easily see which students are coming in for Tutoring/Advising, what they are working on, and session notes.

These reports can be automated to send Daily, Weekly, or Monthly and can be sent directly to the coaches! This helps save time and make sure that everyone is getting notified as needed.


Time Check Feature

The Time Check feature is a checkbox that can appear on the Log Student window that allows the student to check their hours for the week. This is helpful if your Athletes are required to attend tutoring/advising for a certain number of hours a week. The student can then check this box and then "log in" for a visit (see below):

Instead of being logged in for a visit, it will show a custom message with that students total hours for the week and how that compares to their required study hours.


Just the beginning….

Trac System is powerful and flexible for all your needs.  Managing student-athletes visits and monitoring their progress is one way you can keep students on track for graduation!

If you are interested in setting up any of the features in this week’s Newsletter or have any other questions please open at Ticket at our Helpdesk by visiting,

Thank you for your continued support!

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Redrock Conference Wrap-up
Posted by Jennifer Turley on 14 April 2017 04:57 PM

Hello Redrock Customers!

To everyone who attended our 2017 Annual Redrock Conference, we thank you for another successful year! We appreciate the time and energy you took to improve your knowledge of the Trac Systems. To everyone who could not make it to our conference…worry not! Here’s what you missed!

The first and most exciting part of this conference was getting an official look at the next version of the Trac System, Trac Cloud! Lead Developer and owner of Redrock Software, Kelly Corder, gave an exclusive look of some of the new and exciting features of TracCloud including scheduling, logging visits and reporting. TracCloud is the next revolutionary step in Center Management and will give Users greater control over their data and make management simpler than ever!  A few of the new features that were showcased are: 

  • “View” feature: This brand new feature will give Users a new way to group, store, and report on their data; as well as allow Users to create “Custom Views” that can be saved and returned to at any time. 
  • “Chart Generator”: This feature will allow Users to take any View into the new Chart Generator and have the option of creating Bar, Pie, or Line graphs of their data. In addition, any view will offer Users a CSV export option.

If you were not able to attend the conference you can still have access to a few short demo videos featuring the new TracCloud Dashboard and Student Entry, the Schedule and KIOSK Log-In, and the Student Listing and Views. We will also continue to post any updates about TracCloud to the following link: 

Along with these videos you can also access all of the session PowerPoints and handouts over the entire conference weekend. All this information can be found by clicking on the following link:

We are already working and planning for next year’s conference which will be April 4th through the 7th, 2018.  Watch for new and exciting changes coming in the near future. Thank you!

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Registration for the Redrock Conference Ends March 22nd!
Posted by Jennifer Turley on 14 March 2017 08:54 AM

Registration for the Redrock Conference Ends March 22nd

We are just 8 short days from the close of registration for the 2017 Annual Redrock Conference! Registration will end on March 22nd, 2017 and the Conference begins April 5th - 8th. We are very excited for this year’s conference because not only do we have various sessions for new and advanced Users, but we will also be introducing the first look at the next version of the Trac System! Trac Cloud is a revolutionary step in Center management and will give Users greater control over their Data and make Management simpler than ever.

We are also thrilled to announce that we have a total of 13 sessions presented by different Users of the application. This is a great opportunity to see how other Colleges utilize the software and how it is used on their campus. We always appreciate having customers present because it gives great insight into the everyday use of the Trac System and how it can be customized to fit your school’s needs. Below is also a copy of our Conference Schedule, so you can take a look at all the amazing sessions that will be at the 2017 Annual Redrock Conference!

You can register for the conference at:


Wednesday, April 5th, 2017
1:00pm - 2:00pm Introduction and Demonstration of the Trac 4.0 System
2:10pm – 3:10pm  Get Your Trac System Up & Running In One Hour    
3:20pm – 4:20pm  Advanced Setup Options for Your Trac System
5:00pm – 8:00pm Welcome Reception w/ Appetizers and Live Band
Thursday, April 6th, 2017
8:00am - 8:45am Welcome to the 2017 Redrock Conference & Introduction of Focus Paths
9:00am - 9:50am
  • Communication and Retention with SAGE
  • Preparing for a Successful Semester Switch
  • Navigate Your Trac System like a Pro
10:00am - 10:50am
  • Power Search, Lists, and Watchlists
  • [User] Using TutorTrac Consultant Certifications in Practice
  • Fast-Track Your Center Profile Setup
 11:00am - 11:50pm
  • [User] Streamlining Your Academic Advisement Center: Going from Pen & Paper to a Click or Swipe
  • [User] The Hybrid System: Using TutorTrac to Track Dual (Appointment & Drop-in) Tutoring Visits
  • Handling Sections and Reasons with Ease
 1:00pm – 1:50pm
  • [User] Where Do I Start? Inheriting Your Trac System
  • [User] Using Data to Empower and Inform Decision Making:How to Get Stakeholders Invested in TutorTrac
  • Consultant Profile Management and Setup
 2:00pm – 2:50pm
  • [User] Customize Your TutorTrac
  • Pencil Me In: Scheduling Options
  • Student Access and View in Trac
 3:00pm - 3:30pm Recap and Intro to TracCloud: The next Evolution of the Trac System!
 3:30pm – 5:00pm Redrock Software Personnel available for questions
 5:30pm Downtown Scottsdale ArtWalk
Friday, April 7th, 2017
 8:00am - 8:30am  Friday Morning Welcome, Announcements, and New Features
 8:40am - 9:30am
  • [User] Improving Retention with Lists
  • [User] Assessing STEM Student Success by the Numbers
  • All You Need to Know About Creating Visits
 9:40am - 10:30am
  • Q2 Tables - Accurate Tracking in Dynamic Study Environments          
  • [User] From Paper to Digital: Creating Buy-in and Cultivating Change
  • Communicating With Busy Students through Emails and Text Messages
 10:40am - 11:30pm
  • [User] Searching and Reporting - Finding Students and Extracting Data
  • [User] Using TutorTrac Data to Inform Program Change        
  • Utilities, Preferences, and Events…Oh My!   
 12:30pm – 1:20pm
  • [User] Tutor Program Evaluation: How effective is my Program?
  • [User] A Little Bit of Everything     
  • We Can Report on That: Reporting Options  
 1:30pm – 2:10pm
  • Focus Path Wrap-Up and Q&A: New Systems and Semester Switch     
  • Focus Path Wrap-Up and Q&A: Identifying Specific Student Populations
  • Survey Says…      
 2:20pm - 3:00pm
  • Focus Path Wrap-Up and Q&A: Communication and Retention with SAGE
  • Focus Path Wrap-Up and Q&A: Data in and Data Out
  • Geek Speak        
 3:10pm – 4:00pm  2017 Conference Wrap-Up, Feedback, and Open Q&A Forum
 4:00pm – 5:00pm  Redrock Software Personnel available for questions
 5:30pm  Kajukenbo Arizona hosts CrossPIT workout and Hula lessons
 7:30pm  Dinner with Redrock at The Old Spaghetti Factory
Saturday, April 8th, 2017
 8:30am – 11:00am  One-on-One Appointments

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Early Registration Ends Tomorrow February 22nd 2017!
Posted by Jennifer Turley on 21 February 2017 10:48 AM

Early Registration Ends Tomorrow!

With the 2017 Annual Redrock Conference fast approaching, the deadline for early registration is finally upon us!

 Early registration ends tomorrow February 22nd, 2017 and the price will then increase by $30. The current rate is $329/person that increases to $359/person starting on February 23rd.  Conference registration ends March 22nd, 2017.

The Redrock Conference will be held on April 5-8, 2017 at the Hilton Phoenix/Chandler located in sunny Chandler, AZ. This is an amazing training opportunity and you don’t want to miss out on the early registration price! You can register for the Annual Redrock Conference by visiting, If you have any questions, you are more than welcome to contact us at Thank you and we look forward to seeing you in April!

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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, 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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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 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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