2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

160 Characters Or Less Communicating With Students

Through Trac

WithIliana Ramos And Jennifer Turley

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

Overview• Setting up email options• Configuring Text Alert Options• Different methods of sending emails• Different methods of sending texts

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

Configuring SYSTEM Email Preferences

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

Configuring USER Email Preferences

• Your account must have a email in order to send the Message, Email or Text to the students.

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

Configuring CENTER Email Preferences

• The center is required to have a “Center Email Address” to send Confirmations and Canceled appointments.

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

Setting up appointment email prefs

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

Additional Send Email Options

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

Sending Emails to Faculty

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

Messages Settings• Before sending messages,

you need to create the message types, and indicate which groups can send which types of messages.

• Messages are a way for you to manually send an email to students through the Trac product.

• Messages can be sent to a particular student, or to an entire group of students.

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

Sending Messages

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

Text AlertsText Alerts allow you to :• Send appointment confirmation/cancellations via

text• Remind Students/Consultants of their appointment

by text shortly before the appointment time.• Send a text to Students currently visiting your Center.• Broadcast messages by text to Students who have

“opted in”

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

Text Alerts System Requirements• Trac 4.0 Web and Engine updates • Current Maintenance Agreement with Redrock

Support• Trac Server must have ability to make outbound

http/https connection to msgtrac.com• Trac Server must have ability to receive

incoming http/https connection from 63.224.138.155

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

“Opting In” to Text Alerts• Students can “opt in” to receiving text alerts from their main menu by

sending a text to the address generated.• Once Activated, Students can determine the amount of time prior to

their appointment they want to receive the text alert.

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

“Opting In” to Text Alerts from the Admin View

• Administrators can also assist students looking to opt in to text alerts by generating the activation code on the student profile.

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

“Opting In” to Text Alerts from the Kiosk

Any student that has not opt in to receiving Text Alert will be asked if the want to receive a Text Message when the consultant is ready to see them.

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

Sending Text Messages to Students

Option 1: Students that have opted in to receive center bulletins can be texted when they visit a center.

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

Sending Text Messages to Students• Option 2: To broadcast a message to all students that have opted in to text

messages, search for the students, and choose to send a note. You can then choose to send a text message as the note format.

2014

Red

rock

Soft

war

e Co

nfer

ence

2014

Red

rock

Soft

war

e Co

nfer

ence

ConclusionThere are a lot of different ways to keep Students and Consultants notified about appointments coming up, or other information that they need to stay up to date with their schooling. Take advantage of the options that you have!

Redrock Software