TRACCLOUD GUIDE

A guide for student staff in managing their schedules, maintaining accurate attendance records, viewing tutor course profile in TracCloud. We are in the process of developing this guide so check back periodically for new updates.

Managing your Tutor Schedule

Steps to add appointment time to schedule

  1. Be sure you are in your Staff account
  2. Click on the Schedule tab
  3. Click on your Name
  4. Use the Day/Date tab to find the week/day to add availability
  5. Click-and-drag to begin creating an availability block in an open space on their schedule.
  6. Once you release left-click, you will be brought to the availability entry window where you can configure the time slot.
  7. Center:  Peer Tutoring
  8. Reason:  Tutoring Support
  9. Meeting Type:  In-Person
  10. Max Students:  1 
  11. From (timeclock) – To (timeclock)Check:  1 hr  
  12. Days click:  None
  13. Click Save 
  14. Appointment availability created

Steps to Block Time on Schedule

  1. Be sure you are in your Staff account
  2. Click on the Schedule tab
  3. Click on your Name
  4. Use the Day/Date tab to find the day to block
  5. If a student appointment is booked, you must CANCEL the booking first by clicking the (x).
  6. Then Click-and-drag to begin creating an availability block over the timeframe you want to block
  7. In the upper right corner find “Availability”, click the drop-down and select “Reserve Block”.  Do not select any of the other boxes.
  8. Review the time range
  9. Click Save

How do I find what courses am I approved to Tutor?

  1. Be sure you are in your Staff account
  2. Click Other
  3. Click Listings…
  4. Click Course Lists
  5. In the Search enter @YOURLastName
  6. Your course list should display, click on your name and the list will display.
  7. Email resourcehub@lafayette.edu if you have any questions regarding your approved courses.

Attendance Recordkeeping

How to update appointments to indicate student ATTENDED and Create Visit Record?

ALL ATTENDED APPOINTMENTS NEED TO BE UPDATED IF YOU WANT TO BE PAID FOR YOUR TIME.  THIS NEEDS TO BE DONE AT THE TIME OF THE APPOINTMENT.

NO UPDATE NEEDED IF the session is “No Show” meaning the student did not show up.  Cancelations must follow the guidelines for canceling sessions.

  1. On the Dashboard in Upcoming Appointments find the session.
  2. Find the appointment for the session and click on the pencil icon and the Appointment Entry box will display.
  3. Center: Peer Tutoring
  4. Reason:  Tutoring Support
  5. Subject:  Course should be filled
  6. Find Status: Using drop-down arrow select ATTENDED.
  7. This must be done at the time of the session or the status update can not be done in Dashboard.  You will have to update using your Schedule tab.
  8. Click Save.
  9. If the tutor session was longer than an hour, you can now update the duration time by clicking on the pencil icon next to the Status field and the visit record entry box will display.
  10.  Update the Duration to the amount of time you met with the student and Click Save

DONE!  Great job.

How to check that my tutor sessions match the requested time for PAYMENT?

  1. On Dashboard, click the Utilization widget
  2. Select View: Own for This Month
  3. Click on Time In/ Out / Duration to change the order of the events to oldest to newest
  4. Confirm that a visit record exists for all the hours you are requesting payment on your banner timesheet.
  5. If a session is missing, go back to the Upcoming Appointments widget and look for the appointment on the date.  If the status says NO SHOW, click on the pencil icon and change the status to ATTENDED.  Update all session information accordingly. Refresh and the Visit should display under the Utilization Widget.
  6. NOTE: IF the DURATION (time you spent with student) on the UTILIZATION listing does not match your payment timesheet, click on the bubble icon to the right of that visit and change the DURATION.  Click Save.

How do I update visit record when session was longer than or less than the default 1 hour time?

  1. If the time you spent with the student, DURATION, was greater than or less than the 1-hour default, update the session record by clicking on the UTILIZATION listing.
  2. Find the session you need to update, click on the bubble icon to the right of that visit, and change the DURATION to the amount of time you spent with the tutee.
  3. Check Reason:  Tutoring Support
  4. Click Save.